27 October 2025

Create Funds

Use Fund Manager to create funds or edit funds.

Create funds

Create funds as follows:

  1. On ebs: ontrack Hub, go to Fund Manager > Funds and then select Create a fund.

  2. Complete the Overview, Fund balance, and Allocation sections as defined in the table Create fund. Note that only the Overview section is mandatory.

    Create fund
    Section Field Notes

    Overview

    Fund type

    The fund type such as Bursary.

    There must be only one occurrence of the fund type for the funding year.

    Funding year

    The funding year such as 32 (2025-2026).

    Start date

    The start date of the fund such as 20/3/2026.

    End date

    The end date of the fund such as 25/3/2026.

    Include in ILR

    Whether to include the fund in the ILR return.

    Active

    Whether the fund is active.

    Allocation

    Initial allowance total

    The initial fund amount given to institutions for distribution.

    Risk threshold %

    The percentage of the remaining fund amount allowed before a warning is displayed when allocating learner funds.

    Adjustment %

    The percentage adjustment to be made to the fund amount.

    Adjustment reason

    The reason for the adjustment.

    FAM type

    The funding and monitoring type. Select from the drop-down list.

    FAM code

    The funding and monitoring code. Select from the drop-down list.

    Negative fund allocations allowed

    Whether funds can be allocated that result in a negative total remaining value.

    Learner can view?

    Whether the learner can view the fund in ebs: ontrack Learner Hub.

    Linked Role

    The custom user role for this fund type. Only users with this role can manage data for this fund type.

    Refer to Add user roles for information on setting up custom roles.

    Fund balance

    All performance fields are read-only.

    Adjustment total

    The total adjustment fund amount. This is automatically calculated based on the percentage entered in the Adjustment % field and the amount entered in the Initial Allowance Total field.

    Adjusted allowance total

    The total adjusted allowance fund amount. This is automatically calculated based on the amount entered in the Initial Allowance Total field minus the amount entered in the Adjustment Total field.

  3. After creating the fund you can then manage the fund by selecting the vertical ellipses and take the following actions:

    • View or edit the fund

    • Assign learner to fund

    • Delete fund

    You can also navigate to the following:

    • Learners

    • Assessments

    • Plan items

    • Delivered plan items

Edit funds

Edit existing funds as follows:

  1. Edit existing funds by finding the fund of interest. On ebs: ontrack Hub, go to Fund Manager > Funds and find the fund of interest as follows:

    Search options
    Select the Funding year, such as 32 (2025 - 2026) and then enter the Fund type, such as Bursary.
    Filter options
    Use the filtering options in the column headers. For example, to filter for Fund types that contain the word Support. Filters on a column can be combined using AND or OR operators. You can also sort the filtered results by selecting a column header, such as Start date.

  2. You can then manage a single fund by taking the following actions:

    • View or edit the fund

    • Assign learner to fund

    • Delete fund

    You can also navigate to the following:

    • Learners
    • Assessments
    • Plan items
    • Delivered plan items

  3. You can also manage funds in bulk on the grid by selecting Enable editable grid. For example, to change the start date for multiple funds.

    The image below shows the editable grid enabled with a selection of funds filtered by funding type.

    Manage funds