When London South Bank University (LSBU) expanded its apprenticeship provision, the need for efficient administration and high-quality learner support became urgent. LSBU, now supporting over 2,500 apprentices across 30 standards, faced significant challenges in managing growth without increasing workloads or risking compliance.

The challenge – manual systems creating workload and risk

LSBU was using a mix of paper-based files and unconnected digital systems. This resulted in high administrative workload, duplication of tasks, and inconsistent data. As apprentice numbers grew, the strain on staff became clear. The university needed a central solution that could reduce workload, improve compliance, and support both staff and learners.

The solution – Aptem’s management system

Following an extensive review, LSBU selected Aptem’s apprenticeship management system. The platform brought all apprenticeship workflows, data, and communications into one digital hub. Aptem enabled LSBU to streamline enrolment, monitor compliance, track progress, and communicate with apprentices and employers more efficiently.

Cost savings – £150,000 to £200,000 per year

The results were transformative. Routine processes were automated, compliance became easier to manage, and reporting was far quicker and more accurate. Sammy Shummo, Group Director of Apprenticeships at LSBU, highlighted the financial benefit:

“Aptem is saving us an estimated £150,000 – £200,000 per year in administration cost and time.”

These savings mean staff can focus more on supporting learners and developing employer partnerships, while LSBU can reinvest in growth and improvement.

Better experience for apprentices and employers

Apprentices at LSBU benefit from faster onboarding, clear learning plans, and consistent support. Employers now receive regular updates and have access to real-time reports, strengthening employer relationships and satisfaction.

LSBU’s advice to other providers

For apprenticeship providers facing similar pressures, LSBU’s journey shows it is possible to scale apprenticeship delivery without increasing workload or risking quality. Automation and integration are key. The right digital solution brings better experiences for apprentices, greater efficiency for staff, and real cost reductions.

Video case studies:

• Administrative savings
• The strategic decision to use Aptem
• Reporting in Aptem
• Learner engagement
• Partnership and support

Read the full case study: for detailed outcomes and tips from LSBU, read the full case study.