Template Workflow

Exceptions

An exception is output if:

  • A client in the One IYSS database has no matching record on the import file, and vice-versa.
  • A client in the One IYSS database has more than one matching record on the import file, and vice-versa.
  • Imports for college starters and leavers, and school starters and leavers cannot be matched to provider records by DfE establishment numbers
  • Imports for training provider starters and leavers, and school starters and leavers cannot be matched to provider records by DfE establishment numbers

If a client is matched, the output depends on whether the client’s current situation provider as recorded in One IYSS is the same as the provider from the import, and whether the situation is within tolerance.

Client matches where providers are same

If the current situation provider is the same in both One IYSS and the import file and within tolerance (refer to: Leaver and Starter Import Templates), the client’s situation is updated according to the following:

  • Situation Group (employment and WBL situations): taken from source file Status column.
  • Situation Sub Group (employment and WBL situations): taken from source file Status column.
  • Situation Sub Group (educational situation): calculated from the client’s date of birth.
  • Opportunity (educational situation): calculated from the provider and the calculated year group.
  • Subject (educational situation)
  • Occupational Area (employment and WBL situations)
  • Outbound Qualification Level
  • End Date: If provided in the source file, a new follow on Unknown situation is added and the current situation is closed.

If the current situation provider is the same in both One IYSS and the import file, but not within tolerance, an "Information has been received from <provider name| that confirms the client is studying there but the recorded situation start date is different.” exception is output.

Client matches where providers are not same

If the current situation provider is different in One IYSS and the import file because the client’s current situation group is unknown, but the start date is within tolerance (Leaver and Starter Import Templates), the client’s situation is updated according to the following:

  • Situation Group (employment and WBL situations): taken from source file Status column.
  • Situation Sub Group (employment and WBL situations): taken from source file Status column.
  • Situation Sub Group (educational situation): calculated from the client’s date of birth.
  • Opportunity (educational situation): calculated from the provider and the calculated year group.
  • Subject (educational situation)
  • Occupational Area (employment and WBL situations)
  • Outbound Qualification Level
  • Update current baseline status to Offer Made where the Baseline Header Reporting Group = Guarantee Rep Yr 12 or Guarantee Rep Yr 11 and the current status <| Offer Made.

If the current situation provider is different in One IYSS and the import file because the client’s current situation group is unknown, and the start date is not within tolerance (Leaver and Starter Import Templates), a new current situation is created according to the following:

  • Situation Sub Group (educational situation): calculated from the client’s date of birth.
  • Opportunity (educational situation): calculated from the provider and the calculated year group.
  • Occupational Area (employment and WBL situations)
  • Outbound Qualification Level
  • Update current baseline status to Offer Made where the Baseline Header Reporting Group = Guarantee Rep Yr 12 or Guarantee Rep Yr 11 and the current status <| Offer Made.

If the current situation provider is different in One IYSS and the import file because the client’s current situation group is one of the following, the situation is updated according to whether the situation start date is before or after the Update Routines situation start date:

  • Moved out of Contact
  • Employment without Training
  • NEET
  • No Response
  • Other
  • Statutory Education
  • Voluntary
  • Employment With Training but NOT Modern Apprenticeship.

If the situation start date is before the Update Routines situation start date, a new current situation is created from the data file according to the following:

  • Situation Group (employment and WBL situations): taken from source file Status column.
  • Situation Sub Group (employment and WBL situations): taken from source file Status column.
  • Situation Sub Group (educational situation): calculated from the client’s date of birth.
  • Opportunity (educational situation): calculated from the provider and the calculated year group.
  • Subject (educational situation)
  • Occupational Area (employment and WBL situations)
  • Outbound Qualification Level
  • Update current baseline status to Offer Made where the Baseline Header Reporting Group = Guarantee Rep Yr 12 or Guarantee Rep Yr 11 and the current status <| Offer Made.

If the situation start date is after the Update Routines start date, an "Information has been received from <provider name| that confirms the client is studying there but the recorded situation start date is different.” exception is output.