The University of Portsmouth partnered with Aptem to transform apprenticeship management for 800+ learners, replacing fragmented systems with a centralised platform, improving compliance confidence from 4/10 to 8/10.
Transforming Apprenticeship Management at Scale: How the University of Portsmouth Reimagined Oversight with Aptem
When the University of Portsmouth launched its apprenticeship provision in 2017, the ambition was clear but the scale was modest. Six apprentices in a single faculty marked the starting point of a journey that would, over the next five years, expand rapidly across the institution. By 2022, apprenticeship delivery had grown to more than 800 learners across all five faculties, supported by a relatively small central team and a wide network of work-based tutors.
This growth brought success – but also strain. Systems originally designed for traditional higher education struggled to keep pace with the distinct regulatory, operational and reporting demands of apprenticeships. Processes multiplied, spreadsheets proliferated, and answering even basic questions about learner status or compliance became time-consuming and error-prone.
The University of Portsmouth recognised that to sustain quality, remain compliant, and continue to grow, it needed a purpose-built apprenticeship management platform. The introduction of Aptem marked a turning point – not simply as a technology change, but as a catalyst for rethinking and redesigning apprenticeship delivery from end to end.
This article explores how Aptem enabled the University of Portsmouth to regain control, improve confidence in compliance, and deliver a more coherent experience for apprentices, tutors and employers alike.
The challenge: Managing apprenticeships without a dedicated system
Prior to adopting Aptem, apprenticeship management at the University of Portsmouth relied on a patchwork of systems and manual processes. While these tools worked reasonably well for traditional students, they were not designed to handle the nuances of apprenticeship delivery.
Key challenges included:
Fragmented data and manual reporting
Core data, including the Individual Learner Record (ILR), was extracted from SITS through a laborious process that involved days of back-and-forth emails to resolve errors. Forecasting Qualification Achievement Rates (QAR) was entirely manual, making it both time-consuming and unreliable.
Tracking Off-the-Job (OTJ) training hours – a critical compliance requirement – was handled through Moodle, which lacked the structure and validation needed for apprenticeships. Signed reviews, evidence and audit trails were scattered across spreadsheets, shared drives and email inboxes.
As Claire Middleton, Degree Apprenticeships Manager, explains:
“We had ended up with multiple systems and countless spreadsheets. It was a nightmare to manage. With the complex requirements of apprenticeships, we’d added layer upon layer of bureaucracy – and it could take days to answer a simple question like how many live learners we had.”
Limited visibility and delayed insight
Because data lived in so many places, the team struggled to answer key operational and compliance questions in real time:
- When was an apprentice’s last review?
- What issues were raised, and who signed them off?
- Which learners were approaching their planned end dates?
Often, answers could only be compiled after official data publications, limiting the University’s ability to act proactively.
Pressure on staff and tutors
Work-based tutors felt the impact too. Tracking learner progress, identifying gaps in Knowledge, Skills and Behaviours (KSBs), and preparing evidence for employers or inspections required significant manual effort. Faculty staff also found it difficult to manage changes of circumstance, such as breaks in learning or changes of employer, within existing systems.
The cumulative effect was growing operational risk at a time when apprenticeship numbers – and scrutiny – were increasing.
Selecting Aptem: A purpose-built solution for higher education apprenticeships
Recognising the need for change, the University of Portsmouth undertook a formal and detailed market review. Clear criteria were established, and each platform was rigorously assessed against the realities of delivering degree apprenticeships within a higher education context.
What set Aptem apart was not just functionality, but fit.
During the evaluation process, the Aptem team worked through the University’s requirements in detail, demonstrating a deep understanding of both apprenticeships and the HE sector. This sector-specific expertise proved decisive.
The University team also spoke with other higher education institutions already using Aptem, including Middlesex University. The overwhelmingly positive feedback from peers gave further confidence that Aptem was a proven and reliable choice.
As Claire Middleton recalls, Aptem was selected “with flying colours”.
Implementation: A collaborative and carefully paced transition
Implementation began in June 2022 and was deliberately approached as a partnership rather than a simple system rollout.
Key milestones included:
- June 2022: Implementation commenced
- September 2022: Learner onboarding began within Aptem
- October 2022: Full ILR import completed
Rather than rushing, the University worked closely with its Aptem Implementation Consultant to review and redesign processes that had evolved organically over several years.
“What the introduction of Aptem allowed us to do was really take stock of our processes, using the HEI expertise within the Aptem implementation team to systematically streamline what we’d been juggling for so long.”
Paul Goldthorpe, Senior Accounts and Compliance Manager
The consultant became an extension of the internal team – knowledgeable, responsive, and fluent in the language of higher education and apprenticeships. This collaborative approach ensured that the system was configured around the University’s needs, rather than forcing the team to adapt to rigid workflows.
Life with Aptem: Regaining control of the apprenticeship journey
Centralised ownership and clearer accountability
One of the most significant changes following implementation was the redesign of the live apprenticeship journey.
Previously, once learners were live on programme, responsibility largely passed to individual faculties. While appropriate for traditional students, this model struggled to accommodate the regulatory and reporting nuances of apprenticeships.
With Aptem, the central apprenticeship team now retains oversight throughout the learner lifecycle. Changes of circumstance – including employer changes, breaks in learning and withdrawals – are managed within the platform by specialists who understand apprenticeship rules in depth.
This shift has:
- Reduced administrative burden on faculty staff
- Improved consistency and compliance
- Delivered a more tailored experience for apprentices
Automation of complex processes
Aptem Trackers automate the management of circumstantial changes, replacing email chains and manual updates with structured, auditable workflows.
According to Paul Goldthorpe:
“This would previously have involved at least half a dozen emails between the team member dealing with the apprentice and myself. Now it’s efficient, compliant and transparent.”
A single source of truth for data
Perhaps the most impactful change has been the centralisation of data.
For the apprenticeship team, Aptem brings together OTJ training, module reports, progress reviews and compliance documents into one place. This eliminates the need for manual data-matching across systems and enables faster, more informed decision-making.
For employers, the employer dashboard provides clear visibility of apprentice progress, enabling more focused and productive conversations.
And for regulators, the benefits are tangible.
Strengthening confidence in compliance and inspection readiness
Ofsted inspections
During the University’s most recent Ofsted inspection, Aptem proved invaluable. When inspectors requested specific examples or evidence, the team could retrieve it quickly and confidently.
“Whatever they wanted to see, we could provide,” explains Claire. “They were reassured that, even though we were still in implementation, we had everything in hand.”
ESFA audits
In a subsequent internal ESFA audit, many of the identified actions related to historic issues caused by fragmented systems. Crucially, the team could clearly demonstrate how Aptem now prevents such issues from recurring.
The result? A marked increase in confidence.
Prior to Aptem, the team rated its confidence in compliance at three or four out of ten. Today, that figure sits at eight – and rising.
Empowering tutors and improving learner outcomes
Aptem’s impact extends beyond administration into the heart of teaching and learning.
Work-based tutors quickly embraced the platform, finding it intuitive and aligned with the realities of apprenticeship delivery. Tools such as Skills Scans and RAG ratings have transformed how tutors assess progress and identify KSB gaps.
Tutors can now:
- Track learner progress more accurately
- Demonstrate development needs clearly to employers
- Build stronger cases for targeted support and learning opportunities
In one example, a tutor revisited Skills Scans for learners already a year into their programme, gaining a more realistic view of capability and progression.
The result is better engagement, clearer expectations, and a stronger foundation for successful End-Point Assessment.
Measurable impact and tangible results
Since implementing Aptem, the University of Portsmouth has seen improvements across multiple dimensions:
- ILR submission time reduced from around 10 days per month to just four to five hours
- Real-time processing of changes of circumstance, eliminating month-end pressure
- More accurate and accessible apprenticeship data
- Increased confidence in compliance and reporting
- Early indications of improved learner pass rates for those who began their journey with Aptem
As Amy Dymond-Hobbs, Quality Manager, summarises:
“To have everything in one place has been amazing. We have more control over the data and a much more accurate picture of what’s going on for all apprentices.”
Conclusion: Building a sustainable future for apprenticeships
For the University of Portsmouth, Aptem has been more than a system implementation. It has provided the foundation for sustainable growth, improved quality, and greater confidence in apprenticeship delivery.
By replacing fragmented processes with a purpose-built platform – and by working in close partnership with an experienced implementation team – the University has transformed how it manages apprenticeships at scale.
As apprenticeship provision continues to evolve, the University of Portsmouth is now equipped with the tools, insight and confidence needed to deliver high-quality outcomes for learners, employers and regulators alike.
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Steve Willis
BMS Progress
