Guidance

How to fix apprenticeship service data mismatches

Published 17 September 2019

This guidance was withdrawn on

This page has been withdrawn. You can find the latest information on data mismatch errors on the apprenticeship service.

Applies to England

Dlock_01: no matching UKPRN found

This error triggers where the UKPRN in which the ILR submission is made does not match the UKPRN associated with the commitment in the apprenticeship service.

This error is normally triggered where providers have merged or a learner changes training providers. If the UKPRN number on the individualised learner record (ILR) submission is incorrect (provider merger) you will need to resubmit the data under the correct UKPRN Number.

If the UKPRN number in the ILR is correct, you will need to contact the employer to inform them that they need to ‘stop’ the offending commitment in the apprenticeship service. Key point: employer needs to stop the commitment from the correct date. In many cases this will be the same as the commitment start date, except in cases of mergers or changes in training provider.

You will need to ensure that the employer has the correct UKPRN for your organisation and that the new / replacement commitment in the apprenticeship service has the same UKPRN entered from both the employer and provider.

Dlock_02: no matching ULN number

When no matching record found in an employer digital account for the ULN then DLOCK_02 will be produced:

  1. You will need to confirm that the commitment has been approved (this will appear in the ‘Your Cohorts’ section if it is unconfirmed).
  2. Double check that the ULN entered in the commitment is correct and matches the ILR.
  3. If the ULN isn’t correct, and it’s before the start date, you should edit the ULN, in order to correct the error.
  4. If the ULN isn’t correct, and it’s after the start date, you should contact the Employer telling them to stop the commitment (back to the commitment start date).
  5. Raise a new commitment ensuring the correct ULN is entered.
  6. Both you and the employer will need to confirm the commitment.

Note: Please note this only applies to levy learners (ACT 1) if they are non-levy learners their ACT code must be set to code 2 which will clear the Dlock error without any corrections made on the DAS system.

Dlock_3: no matching standard code found

When no matching record found in an employer digital account for the standard code then DLOCK_03 will be produced:

  1. Check the standard description in the commitment matches the standard code in the ILR.
  2. If it doesn’t, and it’s before a successful data match, you can edit the standard description in the commitment to correct the error.
  3. If it doesn’t, and it’s after the start date, you will need to contact the employer in order to stop the commitment (back to the commitment start date).
  4. Raise a new commitment needs to be raised, ensuring you enter the correct standard description.
  5. Both you and the employer need to confirm the commitment.
  6. If the standard code matches on the Dlock contact the ESFA Service Centre advising that you have checked the steps above.

Dlock_4: no matching framework code

When no matching record found in an employer digital account for the framework code then Dlock_04 will be produced.

  1. The employer will need to double check the framework code is correct.
  2. If it isn’t, and it’s before successful data match you will need to edit the framework code to correct the error.
  3. If you are unable to amend the code, the employer needs to stop the commitment (back to the start date).
  4. Raise a new commitment, ensuring you enter the correct framework code.
  5. Both you and the employer need to confirm the commitment.
  6. If the framework code is correct, contact the ESFA Service Centre advising that you have checked the steps above.

Dlock_06: no matching pathway

This will trigger predominantly when progression has been recorded incorrectly or the framework has been changed by the provider/employer.

  1. Check the pathway code is correct my checking the Learning aims data base
  2. If it isn’t, and it’s before the start date, you must edit the pathway code to correct the error (can only be done before the learner has passed a data match).
  3. If it isn’t, and it’s after the start date, the employer needs to stop the commitment (back to the start date).
  4. Raise a new commitment, ensuring you enter the correct pathway code.

Dlock_07: no matching negotiated price

  1. Firstly, check the ILR for the correct price. If the ILR price is wrong, correct it.
  2. If it is correct, check the commitment.
  3. If the commitment is wrong, go into the apprenticeship service, view ‘Apprentice’, and correct the error.
  4. The employer will then need to confirm the change.

If the price matches on the data match report but the error still shows, you need to check the ILR data to ensure that the original price record is still present in the ILR and a new price is then added with the correct dates. This error triggers a lot when the provider enters the TNP 2 information mid way through the programme so the guidance from the provider support manual will need to be followed to correctly update the price.

Dlock_08: multiple matching records found

If you get Dlock_08, please contact us using our online form.

Dlock_09: no matching start date

This triggers if the start date for this negotiated price is before the corresponding start date in the employer digital account (start dates are only applicable in month and year):

  1. Check the ILR start date is correct. If it is incorrect, amend and resubmit the ILR.
  2. If the commitment start date is incorrect, and it is before the start date of the commitment, ask the employer to correct it and resubmit (only if there has not been a successful data match)
  3. If the commitment start date is incorrect, and it’s after the start date of the commitment, contact the employer to stop the commitment (back to the start date).
  4. Raise a new commitment needs to be raised, ensuring the correct start date is entered.
  5. Both you and the employer need to confirm the commitment before the Dlock will clear.

Dlock_09: after a change of employer

A Dlock_09 error will also trigger after a change of employer if the TNP 3 and 4 (if applicable) record does not start in the same month as the new commitment with the employer in the apprenticeship service.

If the TNP 3 record has an applicable date the month before or after the apprenticeship service commitment then you and the employer will need to agree the correct transfer date and the relevant system updated.

Dlock_10: employer has stopped the record

This error triggers when an employer has stopped a commitment on the apprenticeship service.

If a Dlock_10 error is shown on the your Dlock report you will need to speak with the employer to confirm whether the learner is still in learning.

If the learner is no longer in learning learners actual end date and the stop date need to match in both the ILR and apprenticeship service order for the error to clear.

If the employer has stopped the record incorrectly they need to speak with the National Apprenticeship Service to have the record backdated and a new commitment added in its place. This can only be done through the National Apprenticeship Service on 0800 015 0600.

Dlock_10 may also trigger where a learner has gone on a break in learning, if this happens the employer will need to follow the steps as above as the guidance states they need to pause (rather than stop) the record.

Dlock_11: the employer is not a levy payer

This error will trigger if a learner is recorded as ACT 1 but either the employer is not a levy payer or there is an issue with the HMRC declarations.

In this instance the employer will need to contact the National Apprenticeship Service on 0800 015 0600.

Dlock_12

This error triggers when an employer has paused the commitment. Typically this will trigger when a learner is on a break in learning and the pause date recorded in the AS does not match the actual end date recorded in the ILR.

To correct this the Employer will need to un-pause the record and re-pause to the data which matches the ILR actual end date (we always take the ILR date for Breaks in learning).

The ESFA Service Desk are unable to remove or amend paused records so the Employer will need to raise this with the National Apprenticeship Service if they believe this has already been removed but the Dlock still shows.

Help and support

If you have worked through the steps outlined in this guidance and the Dlock has not been corrected you can contact the ESFA Service Desk for help. Please ensure you have the following information:

  • your UKPRN and UPIN
  • learner ULN where appropriate
  • screen shots where appropriate

You can contact the Service Desk using the online enquiry form for support with the apprenticeship service, training providers and employers should contact the National Apprenticeship Service on: