Free checklist for apprenticeship and training providers

Monthly pre-submission checklist

Twelve checks to run before each ILR return. Most take minutes with exports from your e-portfolio and MIS.

Do your systems agree?

  1. Learner numbers match. The count of active learners is the same in your e-portfolio, MIS and the ILR you're about to submit, or you know exactly why not.
  2. Planned end dates match. Each learner's planned end date is the same in every system.
  3. Breaks in learning recorded everywhere. Any learner on a break is shown as on a break in every system, from the same date.
  4. Withdrawals dated and recorded. Every learner who has left has a confirmed last day of learning, recorded consistently.
  5. Employer details match the contract. Employer name and agreement details agree with the signed paperwork.

Are learners on track?

  1. Past planned end date. You have a list of learners past their planned end date, and each has a recorded reason and next step (such as gateway readiness).
  2. Off-the-job hours on pace. Recorded off-the-job hours are compared with planned pace, and learners falling behind are flagged to their tutor.
  3. Progress reviews up to date. Every learner has had a progress review within your expected interval.
  4. New starts complete. New starters have a complete training plan, initial assessment and signed agreements before they're counted.

Does the money add up?

  1. Funding expected against actual. Last month's funding report is compared with what you expected, and the difference is explained.
  2. Prices agree. The agreed price for each learner matches across the contract, your MIS and the ILR.
  3. Fixes logged. Corrections made before submission are listed with who made them, so the same errors can be fixed at source.

How did you score?

  • 10–12: strong control. Your returns and funding should hold few surprises.
  • 6–9: the basics are there, but mismatches are being found late. Automate the comparisons in the first section.
  • 0–5: high risk of corrections, funding surprises and inspection questions. Start with learner numbers and end dates.

Three questions for your next team meeting

  1. Which mismatch do we find most often, and in which system does it start?
  2. How many learners are past planned end date today, and is that number rising?
  3. Could someone other than our MIS lead run these checks next month?

This checklist is a practical guide, not funding-rules or compliance advice. Always check against the current DfE funding rules and ILR specification. No learner data needs to be shared to use it. For a free one-page summary of your published achievement figures, email stephen@zktheory.org.

Free to use and share. Stephen Dorman | Reporting and data analysis for small organisations | stephen@zktheory.org | zktheory.org/services