Customer Story: Sandal Primary School

Accommodating Sandal’s wide-ranging financial management needs

Sandal’s finances involve a wide range of expenditure, from staffing costs to building maintenance. As part of a large and complex establishment, managing these costs requires careful planning, strategic budget allocation, and the ability to forecast expenses accurately to ensure the school can maintain its operations without financial strain.

In addition to regular financial management, the school also supports before- and after-school clubs, nursery provisions, and external lettings (such as sports clubs and art activities), each of which adds another layer of complexity to the school’s overall financial planning.

Given these responsibilities, Sarah plays a key role in ensuring that funds are distributed appropriately across the school’s various departments while staying mindful of the need to keep costs under control, especially when dealing with a large physical space that requires continuous investment for maintenance.

“As we operate in such a large building, we have lots of financial commitments to manage – from building maintenance to clubs and external lettings.”

Evolving school finance: From SIMS to Access Education

When Sarah joined Sandal Primary School in 2017, the school was using SIMS FMS, the finance system provided by the local authority. SIMS offered a solid foundation for financial management and is widely used across schools. However, as Sarah settled into her role, she began to notice that while SIMS worked well for standard processes, it lacked certain features that could simplify the more complex financial needs of a large, multifaceted school like Sandal Primary.

Sarah recognised that managing the school’s diverse operations - including before- and after-school programs, external lettings, and significant premises maintenance - required a system that could do more than just the basics. She needed tools that would help streamline workflows, enhance reporting, and provide better integration with other school functions such as HR and student records.

Choosing Access Education Finance

Sarah's search for a new finance system wasn’t a decision she took lightly. She evaluated several options, including PS Financials, alongside Access Education Finance, weighing their features, ease of use, and flexibility. What set Access Education Finance apart from other systems was its simplicity and ease of navigation. Compared to other finance platforms, which often felt complex and difficult to use, Access Education Finance had a much more modern design that made it not only user-friendly but also efficient for day-to-day operations.

Sarah was particularly drawn to its streamlined interface and the way it allowed her to complete tasks quickly without unnecessary steps.

User-Friendliness for Non-Financial Staff

Another crucial factor in Sarah’s decision-making was ensuring the new system was accessible to all school staff, not just the finance team. Sandal Primary School has many non-financial staff who are involved in financial processes, such as making purchase requests or tracking budgets for their departments. For Sarah, it was essential to find a system that would allow non-financial staff to input data easily without requiring them to have an in-depth understanding of accounting principles or finance systems.

System Reliability

One of the standout features of Access Education Finance, according to Sarah, is its reliability. Unlike SIMS, which often came with technical issues or “gremlins” as Sarah put it, that disrupted the flow of work, Access Education Finance operates smoothly without unexpected glitches. Sarah emphasises that the system’s consistency has made it far easier to trust, with very few interruptions or breakdowns in functionality. This reliability has been essential, particularly for a busy school environment where the financial management system needs to perform day in and day out without fail.

Quick Adaptation

Another standout feature that Sarah highlights about Access Education Finance is how quickly she was able to adapt to the system. Unlike her experience with SIMS, which took a while to master due to its complex interface and clunky processes, Sarah found Access Education Finance to be intuitive and easy to navigate. 
In just a few days, she was able to confidently use the system to perform key tasks, from managing budgets to generating reports. This quick adaptation was critical for Sarah, who needed to get up to speed fast in order to manage the school’s finances efficiently.

“I can now independently navigate the system without needing to rely on others for guidance”. 

This was a significant improvement over SIMS, where Sarah often had to consult colleagues or technical support for assistance, which could slow down her work. With Access Education Finance, the system is self-explanatory and well-organised, allowing her to complete tasks without the frustration of complex navigation or searching through multiple screens to find what she needs. The result is an empowered approach to managing school finances, where Sarah can act with confidence and independence.

Customer success and support

Sarah finds Access Education Finance so reliable that she has rarely needed customer support, raising only one support ticket in her entire use. Most queries are resolved using the portal or resource database, highlighting the system’s dependability. When she did require assistance, the support team resolved the issue swiftly.

Sarah also appreciates her positive relationship with her account manager, Kyle, who has been responsive and helpful. This personal touch enhances her trust and confidence in the platform.

Improvements since adopting Access Education Finance

Paperless Operations:

• Fully electronic processes save time, reduce errors, and create a clear audit trail.

Live Budgeting:

• Real-time budget access improves transparency, accountability, and goal alignment.

Streamlined Ordering Process:

• Faster Approvals: Digital requests and approvals in under 10 minutes.
• Improved Collaboration: Real-time tracking and error-free workflows enhance efficiency.

Efficiency Gains:

• Faster Processes: Tasks like invoicing now take minutes instead of hours.
• User-Friendly System: Intuitive and reliable design reduces stress and boosts productivity.

Time & Resource Savings:

• Automation cuts administrative workloads, enabling quicker decisions and better resource use.

Continuous improvement for the school

Sarah’s decision to adopt Access Education Finance wasn’t just about solving immediate challenges - it was a proactive step toward ensuring the school’s financial systems could support its long-term goals. By building on the foundation provided by SIMS and enhancing it with Access Education’s capabilities, Sarah positioned Sandal Primary for greater efficiency and sustainability.

This journey reflects Sarah’s dedication to continuous improvement. Her thoughtful integration of a modern system highlights the importance of adapting to meet evolving needs, ensuring that Sandal Primary School remains equipped to navigate the complexities of today’s education landscape.