The Coders Guild

Data Flow & Handoffs

How information moves between systems and people across the apprenticeship lifecycle - and where it breaks down.

Information movement

Data Flow

How information moves (or doesn't) between stages. Dashed borders show where data breaks.

Lead sources (10 channels) → Manual entry → Monday.com CRM
Each channel has a different manual path. CSV downloads, BCC emails, copy-paste.
Sales conversations → Mostly lost In transcripts, emails, heads. Not in CRM.
Post-conversion email → Employer provides docs → Google Drive Disconnected from CRM
PICS (application, E&M) Disconnected Google Forms (SGA)
SGA and PICS hold related data but don't talk to each other.
SGA results → Manual input → Funding calculator (spreadsheet)
Agreements signed → Informal handoff → Delivery team
No structured signal. Rob has no pipeline visibility. BizDev and Delivery Monday boards are separate.
Monday.com (Delivery) → Google Calendar → Slack This bit works.
Google Workbook (Matrix) Island Central delivery tool. Not connected to Monday, PICS, or the Laravel app. Manual only.
PICS Dashboards Shelley only Achievement rates, OTJ compliance, withdrawals. Nobody else sees this data.
The core problem
Employer details, apprentice details, compliance status, funding status, and delivery schedule all live in different systems. There is no single view of "where is this apprentice in the process?" At 8 apprentices, people hold this in their heads. At 60, that breaks.
What moves where

Data Handoffs

At each transition between process stages, specific data objects and elements need to pass between people and systems. Click any data object to see the fields. Use this to agree what's needed at each handoff.

How data entities grow across handoffs
Each entity accumulates fields and relationships as it moves through the process. Wider bars show where data grows. Connected entities share the same Organisation or Apprentice root.
H01 Lead Gen H02 Qualify H03 Convert H04 Comply H05 Onboard H06 Fund H07 Schedule H08 Complete
Organisation
Organisation
+ DAS connection
+ cross-sell
Lead → Deal
Lead, Source
Deal, Contact, Interaction
Compliance
Compliance Doc, DAS
Agreement
Apprentice
Apprentice, SGA, Assessment, Application
Enrolment
Funding Calc, Enrolment
Enrolment(s)
Enrolment updated
Cohort
Cohort, Content Module
Session, Trainer, Progress, OTJ
Organisation is the thread from first contact to completion - created at lead gen, updated at conversion (DAS) and again at completion (retention). Enrolment is the junction that ties an apprentice to an organisation, a cohort, and a funding record. The empty columns show where entities aren't actively changing - but the data from earlier handoffs is still needed downstream. Click any cell to jump to that handoff's detail.
Handoff 01
Lead Gen
↓
Qualification
Channels → Francesca
A lead arrives from one of 10 channels and needs to land on the CRM leads board with enough information for Francesca to triage: is this a company or a misdirected learner? Is it worth pursuing?
LeadCore
The opportunity record - source, channel, initial status
View fields ›
Lead SourceReferenceWhich channelLinkedIn Ads
ChannelShort TextSpecific sub-channelAI Webinar Mar 2026
StatusEnumAuto-set on creationnew
Contact NameShort TextName if org not yet createdSarah Williams
Contact EmailTextYahoo/Gmail = likely learner, not employers.williams@nexustech.co.uk
Is CompanyBooleanTrue = employer, False = individual learnertrue
Assigned ToShort TextWho works this leadFrancesca
First Contact DateDateWhen they first showed up2026-03-14
OrganisationCore
Company details - may be partial at this stage
View fields ›
NameTextCompany nameNexus Technologies Ltd
SectorShort TextIf known from enrichmentDigital Agency
Size BandEnumEmployee range - target is 20-200small (45 people)
WebsiteTextFrom Apollo enrichment or web formnexustech.co.uk
Lead SourceLookup
Attribution - which channel, what type
View fields ›
NameShort TextChannel nameLinkedIn Ads - Webinar
TypeEnumChannel categorypaid_ads
From: Apollo / Eventbrite / Web form / Email→To: Monday.com CRM (Leads board)
Current break: Each channel has a different manual path. Eventbrite attendees downloaded as CSV, enriched in Apollo, entered one-by-one. No automatic flow from any source except the web form.
Handoff 02
Qualification
↓
Conversion
Francesca → Francesca / Crispin
A qualified lead becomes a deal. The key data transition: we now know this is a real company, interested in a specific standard, with a contact we can work with.
DealCore
Created from qualified lead - the active sales opportunity
View fields ›
OrganisationReferenceConfirmed employerNexus Technologies Ltd
StandardReferenceWhich apprenticeshipAI & Automation L4
StageEnumInitial deal stagediscovery
No. of ApprenticesNumberHow many people3
Target Start DateDateCritical for cohort planning2026-05-12
Payment TypeEnumIdentify EARLY - transfers block enrolmentlevy_transfer
Recruitment RequiredBooleanDoes TCG need to find apprentices?false
Assigned ToShort TextDeal ownerFrancesca
ContactCore
The person at the org we're talking to
View fields ›
Full NameShort TextFull nameSarah Williams
EmailTextPrimary contact emails.williams@nexustech.co.uk
PhoneShort TextPhone number0113 496 2210
Job TitleShort TextRole at the companyOperations Director
Role TypeEnumContact's relationship to the dealdecision_maker
Primary ContactBooleanMain point of contacttrue
InteractionCore
Discovery call details - currently lost in transcripts
View fields ›
TypeEnumInteraction typecall
SummaryTextWhat was discussed3 staff for AI L4, start May. Using Python already. Want automation focus.
OutcomeTextResultInterested, needs board approval. Follow up next week.
Next ActionTextAgreed next stepSend programme overview + indicative cost by Friday
Transcript LinkTextRecording linkdrive.google.com/file/d/abc123
From: Monday.com (Leads board) / Calendly→To: Monday.com (Deals board)
Current break: Conversation data not captured in the CRM. Payment type not identified early enough - levy transfers can take weeks and block enrolment.
Handoff 03
Conversion
↓
Compliance
Francesca → Employer + Shelley
Employer commits. The post-conversion information email triggers compliance document collection. Everything Shelley needs to onboard should be captured or requested here.
Compliance DocumentCore
Three documents requested: job scan, ELI, H&S
View fields ›
TypeEnumDocument categoryjob_scan
StatusEnumSet when email sentrequested
Date RequestedDateTimeAudit trail (BR12)2026-03-20 14:30
Date ReceivedDateTimeWhen employer sent it back2026-03-25 09:15
Reviewed ByShort TextFrancesca then ShelleyShelley Needham
Review DateDateTimeAudit trail2026-03-26 11:00
File LinkTextGoogle Drive linkdrive.google.com/.../AI-L4/Nexus/job-scan.xlsx
DAS ConnectionCore
Apprenticeship Service account and funding route
View fields ›
StatusEnumAccount and connection statusconnection_requested
Levy StatusEnumLevy payer or non-levynon_levy
Transfer StatusEnumBR4: must be approved before startpending
Transfer AmountDecimalTransfer amount if approved27,000
OrganisationUpdated
Additional org data now needed for compliance
View fields ›
Levy StatusEnumConfirmed levy statusnon_levy
Payment TypeEnumConfirmed payment routelevy_transfer
AddressTextFull address for contracts14 Wellington St, Leeds LS1 2DE
Company NumberShort TextCompanies House12345678
From: Monday.com CRM / Email→To: Google Drive / DAS (Gov) / Monday.com (stage update)
Current break: Documents live in Google Drive, stage in CRM - no single view. Compliance document chasing is manual email. Information from sales conversations doesn't carry through.
Handoff 04
Compliance
↓
Onboarding
Francesca / Shelley → Shelley + Apprentice
Compliance docs approved, DAS connected, funding route confirmed. Now the focus shifts to the individual apprentice - their details, assessments, and skills gap analysis.
ApprenticeCore
Created here - either from employer details or recruitment
View fields ›
Full NameShort TextFull nameJames Chen
EmailTextPersonal or work emailj.chen@nexustech.co.uk
PhoneShort TextContact number07712 345678
Date of BirthDateRequired for PICS1995-08-14
Current RoleShort TextJob title at employerJunior Developer
PathwayEnumHow they arrivedexisting_staff
StatusEnumInitial stateonboarding
Skills Gap AnalysisCore
Self-assessment against KSBs - currently a Google Form
View fields ›
StandardReferenceStandard being assessedAI & Automation L4
Date CompletedDateTimeWhen completed2026-04-02 16:45
StatusEnumProcessing statusunder_review
Needs Technical ReviewBooleanAuto-true if all ratings >= 5 (BR6)false
SGA RatingsJunction (M)One per KSBK1: 3, K2: 5, S1: 2, S2: 4, B1: 3...
AssessmentCore
English/Maths via BKSB + any additional learning needs
View fields ›
TypeEnumAssessment typeenglish
Result LevelNumberLevel achieved2
Meets MinimumBooleanL1 min for L4 apprenticeship (BR7)true
StatusEnumAssessment statuspassed
ApplicationCore
Formal PICS application with right-to-work verification
View fields ›
PICS ReferenceShort TextPICS system referencePICS-2026-0847
StatusEnumApplication statusverified
Right to Work VerifiedBooleanRegulatory requirementtrue
Evidence TypeShort TextEvidence providedUK passport
Verified ByShort TextWho checked itShelley Needham
From: Email / Google Forms / BKSB→To: PICS / Google Drive / Google Forms
Current break: SGA (Google Form), assessments (BKSB/PICS), and application (PICS) are all disconnected. SGA results manually entered into funding calculator. Sequential where it could be parallel.
Handoff 05
Onboarding
↓
Funding
Shelley → Shelley + Employer
SGA and assessments complete. The funding calculator determines price and duration. Employer approves. Contracts get signed. This is where the enrolment entity is formally created.
Funding CalculationCore
Price, duration, hours - derived from SGA results
View fields ›
Duration (Months)NumberApprenticeship length13
Training HoursNumberTotal planned hours420
Prior Learning ReductionNumberHours removed (BR11)45
Coaching SessionsNumberPlanned sessions18
Funding RequestedDecimalMust not exceed max band9,000
Employer ApprovedBooleanEmployer sign-offtrue
AgreementCore
Two contracts: 3-party apprenticeship + 2-party employer
View fields ›
TypeEnumAgreement typeapprenticeship_agreement
StatusEnumSigning statussigned
SignatoriesTextAll partiesTCG + Nexus Tech + James Chen
Date SignedDateTimeWhen fully executed2026-04-15 10:30
DocuSign RefShort TextDocuSign referenceENV-2026-04-0293
EnrolmentJunction
The key junction - ties apprentice to cohort, standard, org
View fields ›
ApprenticeReferenceWhoJames Chen
CohortReferenceWhich cohortAI-L4-2026-Q2
OrganisationReferenceWho's payingNexus Technologies Ltd
StandardReferenceWhat they're studyingAI & Automation L4
Enrolment DateDateFormal enrolment2026-04-18
StatusEnumBR3: one active onlypending
From: Google Forms (SGA) / Spreadsheet / DocuSign→To: PICS / Monday.com / Google Drive
Current break: SGA results manually entered into funding calculator spreadsheet. Calculator not connected to PICS. Multiple manual data transfers between disconnected systems.
Handoff 06
Funding
↓
Delivery
Shelley / Francesca → Rob
The critical handoff. Everything Rob needs to schedule and deliver a cohort should transfer here. Currently the biggest information gap in the process.
CohortCore
The delivery unit - must exist before scheduling starts
View fields ›
StandardReferenceWhich programmeAI & Automation L4
NameShort TextCohort codeAI-L4-2026-Q2
Start DateDateRob needs 6+ weeks ahead (BR9)2026-05-12
Target SizeNumberAffects trainer booking10
Current SizeNumberCurrent confirmed (derived)7
StatusEnumPlanning -> Confirmed at thresholdconfirmed
Enrolment(s)Junction
Who's in the cohort and their details
View fields ›
Apprentice Detailsvia ReferenceName, email, employer, roleJames Chen, Nexus Tech, Jr Developer
Organisation Detailsvia ReferenceCompany, contact, sectorNexus Tech, Sarah Williams, Digital Agency
SGA Summaryvia ReferenceSkills profile for trainersStrong K1-K3, weak S2-S4, avg 3.2/6
Funding Calculationvia ReferenceDuration, hours, sessions13 months, 420 hrs, 18 sessions
Content ModuleCore
Does the material exist? Rob's first decision point.
View fields ›
StandardReferenceFor which programmeAI & Automation L4
StatusEnumContent readinessready
SME OwnerShort TextWho's responsibleDr Anya Patel (retainer)
Last UpdatedDateTimeIs it current?2026-02-28
From: Monday.com (Sales CRM) / Google Drive / PICS→To: Monday.com (Delivery Schedule board)
Current break: No formal handover trigger. Rob has no pipeline visibility. Sales CRM and Delivery boards are separate. Employer context from conversations doesn't transfer. Rob needs 6 weeks lead time but gets no structured signal.
Handoff 07
Scheduling
↓
On-Programme
Rob → Rob / Trainers / Learners
Cohort is scheduled, trainers booked, admin setup complete. The apprentice starts their programme. Data shifts from pipeline and compliance to delivery and evidence.
SessionCore
The delivery schedule - all planned sessions
View fields ›
DateDateSession date2026-05-19
TypeEnumSession typegroup_training
TrainerReferenceBooked 6+ weeks aheadDr Anya Patel
Content ModuleReferenceMaterial being coveredMod 1: AI Foundations
LocationEnumDelivery modeonline
Materials ReadyBooleanMaterials prepared?true
TrainerCore
Confirmed trainer for each session
View fields ›
Name & EmailShort TextTrainer contactDr Anya Patel, a.patel@ai-consult.co.uk
SpecialismTextWhat they teachAI & Automation, ML ops
TypeEnumEngagement typeexternal_sme
Max Hours/MonthNumberCapacity24
Progress ReviewCore
Ongoing - one-to-ones, pastoral, observations
View fields ›
TypeEnumReview typeone_to_one
DateDateTimeWhen it happened2026-06-03 14:00
NotesTextDiscussion and findingsGood progress on K1-K3. Struggling with S2 (data pipelines). Manager supportive.
ActionsTextAgreed actionsExtra 1:1 on data pipelines w/c 10 June. Pair with mentor at Nexus.
Next Review DateDateFollow-up date2026-07-01
Off-the-Job HoursCore
Compliance logging - timestamped, verifiable
View fields ›
DateDateWhen the learning happened2026-05-22
HoursDecimalHours logged3.5
Activity TypeEnumActivity categoryproject_work
DescriptionTextWhat was doneBuilt automated data pipeline for client reporting using Python + Airflow
Evidence LinkTextAudit evidence linkdrive.google.com/.../pipeline-screenshot.png
VerifiedBooleanChecked by coachtrue
From: Monday.com (Delivery) / Google Calendar→To: Slack / PICS / Laravel App / Google Drive
Current break: Pre-cohort admin mostly manual (Slack channel, Google folders, access). No checklist or SOP. On-programme management not yet mapped - biggest scale concern at 60 apprentices.
Handoff 08
On-Programme
↓
Completion
Shelley / Trainers → TBC
Apprentice completes the programme. All evidence, hours, and KSB progress must be audit-ready. The relationship with the employer should transition to retention and cross-selling. Not yet mapped
EnrolmentUpdated
Status changes to completed, dates finalised
View fields ›
StatusEnumActive -> Completedcompleted
Completion DateDateFormal completion2027-06-15
Total OTJ HoursDerivedSum of all logged hours438.5 hrs (target: 420)
KSB CompletionDerivedAll elements evidenced24/24 KSBs verified
OrganisationUpdated
Relationship transitions to alumni/cross-sell
View fields ›
StatusEnumRelationship status updatealumni
Cross-sell SignalsDerivedNext opportunitiesData L4 for 2 more staff, CPD module interest
From: PICS / Laravel App / Google Drive→To: DAS (Gov) / Monday.com CRM / Alumni Slack
Current break: Lifetime value not tracked. No structured cross-sell process. 0% commercial retention post-apprenticeship. Completion and retention stages not mapped.
Working document

March 2026. Sources: Feb discovery, Mar 4 coordination, Mar 10 and Mar 17 process mapping workshops, Rob's ops notes, Shelley's Mar 18 PICS dashboard screenshots, and product strategy discovery questions.

Created by Specs for The Coders Guild