Gap analysis is an important part of the apprenticeship journey. It’s used at every stage of apprenticeship planning to make sure your company or student is on the right track and developing the right skills in the most efficient way.

What is gap analysis?

To complete a gap analysis, you need to compare your current performance to your potential or desired performance – find the ‘gaps’ in your performance that are holding you back. You can use gap analysis on a company level to identify gaps in performance and the skills you need to fill them. And on an individual level, gap analysis is used to track progression against a desired goal. For apprentices, gap analysis is used to track progression against the apprenticeship standard – to identify which KSBs an apprentice has covered and any gaps in their learning.

It may sound confusing, but it’s actually very simple and effective when you get it right.

Why is gap analysis important in apprenticeships?

Gap analysis in apprenticeships takes progress tracking to a new level. Not only can tutors and learners monitor progress against the standard, they can actually see the gaps – which KSBs they still need to cover. This insight helps tutors plan activities in a personalised way, so learners are covering all the KSBs in the standard. It also makes sure tutors are planning activities in the most efficient way – saving planning time, surplus exercise costs and wage costs.

Gap analysis also gives learners the opportunity to complete stretch-and-challenge activities, get the best grades and show their potential.

How does gap analysis work in practice?

Depending on the process you use to track apprenticeship progression, gap analysis can vary in complexity. If you use paper or a basic portfolio system, it can be tricky to monitor every KSB for every apprentice to identify any gaps. But if you use an apprenticeship software with a built-in gap analysis tool, it’s easy.

Using OneFile for gap analysis in apprenticeships

OneFile, the system automatically tracks progress against each KSB, so you can scroll through the standard and visibly see any gaps for each learner. You can also create a report for individuals or learner cohorts to see gaps in learning and which apprentices share the same gaps. With OneFile, you can even see any gaps in apprentice portfolios – for example, if the standard requires 2 evidence submissions against a KSB, but the apprentice has only submitted one. It’s the easy way to track progress and plan learning activities.

To find out more about OneFile’s gap analysis tool – how it works and how it can help improve your apprenticeship delivery – download your complete guide to gap analysis.