12 | TECHNOLOGY SPECIAL
MANAGEMENT INFORMATION SYSTEMS
www.ie-today.co.uk “The eff ective use of information is larger than the sum of its parts”
Bet ing on the right MIS? Robert Burnet suggests fi ve reasons to move to a centralised management information solution M
ost independent schools recognise that information management is essential. Yet there are still many bursars, administrators, teachers and directors of studies who rely on archaic systems to store and retrieve data on a day-to-day basis.
One of the biggest challenges arises when there is no central repository for information which is easy to update and off ers controlled access. Many schools still rely on a group of disparate systems bought over a long period of time. The eff ort and errors involved in having to update multiple systems usually results in meaningless and inaccurate information, off ering lit le or no tangible benefi ts. Here are fi ve reasons why it could be benefi cial to upgrade to a centralised management information system.
❶ More eff ective billing and cost-control Kimbolton School (pictured above) has benefi t ed from a more integrated approach to information. Finance bursar Stephen Oliver: “With our previous system, because it wasn’t joined up, there was more margin for error if communication between the school offi ce and the bursary did not take place. For example, a bill might be sent to an old address or the system didn’t account for sending to more than one parent at diff erent addresses. With a single system there is just one entry and one change, so this no longer occurs.”
❷ Easier reporting and bet er communication with parents Five years ago Bishop’s Stortford College moved to a browser-based and centralised information system, which means that teachers, housemasters/mistresses and other staff can retrieve up-to-date information wherever they are. Keith Irvine, MIS project coordinator and senior teacher: “It’s now easier for staff to create reports and grading for pupils, which can be up to six times a year. We can also now email these to parents in a format that is professionally presented. This communication is clearly of value to parents, in particular for boarders with parents overseas.”
❸ Enhanced pastoral care Keith Irvine adds: “The extent of the information available helps teaching staff to build relationships with pupils. It can act as an early warning system by allowing staff to record and recall a history of any incidents.”
❹ Make life easier for teachers Chris Humphreys, network administrator at St Albans School, says that their MIS “really helps teachers on a day-to-day basis and they really do like to use it. I believe this is because we have the fl exibility to present it in exactly the way we want. Teachers simply see what’s relevant to them in the way they’d like to see it.”
❺ More accurate and up-to-date information Carol Webster, IT services manager at Sandroyd School, says: “Pupil information is centralised on a single system which means that everyone is looking at the same data, rather than it being spread across a multitude of sources.” Bursar at Saint Ronan’s School, John Buckles also speaks about the importance of a centralised system: “We now have just a single system to store and manage information across the school. This gives us a much more accurate picture for both fi nance and day-to-day issues.” Introducing a school-wide system for managing all information will have a signifi cant impact, particularly in time saved by all staff , from the fi nance team through to admin and teaching staff . While the individual drivers are compelling, together they can support the whole ethos of a school and its ability to perform even bet er. The eff ective use of information is larger than the sum of its parts. As Chris Humphreys at St Albans School says about its MIS: “It provides vital information that is integral to the whole running of the school.” iE
Robert Burnet is consultancy manager at management information systems specialist WCBS W:
www.wcbs.co.uk WCBS will be at ending BETT 2014, stand no. C477. To book an appoint- ment, email
information@wcbs.co.uk
EDUCATION I N D E P E N D E N T
T O D A Y THE
TECHNOLOGY SPECIAL
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