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There is a PDSAT report that is supposed to do similar, 23A-216. The report logic for that one is;
Identify learners with ZPROG learning aims WHERE FundModel = 36, LearnStartDate >= 01/08/2019, RES <> 1 AND OTJActHours < minimum actual hours, based on apprenticeship programme actual duration in weeks (adjusted for statutory annual leave entitlement) x least number of weekly employment hours, derived from EII (capped at 30 for starts from 01/082022) x 20%.
However, we think the PDSAT one is calculating incorrectly. We have 6 rows on there that we calculate as no issue. We've reported the PDSAT issue with no response. We have nothing on the FRM37 report.
Why are ESFA duplicating reports between PDSATs and FRM reports? Whilst these two aren't identical, if one report could cover all low OTJ records, it would be less confusing. There are several PDSAT/FRM reports that are exact duplicates. Is there any logic on which reports end up as a PDSAT, and which are FRM? Ideally they'd be PDSATs if possible, as we can run those whenever we like, with only reports that were impossible to make as PDSTs, sitting as an FRM report. The FRM reports were a fantastic addition when they first appeared, but they've got really muddled with the PDSATs since.
Our PDSAT report 23A-216 is empty however we have 8 learners appearing today on the FRM37. We have reduced the Training costs TNP1 due to Prior Learning, noted this reduction on the Apprenticeship service, and on the Training Plan, and reduced the OTJ hours accordingly however as the prior learning relates to a module being delivered during the middle of the course the start date or end date of the overall programme have not been amended.
Has anyone else got this?
Gill Knight You can only reduce the OTJ if you also reduce the duration. The minimum OTJ is based purely on planned duration, RPL isn't directly relevant.
I was wrong, we do actually have three on this report, but they weren't on the PDSAT report. The first one I checked is low. I worked out how many years the student planned duration is (duration in days/365 was 1.25), multiplied by 46.4 to get the delivery weeks (that takes into account the 28 days annual leave), which was 58. The student is full time, so simply 58 x 6 = 348. That should be the minimum Planned OTJ. The one I checked was below this, so I think the report is correct. I'm investigating how we accidentally did this, as we always use that standard calculation to make sure our plan is at least the minimum.
Steve H has previously identified some oddities in the logic behind the DSAT calculations used I believe.
In addition the testing papers for external auditors' use includes a calculator which routinely calculates below what the official ESFA Calculator does (as in, within their previous Commitment Statement Template example online (https://www.gov.uk/government/publications/apprenticeships-off-the-job-training) .
When challenged on this we provided snapshots using the ESFA version and these were accepted.
Martin Locock I'm not aware there are any errors in the FRM37 report (unlike the PDSAT one). Have you got an example of the hours/duration etc and calculations you used to get the Planned OTJ value, and what EII you reported?
I make that 226 weeks (1582 days divided by 7). I highly recommend timeanddate.com for working out date difference quickly! On the front page, on the left, there's a "Date-to-Date Calculator", and I tick the "Include end date in calculation". That also shows you that this duration is 4.3342 years (433.42 as a % of a year).
I do my calculations by multiplying the years (4.3342) by 46.4 (weeks in a year when you take out the 28 days leave), which is a little over 201.1 weeks. Multiply that by 6 to get 1,206.6 minimum OTJ hours for anyone whose EII is 31+ hours (we'd round up to 1,207).
It's only different from your by three hours, but that might be the difference between it being on that report or not?
If I use your version of the calculation (also valid I think) using 226 weeks, I get 1,209.9.
Post-16 Monitoring
Post-16 monitoring FRM37 Apprenticeship OTJT hours below minimum
Created
The funding rules monitoring report ‘Apprenticeship off-the-job training hours (OTJT) below the minimum’ (FRM37) is now available in the post-16 monitoring dashboard. If you deliver apprenticeships, please access the dashboard to view these errors and correct your data in time for the R08 ILR submission.
There is specific guidance on how we calculate the thresholds and what you need to do to ensure that you’re reporting OTJT correctly.
You must calculate planned OTJT hours using the methodology described in the funding rules, and also recorded on the training plan and apprenticeship agreement by all relevant parties at the outset of the apprenticeship programme. When recording the start of the apprenticeship in your ILR data, you must report the number of planned OTJT hours for the whole programme in the planned hours field. This field is mandatory and must accurately reflect the evidence documented on the apprenticeship agreement and training plan.