Factito, part of the Pensions Management Institute Group, uses Aptem Skills to deliver structured pensions qualification training. Its first cohort achieved a 100% pass rate, with the platform now central to expanding access to specialist learning.
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Discover how The Leigh Institute used Aptem to turn a compliance-heavy apprenticeship operation into a data-confident offering, tripling recruitment in the process.
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One of the largest vocational training providers in the UK, when Corndel’s apprenticeship delivery system came up for renewal in 2022, it did something few providers take the time to do: it started from scratch and reviewed everything.
Corndel selected Aptem as its apprenticeship delivery system in 2017. Some are aware of the partnership at board level between Aptem and Corndel. With both companies in their infancy, the relationship was a consideration in the procurement of the Aptem system. However, by 2022, when the system choice was due to be renewed, Aptem and Corndel were no longer connected in this way.
At renewal, the team at Corndel challenged themselves to ensure that Aptem was still the best available product to service their business. “We have ambitious plans to continue our growth trajectory and bring exceptional training programmes to the market, so we needed to ensure that the technology platform could continue to meet these ambitions,” said Richard Bridge, Director of Learning Technology at Corndel.
In September 2022 alone, Corndel onboarded 900 learners, making the ability to work at scale a non-negotiable requirement of any system under review.
Historically, we have very close ties with Aptem. Aptem is a valued partner. But the renewal presented us with an opportunity to review our technology to ensure Aptem remained the appropriate choice for the next stage of our business.
Richard Bridge, Director of Learning Technology at Corndel
End-to-end systems took priority. “Delighting our learners and employers lies at the heart of what we do. It’s not a great experience for either party to have to log on to myriad systems, especially in the first few weeks when onboarding onto a learning programme. Follow this with several systems throughout the programme to access learning materials, record off-the-job hours, submit learning journals, and meet with a coach, and your technology really isn’t living up to the claim that delighting learners is of critical importance,” said Richard.
There were three additional areas of focus by which systems were measured.
Corndel onboarded 900 learners in September 2022 alone. “The system needs to automate basic administration processes, and create accounts for learners in bulk,” said Richard. Streamlining the onboarding process is also crucial to Corndel’s promise to deliver an exceptional learner experience. “Conceive a scenario where your system delivers no oversight of what 900 learners going through onboarding and induction at the same time need to do and when? For starters, it is extremely stressful for learners in the early days of an apprenticeship. Secondly, it puts immense pressure on admin teams. This is not something we want to put our learners or employees through; it doesn’t deliver on our brand promises,” explained Richard.
The apprenticeship landscape is in constant flux. Significant changes to the funding rules in August 2022 alone illustrated the need for a system that could adapt quickly. Corndel continuously evolves its programmes based on customer feedback, creates personalised modules and ensures compliance at every stage. The platform underpinning that work had to be equally agile.
Corndel’s roots lie in industry disruption. “We had a simple goal when we conceived Corndel back in 2016: to deliver brilliant training,” said Richard. “In order to deliver brilliant training that delights our learners and employers we created a different kind of delivery model. Irrespective of our size, we still challenge ourselves daily to ensure we optimise this model. Crucial to that is a system that doesn’t constrain us.
“The ability to adapt language, processes and controls to ensure a truly personalised Corndel learning experience for learners enables us to both differentiate and continue to provide the highest-quality learning experience. Editing learning plans at an individual level for part-time learners, those with learning needs, or based on learner feedback allows for customisation that directly impacts learner achievement rates.
“However, we had to ensure the system we selected both allowed for customisation and did the heavy lifting. Things like the ability to sync changes across cohorts or defined groups was essential.” explained Richard.
The industry as a whole is constantly evolving, as evidenced by the significant changes to the funding rules in August 2022. Layer that with our curriculum demands, client requirements and growth ambitions. We needed a system that is agile and a team behind it that can react quickly.
Richard Bridge, Director of Learning Technology at Corndel
Having reviewed several apprenticeship delivery systems, Corndel shortlisted and ultimately decided to renew with Aptem. “Aptem was the only system that could meet our three goals. There were additional factors taken into account when we decided to renew,” explained Richard:
Aptem’s future roadmap and general direction of travel is in sync with Corndel’s requirements. Features like the ability to isolate and change part-time learners or breaks-in-learning learners on non-standard chronology.
Confidence in the system’s ability to help ensure compliance, because the platform has been deliberately built to service apprenticeships.
The security of the platform, with servers held in the UK and a single tenant set-up per customer.
The ability to build exciting content for the learning plan and upload it into Aptem using SCORM.
The new user interface in Console is “smart and intuitive”, receiving positive feedback from learners and employers.
The ability to use Aptem to help deliver a higher degree apprenticeship offering. Aptem has extensive knowledge in this marketplace and is the only viable provider.
Using Aptem to continue to manage the delivery of commercial programmes
Another large component of our decision to stay was the relationship we have with the Aptem team. We value their ethos and their ambitions. The way they have scaled and are improving the products aligns with our own ambitions.
Richard Bridge, Director of Learning Technology at Corndel
The simplicity of Corndel’s organisational objectives lie behind its impressive achievements. “Ultimately, any system we chose had to answer yes to these things,” said Richard:
Having carefully analysed our choices, the system that best answered ‘yes’ to each of these was Aptem. On this basis, we were very pleased to renew our contract and look forward to continuing to work with the Aptem team.
Richard Bridge, Director of Learning Technology at Corndel
A Grade 1 Outstanding training provider supporting around 1,300 live learners, Hawk Training entered its second year with Aptem in 2025 having fully embraced the Enhance AI-driven features. The results have exceeded expectations.
Hawk Training is a leading work-based learning provider delivering high-quality apprenticeship programmes across sectors, including management, business services, and early years. Supporting around 1,300 live learners on Aptem, Hawk is committed to innovation, quality, and impactful learner experiences.
In 2025, Hawk Training entered its second year with Aptem, having implemented the system at speed and fully embraced all aspects of its Enterprise package – especially the Aptem Enhance features.
Learner feedback response rates have reached as high as 99% – “absolute gold!” according to Vanessa Jones, Operations Director.
Aptem gives us a contingency when things change because the system can take the pain. By successfully adopting Aptem we have future-proofed our delivery.”
Vanessa Jones, Operations Director, Hawk Training
“We chose Aptem because of its adaptability,” explains Vanessa Jones, Operations Director, Hawk Training. Aptem offered the flexibility Hawk needed to retain bespoke elements from their previous system while enabling process optimisation and innovation.
What has cemented the Aptem/Hawk relationship over the two-year journey to date is that both organisations believe in a people-centric approach. “Don’t underestimate the power of the people,” said Vanessa. “This is where Aptem and Hawk align. Aptem’s support, training and responsiveness, matched our team’s proactivity and willingness to embrace change.”
Hawk is proactive and open in its adoption of AI – viewing it as a tool that enhances learning, improves capability, and frees time for human-to-human education. Their philosophy centres on:
Hawk’s implementation was well timed for benefiting from Aptem’s investment in AI-driven features – called Aptem Enhance.
We would be significantly struggling in terms of capacity if we didn’t have AI. The timesaving is where we can invest in human-to-human education.
Vanessa Jones, Operations Director, Hawk Training
Aptem Enhance has equipped Hawk with a suite of tools that deliver measurable impact.
Aptem’s virtual assistant provides instant, AI-powered support for learner questions, purpose-built for each apprenticeship standard and available 24/7. Hawk’s tutors now direct learners to AVA as a first port of call, safeguarding tutor time. As of November 2025, learners ask AVA around 600 questions across every three-month period – queries that previously went directly to tutors. Each question would have taken approximately five minutes for a tutor to resolve, saving 50 hours of tutor time every quarter.
Enhanced reviews functionality reduces the administrative burden of reviews by automating the planning, preparation and summarisation. Hawk adopted it within 24 hours of launch. Beyond timesaving, the functionality provides a structure that enables review conversations to have a much richer narrative. With 600 reviews using the enhanced functionality in every 12-week cycle, Hawk saves 200 tutor hours per quarter. “Every 12 weeks our learners are now effectively practising a professional discussion as part of their review, which prepares them for end-point assessment,” explains Mark Holmes, Programme Design and Development Manager.
This (Enhanced Reviews) has been the most impactful of all the Enhance features to date for Hawk. We adopted it within 24 hours of launch, and it is saving us a minimum of 20 minutes of tutor time per review.”
Vanessa Jones, Operations Director, Hawk Training
Checkpoint is an automated objective progress monitoring tool that asks learners questions related to their Knowledge and Skills mapped to their apprenticeship standard. For Hawk, checkpoint has replaced end-of-theme assessments with flexible, continuous testing. Tutors can instantly see results and act on gaps in learning throughout a module rather than waiting until the end. Learners have completed 200 checkpoints in the past two months alone, leading to instant intervention where needed.
Marking aid is an AI-driven tool that simplifies the learner submission and evaluation process, enabling tutors to mark learner submissions up to 50% faster without compromising quality. Hawk implemented marking aid in November 2025 starting with Functional Skills English. Each mock Functional Skills Reading paper now takes five minutes to mark (previously 30 minutes), and each Writing paper takes 25 minutes (previously over an hour). “A large part of my job was marking. With marking aid, now I teach rather than mark,” said Dominic Scorer, Head of Functional Skills at Hawk.
As a Grade 1 Outstanding training provider, high-quality education sits at the heart of Hawk’s training delivery. Hawk sees Aptem Enhance as central to meeting new Ofsted expectations around inclusion and how people learn.
Aptem Apprentice is supporting us to change our practice and the way we’re doing things, not the other way around. With Aptem, there is genuine alignment between our values and shared goals. Our partnership continues to strengthen
Vanessa Jones, Operations Director, Hawk Training
Lancaster & Morecambe College has successfully modernised its apprenticeship enrolment and onboarding processes by moving from paper-based systems to a streamlined digital approach with Aptem.
Lancaster & Morecambe College has successfully modernised its apprenticeship enrolment and onboarding processes by moving from paper-based systems to a streamlined digital approach with Aptem.
By working collaboratively with peers, embracing innovation, and empowering staff to lead change, the college has created a more efficient, professional, and engaging experience for apprentices, employers, and internal teams.
Working predominantly with SMEs in the local area, the college is focused on delivering high-quality, responsive training aligned to regional needs. As their provision grew, so too did the need for a more efficient and scalable way to manage apprenticeship enrolment.
Employer paperwork can now be completed in just five minutes, compared to around 30 minutes previously.
It was a simple choice, given the reasons we switched to Aptem and the benefits it delivers. We are so pleased the college supported the move.
Jayne Roper, Apprenticeship Manager
The apprenticeship team recognised that their existing paper-based processes were becoming increasingly time-consuming and difficult to manage.
Prior to Aptem, enrolment involved:
At the same time, compliance requirements were tightening, and there was a clear need to reduce administrative burden while improving accuracy and professionalism.
There was also a growing sense that apprenticeship processes were lagging behind the wider college experience. Within the college, full-time learners were already benefiting from digital systems, while apprenticeships remained paper based.
This created a disparity, with the apprenticeship team feeling disadvantaged compared to full-time learners. This need was further reinforced through a governor-led internal audit, where moving to a digital enrolment process was highlighted as a key recommendation to reduce risk and improve compliance.
A governor-led internal audit recommended digitising enrolment to reduce risk and improve compliance.
Jayne Roper, Apprenticeship Manager
The Lancaster & Morecambe team began exploring digital solutions, drawing on the experience of peers across the regional Lancashire provider network.
We asked other colleges and providers who they use and how they do onboarding. The voice was louder about Aptem.” explains Jayne Roper, Apprenticeship Manager.
This peer-led insight, combined with internal stakeholder engagement across curriculum, compliance, and delivery teams, helped build confidence in selecting Aptem as the right solution.
Using Aptem allows the college to modernise enrolment without disrupting existing workflows.
Jayne Roper, Apprenticeship Manager
With a strong desire to improve processes quickly, the college took an agile approach to implementation – moving straight into live enrolments rather than delaying adoption.
This hands-on rollout enabled teams to:
Over time, confidence and efficiency grew significantly, with staff now fully comfortable using the platform.
Aptem was implemented alongside the college’s existing systems, including EBS, while also integrating with tools already in use such as BKSB for maths and English initial assessment.
Alongside enrolment, Lancaster & Morecambe College has also enhanced how it identifies and supports learners with additional needs through Aptem Assess.
The built-in cognitive assessment tool has transformed how the learning support team captures and processes Additional Learning Support (ALS) requirements from the outset.
The built-in cognitive assessment tool has dramatically changed how our team identifies and supports ALS learners. By embedding this into the onboarding journey, the college is ensuring learners receive the right support from day one.
Angie Evans-Hill, Deputy Apprenticeship Manager
Faster, more efficient enrolment
Digitising enrolment has significantly reduced the time required to complete key processes.
A more professional employer experience
For SME employers – many of whom are mobile or site-based – Aptem has made engagement much simpler and more flexible.
“We have notably seen a more professional look by being digital.” explains Jayne Roper, Apprenticeship Manager
Improved visibility and control for staff
The platform provides clear oversight of learner progress and outstanding actions.
“With Aptem we can see exactly where apprentices are up to and what they need to do.” Amelia Jackson, Training Coordinator
Bringing apprenticeships in line with the wider college experience
By moving to a fully digital approach, the apprenticeship provision is now aligned with the systems already used
for full-time learners.
This shift has helped ensure apprentices receive the same high-quality, modern experience as other learners, while also supporting staff with more efficient processes.
“Those who couldn’t make the enrolment day and had to enrol at home, found it really easy,” the team shared. “With a mobile-friendly interface and intuitive design, apprentices can complete onboarding on their own devices without difficulty.
Amelia Jackson, Training Coordinator
With one full year of experience in using Aptem, the team is now focused on refining and enhancing their processes even further – exploring new ways to tailor onboarding journeys and maximise the platform’s capabilities.
What stands out most is the collaborative and proactive approach taken by the college:
By embracing digital transformation and fostering a culture of innovation, Lancaster & Morecambe College has created a more efficient, professional, and learner-centred apprenticeship experience – one that continues to evolve and deliver impact.
Lancaster & Morecambe College’s employers are seeing a difference with Aptem:
Thanks to the remote onboarding process through Aptem, enrolling our apprentices with Lancaster and Morecambe College was far more streamlined than in previous years. The platform guided both my apprentice and me through each stage clearly and efficiently.
Lee Watson, Baldwin Building Services Limited
A strategic, values-led implementation of Aptem Enhance has enabled cHRysos to improve efficiency and learner outcomes. The team is saving 50 hours of admin every month while enhancing coaching quality, strengthening KSB alignment and supporting end-point assessment readiness.
cHRysos HR Solutions is a specialist HR and learning and development provider with a strong focus on long-term professional growth. Their programmes are designed to support learners progressing from administrative roles into advisory and senior HR positions by building confidence, capability and real workplace impact.
With a deeply values-led approach, maintaining meaningful human interaction is central to their delivery model.
The new reviews functionality saves 50 hours per month in admin.
We want to embrace AI, but in a way that enhances what we do, not taking away from the relationships and conversations that are at the heart of our programmes.
Sheila Moore, Managing Director
While KSBs were embedded across delivery, cHRysos identified an opportunity to strengthen how learners engaged with and evidenced their progress—particularly in preparation for end-point assessment.
Maintaining a person-centred approach, their goals were to:
cHRysos implemented Aptem Enhance with a clear, strategic focus – embedding AI tools into their existing delivery model to support, not replace, human interaction. The progress monitoring tool checkpoint was integrated into coaching as a tailored, pre-session activity.
Skills coaches:
Rather than being a standalone activity, checkpoint acts as a conversation starter that encourages reflection, deeper understanding and application of knowledge in real workplace contexts.
We don’t just use it as a pre-set checkpoint. We align it to workshops and learning initiatives, and we choose the KSBs based on the individual.
Sheila Moore, Managing Director
Checkpoint data contributes to a wider evidence base, demonstrating:
This creates a cohesive learner journey aligned with Ofsted expectations.
Alongside checkpoint, the Aptem virtual assistant provides additional support for learners.
This enables:
With full audit visibility, academic integrity is maintained while empowering independent learning.
The enhanced reviews feature has significantly reduced administrative burden.
It’s a simple thing, but very powerful. It removes admin and gives us back time with learners.
Sheila Moore, Managing Director
By embedding Aptem Enhance while maintaining a person-centred approach, cHRysos has achieved:
These efficiencies have enabled more time for meaningful learner interaction. For cHRysos, technology is a tool to enhance, not replace, high-quality, human-centred delivery.
It’s all part of a bigger, integrated picture – everything working together to get that positive result.
Sheila Moore, Managing Director
Bradford College implemented Aptem in 2020, replacing multiple fragmented systems, achieving full digitalisation, improved compliance, real-time reporting and seamless EPA integration, freeing staff to focus on learner outcomes and engagement.
Bradford College is one of the region’s most extensive education and training providers, with around 20,000 students studying a combination of vocational qualifications, apprenticeships, A-levels, community courses, degrees and master’s programmes.
The College implemented the system in 2020 to address the need for a comprehensive solution to manage all aspects of apprenticeship delivery, eliminating the reliance on multiple systems. We met with Dominic Scott, Bradford College’s CRM/LMS Officer, to discuss their experience using Aptem over the past few years.
Prior to implementing Aptem in 2020, Bradford College had several challenges to overcome, including:
“Aptem has removed these challenges for us, and we’ve benefited from other things that we weren’t even aware would be valuable to us when we were thinking of procuring an end-to-end system.”
Bradford College has successfully navigated from a mix of paper-based and digital systems to a fully digital setup. This shift facilitated more efficient and standardised operations, enhancing overall productivity across the institution by reducing manual errors and saving valuable time.
“From a compliance perspective, having an audit trail has been so useful, knowing we have everything, including signatures, logged and not lost in paper-based processes. Our compliance team has massively benefitted from improved processes and much shorter turnarounds. It’s easy for employers to log in and see everything now.”
The team was experiencing significant administrative strain created by the manual handling of compliance documentation and tasks such as managing learning breaks, withdrawals, and changes in student circumstances. Aptem’s automation and use of trackers have dramatically reduced this admin burden.
Dominic explains, “When we first started using Aptem, we were not using trackers and realised people sometimes forgot to do certain things like closing down aims, creating inconsistencies in data correlation. Since we started utilising automation trackers, it has been a massive help. It saves a lot of time and ensures everything is done correctly and that we haven’t missed anything. The data we report on is now accurate and as it should be.”
Centralising the data has improved Bradford College’s audit readiness and compliance tracking. With all new learners on Aptem, reporting accuracy has significantly improved, allowing any past discrepancies to be addressed swiftly.
“Tools like Power BI reporting and User Generated Reports (UGR) have been invaluable. They allow staff and department heads to access real-time dashboards and performance metrics, streamlining operations and decision-making processes. Just having the dashboards to monitor areas such as caseloads saves us a chunk of time.”
“Across the College, ensuring that our programmes are learner-centric is really important.”, said Dominic. “Having a user-friendly system that engages our students and employers is important to help meet this objective. The system has received positive feedback from our students and the employers we work with. Aptem provides a more streamlined and user-friendly experience than our previous systems. This ease of use has contributed to higher satisfaction levels and better engagement with the platform they use daily to manage and track the effectiveness of the learning experience.”
Integrating Aptem with epaPRO, the College’s end-point assessment (EPA) system, has allowed the learner journey to be genuinely end-to-end, from initial enrolment through to final EPA assessment. Before implementing Aptem and integrating with epaPRO, teams had to work across various fragmented systems to manage end-point assessments, resulting in time-consuming manual transfers and additional administrative load.
The result: significant time savings and simplified workflows, allowing staff to focus more on high-quality programme delivery and learner experience, which improves retention and learner outcomes.
The ability of the systems to communicate with each other seamlessly has also reduced data silos and ensured consistent and accessible information, particularly for handling end-point assessments. The decision to integrate epaPRO was a strategic move to enhance operations by improving efficiency, ensuring data integrity, simplifying compliance, and ultimately providing a better experience for both staff and students.
Bradford College is optimistic about the future, with forward-thinking, strategic plans around using the Aptem system to enhance its apprenticeship provision. Dominic and the team are confident in Aptem’s ability to adapt to the evolving needs of apprenticeship delivery. Here’s how they explain the strategic alignment of the partnership:
Bradford College continues to streamline administrative tasks and processes, with Aptem handling more of the low-value administrative tasks. “With features like process automation and trackers, Aptem takes care of the heavy lifting, allowing our tutors and support staff to concentrate on what truly matters–supporting our learners and enhancing their educational experience.”
There is a sense of excitement around the proposed updates and features on Aptem’s product roadmap. Dominic commented, “The regular updates and new features keep pace with our ambitions. The roadmap has promising features that align well with our needs and goals. It’s exciting to see how these enhancements will further improve our processes and user experience.”
“The reason we will stay with Aptem is because they have demonstrated their ability to keep pace with our ambitions. They are committed to maintaining a best-in-class product, delivering regular updates, and they continue to develop new products and enhancements that support us more broadly than just apprenticeships.”
Outlook on Aptem Enhance – fast, high-quality solutions that replace admin tasks
Aptem introduced Aptem Enhance in early 2024, a set of value-multiplying features that deploy the latest AI, Machine Learning and Large Language Model (LLM) technology. These features are designed to free up valuable teaching time, allowing apprenticeship providers to focus their time and resources on providing the best possible learning experience. This advancement will make the journey more engaging, more tailored, and less resource-heavy.
Dominic expressed enthusiasm for Aptem Enhance, stating, “Aptem Enhance is about constantly reducing unnecessary admin loads and making systems more intuitive and user-friendly. This aligns perfectly with our vision of giving tutors and learners the best possible experience. Every update or new feature released seems to be a step towards making our jobs easier and our education delivery more effective.”
Bradford College has recently adopted one of Aptem’s newest features, Aptem Assess.
Aptem Assess is an integrated cognitive assessment tool that enables Bradford College to assess all learners for neurodivergent needs prior to them starting an apprenticeship programme or, if needed, assessing learners mid-programme. “It’s a constructive way for us to identify learners with needs without relying on the learner to disclose this. We’ve found in the past that some learners feel uncomfortable sharing this information, particularly at the application stage. With Aptem Assess integrated into our onboarding process, we assess everyone as part of the onboarding journey, and we can support those who need help from the start, which leads to much better learner outcomes,” Dominic explains.
He notes, “Aptem Assess enables us to tailor our support and gives tutors a clear picture of each student’s needs right at the start of their programme. This feature is one of many examples of Aptem keeping pace with changing requirements in our sector, a change to the funding rules in this case, and providing a proactive solution.”
Dominic and the Bradford College team are also considering Aptem to deliver T-Levels. “None of the systems we currently use are suitable for T-Levels, so our Vice Principal asked me to demonstrate Aptem. Apprenticeships and T-Levels aren’t that dissimilar in terms of delivery requirements. Our senior leadership team was very impressed with Aptem. We loaded a qualification into Aptem and built a test programme to demonstrate the delivery. Feedback was extremely positive, and we’re waiting on the next steps.”
When planning to implement an integrated system like Aptem, Bradford College highlights the importance of strategic preparation. Key challenges they faced included transitioning to a fully digital platform and managing the change effectively across the institution.
The Bradford College team took the time to build the right team for the job. They ensured the key team players were knowledgeable and had a positive mindset about this important change initiative. The project team understood and valued their role of championing change and creating energy and enthusiasm among all stakeholders.
Dominic advises to plan for an intensive setup and planning period. This plan includes system configuration to meet specific needs, customising learning plans, and conducting a comprehensive data cleansing exercise to ensure the new system is accurate and up-to-date.
Bradford College recognised that some staff may resist change, particularly those accustomed to older systems and paper-based processes. Addressing their concerns and demonstrating the system’s benefits was essential to gain their buy-in.
“Again, having the right people in the right positions to really drive that positive change and getting other people on board is key, and it’s about having continuous communication about the advantages of a new system and its benefits for staff and learners.” This approach has helped the team promote a cultural shift towards embracing digital transformation and managing change.
“Automation and process tracking have streamlined many aspects of our work. It made a big difference once we fully started utilising Aptem’s capabilities and features. Our processes are much smoother now. The key takeaway is to fully leverage the system’s vast capabilities and take the time to understand how to utilise them effectively.”
Dominic summarises, “one of the key reasons we selected Aptem was that it is an end-to-end system. Having all our information and data in one place rather than scattered everywhere has been instrumental for our reporting and compliance capabilities. We now have greater accuracy and depth of reporting whilst simplifying the process. As a result, we have far more time to focus on the things that really matter: learner engagement, learner outcomes, and supporting employers and tutors.”
If you want to transform the way you deliver apprenticeships in a cost-effective, efficient and compliant way, get in touch or book a demo.
Nottingham Trent University successfully integrated Aptem with its Banner student records system, eliminating duplicate data entry, unifying learner information, and delivering a seamless apprenticeship management experience through careful planning and collaborative implementation.
Nottingham Trent University has been successfully delivering apprenticeships since 2016. The University has been voted RateMyApprenticeship’s #1 University provider of degree apprenticeships in the UK for 2024, previously #1 in the Midlands in 2023 and 2022. It offers a wide range of apprenticeships in sectors including Business, Law, Construction, Digital, Health and Social Care.
The university procured Aptem in January 2024. It ran its implementation of Aptem alongside a project to integrate its student records system – Banner. This highly experienced team at Nottingham Trent University integrated it seamlessly. Here Callum Elliott, Project Manager and Christopher de-Vos, Solution Architect, from Nottingham Trent University, share the process they went through. He offers recommendations for other universities and training providers considering integrating Aptem with Banner or any other system.
At Nottingham Trent University, Ellucian Banner serves as our main student records system. It is considered the single source of truth for student and programme data. In order to integrate this data across our IT estate of connected applications and services, we developed an integration hub. It takes data from Banner and other source systems and distributes it to consuming systems like Aptem. This is much easier to maintain, support and keep secure than having a ‘spiders web’ of point-to-point integrations between our systems. It allows us to manage data schema changes centrally, rather than having to redevelop several integrations across multiple applications when a modification is required.
Like all institutions, the concept of a student having to enter the same details multiple times across a variety of systems isn’t palatable for us. Banner is the system that captures most of the student data upfront. So, any other system our students need to interact with has to be able to accept the data already collected and only ask for additional data points. This formed a crucial requirement when we were looking for an apprenticeship management system. The availability of robust APIs and thorough documentation for Aptem during the tender process was a key factor in our choice to procure Aptem. These factors definitely made the student records system integration process more straightforward and reliable.
The primary objective of this integration was to unify data and processes. We wanted to avoid creating divergent data sets by ensuring a seamless flow of information. This resulted in consistency and reliability in our data management practices.
We already have an established, mature and effective process for integrations in general. It’s something we’ve perfected over the last decade. In principle you have to answer three questions: Why, how and what? We start with a Business Analyst defining the key business processes that will be enabled by using Aptem. Then, a Solution Architect draws up architectural designs to illustrate how the systems will work together. This involves identifying the source systems, components, and high-level data entries. A System Analyst then details the specific fields, timing, and rules of engagement. This results in a comprehensive design specification that guides the development phase.
One of our requirements was the need to feed information back into our Admissions system, which is an in-house developed application. Data created in Aptem during onboarding and functional skills assessment needed to be integrated into the Admissions system to maintain continuity with our existing admissions process. Extensive background planning and testing took place as part of the tender process to address this requirement.
We held regular meetings with our Aptem Implementation Consultant and the Technical Consultant who specialises in integrations on the Aptem side. Internally we had a monthly high-level steering meeting with SMEs and senior suppliers, along with devolved weekly meetings for developers, testers, and business representatives. This ensured we maintained continuous progress.
The Digital Technologies department. If integration projects are owned by Technology rather than acting as consultants to other business areas, it means we have all the expertise in one place with a robust and repeatable process for implementation. The alternative would be to have lots of business areas running separate integration projects and the expertise is lost the moment the project ends. This way it’s centralised. We’ve learned from every integration we’ve done to really hone and streamline our approach.
Despite the ambitious targets of concurrent migration and integration, we found the process manageable. The forward-thinking design patterns established at the start allowed for a clear understanding of what needed to be integrated as Aptem configuration progressed. This a-typical approach to concurrently integrate proved successful. We would consider similar strategies for future projects.
Onboarding checklists for our admissions process, user provisioning and compliance data formed the core of our integration. All of this was readily discoverable from the Aptem API documentation, which provided a menu of data items we could select to read and write to.
Absolutely. The dedicated Technical Consultant acted as a verification process, ensuring our robust API and integration practices were sound. This collaboration was proactive and highly beneficial. Aptem’s two other Implementation Consultants that worked with us on the implementation of Aptem were also fantastic. They were proactively leading and guiding the process the whole way through. We’ve dealt with vendors in the past whose Implementation Consultants sit on the sidelines, passively. This was definitely not our experience with Aptem. The Implementation Consultants were great.
We aimed to synchronise as much data as possible, only capturing any information in Aptem that hasn’t already been captured in Banner. Aptem serves as the golden record for data not already in Banner, but we don’t have a two-way data flow, to maintain data integrity.
Yes, our top tips would be:
The integration of Banner with Aptem at Nottingham Trent University was a meticulously planned and executed project. It was driven by clear objectives and a well-established process. The collaboration with Aptem’s Implementation and Technical Consultants and the proactive approach taken by Nottingham Trent University ensured a seamless and successful student records system integration, setting a standard for future projects.
Barnsley College integrated Aptem with its EBS system, replacing four separate platforms, streamlining onboarding, reducing ILR errors, and gaining real-time learner progress visibility to improve compliance and administrative efficiency.
Barnsley College, an award-winning apprenticeship provider, wanted to simplify and strengthen its apprenticeship delivery systems. Prior to adopting Aptem, the College relied on four separate systems to manage apprenticeships. This created a heavy administrative burden for staff and introduced duplication, manual errors and inefficiency. Apprentices, tutors and employers were also navigating disjointed processes, often entering the same data multiple times and logging into different platforms to access essential information.
The college set out to reduce that complexity by moving to a more joined-up approach that would improve the experience for users and provide better visibility and control across the learner journey.
Barnsley College selected Aptem to help bring apprenticeship delivery into a single, integrated environment. A key strength of the implementation was Aptem’s ability to integrate with EBS, the College’s primary learner management system. This integration enabled the College to reduce fragmentation across systems, streamline onboarding and workflow steps, and support stronger data accuracy and compliance.
In short, Aptem was chosen because it could connect effectively into the College’s existing core system and help replace multiple disconnected tools with a more cohesive, efficient way of working for staff, learners and employers.
A standout element of Barnsley College’s implementation was the integration between Aptem and EBS. Through this setup:
As Amy Dickens, Business Analyst at Barnsley College, explains: “EBS has an open API and our workflow goes one way currently – from Aptem into EBS. Our integration enables learners to enrol through Aptem, and once activated their details are automatically transferred into EBS.”
The integration itself took around a month to build, but the most important part of the work was the planning: mapping processes, confirming which data needed to flow between systems, and agreeing the triggers that should automate key steps. This required close collaboration between technical and operational teams to ensure the integration reflected real delivery needs.
Implementing Aptem, integrated with EBS, delivered tangible benefits across Barnsley College’s apprenticeship delivery.
Faster onboarding and fewer errors
By consolidating onboarding into Aptem and automating the flow of learner details into EBS, the College accelerated the onboarding process and reduced the level of manual work previously required from administrators. The integrated approach also supported a reduction in ILR errors, strengthening quality assurance and compliance.
A more efficient admin operation
With the move away from multiple systems, the administrative workload became more manageable. Where several staff previously supported a large learner cohort across disconnected tools, the integrated setup enabled a leaner operation and freed up time for higher-value work rather than repetitive manual tasks.
Improved visibility of learner progress
One of the most significant outcomes was improved data transparency. Dashboards and progress indicators provide real-time visibility of learner activity and status, helping tutors, administrators and managers quickly understand progress, milestones and potential issues such as breaks in learning or withdrawals.
As Dickens notes: “very useful – we use the progress dashboards to monitor whether learners are going to achieve their apprenticeship in a compliant manner, ensuring no clawbacks, no risk of breaks in learning or withdrawal by their planned end date.”
This improved visibility supports earlier intervention, better decision-making and stronger learner support.
Beyond operational efficiency, the integrated approach delivered broader benefits.
A consistent experience for all stakeholders
Learners, tutors and employers now have a clearer, more consistent experience, with reduced confusion and fewer duplicated steps. Employers benefit from improved access to relevant information, supporting stronger engagement in the apprenticeship journey.
Stronger compliance and audit readiness
Centralised data, clearer progress tracking and automated workflows help reduce the risk of incomplete records and manual mistakes. This strengthens the College’s readiness for compliance requirements and audits, while supporting high-quality delivery.
Continuous improvement through automation
While the initial integration focused on enrolment, the approach was designed to evolve. The college continues to explore opportunities to automate and optimise further processes over time, enabling ongoing improvements without disrupting delivery.
Advice for organisations considering integration
Barnsley College’s experience highlights practical lessons for other providers planning to integrate systems:
These insights reflect the value of combining strong technical execution with clear operational planning and cross-team collaboration.
By integrating Aptem with EBS, Barnsley College has created a more unified foundation for apprenticeship delivery. With streamlined processes, improved data visibility and reduced administrative burden, the College is well positioned to maintain compliance, support learner success and scale its programmes with confidence.
Central YMCA implemented Aptem Skills and Aptem Apprentice across 6,000 learners, going live on schedule within 16 weeks, gaining real-time reporting, end-to-end delivery, and the confidence to retire legacy systems.
Central YMCA is a large and established training organisation delivering learning across three core divisions: skills, education and commercial provision. With a long-standing commitment to employability and skills development, the organisation supports around 6,000 learners each year across a wide range of programmes.
As part of its ambition to modernise delivery and strengthen operational control, Central YMCA made the decision to implement Aptem Skills and Aptem Apprentice as its primary platforms for delivering provision within the Education and Skills Funding Agency remit. The longer-term goal was to move towards a fully unified, end-to-end system capable of supporting learners, employers and staff across all programmes.
Central YMCA contracted Aptem with a clear objective: to onboard all existing programmes onto Aptem Skills and Aptem Apprentice, creating a consistent and compliant digital delivery model. The organisation wanted a platform that could support end-to-end delivery, including learner onboarding, assessment, tracking and reporting, while also providing strong data visibility for management and quality teams.
From the outset, Central YMCA recognised that this would not be a simple system change, but a broader business transformation. The decision to adopt Aptem was therefore grounded in a need for transparency, flexibility and partnership, rather than a purely technical solution.
Implementation planning was approached in a structured and deliberate way. Central YMCA appointed four internal project leads, each responsible for different workstreams, who worked closely with Aptem’s implementation consultant throughout the process. This structure helped ensure that responsibilities were clear and that progress across different areas of the organisation remained aligned.
Ryan Palmer, Director of Quality and Impact at Central YMCA, oversaw the implementation and described the preparation process as clear and transparent from the outset:
“We knew that there was going to be a series of administrative tasks that we would have to prepare. It was quite clear what they were going to be, and nothing was a surprise. Once that process had taken place, then we discussed where the work would need to be. It was very transparent.”
Central YMCA set an ambitious target to be fully live with end-to-end functionality within 16 weeks, a tight timeframe given the size and complexity of the organisation. Both teams understood the scale of work involved and placed a strong emphasis on communication and shared accountability.
The build phase included a number of complexities, including qualifications that were new to Aptem and therefore required bespoke configuration. Learning outcomes had to be built and structured before content could be fully resourced within the platform.
Throughout this phase, Central YMCA highlighted the importance of hands-on support. Rather than relying solely on documentation, Aptem’s implementation consultant worked directly with project leads, walking them through processes and configuration decisions in real time.
“Throughout implementation our project leads were physically shown how it was done, rather than just giving out workbooks and telling them to crack on with it. Whenever a challenge occurred, or a question asked, we were taken through the ins and outs of how to manage our own problems once we were fully up and running.”
This emphasis on capability building helped ensure that Central YMCA’s teams felt confident managing the system beyond go-live.
Despite the complexity of the build, Aptem went live at Central YMCA on the agreed target date, which the organisation viewed as a significant achievement.
“The fact that we went live on the day we committed to going live was, for us, a great achievement, particularly given the complexities of the build.”
Training, data conversion and programme transitions were largely successful, with any issues around file formats or compatibility resolved quickly. Programmes that had not previously used online delivery or ePortfolios were also transitioned smoothly.
One area that required additional work was the 16 to 19 education provision, which operates under different funding and reporting requirements to apprenticeships. Rather than treating this as a blocker, Central YMCA worked with Aptem to scope and build the additional reporting needed, supported by clear communication around timelines and next steps.
“Aptem has been very open with their communication and very clear on timeframes. You are working on it, and we understand when it will be ready. So that’s been good. We’ve resolved it nicely.”
Following implementation, Central YMCA began to see tangible benefits across delivery, compliance and management oversight.
The organisation now operates with a genuinely end-to-end system, supporting learners and employers through a single platform. Assessment formats such as ePortfolios have strengthened evidence capture and learner engagement, while real-time data has improved operational control.
From a management perspective, Aptem’s reporting functionality has proved particularly valuable:
“From a management perspective, it has given us access to a huge swathe of live reports, something we didn’t have before. And that allows us to have real-time reporting and real-time performance management of our staff.”
Central YMCA also reached a point where it felt confident enough to switch off legacy systems, having initially retained them as a backup during transition.
“We’re now feeling comfortable enough to turn off all our old systems because we kept them out just as a backup. But now we’re confident that we’ve got to the point where we’re functioning beyond where we were before we got started.”
A recurring theme throughout the implementation was the importance of partnership. Palmer described the relationship with Aptem as an innovation partnership, particularly as Central YMCA explores bringing commercial learners onto the platform.
The organisation also acknowledged the cultural change involved in adopting a highly efficient digital system.
“Because Aptem involves a culture change, it is a very efficient system, and if you’re not as efficient, it can seem confusing at first. I’ve got admin that have been doing the same thing for ten years. They are used to doing things a certain way, even if we don’t need to do that anymore.”
“What’s important, though, is that the team at Aptem are there to help. They are very responsive.”
Reflecting on the experience, Central YMCA emphasised the importance of trust and transparency during procurement and implementation.
“Trust what they say during the tender because they will be honest. Aptem will tell you what is sensible and what can or can’t be done.”
For a complex organisation, confidence in scalability and delivery capability was critical, and the experience to date has reinforced that confidence.
While implementation required significant effort, Central YMCA is now seeing the long-term benefits of adopting Aptem. With improved visibility, stronger compliance, and a unified digital platform, the organisation has laid the foundations for continued growth and innovation across its provision.
“Introducing Aptem has been hard work, but now we are out the other side, we are all beginning to see the benefits.”
