The hidden cost of fragmented school systems - and how to simplify

Today, there’s a piece of technology for nearly everything. You can control your lights and thermostat – and order dinner – with a single word: “Alexa.”

Need a lift? Call an Uber.

Want to check your heart rate? Glance at your Fitbit.

Too busy to hoover? Let a robot do it for you.

It’s easy to see why, at first glance, multiple specialised systems may seem efficient. However, if we’re not careful, we run the risk of complicating the very thing we’re trying to simplify.

We see this a lot in schools.

Most schools build their “technology stack” over several years - and it’s easy to lose track.

Worse, these systems rarely talk to each other.

And when information can't flow freely, your team falls back on the old, familiar way: manual work.
In a large school or trust, manual processes aren't just inconvenient - they're inefficient, time-consuming, and costly.

Let’s take a look more closely at the true cost of fragmentation.

Financial inefficiencies

Multiple software licenses, support contracts and maintenance agreements add up.

And if certain tools are redundant, you often end up paying twice for overlapping functionality.

For example, your local authority may license a standalone payroll solution and a separate finance system that both maintain employee salary data.

This cost is not only monetary; maintaining consistency between the two systems demands additional staff time. 

Human error and compliance risks

If you have to export data from one system to another, you make yourself vulnerable to inaccurate reporting, misplaced records or missed deadlines.

At worst, this could trigger audits, penalties and Ofsted visits – not to mention reputational damage.

Like a game of Whispers, each handoff from one system to another increases the likelihood that critical information is distorted or lost altogether. 

Productivity drain

Fragmented systems steal valuable time. Staff spend countless hours navigating disconnected systems, logins, reconciling contradictory reports and manually double-checking figures.

Instead of devoting energy to strategic planning or student support, your office staff are trapped in the misery of administrative maintenance. 

Take The Swan Trust, for example. We recently sat down with the trust’s CFO, Shanna Hall, who commented,

“It used to take us days to compile reports and understand our financial position across the trust”. 

This is a common theme we find when chatting with trusts: if inefficient and fragmented tools are in place, gaining financial clarity is next to impossible.  

And that’s why so many trusts, like The Swan Trust, are opting for tools that not only simplify reporting – but allow them to do so across multiple sites within the trust. Upon implementing Access Education’s suite, Shanna notes,

“Now, with Access, we have instant access to the data we need, which has transformed our ability to plan effectively”.

To see what Access Education can do for you, watch the video below:

Employee satisfaction

Leading on from the previous point, technological frustrations can also lead to a loss of morale – particularly amongst your office teams. Nowadays, employees expect modern, intuitive systems – and when confronted with clunky, disconnected tools, they disengage. High staff turnover then becomes another hidden cost.

Your team should enjoy the tools they use -after all, the right tools are meant to make their lives easier.

When Sarah Lester, joined Sandal Primary School as School Business Manager back in 2017, the school was using SIMS FMS – the finance system provided by the local authority. 

While the software offered a solid foundation, Sarah quickly realised that the solution lacked certain features that could simplify the complex financial needs of a large, multifaceted school like Sandal. 

And this is a common theme we see amongst large schools – and those looking to academise.

Now, with a more modern-user friendly finance system in place, Sarah can do her job much more efficiently – and with added enjoyment, knowing those tasks aren’t laborious or time consuming! 

Recognising the cost of fragmentation is the first step.

Once those costs are brought to the surface, it oftens prompts school leaders to consider their options. 
With that in mind, let’s explore some of the ways to simplify your school back-office operations.

1. Consolidate platforms

The most effective way to simplify your fragmented school systems is to consolidate all critical back-office functions into a single, integrated platform – one that handles budgeting, finance HR and payroll in one unified environment.

Here at Access Education, that’s exactly what we do. Our integrated suite of education-specific software provides one place for all Access products and modules – available via a single sign-on.

This helps you to unify operations and free up valuable time so you can focus on delivering a world-class education that makes a real difference. 

Software bundles make your life way easier

To help you match your software to the best parts of our Suite, we have also created 3 software bundles. They’re cost-effective and designed specifically for schools, trusts and academies – ensuring exceptional value without the hassle of per-employee or per-pupil pricing.

And if you’re already in contract with another provider, don’t worry. You can select your bundle, implement your technology and only pay when your contract ends.

Find out more about or software bundles.

2. Improve data flows between existing systems

If you’re not in a position to fully consolidate in the short term, a critical interim step is to look at your existing tools and the integrations available.

It could be that your systems can work better together – especially if you use an Application Programming Interface (API).

An API acts as a bridge between your existing tools, allowing them to exchange data automatically and efficiently, but not many schools are aware of their existing systems’ API capabilities – so this is definitely something to look out for.

3. Standardise processes across schools

Technology cannot solve fragmentation if processes remain inconsistent.

Standardising things like approval chains, reporting formats and data-entry protocols reduces variability and allows different systems to function more harmoniously. 

4. Invest in staff training and support

Even the best system is only as effective as its users.

Ensure your team gets regular training and support – especially when it comes to new technology. We often find that when users don’t know how to use a piece of software properly, they go back to their tried and tested methods.

This was the case for Ewell Castle School. When Daniel Halstead joined the school as their new Data Manager, he noticed that they had a licence for our parental engagement software, My School Portal, but the school’s admin team didn’t know how to use it – so they went back to their manual processes for handing parental comms.

Upon discovering the software and realising its potential, Daniel set about familiarising himself with the tool – and training the admin team on how to use it efficiently. Daniel comments:

“I knew there would be some hesitation at first - changing long-standing practices isn’t easy. But the inefficiencies of our old methods were clear, and it was important to show the team that embracing new technology could simplify our processes and help us keep up with the demands of a modern school environment”.

The changes Daniel implemented with Access MySchool Portal quickly began to make a tangible difference.

Don’t neglect the support options available to you

When you do invest in new technology, ensure you explore the support options available to you.
Here at Access Education, we provide a Standard Success Plan and a Premier Plan, depending on your needs.

For Trusts like The Circle Trust, Access Education’s Premier Success Plan has been invaluable.

Providing more than just a help desk, The Circle Trust team benefits from proactive account management, priority support and regular check-ins to ensure they stay ahead of product updates and continue getting value from the tools they’re using.

Debra Briault, Chief Operating Officer of The Circle Trust, notes:

“It feels like a real partnership, not just a transaction. That’s rare.”

While there may be some quick wins that can help you overcome some fragmentation issues, long-term success requires more unification with your technology.

A single system serving budgeting, finance, HR and payroll acts as a central system for schools, local authorities and trusts.

They reduce administrative burden, safeguard data security and enhance compliance – not to mention they’re easier to work with!

And as the education sector faces growing financial pressures and rising accountability, investing in an integrated platform is not merely operationally wise, but strategically imperative.

In short, it’s no longer enough for schools systems to patch together solutions and hope for the best.

By recognising the hidden costs of fragmentation and embracing simplicity, you can redirect precious time and focus on what matters most: providing outstanding education. 

If you’d like to discuss your consolidation options further, take a look at our software bundles or schedule a no-obligation chat with one of our experts.