Customer Story: St Georges Primary School

• St Georges Primary boasts a student body of 920 and a dedicated staff of 161 members.
• Bernie champions the adoption of software solutions like Access Education Budgets and Finance, aiming to minimise manual processes, and address the prevalent skills gap often encountered in larger educational settings.
• As a prominent figure among educational leaders, Bernie's advocacy and innovative ideas have significantly impacted the Wirral local authority, catalysing positive changes within its framework.

Understanding the challenges

Bernie began by emphasising the immense responsibility educational leaders have in managing large, complex organisations like schools. With St Georges Primary accommodating 920 students and 161 staff members, the operational and strategic challenges are significant, particularly around a prevalent skills gap that Bernie references.

He said..

You’ve got Head teachers who are experts in curriculum, taking on the responsibility of large, complex organisations. Schools face a need for expertise, yet a lack of highly skilled, informed specialists to fulfill these roles. As a result, schools are being forced to delegate responsibilities to individuals who do not have the background or skills in things such as finance, HR and so on.

To address these challenges, Bernie highlighted a need to rely on software solutions such as Access Education Finance and Budgets to bridge this skills gap and provide the necessary tools for effective financial decision making.

To summarise these challenges:

• The emergence of a skills gap, particularly evident as educational institutions expand in size and complexity.
• A prevalent reliance on spreadsheets for managing financial processes, which can lead to inefficiencies and errors.
• Limited collaboration among schools and local authorities, a challenge that will be explored in greater detail later in this customer story.

Exploring solutions

Bernie and his team embarked on a mission to modernise St. Georges Primary School's financial management system, recognising a pressing need to address the skills gap within their organisation. As they searched for a solution, it became clear that their existing systems were unable to adequately support their evolving needs, particularly given the complex operational and strategic challenges they faced.

With the prospect of Academisation on the horizon and the ever-increasing demands placed on educational leaders, Bernie understood the importance of finding a solution that not only met their immediate requirements but also futureproofed their operations.

Through extensive research, consultations with industry experts, and active participation in conferences, Bernie identified Access Finance and Budgets as the perfect fit for St. Georges Primary.

The cloud-based infrastructure and multi-user functionality of Access Finance and Budgets promised to improve their financial management processes. Real-time budget tracking and decision-making capabilities offered a significant advantage over their previous manual systems, mitigating the risks associated with human error and empowering staff members with the tools they needed to excel in their roles.

To summarise:

• A modern software solution (Access Education Budgets and Finance) was chosen to help those who might not have the necessary skills or experience in financial management to use the software with ease and proficiency.
• The cloud-based and multi-user functionality of Access’ solution helped improved St George’s financial management processes.
• The pursuit of a modern solution extended beyond immediate needs, aiming to futureproof the organisation amidst impending academisation and evolving educational landscapes.

Eliminating the risk of error by reducing the use of spreadsheets

In our discussion, we delved into prevalent financial practices among schools, noting that many still rely on conventional spreadsheets for their forecasting needs. Bernie expressed his reservations regarding this method, stating, "A significant number of schools continue to utilise Excel spreadsheets, which are prone to manual errors in coding. Moreover, they employ Financial Management Systems (FMS) for payments, but these systems do not seamlessly integrate with budgeting processes. Consequently, manual cross-referencing becomes necessary, hindering the ability to conduct strategic scenario analyses."

As one of the top performing schools within the Wirral local authority, Bernie is often called upon to share his knowledge and insights into how to affect change throughout the region. Given his esteemed position within the local authority, his advice carries considerable weight. He strongly advocates for schools to explore more advanced technological solutions to minimise the inherent risks associated with human error in financial management.

Collaborating for success

Bernie highlighted the importance of collaboration between schools and local authorities in driving progress. Despite occasional challenges in communication and decision-making processes within the local authority, Bernie emphasised the need for alignment between schools and the central team within the LA.

The team at Access Education is working closely alongside Bernie and fellow Head Teachers within the Wirral local authority, establishing a working group, focused on improving communication channels and speeding up decision-making processes. By fostering a culture of collaboration and transparency, they aim to bridge any gaps between schools and the local authority, ultimately enhancing the educational outcomes for students across the Wirral.

This initiative reflects Access Education's commitment to facilitating meaningful partnerships and driving positive change within the educational landscape.

Benefits and outcomes

The transition to Access Education Finance and Budgets brought immediate benefits to St Georges, including:  

• Refined budget management
• Real-time data access
• Enhanced decision-making capabilities
• Increased strategic planning and oversight
• An empowered and confident workforce

The cloud-based nature of the system also allowed for flexible working arrangements and improved operational efficiency across the entire school.

Additionally, Bernie stressed the importance of aligning with the local authority's processes to ensure compliance and smoother operations.

Looking ahead

Bernie remains committed to driving progress and advocating for effective collaboration between schools and local authorities. He believes that by leveraging modern financial management solutions and fostering collaboration, schools can overcome challenges and achieve their strategic goals effectively.

In conclusion, Bernie’s journey exemplifies the importance of embracing modern technology solutions like Access Education Finance to improve financial management processes in educational institutions. By addressing challenges, fostering collaboration, and leveraging innovative solutions, schools like St Georges can navigate complex financial landscapes with confidence and efficiency.

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