Choosing the right apprenticeship solution is a key success factor for training providers. It’s a major investment both financially and in staff time to properly embed.
Tribal’s Funding and Compliance Advisory team work with providers using different solutions and here they debunk the marketing myths on this topic.
1. The right software can guarantee compliance X
No software can guarantee compliance, so be wary of suppliers that say they can. Your data has to be supported by the apprentice evidence pack. If you don’t have the evidence, if your data is wrong, or your apprentice isn’t eligible, you’re not compliant.
2. An off-the-shelf solution will work for everyone – they’re one size fits all X
Apprenticeship Standards, delivery methods and learner types vary from provider to provider, making each provider unique. You need to find a solution that’s the right fit for your organisation. If you have small numbers of apprenticeships which aren’t complex in their delivery, an off-the-shelf solution may be the best for you - but make sure you take into account whether that’s going to change. If you have plans for growth, you need a system that will grow with you, in terms of functionality, flexibility and the ability to link seamlessly to other software systems you may use.
Simple software solutions may be easier to implement, but if more configurability would improve your processes, efficiency and compliance the extra effort (and cost) at the outset will deliver better value.
3. The more I spend, the better the solution “you get what you pay for” X & ✓
Like many things in life, better quality MIS systems tend to be more expensive, but not always. You need to check the solution is the right fit for you and make sure that you’re comparing like for like. For example, are all implementation costs included in the price? What level of wrap-around support is included and what’s the quality of that support (find out by asking other providers for their experience or check sector message boards)? Can the solution grow with you and how do the costs change? If you can generate more value from a solution, it may be worth spending more. Don’t forget that buying a solution that’s not right is always the most expensive option.
4. Buying a plug-and-play solution is the easiest option X
The type of data being recorded and the complexity of funding means that all systems involve some implementation. There’s no genuine plug-and-play solution currently available, so ask for more detail if there’s no or very little implementation included in the quote.
5. There are apprenticeships solutions that can do everything I need to X
Most say they offer an “end-to-end” solution which is based on the apprentice’s journey, which is only part of the end-to-end process for your organisation.
Can the solution integrate with other key applications you use for recruitment, Ofsted quality improvement, finance or if you’re a university, with your institution’s Student Management System? Using APIs can enable you to create a real end-to-end solution and trusted real-time single source of truth for your organisation.
6. Most apprenticeship solutions are roughly the same X
The market leading software solutions look similar and are at a basic level doing the same thing – collecting data to submit a funding return. If this isn’t at the core of the supplier’s business, find another supplier.
The real difference comes in the additional functionality they offer like point-of-entry data validation to prevent errors, configurability to allow you to build processes that fit your organisation and priorities, APIs to connect data across your whole organisation, and the availability of high-quality support and advice.
7. Moving to a new system can result in costly up-front implementation X
Traditionally moving to a new MIS resulted in large up-front implementation costs which often resulted in organisations renewing with their existing solution even if this wasn’t the best fit.
Look for a supplier which offer alternatives to front-loaded implementations and spreads the costs across multiple years. Also look for suppliers which take a partnership approach to implementations providing ongoing support even once implementation is complete.
At Tribal we offer implementation through advisory services taking a partnership approach to getting you up and running, then continuing our support provision into every year of your contract. Advisory can be accessed in bite-sized chunks of hours rather than days meaning there is no requirement for lengthy booking processes instead contacting your named partner for support.
If this has got you thinking, why not book a call with one of your team to find out more?
