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Transcript of SITS:Vision Annual Conference @ the Hilton Deansgate Hotel, Manchester Gary Williams – Business...
SITS:Vision
Annual Conference@ the Hilton Deansgate Hotel, Manchester
Gary Williams – Business Development Director
Electronic Evidence12 -13 July 2011
Electronic Evidence:Key issues to be aware of
SFA Guidance Note 7 (April 2011):
Providers must retain a robust and reliable form of evidence to support funding claims including evidence of learner existence, eligibility, and achievement.
From 1 August 2011, providers will be able to hold evidence in electronic format. This may include holding data on electronic platforms and in scanned format, including learner signatures.
(Paragraph 80)
Supplemented with SFA Briefing Note on Electronic Records dated 9th June 2011
What’s new?
An option from 1st August 2011
Covers ‘holding of evidence to support funding claims’
‘a provider is expected to have in place
demonstrable procedures and policies to enable it to
confirm learner existence and eligibility, including
physical confirmation of existence and evidence in
support of eligibility as necessary’.
What’s new?
Must still comply with 2011/12 Learner Eligibility and Contribution Rules:
The what and how of compliance will need to be stored as well as being satisfied that the processes used provide adequate assurance Need to comply with data protection legislation
Key Elements(2)
Not a requirement
Not ‘all’ or ‘nothing’
Three options and all are perfectly
acceptable to SFA:
Some None all
Key Features
Funding requirements for 2011/12
• It is the provider’s responsibility:
to meet the minimum requirements for evidence;
and that these are sufficient for audit purposes.
• Stipulate that the Agency will not be prescriptive
on how providers meet the minimum requirements.
• Briefing note confirms that these broad principles
are also applicable to the use of electronic records.
Funding requirements for 2011/12
• It is the responsibility of the provider to establish adequate procedures that will ensure the completeness, accuracy and security of data for electronic records.
• Providers must be able to demonstrate that the procedures are operating satisfactorily, if required to do so by the Agency
What are the potential benefits?
Archiving
Document and records management
Complete on-line enrolment
More customer friendly
Cost reduction
Streamlined business processes
What are the potential pitfalls?
Lack of robust evidence to support existence, eligibility, learning and achievement
■ An electronic signature is not enough!■ ‘Digital’ signatures to authenticate the learner■ Need to comply with DS Regulations
Reliance on existing systems and procedures
Needs investment of time and money to secure
downstream efficiencies
An example
Summary
• Available from 1st August 2011
• Archiving and records storage and management are easy end of the spectrum
• Learning & Achievement is relatively straight forward and exists for most learner options now
Overview
• Developments needed around learner existence and eligibility
• Need to comply with guidance (Funding and Eligibility) irrespective of manual or electronic data capture, storage and management
Questions and discussion