Now we are beginning to see the enormous investment behind Building Schools for the Future start to have a real impact. Partnerships for Schools is very keen to emphasise the vital importance to the successful outcome for individual schools - and BFS itself - of making full use of ‘lessons learned' and is actively encouraging everyone involved in a BFS project to share their experiences with others, particularly with those about to embark on their own projects. 

So, on behalf of educational financial systems suppliers, I would like to make a plea to all those involved, or soon to be involved, in a BFS project not to devote all their attention to the building and infrastructure, relegating any software planning to the last minute.  This is the perfect opportunity for a thorough and constructive review of software systems requirements.

Getting the fabric of the building just right and ensuring you have a state-of-the-art IT infrastructure in place are the major considerations and consume the bulk of the overall budget.  However, if the new, bigger and better school is to function at optimum efficiency and cost-effectiveness - it must have in place powerful and reliable control systems for finance and management information designed specifically to match its current and potential requirements.  But, it takes time to evaluate what's available and work with your chosen supplier to specify the system and timetable its implementation.

Keeping pace with changing demands has been an uphill struggle in the past for schools on limited budgets, with many having to settle for running new software components alongside an old legacy system, rather than the planned implementation of the system they really need. 

BFS is now giving schools the opportunity to secure the best systems but it is all too easy to waste it simply by failing to look at just how much is now possible through the right technology.  With the right systems, for instance, schools can save money every year by working with contracted suppliers through a streamlined procurement system. 

Departmental heads can be given direct, live access to their budgets via a web-based solution on their own pcs, to keep much tighter control and place their own orders directly with accredited contracted suppliers. Accounting codes can be set up to work with the Key Stage system, so if a departmental head ordered a particular textbook, the system would recognise its Key Stage status and automatically charge it to the right account, without this having to be specified in the order. 

There's a great deal to be considered before you make your choice of supplier and then it obviously takes time to tailor a system for a particular implementation, so you need to start to be evaluating systems and working with your chosen suppliers as far in advance of when you need to go live as possible.

Any software company that specialises in systems for the Education market knows the situation. You don't have to be in a position to commit money to systems to open discussions, work out what you need and discuss timescales. 

The cost of the right management system can be relatively small compared to the multi-million-pound BFS budget but it's vital to give proper consideration to your choice of system as soon as the building plans are in place, to ensure that the new school can take full advantage of this opportunity to have its management operating at maximum efficiency. 

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