Digital transformation in education: Challenges and solutions

Digital transformation refers to the implementation of technologies to improve processes and performance within schools for staff and pupils. Evolving to use digital solutions can streamline processes, increase efficiency and improve educational outcomes – and more schools in the UK are now developing digital strategies to address transformation head on.

The move to digitisation is already having a positive impact in UK schools. Leaders with a digital technology strategy in place were more likely to indicate that technology had reduced staff workload than leaders who reported not having a digital technology strategy in place (49% vs. 40%). Plus, 84% of leaders with a digital strategy said technology supported HR processes well compared with 78% of leaders without/unsure if they had a strategy.

What are some of the trends driving digital transformation and why is it needed in schools?

·       The move towards AI. According to the DfE, “artificial intelligence (AI) is here to stay – it’s already having a positive impact across society, including in the education sector.” The DfE is working to understand the risks and opportunities, considering how AI can be used but also what needs to be prevented, such as pupils using generative AI to complete homework.

·       Deriving value from data. According to the Digital Futures Commission, “schools have always collected data relating to students’ attendance, attainment and wellbeing or safety. But the amount of data collected and shared with others has grown massively in recent times.” However, “inefficient transfer of data between systems can make processes slow at best and insecure at worst.” Schools have more data at their fingertips but for many, the true value of it hasn’t yet been realised.

·       Cloud connectivity. Many systems now run in the cloud, meaning they are easier to deploy and maintain. The move towards cloud-based solutions puts less onus on schools to manage, store and update their own systems and programmes – a major benefit when there are limited or no IT professionals on site. The DfE highlights a number of benefits for schools when moving to the cloud:

o   It has the potential to make services more useful and engaging

o   It can break down barriers encountered with older systems

o   There are cost savings to be made

o   Security can be improved

·       Online learning. The COVID-19 pandemic accelerated online and distance learning, pushing schools to find solutions at a far expedited rate. Online learning can also be used in the classroom, providing teachers with more resources and allowing pupils to complete work and research independently. 52% of leaders and 47% of teachers said technology supports independent/online learning “quite well”, so improvements still need to be made.

·       Increasing need for cybersecurity. Cyberthreats are on the rise and 2024 could see record-breaking data breaches according to the World Economic Forum. Many industries are upping cybersecurity to deal with the ongoing threat, wrapping it into digital transformation plans and strategies. In schools, 37% of primary IT leads were unsure whether their school had a disaster recovery plan in the event of a cyberattack – likely due to less specialist IT support compared to secondary schools. Cybersecurity will need to be a key concern for schools as they undergo digital transformation.

Schools often rely on legacy systems and older technologies that can cause more problems than they solve over time. These can include:

• Data siloes: Legacy systems likely do not make the best use of data, so meaningful insights may be lost. If multiple systems are used, this can lead to siloes and a lack of connectivity that can make any processes based on data – communications, analysis and much more – additionally challenging.
• Security concerns: Legacy technologies may not be as secure as newer systems, leaving them vulnerable to cyberattacks and data breaches. Security updates also may not be as readily available so systems can become more unsafe over time. This is a major issue in education where sensitive data is routinely stored and processed, including students’ personal information, safeguarding records, parents’ payment details and more.
• Inefficiency: Older systems often require more manual inputs, putting a strain on staff time and leaving them open to human error.
• A lack of supplier innovation: When contracts are renewed with the same suppliers and little thought is given to their offering, innovation can stagnate. Suppliers are key to driving progress and bringing new technology to the fore – good supplier-school relationships can lead to a multitude of new opportunities.  
  These pitfalls illustrate the need for digital transformation in education. With a well thought through process led by the right technology professionals, schools can approach digital innovation in a precise and meaningful way. 

Key benefits of digital transformation for the education sector include:

• Unified platforms: Moving towards unified, cloud-based platforms tends to be the natural progression of digital transformation, providing one source of data, a single source of truth and allowing educational establishments to get more done. Access Education software gives your teams the tools to succeed, with an integrated ecosystem that encompasses analytics, collaboration and communication systems, online learning platforms for staff, document storage and self-service options as part of a sophisticated data engine. Find out more.
• Automation and efficiency: One excellent real-life example is the transition undertaken by DEALT, a multi-academy trust comprising eight primary schools. Moving from multiple providers to Access Education, the trust saved significant time on payroll processing, enhanced communication and improved employee experience with self-service documentation. They are very satisfied with the outcome, and value Access’ quick response times, receiving answers from their payroll bureau within 24 hours when this previously took up to a week.  
• Proactive financial management and budgeting: Digital transformation means moving away from spreadsheets and manual data entry – new finance systems can lead to better budgeting and cost savings.
• Ongoing innovation: Digital transformation usually involves new supplier relationships to grant access to the latest technology. As suppliers innovate, so do your systems. AI is the technology to watch at the moment and when it’s baked into systems, it can bring new opportunities for automation.
• Improved learning outcomes: Digital tools offer new opportunities to enhance teaching and reduce teachers’ workloads, which can also support the quality of lesson delivery.

Schools face many challenges when embarking on their digital transformation journeys which can slow or halt progress along the way. Explore some of the challenges commonly faced by the education sector and solutions to help overcome them.

Challenge 1: Budget constraints mean digital innovation has been held up

Solution: It can be difficult to make budgets stretch in schools but remember that digital investment offers cost savings in the long run. Focus on the areas where you could save money and the value that can be added by improved technology, then document these and create working examples. Creating a pitch detailing the longer-term benefits is a good way to get buy-in and budget allocation from senior leadership, governors and other stakeholders.

Challenge 2: Teachers are too busy already – they don’t have time to implement new approaches like using digital teaching tools

Solution: Involve the right people from the start and allocate dedicated individuals or workstreams to deliver digital change. While teachers may need to be consulted on some aspects – classroom technology and devices for pupils, for example – they should not be burdened with further work. Digital transformation should save teachers time and support them in their roles. 

Challenge 3: No change management plan is in place or it’s meeting with resistance from senior leaders

Solution: Change management and digital transformation go hand in hand and should be thought through as part of the same workstream. An open, solutions-oriented mindset is necessary for delivering digital change. Focusing on benefits then developing a clear strategy for implementation will show the process is useful and manageable. 

Challenge 4: It’s not clear who should be responsible for digital transformation

Solution: Review current staff roles and if there is no capacity or logical leader to spearhead a new programme, consider if it’s possible to open a new role. If permanent hiring is not an option, a temporary contractor could be an alternative. You can also turn to software suppliers to help you drive digital transformation. Market-leading suppliers like Access Education offer full technology suites and all the customer support you need, so we can be there to assist you every step of the way.   

Digital transformation can be harder to prioritise in the education sector but with a strategic approach and the right solutions, it becomes much easier to drive innovation. The benefits for schools can’t be ignored, with opportunities to save time, cut budgets, improve educational outcomes and more.

Access Education’s mission is to give you the freedom to put education first, eliminating inefficiencies so you can deliver first-class education. Our industry-leading education software has options for finance and budgeting, HR and payroll, curriculum and assessment support, parental engagement, student career guidance and so much more. The offering can be customised to suit all schools and you can achieve everything you need by working with just one market-leading supplier.

Digital transformation is difficult to kickstart internally, so let us be your partners on the journey.