AELP Workshop - Cheynes Training...Jan 10, 2019 · AELP Workshop. Register of Apprenticeship...

Thursday 10 January 201910.00am – 4.00pm

AELP WorkshopRegister of Apprenticeship Training Providers (RoATP)

Facilitator: Steve O’HareDirector

SCLO Consulting

RoATPHouse Keeping

• Fire• Facilities• Food

RoATPTodays Objectives

1. To have a clear understanding of the steps required for a successful RoATP submission

2. To understand how to use past track record, processes, systems and performance data to support the submission

3. To be clear on the process and questions, how to answer these and avoid the pitfalls

4. To be able to effectively plan the submission and understand what comes next

RoATPAgenda

• 10.00am – Welcome and Introduction

• 10.15am – 11.30am - Session 1 – The Register

• 11.30am – 11.45am - Break

• 11. 45am – 1pm - Session 2 – How to respond

• 1pm – 1.30pm - Lunch

• 1.30pm – 2.30pm - Session 3 – Successful Responses

• 2.30pm – 2.45pm - Break

• 2.45pm – 3.30pm - Session 4 – Effective Planning

• 3.30pm- Q&A

• 4pm - Close

RoATPIntroductions - Me

• 14 years experience in business development and tender writing roles, notably with learndirect, Paragon Education & Skills and Newcastle College Group

• Board and senior leadership team level experience – setting the direction and aim of activity, as well as the ‘doing’

• Track record of winning contracts of all sizes, with over £360m of new contracts secured in the last 8 years

• Lost count of the number of successful ESFA registers completed during this time

RoATPIntroductions - You

• Who are you?• Who do you work for?• What do you want to get out of today?• Favorite film and why?

RoATPBidding Experience?

• How confident are you in tendering/bidding for work? Please select one:

1. Complete novice, please help!2. Limited experience, not confident3. Some experience and understand the

basics, but need help and support4. Experienced and confident5. Very confident

RoATPRoATP Experience?

• Is your organisation:

1. On the register and delivering apprenticeships

2. On the register but not delivering apprenticeships

3. One that has applied before and failed to get on

4. New to the sector and the Register

RoATPSession 1 – The Register

The background behind the register and why the changes?

What sections need to be completed and why?

What background documents do I need?

The RegisterThe background behind the register

and why the changes? • Sets a benchmark for providers• Gives buyers the re-assurance that providers have the desired

systems and processes• Sets a base for future employer procurement(s) and pre-selects

eligible organisations to bid for/be awarded contracts moving forward

• Is the ‘licence to practice’• 2 years since the first launch• No fixed opening/closing – ish….

The RegisterThe background behind the register

and why the changes?

Current Situation• 2,579 providers listed on the register

• 1,936 main route providers• 381 supporting providers• 262 employer providers

• c30% (750+) currently not delivering

Additional ESFA Concerns• Shell providers, for sale to the highest

bidder• Challenges with ‘poor’ providers• Lack of flexibility• Subcontracting

The RegisterWhat sections need to be completed

and why?

To be eligible, all applicants must have:• A valid UK provider reference

number (UKPRN)• A valid Information Commissioner’s

Office registration number for education and training

• A registered UK business address• Management hierarchy for

apprenticeships• Read what you need to know

about being an apprenticeship training provider


and why?

• Applicants to the main provider or employer provider route must have:• Been actively trading for at least 12 months and have financial information

to support this• The ability to train apprentices in the first 12 months of joining the register• A management structure that has experience of developing and delivering

training

• Applicants to the supporting provider route must have been actively trading for a minimum of 3 months.

• Applicants must not have an inadequate Ofsted grade for apprenticeships (or for overall effectiveness under its FE and skills remit where there is no separate apprenticeships grade) in their latest inspection report


and why?

• Main provider - enters into contracts with employers that use the apprenticeship service to pay for apprenticeship training or holds a contract with ESFA to deliver to employers who do not pay the apprenticeship levy

• Employer provider – trains their own employees or those of connected companies and uses the apprenticeship service to pay for the apprenticeship training. Providers that meet this requirement can act as subcontractors

• Supporting provider - enters into subcontracts with main providers and employer providers to enhance apprenticeship training for employers and their apprentices. This can be up to a maximum value of £500,000 per year in total. For organisations with no history of apprenticeship delivery according to recent records held by the ESFA, this is limited to £100,000 in their first year on the register


and why?

10 sections which include:• Yes/No tick boxes

• Make sure you tick these• Multiple choice

• Ensure that the most relevant ones are selected – is there more than one to select?

• Embedded text answer (up to 2,000 characters)• Write these in word first, then paste in

• Attached spreadsheets• Ensure these are completed correctly

• More detailed documents/policies as attachments


and why?Mandatory Requirements• Company Information• Ownership• Company numbersGrounds for Mandatory Exclusion• Standard governmental questions• Legally fit to hold a contract• Modern Slavery ActFinancial Health• Gearing• Cash• Sustainability• Parent Company GuaranteeCompliance• Has your organisation been contractually compliant?• Can you show legal compliance


and why?Capability• Ability to deliver apprenticeships• Staff qualifications• Track record and performanceQuality• Ofsted• Systems to maintain quality• How and who does this• Other benchmarksDigital Apprenticeship (Apprenticeship Service)• Governmental commitment to on-line activity

https://www.gov.uk/government/publication-standard-selection-questionnaire-template

https://www.gov.uk/government/publication-standard-selection-questionnaire-template

The RegisterWhat background documents do I need?

The RegisterWhat background documents do I need?

• Company information• Ofsted Reports• Audit reports• Learner Data

• Starts • Achievements• Progressions/Jobs

• Employer engagement/opportunities• Greatest Hits!

• Processes, policies!!!!!!!!!!!!!!

RoATPBreak Time

RoATPSession 2 – How to respond

What are the ESFA Buying?Analysing the specification

What are the key messages I need to get across?

The importance of outcomes and performance

How to RespondWhat are the ESFA Buying?

• Want to know who’s involved with apprenticeships in your organisation

• Your financial status and ability to meet any financial commitments

• How you evaluate the quality of training and outcomes• How you assess prior learning• How your leaders and managers document and define clear

expectations of setting high standards for apprenticeship training• Your employees’ experience in training including qualifications• The process of professional development for your employees• Your plan for continuity of apprenticeship delivery as well as

equality and diversity, safeguarding and health and safety policies• How you engage with employers and your contracting

arrangements with them (only main providers)• The commitment statement template you will use to support the

apprenticeships (only main or employer providers)

How to RespondWhat are the ESFA Buying

How to RespondWhat are the ESFA Buying

• The new market!• ESFA are the gatekeeper customer

• We need to meet their requirements first

• The ‘Key to the Kingdom’• License to practice

• The employer is the paying customer• We can show the ESFA how we

meet these needs and provide a service

• They can be used to strengthen our submission

• The why you are doing it, sector employer etc….

How to RespondAnalysing the specification

How to respondWhat are the key messages I need to get

across?

• Before you start to write your – response you need to understand:

• Why are you doing this?• Who the end paying

customer is?• Who is the consumer/end

service user?


across? • What have you done

that is similar• Before you start to

write your – response you need to understand your business and the model of delivery• Employers/Learners• Your team• Quality systems

• Lets look at these


across? Employers/Learners• How you engage with employers and your contracting

arrangements with them• Who does this• What does this look like• Who are your employers/sectors

• The commitment statement template you will use to support the apprenticeships• Frequency• Model(s) of delivery


across? Your team• Your employees’ experience in training including qualifications

• Standards• New qualifications• Background

• The process of professional development for your employees• Staying up to date• Employer led


across? Quality systemsHow you evaluate the quality of training and outcomes• Feedback• Observation

How you assess prior learning• Initial assessment• Diagnostic

How your leaders and managers document and define clear expectations of setting high standards for apprenticeship training• Systems• Accreditations

How to respondThe importance of policies, outcomes

and performance

Data/policy heavy submissionsImportance: • Learner achievement• Learner and employer

satisfaction• Teaching and learning• Ofsted

Input, input, input

RoATPLunch Time

RoATPSession 3 – Successful Responses

Analysing the questionsEffective Structuring of your response

How to use data effectivelyWhat makes a good/bad example

Successful ResponsesAnalysing the Questions

In your application, you must be able to provide evidence showing:• Who’s involved with apprenticeships in your organisation• Your financial status and ability to meet any financial

commitments• How you evaluate the quality of training and outcomes• How you assess prior learning• How your leaders and managers document and define clear

expectations of setting high standards for apprenticeship training

• Your employees’ experience in training including qualifications


• The process of professional development for your employees

• Your plan for continuity of apprenticeship delivery as well as equality and diversity, safeguarding and health and safety policies

• How you engage with employers and your contracting arrangements with them (only main providers)

• The commitment statement template you will use to support the apprenticeships (only main or employer providers)


• The who and their history, what and how! and how is this communicated

• Financial Strength/Stability• How you work with employers – the good and bad• Evaluating quality• The frameworks/standards switch• Volumes• Gaining commitment• Learner analysis• Delivery processes• Maintaining currency• Legal/ethical commitments

Successful ResponsesEffective Structuring of your response

• What is the question asking• How?• Who?• What?• Why?• When?

• Who do I need support from?

• Why is the ESFA asking the question?

• What does the ESFA want you to show/prove?


• Structure your response to the question

• Follow the flow of the questions

• Make sure you answer each point

• Make it clear which point you are answering

• Make it easy for the evaluator to award top marks

• Lets look at examples

Successful ResponsesHow to use data effectively

• What it Does?• Data gives an the ability to qualify and elaborate

responses• Shows depth and backs up points• Will be important as there is a focus on quality and track

record• Example

• We are a high quality and successful provider• We are a high quality and successful provider with an

Ofsted grade 2 and a current overall success rate of 72.3%

• Choose the right examples uses• Picking the wrong example can shoot you in the foot!• Always look at examples which are as positive as possible

Successful ResponsesHow to use data effectively

Successful ResponsesWhat makes a good/bad example

• Good Example• Starts with something that needed improving and

improvement was made• The data used backs up the point you want to make

• Bad Example• Saying that you got the programme you are bidding for

wrong• Isn’t backed up with data• The data used doesn’t show that you are

meeting/exceeding a target

Successful ResponsesFinal points from me

• Answer the question! Not what you want to say• Never assume the reader/marker knows your business or

understands an acronym• Use the space given – the reader is expecting a certain level of

detail• Clear and concise answers• Make your response easy to read – think about the reader, how

have you laid out your answer?• Answer to the layout/breakdown of the question• Be compliant!

RoATPBreak Time

RoATPSession 4 – Effective Planning

Using Bravo and the Q&A effectivelyWhat needs to be submitted

Key do’s/don’tsWhat comes next

Effective PlanningUsing Bravo and the Q&A effectively

• Bravo Solutions is a tendering portal and is a brand name for a system

• Bravo is the ESFA’s preferred portal• Pre – Register Check List:

• Do you have a login?• Do you have the login details – are these up to date?• Have you set up your messaging service – if you have

check it again• Who is receiving the messages?• Familiarise yourself with the system and how to

navigate the functions– use an old tender to get used to the functionality

• As a last resort do a daily check – however if you have done your set up correctly you shouldn’t need to do this

Effective PlanningUsing Bravo and the Q&A effectively

Effective PlanningWhat needs to be submitted

• Standard Selection Question• Quality Questions• Financial Toolkit• Accounts/Parent Company Guarantee• Policies (lots of these!!!)• Management Hierarchy• Staff Experience Template

• 17 attachments required• 10 written questions (dependent on situation)

• Don’t submit anything that isn’t asked for• Do a check list

Effective PlanningKey do’s/don’ts

Do’s• Be sure the route is for you• Give yourself sufficient time – understand the

deadline you are working to and plan back from that point

• Read the specification and the associated documents – highlight the key elements as you go

• Understand what you have to submit – don’t get to the deadline and realise that you don’t have a document, this could lead to non-compliance

• Plan effectively and create a check list• Write a bid plan and build in sufficient time of

review and changes• Check, check and check again• Have a submission process

Effective PlanningKey do’s/don’ts

Don’ts• Leave it to the last minute• Write the bid in your ‘spare’ time• Assume – if you are unsure ask a question• Cut and paste too much• Submit without checking it

Effective PlanningWhat comes next?

1. Choose an application route2. Check your eligibility3. Read the application guidance to check you have everything you need4. Apply using the Department for Education portal (Bravo/Jaggaer)

• If your organisation is eligible to apply and not currently listed on the register, you can apply from 12 December 2018

• There is no deadline and the portal will remain open for applications (It closes at the end of each month and re-opens to following day)


• ESFA will start to assess applications on the first working day of each month for any applications received during the previous month

• It usually will take around 12 weeks to assess an application, but it can sometimes take longer.

• The ESFA will keep you informed on the progress of your application.

• If your organisation is currently on the register, you will need to reapply. The ESFA will be inviting organisations to reapply in phases, during 2019, based on a risk profile

• If your application is unsuccessful, the ESFA will provide feedback

• You will be able to apply twice within a 12-month period

RoATPQuestion Time

RoATPFurther Information

Steve O’HareSCLO Consulting

www.scloconsulting.co.uk

[email protected]

07879 442629

@SCLOCon

Steve O’Hare

http://www.scloconsulting.co.uk/mailto:[email protected]

RoATPClose

Have a safe journey and happy bidding!!

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AELP Workshop - Cheynes Training...Jan 10, 2019 · AELP Workshop. Register of Apprenticeship...

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