Bradford College – four years into the partnership with Aptem

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. 

The impact of implementing an end-to-end apprenticeship delivery system 

Prior to implementing Aptem in 2020, Bradford College had several challenges to overcome, including: 

• Removing dependency on multiple systems, particularly for completion, tracking and storing compliance documentation. 

• Managing manual data tasks such as data uploading and preventing data correlation issues. 

• Being able to effectively track and report on learner progress. 

“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.” 

Transitioning from paper-based to fully digital 

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.”

Efficiency and time savings 

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.” 

Data centralisation and reporting 

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.” 

Enhanced user experience 

“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 with epaPRO 

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. 

Aptem and Bradford College – a strategically aligned partnership 

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: 

Continued process streamlining 

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.” 

A compelling Aptem product development roadmap 

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.” 

Broadening the Bradford College and Aptem relationship: Cognitive Assessment and T-Levels 

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.” 

Advice for other institutions 

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. 

Selecting the right people 

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. 

Preparation and setup 

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. 

Managing change 

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. 

How Nottingham Trent University integrated student records system, Banner, with Aptem

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.  

What role does Banner play at Nottingham Trent University?

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.

Why did you decide to integrate Banner with Aptem?

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.

What specific goals or benefits were you aiming to achieve with this integration?

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.

What were the initial steps taken in preparation for the integration?

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.

Did you need to upgrade or modify your existing systems before starting the integration?

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.

Did you have a regular cadence of meetings?

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.

Who owned this project at Nottingham Trent University?

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.

How have you found balancing the integration with the rest of the Aptem implementation?

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.

Can you provide a step-by-step overview of the integration process?

• We created a high-level plan based on requirements captured pre-tender.
• A high-level design derived from these requirements.
• Detailed requirements gathering followed.
• This resulted in a detailed design phase.
• After this we went into build, testing, and delivery.
• The process was agile. We sliced different parts such as user provisioning and data extraction, for focused implementation.

Was there specific information that it was particularly important to include in the integration?

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.

Did you find it helpful that Aptem has a dedicated integrations Technical Consultant to work with?

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.

What kind of data needed to be synchronised?

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.

Do you have recommendations for others looking to integrate Banner or other systems with Aptem?

Yes, our top tips would be:

• For each data entity, aim for a flow of data from the source ‘golden record’ system to the consuming system. Two-way data flows are difficult to manage and can easily cause data consistency errors. Which system is right?
• Lean into the advice Aptem can give. They are very hands on and highly knowledgeable about the capabilities of the system and integrations.
• Design around your business processes. At the end of the day, this is about real people doing real things, and not a technology exercise. If you don’t make this easy and work within the business processes and requirements, your end users will find it harder to adopt the new system and may even feel justified in creating their own processes and data sets.
• Running implementation and integration build concurrently is definitely possible but the detail comes out when you’ve configured Aptem. You need to be far enough along with the Aptem implementation to determine what needs to be integrated.

Conclusion

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.

Integrating with EBS to unify systems, streamlining apprenticeship delivery

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. 

Why Barnsley College chose Aptem 

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. 

Aptem and EBS: a seamless integration 

A standout element of Barnsley College’s implementation was the integration between Aptem and EBS. Through this setup: 

• Learners onboard directly through Aptem, and once activated their details are automatically transferred into EBS. 

• EBS workflows then handle key steps such as email communications, module enrolments and document sign-off. 

• Learners, employers and tutors benefit from a smoother experience, without the need to jump between multiple systems to complete routine tasks. 

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. 

Benefits 

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. 

More benefits for learners, employers and the College 

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: 

• Plan processes in detail before building the integration, so data flows and business rules are clear. 

• Map expectations early, especially what information needs to pass between systems and when. 

• Ensure robust test environments are in place, including a dedicated Aptem test tenant, before going live. 

• Keep stakeholders informed about technical capabilities and limitations to avoid misaligned expectations. 

These insights reflect the value of combining strong technical execution with clear operational planning and cross-team collaboration. 

Looking ahead 

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: implementing Aptem Skills and Aptem Apprentice to enable end-to-end delivery

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. 

Why Central YMCA chose Aptem 

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. 

Preparing for implementation 

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. 

Building and configuring the platform 

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. 

Going live and early outcomes 

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.” 

Benefits of implementing Aptem 

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.” 

Partnership working and cultural change 

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.” 

Advice for other training providers 

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. 

Looking ahead 

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.”

One system, full visibility: how BMS Progress manages its entire apprenticeship delivery through Aptem  

BMS Progress has been delivering apprenticeships since 2019, specialising in sales and management standards. It successfully partners with employers across many sectors – from construction to FMCG, helping them to invest their Apprenticeship Levy to achieve excellence in sales capability and build their talent pipelines.  

Implementing an end-to-end delivery system to support growth 

MIS and Data Manager, Emily Bowler was involved in BMS’s Aptem implementation from the beginning. “We were looking for a system that would support our delivery of apprenticeships from start to finish. At that point, we were new to apprenticeships and wanted a system that would manage the process for us, making sure we didn’t miss anything. Aptem was the obvious solution. We now just use one system to manage the full process, from onboarding through to reporting.” The Aptem/BMS Progress partnership has now been in place for nearly four years, and with more apprenticeship standards on the horizon, they are well set up for growth. 

Emily highlights a number of Aptem Apprentice features that have become a critical part of their programme delivery. 

From five systems to one: how Lifetime training streamlined its apprenticeship programme with Aptem

Lifetime Training is the UK’s largest apprenticeship training provider, operating across five sectors with approximately 17,000 learners currently on programme. Lifetime’s strategic vision is to build on its position as market leader, working with key partners across the Hospitality, Retail, Care, Digital and Management Services sectors. 

Lifetime selected Aptem in March 2021, following a year-long procurement process. This case study explores how the successful switch to Aptem is enabling Lifetime to continue to put learners at the heart of the organisation, while also realising productivity improvements across the business. Achieving this balance helps focus resources on the right places to drive quality in terms of: 

• Learner experience and achievement 

• Employer engagement 

• Apprenticeship take-up and impact 

Commercial viability as a driver for learner success 

Dom Wilkinson, Operational Partnership Manager at Lifetime, says of the current sector landscape, “As any provider will know, it’s complicated to operate within apprenticeships and work-based learning, and the margins are very, very tight. It’s vitally important for us to work towards operational efficiency so that we free up our people to concentrate on service delivery to learners and employers. 

We are very focused on making sure that what matters is the learner: that they have a great experience and walk away with tangible skills that are going to benefit them in the workplace. Otherwise, you’re number-crunching for no reason. The commercial consideration of capitalising on our investment in Aptem goes hand in hand with our relentless focus on customer experience.” 

How London South Bank University transformed apprenticeship delivery with Aptem

With apprenticeships identified as a strategic priority, LSBU sought a system that would not only streamline administrative processes but also enhance the experience for learners, tutors and employers. Aptem’s configurable platform delivered on these ambitions – enabling the university to refocus its apprenticeship team from time-consuming data tasks to strategic quality improvement and learner support.

Choosing a system aligned with strategic growth

As LSBU expanded its apprenticeship offerings, the need for a unified, reliable technology became clear. Led by Sammy Shummo, Group Director of Apprenticeships, the team evaluated multiple solutions before selecting Aptem in 2022, recognising it as the platform best suited to support the university’s objectives: enhancing user experience, reducing administrative workload, and providing better business intelligence.

Centralising apprenticeship management to support growth

Beginning with just 25 learners, the university expanded its offer to more than 1,400 apprentices across diverse programmes, including policing, nursing, business, healthcare and teaching, by 2021. This growth trajectory presented operational challenges that the university’s legacy systems struggled to keep up with.

Before Aptem, administrative functions such as onboarding, attendance tracking and compliance documentation were fragmented across separate tools and manual processes. With Aptem acting as a central hub where every learner interaction is captured, tracked and auditable, Middlesex now has confidence that its data is complete and compliant.

Dashboards and employer visibility driving engagement

One of the standout benefits of the partnership has been the introduction of intuitive dashboards that provide visibility across learners and stakeholders. “The feedback has been extremely positive,” says Willis of the new employer dashboard. Users can now see apprentice progress at a glance, understand where issues might be emerging, and take action without waiting for manual reports or intervention from the apprenticeship team.

Dashboards not only save time for administrators but also empower employers. This is a key success factor in degree apprenticeship delivery where workplace engagement is essential. Through clear breakdowns of attendance and progress data, employers can proactively support apprentices and align on shared outcomes.

tend™ (formerly Impact Futures) and Aptem: Transforming apprenticeship delivery for growth, quality, and innovation 

tend™ training (formerly Impact Futures) is part of the Impact Futures Group that includes The Childcare Company and First Response First Aid. This group is reshaping Britain’s skills landscape, delivering upskilling and apprenticeship programmes to over 7,000 learners and 650+ employer partners, ranging from national care providers to SMEs in the childcare and social care sectors. 

The group’s growth strategy centres on sector leadership, innovation, and providing a best-in-class experience for both learners and employers. With ambitious plans for further expansion, the tend™ team set out to transform operations, client experience, and compliance through the implementation of advanced technology, selecting Aptem as their preferred solution.