Customer Story: Aquila Trust

Access Education People and Payroll offer comprehensive solutions tailored to the unique needs of educational trusts. The software enables seamless management of HR and payroll tasks, allowing trusts to focus on providing exceptional education. Whether it’s streamlining processes, reducing errors, or gaining real-time insights, Access Education delivers the tools that trusts need to succeed.
 
Aquila Trust, comprising 16 primary schools, sought an integrated HR and payroll system to streamline operations and improve accuracy. After evaluating multiple options, they chose Access Education People due to its user-friendly interface and the ability to unify various aspects of HR and payroll. Naomi Jackman, Head of Payroll at Aquila Trust, highly recommends Access Education to other trusts for its ease of use, reliability, and adaptability. She emphasises that the software consistently delivers the desired results and meets the needs of the trust. Moreover, with its continuous updates and improvements, it stays current with the evolving demands of the education sector, making it a valuable and dependable tool for trusts looking to streamline their operations. Here she shares her positive experience with the software, highlighting how it has transformed their approach to managing payroll and HR.

• Improved Control: In-house payroll processing allowed for better control over HR operations and reduced errors.
• Efficient Implementation: The implementation process was smooth, with ongoing support and training from Access.
• Streamlined Processes: The system has reduced workload and improved efficiency across the trust.
• Real-time Updates: Immediate changes and updates enabled better management of staff data and payroll adjustments.
• User-Friendly Interface: The software’s ease of use was a significant factor in its successful adoption.
• Enhanced Data Accuracy: Automated updates have significantly reduced errors and improved the accuracy of payroll and HR data.

Aquila Trust transitioned from outsourced payroll to in-house processing using Access Education People and Payroll. Naomi Jackman, who managed the implementation, praised the support and training provided by Access: "The implementation process was really good. We felt very well supported right up until our final run." This smooth transition ensured that the trust could start benefiting from the software almost immediately.
 
Naomi also highlighted the importance of thorough preparation during the implementation: "I would advise others to give themselves more time than they think they need. Proper planning is crucial." This insight underscores the value of careful preparation when adopting new systems.

Improved control, accuracy, and flexibility

By bringing payroll in-house, Aquila Trust gained better control over their operations, significantly reducing errors. Naomi emphasises the importance of this shift: "Having more control, being able to do things our way and reducing errors has been massive for us." With the ability to manage payroll internally, the trust could quickly make adjustments and it's much harder when you are dependent on external providers.

This enhanced control also led to better flexibility in handling payroll changes. Naomi noted the benefits of real-time updates: "Any changes are immediate and in real time." This capability has allowed the trust to keep payroll and HR data up-to-date, minimising the risk of delays or inaccuracies.

Seamless integration and scalability

Access Education People and Payroll have also provided scalability for Aquila Trust, ensuring that as the trust grows, the system can grow with them. Naomi mentioned, "I know we are not currently using it to its full capacity, but it’s good to know that the system can grow with us. We are working on getting one area perfect and then once we have it mastered, we will move onto the next such as using it for recruitment" This flexibility allows the trust to expand its use of the software over time, incorporating additional features like recruitment modules when ready.

Enhanced user experience and ongoing improvements

The user-friendly interface of Access Education People was a key factor in its successful adoption by the trust. Naomi noted how the familiarity of the interface made the transition smoother: "It's very similar across all the systems we use from Access, which made it easier for us." This consistency across the platform has helped staff quickly adapt to the new system.

Additionally, Naomi appreciated the continuous improvements and updates provided by Access: "It's always evolving. There are always updates and changes that make things better." This commitment to ongoing development ensures that the software remains relevant and effective for the trust’s needs.

Increased efficiency and reduced workload

Naomi also highlighted the significant reduction in workload achieved through the use of Access Education People and Payroll. The automation and ease of use have streamlined processes, making it easier for both central office staff and school-based users to manage HR and payroll tasks.

There's definitely a reduced workload, and the automation of tasks has been a big benefit.

Outstanding customer support and ongoing updates

Aquila Trust has greatly benefited from the continuous support and updates provided by Access Education’s customer success team. Naomi Jackman shared her appreciation for the team, noting, "The Access support team are excellent and if you’re running in-house payroll, they are invaluable to have." She highlighted how the regular updates are delivered as soon as they are ready, rather than on a rigid schedule, which she finds more practical and shows the software is continually evolving. 

Top tips for other trusts

Naomi offers valuable advice for other trusts considering a switch to Access Education People and Payroll.

1. Plan ahead: "Give yourself more time than you think you need. Proper planning is crucial."
2. Streamline your data: "Spend time streamlining your HR processes and categorising job roles to avoid future complications."
3. Utilise support: "Make the most of the support and training available—it's invaluable during the implementation process."
4. Embrace automation: "The automation features can significantly reduce your workload and improve accuracy, so make full use of them."
5. Ensure everyone is using it: "The best way to get everyone logged into the system and familiar with it is to have them add their bank details right from the start.

By following these tips, other trusts can ensure a successful transition to Access Education People and Payroll, just like Aquila Trust has achieved.

Aquila Trust also relies on Access Education Finance and Budgets, which was a major factor in their decision to implement Access Education People. The trust values how these systems work seamlessly together, providing a unified platform for managing both financial and HR tasks. Naomi Jackman shared that the familiarity across all Access systems has been a significant advantage:

It’s the same sort of buttons and layout across the different modules, which made it easier for us to get up to speed.

By having everything in one integrated system, the trust has improved both accuracy and efficiency, ensuring that staff can manage finances, budgets, payroll, and HR without jumping between different platforms. This cohesive approach has streamlined processes and allowed the trust to focus more on delivering quality education rather than being bogged down by administrative tasks.