Harbour Skills — Monthly pre-submission check
R02 return, September 2026 · Checked across e-portfolio, MIS and CRM exports before ILR submission
- 184 active apprentices checked
- 11 records to fix before submission
- £4.6k gap between expected and actual funding in Sep
- 2 standards below average retention
Records to fix before submission (6 of 11 shown)
| Learner | What doesn't match | Action | Owner |
|---|---|---|---|
| L-0147 | Planned end date differs: e-portfolio 14 Nov 2026, MIS 30 Jan 2027 | Update MIS or e-portfolio | Quality |
| L-0162 | Break in learning in e-portfolio from 2 Sep, still active in ILR | Record break before submission | MIS |
| L-0088 | Off-the-job hours 41% behind planned pace | Tutor review with employer | Tutor |
| L-0203 | Withdrawal date recorded in CRM but not in MIS | Confirm date and record | MIS |
| L-0119 | Past planned end date by 63 days, no gateway recorded | Check gateway readiness | Quality |
| L-0175 | Employer name differs between contract and ILR | Correct to contract | Admin |
Learner references are pseudonymised. The full list goes to the named owner with a due date before the submission deadline.
Chart data
| Month | Expected | Actual |
|---|---|---|
| Oct | £64.0k | £63.8k |
| Nov | £64.7k | £64.3k |
| Dec | £65.0k | £64.9k |
| Jan | £64.9k | £64.3k |
| Feb | £65.3k | £64.8k |
| Mar | £65.6k | £64.7k |
| Apr | £66.2k | £64.8k |
| May | £66.4k | £64.3k |
| Jun | £67.0k | £64.2k |
| Jul | £66.7k | £63.4k |
| Aug | £67.9k | £64.0k |
| Sep | £67.8k | £63.2k |
Chart data
| Standard | In-year retention |
|---|---|
| Early Years Educator L3 | 91% |
| Team Leader L3 | 88% |
| Business Admin L3 | 86% |
| Customer Service L2 | 84% |
| Adult Care L2 | 73% |
| Hospitality L2 | 68% |
Checks before this month's return
- Check: 7 learners are past their planned end date without a gateway record. They account for most of the funding gap from April onwards.
- Check: Adult Care L2 and Hospitality L2 retention has fallen since March. Withdrawals cluster at two employers (E-12 and E-31).
- Check: Off-the-job hours are behind planned pace for 19 learners. Three are at risk of breaching the minimum requirement this quarter.
What this tells the management team
- Funding is £4.6k a month below expectation and the gap has grown steadily since April. It is driven by learners overrunning planned end dates, not by fewer starts.
- Retention problems are concentrated in two standards and two employers, so a targeted employer review will do more than a provider-wide intervention.
- Fixing the 11 mismatched records before submission avoids corrections next month and keeps funding reports aligned with delivery.
What produces this. A Reporting & Insight Build: a monthly check that compares the systems automatically, lists what to fix before submission, and updates the funding and retention view. It runs from the spreadsheets and exports the organisation already uses. The first step is a £295 Reporting & Insight Review — details at zktheory.org/services.