ILR management 

Emily explains the ease of using Aptem’s ILR management functionality: “I submit the data uploads to the DfE every month. All the data is captured within the ILR on Aptem. All I have to do is click a couple of buttons and the batch upload is ready to submit. It’s as straightforward as that. It’s seamless. Some of my colleagues have worked with other systems and it’s often a different story where you have to combine one system with another to get the data that you need. For me, this part of Aptem works so well.” 

Process automation trackers 
Process automation trackers is one of the newer features that BMS team has used to streamline their processes. Being able to keep all the information within the system rather than across different spreadsheets, makes it easier for them to process withdrawals or breaks in learning. 

Aptem’s Customer Success Manager for BMS Progress agrees that this functionality is increasingly important for customers. “As Ofsted focuses its attention on reliable data collection that can be shared with employers, it’s great to see providers using the sophisticated tracking that’s available within the system.” 

Reporting 
Emily and the BMS team run many reports through Aptem. She shares an example of how the system’s reporting capabilities are enabling them to undertake some analysis into when and why learners are withdrawing from programme. “It’s so quick to do on Aptem;” she explains, “it pulls off the exact data you need. That’s especially useful if you’re jumping into a meeting and need some stats to shape the conversation and discussions around continuous improvement.” 

All of the senior managers have reports in Aptem that they regularly refer to, for example one colleague who manages all the development coaches runs caseload reviews, looking at how her team is supporting learners and where the opportunities are for improvement. 

Using data held within Aptem to predict learner outcomes 
The team has been looking at withdrawals within the first 42 days, with a view to deciding if and how they should tweak their initial assessment phase. They look at those learners to see if anything was flagged at the first interview, or whether there was any information given by the manager that builds up a picture of likelihood to complete the programme. 

“Every circumstance is different, probably for every single learner, but with enough data you can start to draw meaningful conclusions.” Emily Bowler, MIS and Data Manager, BMS Progress 

Aptem’s reporting capabilities enabling BMS Progress to undertake analysis into when and why learners withdraw from programme. 

A partnership approach to the continuous development of Aptem 
The BMS team values the continuous development that goes into Aptem, citing the roll-out of new features and enhanced functionality as a critical success factor for ongoing successful, compliant delivery. 

In summer 2022, ahead of the new funding rules, the team took part in a consultation with Aptem’s Product Owner, Martyn Wood. “It was incredibly useful to be part of the discussions around how the system is being developed to adapt to the new rules. We really felt like we had a voice. It’s important for technology providers to work with the organisations they serve, taking a consultative, partnership approach to understanding the impact of new regulations and industry developments, and ensuring that the development roadmap supports those needs.” 

When asked about the impact of these regulatory changes, Katie Rooney, Quality Manager and Designated Safeguarding Lead at BMS feels that the organisation is in safe hands with Aptem. She concurs that when new changes come into play, they are 100% reassured through the knowledge and expertise of the Aptem team. 

“The rules can be complex, but we know that Aptem will be there to support us; interpreting new rules in our language and relating it specifically to our business.” Emily Bowler, MIS and Data Manager, BMS Progress 

The funding rules 22/23 changes – a summary of the Aptem approach: 

In late May 2022 the ESFA announced some far-reaching and significant changes to the apprenticeship funding rules.  

There was limited time (3 weeks) to respond to the draft proposal, and two months (which was actually two weeks once the changes were confirmed) to apply some significant changes to Aptem so that BMS and other customers could apply the rules from 1 August 2022. 

The Aptem approach: 

• BMS attended a series of customer roundtables and that enabled Aptem to prioritise the changes that mattered to them. 
• Through Aptem’s partnership network – AELP, FIN and UVAC, concerns and questions about the proposed funding rules were submitted to ESFA. 
• BMS were invited to a webinar ran by the Aptem Implementation team who demonstrated enrolling learners in Aptem and how to remain compliant with the new rules. 

In addition, they were able to use a series of resources published on the Aptem Help Centre: 

• Questions they could ask themselves to start preparing in advance of 1 August. 
• An eligibility review template and guidance on how to build a review. 
• On demand webinar demonstrating a draft eligibility review. 
• Post the rules being finalised in late July and implemented from 1 August, Aptem has continued to share resources, including guidance on adopting the new compliance documentation.  

“It was incredibly useful to be part of the discussions around how the system is being developed to adapt to the new rules. We really felt like we had a voice.” Emily Bowler, MIS and Data Manager, BMS Progress