If achievement data is entered manually into the Exams module, it is possible to set up ebs so that it populates the ILR dataset in real time.

Examinations will not update completion status or end date. This is done by changing a learner’s progress record in enrolments or by updating the ILR data directly.

For results to be updated in real time the learners' completion status must be '2'.

The following setup is required:

• The following institution settings (on the Exams screen) and their recommendations must be considered:
  • Update ILR/LLWR when exam entry results are manually entered - this must be set to 'Y'
  • ILR: Update null QCF Credits Achieved (A60) values only - this is recommended to be set to 'N'
  • ILR: Update null Grades (A36) values only - this is recommended to be set to 'Y'
  • ILR: Update null Outcome (A35) values only - this is recommended to be set to 'N'
  • ILR: Update completed (A34) aims only - this is recommended to be set to 'Y'

• Grades must all be mapped to a funding year and also to a grade and outcome using the Yearly Values screen (accessed by clicking the Yearly Values button on the Admin Commands ribbon).

  

• In order for any grade information to populate a funding return, the examinations that grades are entered against must be attached to the relevant record in curriculum and the correct qualification aim.

  Curriculum aims should not be linked to unit records.

Where grades are imported into ebs via the imports routine in the Exams module, the Update ILR Achievements process is the only way to transfer the grade information to the funding returns. All of the same considerations are made when running this option, with the exception of the transfer process updating any learner aim, regardless of the completion status (as long as the other checks are passed).

You can update ILR achievements manually, provided that:

• Grades are mapped
• Curriculum links are attached at award level only

• The result is recorded in the first grade field

  If a result is manually entered in the first grade field before learners are completed, it will not transfer to the ILR, but the Update ILR Achievement process can be run.

To update ILR achievements:

1. Click the Exams Processes button on the Start ribbon.

   

   The Imports tab is displayed on the Processes screen.

2. Click the Update ILR Achievements tab.

   

3. Enter or edit the fields as required.

The fields on the Update ILR Achievements tab are described in the following table.

This field	Holds this information...
Funding Year	The funding year of the achievement.
Board Code	The exam board code.
Board Occurrence	The user-defined exam board occurrence code.
Exam Code	The user-definable exam code for this examination, subject, paper, and so on.
Update Completed Aims (A34) ONLY	Whether to only update completed aims (A34) if the field in the ILR return is set as completed. This is selected or deselected by default depending on the ILR: Update completed (A34) aims only institution setting (on the Exams screen).
Update Null Outcomes (A35) ONLY	Whether to only update Outcome (A35) if the field in the ILR return is null. This is selected or deselected by default depending on the ILR: Update null Outcome (A35) values only institution setting (on the Exams screen).
Update Null Grades (A36) ONLY	Whether to only update Grade (A36) if the field in the ILR return is null. This is selected or deselected by default depending on the ILR: Update null Grades (A36) values only institution setting (on the Exams screen).
Update Null Credit Achieved (A60) ONLY	Whether to will only update QCF Credits Achieved (A60) if the field in the ILR return is null. This is selected or deselected by default depending on the ILR: Update null QCF Credits Achieved (A60) values only institution setting (on the Exams screen).

4. Click the Run now button on the Exam Processes ribbon.

   

   The Update Achievements window is displayed and the process is carried out. On completion, process results are displayed.

   

5. Click Close.

   Further details of the process is displayed in the Message Logs grid on the Update ILR Achievements tab.