royal mail

Case Study 

“ Scopesuite has really eased the administrative burden on my team allowing them to function more effectively on supporting our apprentices and stakeholders. 

The team at Scopesuite are amazing, always supportive and responsive to our many demands.  Even at a very early stage the tool has been valued by the business to the extent that we plan to develop further functionality and range. 

I highly recommend this product to anyone in early careers with large or complex populations to manage  - it will ease the burden from day 1.”

Tracy Fairhurst;

Royal Mail Head of Apprenticeships

Dealing with External Training Provider Reports

Royal Mail, founded in 1516, are the UK’s preferred postal service. With over 160,000 employees they deliver over 29 million parcels each year to homes and business in the UK and Internationally. Royal Mail have a long history of employing apprentices, graduates, and other early career employees. Numbers of apprentices in recent years have grown considerably, with plans to continue the rapid growth.


Executive Summary

Royal Mail engaged with Scopesuite to help support their growing apprentice programmes. Head of Royal Mail Apprenticeships, Tracy Fairhurst, manages huge apprentices numbers with a small team and an array of complex spreadsheets.

Apprentices are in sites and locations across England, Scotland, Northern Ireland, and Wales.

Apprenticeship programmes range from administration, to sales, to engineering and IT.

There are 40+ programmes and as a result there are between 30 and 50 external training providers being used each year for delivery.

Internal progress reporting must regularly be carried out to a range of Business Leads, departments, and regions. 


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Scopesuite | The Challenge

The Challenge

The first challenge Royal Mail tasked us with was to consolidate their external training provider reports.

To add to the administration headache of managing such large numbers of learners, Tracy and her team receive between 30 and 50 different varieties of Training Provider progress reports every month.

Analysing the data coming in was a constant battle. Each provider had their own unique way of reporting, their own terminology, own spreadsheet with passwords or own dashboard with logins.

The challenge for Tracy and her team was to find a way to quickly identify who needs help, what type of help do they need and how can that be done without losing their minds in 50 varieties of reports every month!

Scopesuite | How did we Help?

How Did We Help?

First, we built fully tailored reporting dashboards that were branded as Royal Mail and could display data by any variable set by Tracy and her team. These variables included Training Provider, Location, Business Division, Age Group, Programme, Cohort amongst others.

Then we utilised our unique Training Provider Portal that allows all external training providers to report in to.

To standardise reporting across providers and programmes, Royal Mail requested that each provider gives a Red, Amber or Green status as a minimal against each apprentice. Additional alerts, documents and supporting comments are optional.

Scopesuite, as part of our platform-as-a-service, onboarded all providers with webinars and provided user-guides on how to use the tool. We engaged via introductions from Royal Mail and ensured that the Provider Account Managers or Assessors understood the requirements of our mutual client.

Scopesuite | ROI


The time saved chasing and trying to analyse endless varieties of reports every month, can now be better spent on programme improvement, internal reporting, and supplier relationship management.

Dashboards now clearly identify who needs support this month and what that support needs to be. The

Apprentice Management team do not need to spend time collating reports and sharing them with the business. Dashboards are broken down into the relevant business units for instant reporting and visibility over organisational KPI’s.

The ability for Royal Mail to easily see who needs support, means that apprentices can receive that support quickly. Overall performance, employee satisfaction and retention levels can benefit as a result.

Additionally, we have provided regional dashboard views to Business Leads who manage apprentices at a local level. This will further ease the reporting burden on the central team and allow for support actions to be taken when they are needed most.