Customer Story: Liverpool City Council

Liverpool City Council is seeing tremendous success after implementing Access Education Finance and Budgets software for their schools. By moving to this modern, cloud-based platform, they have unlocked numerous efficiencies in daily finance tasks, allowing school finance teams to focus on higher-value activities.
 
Access Education Finance and Budgets is the ideal solution for local authorities and their schools looking to streamline financial operations, enhance reporting capabilities, and modernise budgeting practices. The software provides a flexible, cloud-based solution that allows schools to access their financial systems from anywhere, while delivering the tools needed to automate processes, enable paperless operations, and support better decision-making with real-time, bespoke reporting. Whether it's producing flexible five-year budget plans or offering a robust purchase-to-pay process, Access Education Finance and Budgets empowers schools to operate more efficiently and effectively.
 
Liverpool City Council, known for its forward-thinking approach to education, chose Access Education Finance and Budgets in April 2022 to support its 130+ schools. After evaluating several systems, the council decided to make the switch to Access for its modern capabilities and cloud-based flexibility. Gary Burke, Group Finance Manager (Capital Projects) at Liverpool City Council, shares their experience and success in this case study.

• Increased flexibility: Cloud-based software enables schools to access financial systems from anywhere, reducing dependence on fixed locations and hardware.
• Improved reporting: Schools now have access to flexible, bespoke reporting, enabling better financial analysis and decision-making.
• Efficiency gains: Automated processes and paperless functionalities, such as purchase-to-pay, reduce the administrative burden on schools.
• Better budgeting tools: Schools can now create detailed five-year budget plans and apply different scenarios to optimise financial resources.
• Ongoing support: Schools receive continued training and support from Access, with Liverpool Council also providing guidance through a train-the-trainer model.

Enhanced flexibility with cloud-based access

Liverpool schools have benefited immensely from moving away from their previous on-premise software, to the more modern and flexible Access Education Finance and Budgets platform. The cloud-based nature of the software has allowed staff to work from various locations, significantly improving operational flexibility. "Access offers more functionality and freedom as it is browser-based and accessible on multiple platforms, giving users far more flexibility than our previous system," says Gary Burke. This shift has also enabled schools to begin moving towards more paperless functions, with documents now stored electronically rather than physically.

Improved reporting and better decision-making

One of the standout features of Access Education Finance and Budgets is its robust reporting capabilities. Schools previously had limited access to flexible, bespoke reports, but Access has changed that. "The ability to produce customised reports allows for meaningful analysis and better decision-making for schools," Gary explains. These advanced reporting tools ensure that finance managers and school leaders can monitor financial performance more closely and make informed decisions about resource allocation.

Efficiency gains through automation and paperless processes

Access Education Finance and Budgets has allowed Liverpool schools to streamline their daily finance tasks, reducing the amount of manual work required. The software supports automated processes like purchase-to-pay, which has minimised paperwork and enabled schools to store invoices, delivery notes, and receipts electronically. "Access encourages more paperless functions, and the automation of certain processes has been a huge help in reducing admin," shares Gary. Schools have also begun using features like payroll reconciliations to further improve efficiency.

Comprehensive budgeting tool

The addition of Access Education Budgets has provided schools with a valuable tool to plan their financial future more effectively. Schools now have the capability to formulate five-year budget plans and simulate different scenarios, enabling them to assess how best to use their resources. "Access Budgets is a big advantage for schools, allowing them to create detailed budget plans and scenarios to optimise financial resource allocation," says Gary. This has provided greater clarity for schools when managing their finances and long-term planning.

Ongoing support and training

Liverpool Council and its schools have found the transition to Access Education Finance and Budgets to be smooth, thanks in large part to the support and training provided by Access. The council implemented a 'train-the-trainer' approach, with SIL finance staff and LCC finance staff receiving training from Access first, which was then cascaded down to schools. "Access provided invaluable support during the transition, especially around data migration, reporting, and year-end processes," Gary recalls. Schools also appreciate Access's ongoing support, although the shift to an online ticketing system has been an adjustment for some.

Conclusion

Liverpool City Council's successful integration of Access Education Finance and Budgets demonstrates how cloud-based finance software can revolutionise school operations. From improving flexibility and reporting capabilities to streamlining processes and enhancing budgeting tools, Access provides a modern, comprehensive solution that meets the needs of local authorities and their schools.