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FAQs

1.      What is EDS for?

2.      How do I register on the EDS system?

3.      How many users can be registered under the same UPIN?

4.      I am a subcontractor - can I register on the system under my own UPIN?

5.      I have forgotten my username and/or password - what should I do?

6.      How do i know if I neeed an ERN for a particular learner?

7.      How do I view an ERN?

8.      Can I update an employer name?

9.      What if I can't find an employer on EDS?

10.      How long does it take to get an ERN?

11.      Why has my request for an ERN been rejected?

12.      What does a red 'X' mean?

13.      What does a yellow triangle mean?

14.      An ERN is being rejected when I submit data to OLDC - what should I do?

15.      What happens if I don't get an ERN?

16.      I have a question on the Large Employers List - where should I go for help?

1.      What is EDS for?

The Employer Data Service is a web service on which Skills Funding Agency providers can find employers and their Employer Reference Numbers (ERNs).

These ERNs can be entered in the Employer Identifier field on the Individualised Learning Record (ILR) or used with the Apprenticeship Vacancies system.

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2.      How do I register on the EDS system?

This section contains all of the information you need to setup your EDS account. Please note that each person accessing the system will need to complete this process individually. You will need your UPIN to register, this is your six digit provider number.

Go to the EDS website registration page http://edrs.lsc.gov.uk/security/register.aspx

1. You will now be taken to the User Registration page. As with all of the forms on the EDS site; each field with an (*) next to it is mandatory.

2. Input the UPIN number into the first field, this is a 6 digit number you received with your Skills Funding Agency contract.

3. Input the rest of the details and double check the phone number and email as if there is a problem with the record we cannot contact you and you will not receive the emails with the URN.

4. Please note that all passwords must be between 8 and 11 characters in length, contain at least one number and have a mixture of upper and lower case letters.

5. A confirmation email will now be sent to you with your username and password, keep these details somewhere safe.

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3.      How many users can register under the same UPIN?

Providers can register as many users as they like. However, it is the contract-holding provider's responsibility to ensure that they are aware of the employers that are being contacted, and to monitor the quality of any activity under their contract.

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4.      I am a subcontractor, can I register on the system under my own UPIN?

For subcontractors, please have your UKPRN ready when enquiring the registration on the system in order to make sure that you have been allocated a correct UPIN against your UKPRN. You may also check with your lead contractor regarding your UPIN. Once the UPIN is confirmed, please follow No.2, FAQs, How do I register on the EDS system.

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5.      I have forgotten my username and/or password ? what should I do?

If you have forgotten your password there is a password reminder option on the system. Click the 'Resend Password' link on the login screen and enter your details on the resulting page. If you have forgotten your username please telephone the EDS helpdesk on 01242 545346

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6.      How do I know if I need an ERN for a particular learner?

Page Employer identifier of the Specification of the Individualised Learner Record for 2012/13 (Click here to download) explains which Funding Models require an Employer Identifier (ERN) to be returned. These are the Employer Responsive models - Apprenticeships and other Workplace learning (formerly known as Train to Gain) provision. Please do not request ERNs for learners or employers that do not require them

If you have any queries about the eligibility of a learner, please check the appropriate Funding Requirements and Eligibility Rules on the Skills Funding Agency website at http://skillsfundingagency.bis.gov.uk/providers/fundingdocuments/ or consult your Skills Funding Agency Relationship Manager.

Please note that when requests are put through for ERNs relating to employers or learners that appear to be outside the eligibility requirements for the appropriate programme, these may be referred to the Skills Funding Agency for further investigation.

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7.      How do I view an ERN?

To view an ERN, search for the business details on the 'Advanced Search' page and click on the record.
1. Type the postcode for the employer into the postcode field.
2. Set the results per page to 100.
3. Set the region dropdown to everywhere.
4. Click the workplaces button.

Now click on the employer name. Please do not click update. You will then need to confirm the number of employees at this workplace. The system will ask for a contact name and telephone number.

Click 'Confirm' and you will be able to see the ERN. This system has been implemented so that the Skills Funding Agency can track who views each ERN.

To view an ERN, search for the business details on either the 'Search' or 'Advanced Search' page and click on the record. Please do not click update. You will then need to confirm the number of employees on the site. The system will ask for a contact name and telephone number.

Click 'Confirm' and you will be able to see the ERN. This system has been implemented so that the Skills Funding Agency can track who views each ERN.

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8.      Can I update an employer name?

We cannot make changes to employer names. This because the ERN is associated with a specific business name, so if the name changes a new ERN is required.

When you send through a new request for a changed company name, please include a note to explain that the name has changed so that we can invalidate the old record.

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9.      What if I can't find the employer on EDS?

If you are sure that the record does not already exist, go to 'Advanced Search' and click on the 'Add' button on the right of the search box.

Each employer added to the system should be aware they are going to receive a call to verify their details.

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10.      How long does it take to get an ERN?

We will attempt to call the employer for the first time within 48 hours. We then have 8 working days in order to call them a minimum of two more times. This means a record can take up to 10 working days to verify.

Once confirmed the ERN will be sent by an automatic email to the individual that sent the request through originally.

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11.      Why has my request for an ERN been rejected?

If you receive an email explaining the request has been rejected, it means that after several attempts, EDS have been unable to contact the employer using the details you have provided, within the 10 working day timescale.

If the ERN is still required please re-submit the request with new information.

If the request has been rejected due to a funding policy issue, please speak to the Data Service service desk on 0870 267 0001.

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12.      What does a red X mean?

A red "X" icon on the system is used when an employer record is no longer valid. This usually means that the employer has ceased trading or that the company no longer trades with that business name.

If you believe that the employer should be valid, click into the record and then click the 'Update' button. Enter the updated details and save the request. Please note verification can take up to 10 working days.

Do not use an ERN with the red 'X' icon until it has been made valid.

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13.      What does a yellow triangle mean?

A yellow triangle icon on the system means that the record is pending verification which can take up to 10 working days. The record cannot be modified while it is pending. Please see option 4 on the homepage to view the ERN's progress

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14.      An ERN is being rejected when I submit data on OLDC, what should I do?

First, use the 'Validate' function on the EDS site to check that the ERN is correct. Here you can enter a number of ERNs and the system will tell you if they are valid or not. If the ERN is new, please wait 24 hours and try again. - Also needs to be viewed via EDS search in some cases

Finally, if you are still having problems, contact the Data Service Service Desk: http://www.thedataservice.org.uk/ContactUs/

Please do not contact the EDS helpdesk for queries with The OnLine Data Collections (OLDC) system and the submission of ILR requirements..

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15.      What happens if I don't get an ERN?

If an ERN is not required for the Funding Model (see question 2) a value of 999999999 should be entered in the Employer Identifier field.

For Learning Delivery that is part of an Apprenticeship, 999999999 can be used temporarily. The OnLine Data Collections (OLDC) system will generate a warning when this value is used within the 60 days of the learning start date. After this it will result in an error.

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16.      I have a question on the Large Employers List - where should I go for help?

The Large Employers List is managed by the Data Service. Please read the separate FAQs which can be found here: http://www.thedataservice.org.uk/ContactUs/FAQs/employer_responsive_provision.htm

As stated in Question 5, if you believe an employer is on the list that should not be, please contact the Data Service Service Desk and provide full details on why the employer shouldn't be on the list: http://www.thedataservice.org.uk/ContactUs/

After investigation, the Skills Funding Agency may be able to authorise the EDS helpdesk to issue a new ERN, but initial queries on the list should not be directed to the EDS helpdesk

Please note that the red factory symbol on EDS does not relate to the Large Employers List.

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