How Walsall College unified learner management and replaced 50+ legacy systems

The challenge

Before adopting MIS (ProSolution) and ILP & Markbook (ProMonitor), Walsall College was operating within a highly complex technology environment. An outdated MIS platform had received little meaningful development for years, forcing the college to build around 50 in-house applications to support key business processes.

While these systems enabled the college to function, they created a fragmented infrastructure that was increasingly difficult and costly to maintain. Teams were required to navigate multiple systems to access learner information, and manual workarounds became part of everyday operations.

The college's internally developed ILP system presented additional challenges. Progress tracking lacked consistency, reflection processes were overly complicated for some programmes and there was no clear institution-wide view of learner performance. Assessment information was spread across Moodle grade books and other tools, making it difficult to build a complete picture of learner achievement.

Rachel explains:

"We had 50 in-house built apps because we didn't have a proper system. All of that had been developed on top of a legacy MIS that hadn't had any development. Something had to change."

What made the difference

After assessing the available options within the FE sector, Walsall College selected MIS (ProSolution) and ILP & Markbook (ProMonitor) because of their learner-centric design, integrated functionality and ability to support the entire learner journey through a connected platform.

A number of capabilities have had a significant impact:

• A single, unified view of learner information across admissions, enrolment, exams, timetabling and compliance.
• Grid-based editing and bulk processing functionality that reduces manual administration and improves efficiency.
• Workflow automation that streamlines routine processes and reduces administrative overheads.
• Integrated ILP and Markbook functionality that provides greater visibility of learner progress and achievement.
• Connected student and parent portals linked directly to timetabling and assessment information.

Rachel highlights the importance of having one complete learner record:

"The ability to see the whole learner in one place is critical. If something's wrong, you can navigate from there."

What changed

The biggest transformation has been the move from fragmented, siloed systems to a connected platform that supports learners and staff throughout the entire learner lifecycle.

This has delivered benefits across several areas: 

Operational efficiency:

Teams across admissions, timetabling, exams and compliance now work from a shared source of learner information. Workflow automation and bulk processing functionality have reduced repetitive administrative tasks, allowing staff to focus their time on higher-value activities.

Quality and compliance:

Learner progress, targets, reviews and assessment information are now accessible through a consistent digital framework. Improved visibility supports quality assurance processes and helps the college maintain readiness for funding and inspection requirements.

Strategic integration:

The implementation has enabled Walsall College to replace more than 50 bespoke applications with a supported, continuously developed platform. This has reduced technical risk while creating a foundation for future innovation.

Staff and learner experience:

Learners can access timetables, progress information and ILPs through the student portal, while staff benefit from more consistent processes and easier access to data. The platform also provides the scalability required to support future growth.