Switching from OneFile
Tired of 2000s-era desktop interfaces, clunky multi-tenant sign-ins, and assessors constantly chasing employers for email sign-offs? Oaks gives employers instant mobile verification and automates IQA sampling queues.
Migration & Transition Strategy
Switching from OneFile or Bud? Seamless migration. Zero downtime.
You don’t have to stay with outdated, rigid software just because migrating feels daunting. With our Staged Intake Strategy, automated Skills England data ingestion, and single-tenant architecture, your tutors and learners upgrade smoothly from your next cohort.
Predictable execution
The 4-stage zero-downtime roadmap.
We manage the heavy technical lifting so your curriculum leads, assessors, and administrative staff never miss an ILR return or tripartite review.
01
Skills England Sync
Type your IfATE standard references (ST numbers). Oaks instantly pulls the course, KSB statements, options, and minimum off-the-job hours directly from Skills England.
02
Historical Ingestion
We map learner aim data, existing evidence portfolios, and previous tripartite review records into your isolated, dedicated database instance.
03
Assessor & Employer Onboarding
Clean mobile workflows mean zero training friction. Employers sign reviews and verify OTJ logs on their phone without needing separate software training.
04
Clean ILR Cutover
Seamless ILR XML export generation and validation tracking ensures your funding stream and compliance audit trail remain uninterrupted.
Why providers switch
Escaping legacy platform debt.
Switching from Bud
Frustrated by inflexible, non-negotiable workflows that force your curriculum into rigid boxes? Oaks gives you an adaptable Rule Engine with dedicated single-tenant data isolation.
Switching from Aptem
Exhausted by six-month configuration delays, expensive consultant fees, and opaque enterprise pricing? Oaks provisions in days and connects you directly to the engineers building your platform.
FAQ
Frequently asked transition questions
How does the Staged Intake Strategy work if we have time left on our OneFile or Bud contract?
Instead of a risky all-at-once migration or double-paying, you keep existing learners on your legacy platform until they complete, while placing all new apprentice intakes onto Oaks. This allows you to upgrade immediately, prove assessor and tutor satisfaction, and phase out your legacy software naturally without breaking budgets.
Will we lose our historical apprentice evidence, reviews, or off-the-job logs?
No. Our implementation team maps and ingests your active apprenticeship standards, tripartite progress reviews, KSB evidence, and off-the-job training logs directly into your dedicated instance. Existing records remain preserved for ESFA audit compliance.
How long does an institutional migration typically take?
A typical training provider or college cohort can be fully provisioned and trained in two to four weeks. Because Oaks syncs course standards and KSBs directly from Skills England, setup time is reduced by up to 80% compared to legacy platforms.
Can we pilot a single cohort or standard before committing our entire provision?
Yes. We offer a Single-Cohort Sandbox Pilot for up to 35 apprentices across a 4-month academic term. If your assessors and delivery staff do not prefer Oaks, you can export all data and walk away with no ongoing obligation.
Direct Access & Walkthrough
See your own instance grow.
A tailored walkthrough or direct inquiry with our engineering and implementation leads. Honest about what is live, transparent on pricing, and responsive within 24 hours.
- Dedicated instance for every provider — zero shared database risk
- Thirty minutes on your own standards, KSBs and tripartite workflows
- Tender, PQQ and G-Cloud procurement specifications answered directly
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