Monitoring Requirements

Reporting Requirements

The LSCi uses a number of different data capture systems. Providers are required to submit a range of data regarding the performance of their ESFi project.

All providers will receive full training on the use of the LSC’s data capture systems and the LSC will provide on-going support as required.

Beneficiaryi Records

Beneficiary data is collected on either an Individualised Leaner Record (ILR) or a Short Record (SR) and can be submitted to the LSC using one of two methods, Provider On-Line or Provider Batch Capture.

Provider On-Line

The Provider logs onto the LSC’s Providers website, http://providers@lsc.gov.uk and inputs ILRs or SRs directly to the LSC’s system. The data is validated on input to prevent invalid learner records being submitted in error.

The computer requirements for this route are as follows – 256Mb RAM, 1 Gb free Hard Disk Space, Pentium III processor or higher, MS Windows 2000 or higher, Broadband Internet connection if available, MS Internet Explorer 5.5 or above.

Provider Batch Capture

If the Provider maintains their own Management Information System, where they store their ILR/SR data, then they can load a file containing all this information onto the LSC’s website in one process. To use this method, the Provider’s software must be capable of producing an extract file, which must meet the LSC’s specification. Once the file is loaded the data will be validated by the LSC system, any errors identified will be notified by an error report, posted back to the Provider's website.

The computer requirements for this route are as follows – Broadband Internet connection, Internet Explorer 5 or higher, 64Mb RAM, Pentium III and Excel 5 or higher.

Co-financingi Monitoring Return

All Providers holding ESF co-financing contracts are required to submit monitoring returns on a monthly basis to confirm progress against the agreed project profiles.

All CMRs must be inputted using Provider On-Line; the Provider logs onto the LSC’s Providers website, http://providers@lsc.gov.uk and inputs CMRs directly to the LSC’s system.

The computer requirements for this route are as follows – 256Mb RAM, 1 Gb free Hard Disk Space, Pentium III processor or higher, MS Windows 2000 or higher, Broadband Internet connection if available, MS Internet Explorer 5.5 or above.

Auditi

The ESF contract will stipulate the outputs, outcomes and milestones to be achieved by the project.

As Providers are paid on the achievement of these performance indicators, it is essential that the evidence of their achievement is auditable by the LSC. It is a requirement of the LSC’s role as a co-financing organisation that all ESF projects are audited.

The Provider Financial Assurance (PFA) Team will visit each ESF project on at least one occasion to ensure that evidence is available to support the information provided on the CMR. During ESF assurance visits, PFA will undertake substantive tests on a random sample of outputs/outcomes/milestones claimed to date using the information provided on the CMRs. Substantive testing consists of checking evidence to ensure that the reported outputs/outcomes/milestones have been achieved and therefore that payments are valid.

There must be a sufficient audit trail held at the Provider premises in relation to each output/outcome/milestone reported on the monitoring return. The Provider must be able to break down the figures to transactional level eg specific output (OP1), specific beneficiary (F Bloggs), specific month (February 2004).

Should any concerns arise as a result of a PFA audit, then it may be necessary for the LSC to cease payments made in relation to the project and/or recover payments that have already been made.