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You may be an established RoATP registered organisation, or perhaps your RoATP register application is being processed. Whatever your circumstances, If you are looking to provide outstanding apprenticeship delivery, many digital tools are available for training providers. These tools are revolutionising how we train new apprentices, providing them with various resources that streamline the learning process for both apprentice and teacher. Your RoATP register application must show that you have considered these factors.
Better still, your RoATP register application can show you plan to invest in a quality apprenticeship management system and have set clear goals for training processes. Managing the progress of an apprenticeship becomes immediately more streamlined, allowing more time and resources for training apprentices with the necessary knowledge, skills, and behaviours.
Yet, with many apprenticeship delivery software solutions available, knowing what is best for your requirements is not always clear. So, let’s take a quick look at some of the business functions that can be streamlined using software applications.
Your RoATP register application must show how you plan to store various types of evidence. The same applies to a training provider already on the RoATP register. If you are not using a digital e-Portfolio for apprentices, your apprenticeship delivery is falling behind the competition. An e-Portfolio allows comprehensive training and assessment processes, letting apprentices gather appropriate training resources in a single software solution.
All data is linked to a single e-Portfolio, allowing everyone to track the training progress, including apprentice, tutor, and employer. Moreover, with reliable e-Portfolio software, apprentices can send and receive feedback, helping to improve apprenticeship delivery across the board. Does your RoATP register application indicate you have considered all of these things?
More advanced apprenticeship delivery software goes one step further. These systems allow you to store evidence on “any” online system. Dropbox, Google Drive, OneDrive or your organisation’s server are just a few supported systems. The advantages of doing this are too many to list here, but data security and flexibility are high on the list.
Off-the-Job Training needs to be recorded by the learner and is a mandatory eSFA requirement.
You would be surprised at the number of training providers still using paper recording systems or excel spreadsheets to record this activity for each learner. Most use this method because they think they are saving costs. Wouldn’t it be more impressive if your RoATP register application included a digital solution for this task?
Studies indicate an enormous amount of manual effort is required to capture, collate and keep this information. And after all this effort, the only way to know if any apprentice is not achieving 20% is to add up the recorded hours every month.
If you have many apprentices, someone has a lot of work to do each month. It’s not a surprise that managing off-the-job Training is one of the top reasons a training provider will fail an eSFA or OFSTED inspection.
The streamlined approach asks the apprentice to enter their Off-The-Job-Training house into an apprenticeship management system every day or once a week.
The management system automatically calculates whether the apprentice is on target to meet the 20% or falling behind. If it’s the latter, a message is sent to the apprentice’s tutor or mentor highlighting the issue. Using an apprenticeship management system, the centre manager can monitor hundreds of apprentices in a few seconds. This is another plus for your RoATP register application.
Progress reviews are another process where your RoATP register application can impress. Progress reviews are another mandatory eSFA requirement. A staggering 57% of providers still carry out this process manually using paper systems. Most e-portfolio systems available today allow users to upload these documents, and that’s it! Using these systems, it’s challenging for the centre manager to quickly identify progress reviews that have not been completed or do any analysis.
More sophisticated systems can create a progress review schedule in seconds. Identify late or missed progress reviews “at a glance”. Automate the progress review form completion process with 3-way user input, remotely, side by side or via Zoom meetings
The progress review process is very time-consuming and costly. It’s no wonder that most centres complete this process, meeting the ‘minimum’ requirement set by the eSFA. Again, this is a terrible mistake. Progress reviews are the only way a provider can take a pulse reading of an apprentice’s progress. When done correctly, these reviews will improve a centre’s timely completion statistics and end of apprenticeship reviews. Both of these outcomes should result in more sales.
Automating your progress reviews will save time and money. Centres can allocate these savings to improving training delivery and/or capturing new business.
Assignments are a simple yet effective way of measuring an apprentice’s development during their apprenticeship. Any apprentice struggling with assignments may require further Training, while those ahead of the curve can be fast-tracked to their final assessment.
If your tutors use a paper-based system, they will know how difficult it is to identify incomplete, late or outstanding assignments. Especially if they have multiple classes, each with many students. Centre managers are usually unable to monitor the progress of assignments and have to rely on updated meetings with tutors. This is both time-consuming and costly.
Using software to generate and allocate assignments will streamline the process and make assignments visible to tutors, apprentices and centre managers. Advanced systems will highlight overdue assignments and allow a centre manager to drill down to identify the tutor and learner responsible.
Apprentices know exactly what assignments are required when they log into their account, ensuring they complete them on time and to appropriate standards.
Again, advanced systems allow the tutor to provide assignment feedback. This will further improve the quality of apprenticeship delivery for employers, trainees, and tutors. Lack of feedback is another common reason for the OFSTED inspection failure.
If your business is working with a large number of apprentices and tutors, then a management control system is mandatory. A paper-based system will be highly inefficient, unmanageable, and costly in all the above examples. Identifying issues will be difficult, and processes will be missed. Murphy’s law says that OFSTED will find the ‘only’ error in your entire process when they do an inspection on a random set of paperwork.
Advanced apprenticeship management systems enable a centre manager to manage support teams and apprentices of any size. These systems highlight problem areas in real-time and allow the centre manager to drill down to find the root of the problem.
Such a feature is a great way to improve productivity from a management viewpoint, ensuring streamlined processes where everyone works towards a common goal of quality apprenticeship delivery.
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