5.16 Maytas LLWR Release Notes

Note regarding submissions

We would like to remind providers to create a submission early and check for any errors using reports from the appropriate software (i.e. the FIS or LLWR-Inform). Welsh providers should also remember to download their ULI file. After submission to the ESFA or DfES, providers should check that data has submitted correctly using the available reports. Providers should check that all their expected starts and completions are submitted correctly, and that start and outcome payments correctly match the PFR or ACE funding reports.

Our support desk gets extremely busy in the days prior to the submission deadlines, and although we try and prioritise submission-related queries, we cannot guarantee assistance if queries are sent late. If you do encounter any issues, please ensure that you contact Maytas Support as soon as possible, as we can only rectify issues of which we are aware. We also recommend checking Maytas.net regularly for information on any known issues and solutions. Tribal cannot be held responsible for any issues caused by your failure to comply with this advice.

Technical specification

The latest Maytas and e-track technical specification can be found here.

Once the upgrade has been completed, the version number should be checked to ensure it has been successful.

Start Maytas and go to Support on the toolbar.
Click About.
The version numbers should read 181.20 / 5.16.6800.3. If you have any other version, please ensure you have followed the upgrade instructions correctly. If you require assistance, please contact Maytas Support.

It is the responsibility of customers to ensure that users carry out any required user acceptance testing and sign off on the upgrade.

Complete the Upgrade

Features Added in the Upgrade

These are the main updates in the upgrade:

LLWR tabs for 2018/19
LLWR reports for 2018/19
Updated LLWR validation rules
LLWR batch export
Lookup changes
Fixes to a number of issues

Reports Library 1.0.2.9 is also included in the upgrade but must be installed separately. This is detailed in the Upgrade Guide. If you are a hosted customer, please contact the Service Desk to arrange for the reports library update to be applied.

Please note that all new and updated LLWR tabs and reports are automatically imported during the upgrade.

Details of these can be found below.

Create the 2018/19 DfES Contract

A 2018/19 DfES contract should be set up for each DfES contractor. Without this contract, Maytas is unable to determine the funding rules, schemes and lookup codes to use.

Go to Management on the toolbar and click Contracts.
Left-click the contractor (company) to which you wish to add the new contract.
Click Add Contract on the ribbon.
Make sure that option 1. Existing company is selected then click Next.
Enter a contract description (e.g. DfES 2018/19).
Enter a contract number if required.
Select the DfES Contract (Wales) option.
Select year 2018/2019.
Click Next.
Select the schemes you wish to include in the contract and click Next.
Click Finish.

The Contract Wizard will create the appropriate funding model within Maytas and set up all the schemes that apply.

Maytas 5 Version 5.16.6800.3 Release Notes

2018/19 Contract Year Updates

New Contract Year Tabs

New Maytas tabs for 2018/19 have been produced for the ILR and LLWR as per specifications from the Data Service and DfES. These will have been imported automatically in the upgrade. Please note that while both ILR and LLWR tabs are imported, the relevant tabs will only show for the relevant learners – i.e. ILR tabs will only show to learners on English schemes and LLWR tabs will only show to learners on Welsh schemes. Details of the tabs can be found below.

Please note that user permissions will need to be set for the new tabs, as by default they are available to all users. Also please note that if you have changed the field type for any ILR fields (e.g. to or from a lookup), these will need to be changed from the default field type in the screen designer.

LLWR Changes for 2018/19

The only changes between 2017/18 and 2018/19 are updated lookups for the following fields

LP83 GDPR Indicator
LP30 Disability Type
LP56 Health Condition
LP60 Migrant Worker

These can all be found on the LLWR Programme tab and the programme section of the LLWR 2018-19 report.

LLWR Report for 2018/19

The 2018/19 Maytas 5 LLWR report has been produced based on a previous official form. Since the official form only includes the programme section, we have added the activity and award sections as per the previous version of the report.

The LLWR report is automatically imported in the upgrade and can be found in the LLWR folder of the Reports Library.

There are two ways to run the report:

On the Home tab, select Report Library | LLWR | LLWR 2018-19. This will let you search for a learner and select the sections to show.
In a learner record, click Process and select LLWR 2018/19 Form. This will open a PDF export of the report for the learner / POT. It will use the default of showing all sections.

LLWR Export 2018/19

Generate Export

The LLWR export for 2018/19 is available in Maytas 5. The front-end functionality is the same as in 2017/18.

To view the LLWR export screen for 2018/19:

Click Exports on the toolbar.
Click LLWR Export on the ribbon.
Click the button.
Choose the ELWA Provider ID dropdown box.
If you wish to only include learners who ended learning before a certain date, enter this date in the Filter Termination Before box.
Once ready, click OK.
Locate the submission by expanding the contract year and period using the arrows to the left. Click the submission to select it. The status will say GENERATE: Working on trainee… until the export data has been generated. It will then say Idle. Please note that this may take a while, depending on the amount of data being exported.
- Edit opens the export and allows you to view and edit the export settings. Please note that not all settings can be changed once an export has been created.
- Generate processes the export and produces a text file showing any errors for each learner. This allows you to correct any errors and re-generate before the batch file is created. The generation progress is shown with the circular progress bar to the right:
- View Log shows any errors in the export. These should be investigated and resolved and the data re-generated before outputting the XML.
- Output creates the actual batch file. The file will be created at C:\Temp on the Maytas server.
- Get File lets you download the batch file once it has been created.

LLWR XML Output

An option to create the submission file in XML format was added in Maytas version 5.08.5418.2. This is much easier to read compared to the flat file, and it is also easier to locate information.

The ability to import the Overall Output file from the LLWR Data Collection site allows us to produce submission files consisting only of changes by default, as we can exclude records that have been accepted by the LLWR. At the beginning of each year a full file will be produced. Once the return Output file has been imported into the previous submission, only changes will be submitted.

The Output Changes XML link becomes active once the submission file has been generated. It will create an XML file on the server which can be retrieved by clicking Get File as normal. The file can be saved in XML format or as a zip file. The file can then be submitted to the Data Collection site. Please see the LLWR CSV User Tutorial from the Inform site for guidance on submission.

During the submission process, just after the Submit records to database step, you will have an opportunity to Download XML Output File (XML) from the Overview tab. It is important to do this as you will not get the option again after the Finalise Transaction process.

The XML Output file can be imported into Maytas on the submission by clicking Import XML Output File. This will indicate accepted records and provide error information. The Output file also contains ULI information which can be used to update the learner records in Maytas if required.

However, there are circumstances where the LLWR cannot provide the ULI at this stage, and consequently the ULI must be imported in the usual manner.

Once the XML Output file has been imported, subsequent XML files created will only include records that have not been accepted or where a change has occurred since the previous import. This can be overridden by ticking the Output Full XML checkbox near the top of the export screen.

GDPR Contact Preferences Tab

The GDPR Contact Preferences tab can be used to record GDPR information relevant to Welsh learners. The LLWR section of the tab has two fields: LP06 Data Release Date and LP83 GDPR Indicator. The ILR section of the tab can be ignored for Welsh learners.

Global Updater Improvements

Reports created in Report Generator can now be used to create views for use in the Global Updater. Please note that this functionality should currently be considered a beta version.

A report must meet several conditions to be usable as a view:

It must be a manually created report (i.e. not via the report wizard).
There must be no report parameters.
It must be a list report, not a matrix report.
No functions or expressions must be used in the field definitions.
The report must include the primary keys from all the tables joined in the report (e.g. if the report joins to TRAINEEPOT then TRAINEEPOT.TRAINEEID and TRAINEEPOT.POT must be added to the report). If you save your report after creating a view and the required fields are not present, you will be prompted to add them.
It is recommended to only use inner joins rather than left joins.
If you need to join to grid tables (e.g. for ILR sub aims or employment status records), it is recommended to only join to one grid table per report.

Due to the changes in this upgrade, existing Global Updater views must be rebuilt for them to continue working. To rebuild the views:

Go to Management on the toolbar.
Click Definitions on the Global Updater panel of the ribbon.
Click Rebuild Views.
You will be prompted to confirm. Click Run to continue.
When the views have finished rebuilding, a message will appear to confirm this. Click OK.

Please note that existing Global Updater definitions may have additional primary key fields included after the rebuild. Primary key fields are greyed-out and cannot be edited (e.g. TRAINEEID and POT in the screenshot below).

To create a view from a report:

Create a new report as required in Report Generator, making sure to meet the conditions described above.
Go to the Design tab, then select Views | Create Update View on the ribbon.
Enter the display name. Click OK.
Click Apply.
You will be prompted to update the view associated with the report. Click Yes to proceed.
Click OK on the confirmation message which appears.
Sync and restart Maytas.
Go to Management on the toolbar and click Definitions on the Global Updater panel of the ribbon.
Click the button on the left to add a new definition.
Your report view can now be selected from the Update view dropdown box. Complete the definition as required and click Apply.

In Report Generator, you can manage report views by going to Views | Manage Views. This can be done from any report (not just reports with associated views).

This will open the Generated Views window.

Each row tells you the view and display names of the view and which report it is linked to. To delete a view, select the row and click the red cross at the end of the row. Click Yes to confirm. Please note that if the view is used in any Global Updater definitions, it cannot be deleted until the definitions have been deleted (or changed to use a different view).

Click OK to close the window.