Streamlining Apprenticeship Travel Management for a Leading Construction Body

Managing the travel and logistics for an extensive apprenticeship program presents unique complexities from ensuring cost-effectiveness to, critically, safeguarding young learners. This case study details how arrangeMY partnered with a leading construction apprenticeship body to revolutionise their entire travel management process. We transformed their challenges into seamless operations, providing dedicated support, innovative technology, and robust safeguarding measures essential for apprentice travel management in the construction sector.

arrangeMY provides travel management solutions designed to support training and apprenticeship providers, apprentices, and employers. Leveraging its proprietary technology, Amber Portal, along with a dedicated in-house Apprenticeship Team, arrangeMY delivers full account management, management information, supplier negotiation, 24-hour service, crisis management, and full safeguarding provisions tailored to apprenticeship needs. In addition, to managing accommodation bookings for employers utilising the client’s grant scheme, streamlining the process for both learners and employers.

The Challenge of Navigating Complex Logistics for Apprenticeship Programs

The business was initially secured through a competitive tender process in 2019, and after a subsequent tender, arrangeMY was been re-awarded the contract for the next five years, with an option to extend for an additional three years. The tender was to support apprentices attending one of the client’s 85+ colleges and training centres across England, Scotland, and Wales. The tender was with a prominent construction apprenticeship body, which faced significant hurdles in coordinating nationwide travel for thousands of apprentices. Their challenges included:

• Disjointed travel booking with a lack of centralised systems led to inconsistent bookings and administrative overload.
• Introduced cost controls that made tracking expenditure and gaining insights into overall travel costs.
• Addressing safeguarding concerns making sure the safety and well-being of young apprentices during transit and accommodation was paramount but complex.
• Relieved the administrative burden reducing the significant time spent by staff on manual bookings and expense reconciliation.
• Provided 24/7 support to meet the unpredictable nature of apprentice travel often required round-the-clock assistance.

They urgently needed a specialist provider who understood the nuanced demands of apprenticeship logistics support and could offer a scalable, compliant, and secure solution.

The arrangeMY Solution: Tailored Support & Dedicated Technology

To meet this need, arrangeMY deploys a suite of services, specifically designed for the unique requirements of apprentice travel management:

The Power of the Amber Portal

From the moment the contract was awarded, arrangeMY worked with key stakeholders to customise its Amber Portal technology. The Amber Portal provides complete control over user management, course bookings, and accommodation allocation, with integrated college timetables, allowing Apprenticeship Coordinators to manage learners seamlessly in one platform. The portal is fully mobile and tablet-compatible for easy access on the go. The Amber Portal provides a centralised, user-friendly platform that enabled:

• Streamlined booking for apprentices and program administrators could easily book travel within pre-approved parameters.
• Real-time tracking for improved visibility of apprentice locations and travel statuses.
• Robust reporting with the management and insights into spend, compliance, and travel patterns.

Dedicated Apprenticeship Team & Account Management

We assigned a specialist Apprenticeship Team, with over 30 years of combined experience, built strong relationships offering:

• Full account management with a single point of contact for all travel-related needs, providing personalised support.
• Supplier negotiation leaning on our industry relationships to secure competitive rates for flights, accommodation, and ground transport.
• A 24-Hour Service ensuring apprentices and staff had access to support, regardless of time zone or urgent needs.

From the outset, arrangeMY’s Account Manager conducted a detailed analysis of the client’s existing accommodation programme. Feedback revealed that apprentices were dissatisfied with outdated facilities and a lack of entertainment options. arrangeMY set out to address these issues and improve the apprentice experience.

The arrangeMY Account Management Team engaged with various hotel groups, focusing on those that catered to apprentices’ needs. Hotels offering rooms with large smart TVs (to connect gaming consoles), diverse dining options, and quality leisure facilities were prioritised. Some hotels even provided added value with ‘Games Rooms’, ensuring apprentices had entertainment during their stays. Strategic location was also key, with many hotels chosen within walking distance of training centres, reducing transportation costs.

Thanks to strong supplier relationships with Area Managers and Apprenticeship Officers, anticipating their needs, arrangeMY was able to revamp the accommodation programme without exceeding budget, all while implementing robust safeguarding measures.

Cost Management

arrangeMY initiated a Request for Pricing (RFP) process with multiple hotel groups for each location, negotiating competitive package rates. By working directly with hotel group representatives rather than individual properties, arrangeMY leveraged its buying power to maximise discounts. As with all clients, the client benefited from arrangeMY’s Best Rate Guarantee, ensuring access to the best available rates with flexible terms. Importantly, the rates negotiated belong to the client, not arrangeMY.

Hotel rates for the client are continually reviewed to ensure cost optimisation, with adjustments made as new options become available.

Prioritising Safeguarding & Crisis Management

Understanding the critical nature of safeguarding for apprentices, arrangeMY embedded robust protocols that included:

• Pre-Travel checks that ensured all accommodations and transport met stringent safety standards.
• Emergency support with a dedicated crisis management plan for unexpected events, providing rapid response and assistance.
• Compliance assurance and adheres to all relevant regulations concerning apprentice welfare and travel.

Given the sensitive nature of apprenticeship requirements, safeguarding is a constant top priority. arrangeMY embeds protocols to ensure all accommodation and transport providers underwent thorough vetting, with enforced Service Level Agreements covering duty of care, DBS checks, and safeguarding training.

Each accommodation provider in the programme held an allocated block of rooms, released one month before arrival, guaranteeing availability for learners who book in advance. Furthermore, the Account Manager worked with providers to identify key blackout dates, allowing the client to plan training schedules around peak events.

Daily non-arrival reporting was introduced, enabling the tracking of learners who didn’t check in as expected. This data is logged and reported to the client, providing transparency on non-arrivals and capturing savings from cancelled rooms no longer needed.

This All Results in an Improved Apprenticeship Travel Management Experience

Working with arrangeMY’s Apprenticeship team, the construction apprenticeship body now has:

• An improved apprentice experience where learners benefit from smoother, more secure, and consistent travel arrangements, iImproving their overall program satisfaction.
• Significant administrative time savings with automated processes and centralised management freed up staff to focus on core program delivery.
• Improved financial control with better visibility and negotiated rates led to optimised travel expenditure.
• Unwavering peace of mind with confidence in robust safeguarding measures and 24/7 support for all apprentices.
• Streamlined operations with a a unified system replaced disparate methods, bringing efficiency and clarity to complex logistics.

By choosing arrangeMY, this leading construction apprenticeship body not only navigated their logistical challenges but also significantly elevated the support and safety provided to their apprentices, allowing them to focus on building the next generation of skilled professionals.

arrangeMY’s Dedicated Apprenticeship Team

With over 30 years of combined experience, arrangeMY’s Apprenticeship Team quickly became a critical component of the client’s success. The team built strong relationships with Area Managers and Apprenticeship Officers, anticipating their needs and ensuring a deep understanding of the client’s specific requirements.

Client Testimonials:

“Absolutely first-class, fast, efficient, and extremely courteous service provided. Faultless and consistently efficient.”

“As always, Bex and Jess do a superb job looking after my Argyll trainees’ lodging requirements.”

“The ad hoc request I sent was actioned extremely quickly and was communicated clearly to all parties.”

“Whenever I have to book, Bek personifies excellent customer service. She is so efficient, and nothing is ever too much trouble.”

Solution Highlights

• Introduction of Amber Portal for user management, course booking, and accommodation allocation.
• Contracted safeguarding terms across all accommodation providers.
• Welcome packs and support documents distributed to learners upon arrival.
• Daily non-arrival reporting to ensure cost reductions.
• Fully managed room allocation programme, including pre-booking the entire year’s timetable in advance.
• Negotiated bespoke rates with inclusive amenities to enhance the learner experience.
• Tailored dining options catering to medical and dietary requirements, regularly reviewed.
• Twin and sole occupancy rooms, with restrictions to prevent prohibited room-sharing based on age, gender, or medical needs.
• Dedicated Apprenticeship Team maintaining close relationships with suppliers through frequent visits and familiarisation trips.
• Quarterly and annual review meetings with accommodation providers.
• Comprehensive reporting to track and analyse activity.
• Annual supplier reviews to renegotiate rates and ensure the best deals for learners.
• Personalised support from the Business Systems team for all online system requirements.

Successes to Date

• Significant savings achieved through non-arrival reporting.
• Reduced hotel rate costs.
• Streamlined booking process, with average completion time under an hour.
• Improved service quality from hotels, resulting in greater learner and employer satisfaction.
• Reduced workload for programme administration staff.
• Assistance in passing an OFSTED inspection with the client’s involvement.
• Fewer negative incidents and safeguarding concerns.
• Simplified payment process for both the client and employers.