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Sync ILR Information with Learner Programmes

Open eLMS can automatically synchronise ILR (Individualised Learner Record) data with learner programmes, ensuring that programme details such as start dates, duration, expected completion dates, and required hours are pulled directly from your ILR records rather than manually calculated.

This feature helps maintain data consistency between your ILR submissions and programme monitoring within Open eLMS.

Prerequisites

  • ILR data must be uploaded to Open eLMS

  • Programmes must be configured with the correct LARS codes

  • The "Link ILR to User Program" setting must be enabled in configuration

Step-by-Step Configuration

Step 1: Enable ILR Linking

Navigate to your system configuration and ensure the "Link ILR to User Program" setting is enabled. This setting allows the system to use dates and details from ILR records for standards.

Step 2: Configure Programme Reference Codes

  1. Go to Learning Standards in your admin area

  2. Select the programme you wish to configure (e.g., Software Development Technician)

  3. In the Details section, locate the Reference Code field

  4. Important: Instead of using the standard reference code (e.g., ST0128), enter the LARS code from your ILR

Example:

  • Standard Reference: ST0128 (Software Development Technician)

  • Use LARS Code: 154 (enter this in the Reference Code field)

Step 3: Set Up Learning Deliveries in ILR

When configuring your ILR learning deliveries:

  1. Navigate to Learning Deliveries section

  2. In Programme Aim, ensure the Apprenticeship Standard Code matches the LARS code you've entered in the programme configuration

  3. For our example, this would be 154

Step 4: Assign Programme to Learner

Once a learner is assigned to a programme with matching LARS codes:

  1. Open the learner's programme details

  2. The system will automatically search for the matching LARS code (154) in the learner's ILR record

  3. Programme details will be automatically populated with ILR data

What Gets Synchronised

When ILR linking is properly configured, the following information is automatically pulled from the ILR:

  • Start Date

  • Duration

  • Expected Completion Date

  • Required Hours

  • Calculated Working Hours (from the standard)

Benefits

  • Data Consistency: Programme monitoring aligns with ILR submissions

  • Reduced Manual Entry: Eliminates need to manually calculate working hours

  • Accuracy: Ensures programme tracking reflects actual ILR data

  • Compliance: Maintains consistency between internal records and official submissions

Important Notes

  • Use the LARS code (e.g., 154) rather than the standard reference code (e.g., ST0128) in the programme's reference code field

  • The system relies on exact matches between the programme LARS code and the apprenticeship standard code in learning deliveries

  • Hours and dates will reflect what's recorded in your ILR, not system-calculated values

Troubleshooting

Programme details not syncing?

  • Verify the LARS code in the programme matches the apprenticeship standard code in the learner's ILR

  • Check that the "Link ILR to User Program" setting is enabled

  • Ensure ILR data has been properly uploaded for the learner

Incorrect hours or dates showing?

  • Review the ILR record to confirm the data is accurate at source

  • Check that you're using the LARS code rather than the standard reference code

Support

If you need assistance with ILR synchronisation or have questions about programme configuration, please contact the Open eLMS support team through your usual channels.