In the education sector where every pound spent should contribute to the holistic development of students, the procurement process plays a crucial role. However, it’s not just about finding the lowest price; it’s about identifying the best value solutions that align with the specific needs of the school. And the quest for the best value goes beyond the price tag. 

The Challenge 

Many schools and trusts in the UK find themselves navigating the complex landscape of procurement without the guidance of a specialist. Often, that role must be covered in-house and staff often wear multiple hats, so the responsibility of buying high-cost and high-risk goods and services can feel risky and resource-intensive. Schools are also inundated with marketing materials, sales calls, and emails which can further complicate decision-making, leading many schools to stick with incumbent suppliers for a sense of security, even if it doesn’t always translate to the best value. 

Other things need to be taken into consideration: 

Diverse Procurement Landscape: Schools should recognise the diversity within the procurement landscape. Not all suppliers are created equal, and exploring alternative options can be the key to unlocking better value. A dedicated procurement specialist can help schools navigate this landscape efficiently. 

Time and Resource Constraints: Understanding the time and resource constraints that school staff face is crucial. Procurement processes need to be streamlined and straightforward, allowing staff to focus on their primary responsibilities. This includes minimising the administrative burden associated with purchasing decisions. 

Breaking the Incumbency Bias: The inclination to stick with incumbent suppliers can be a common challenge. Schools should evaluate whether the existing partnerships genuinely provide the best value or if exploring alternatives could lead to cost savings, improved services, or both. 

Supplier Relationships: Building and maintaining relationships with trusted partners is essential. Schools should prioritise suppliers who not only offer competitive pricing but also understand the unique needs of the education sector and are committed to providing quality services. 

So what is the best way to tackle procurement to get the best value and return on investment? 

Invest in Procurement Expertise: Consider allocating resources to a dedicated procurement specialist or look to your Support Team for help and ideas. This investment can significantly streamline the procurement process, ensuring that the school gets the best value for its money. 

Implement Technology Solutions: Explore technology solutions that can simplify the procurement journey. E-procurement platforms (e.g. G-cloud,  ScoStore) can centralise information, provide insights into supplier performance, and facilitate a more transparent and efficient process. 

Regularly Review Supplier Relationships: Conduct regular reviews of supplier relationships to ensure they align with the school’s evolving needs. This practice can help identify opportunities for improvement, renegotiation, or exploration of alternative options. 

Encourage Competition: Foster an environment that encourages healthy competition among suppliers. This can lead to more competitive pricing and innovative solutions, ultimately benefiting the school. 

Educate Staff on Procurement Best Practices: Provide training for staff involved in the procurement process. Educating them on best practices, including how to assess value beyond price, can empower them to make informed decisions. 

By understanding the complexities of the procurement landscape, acknowledging the challenges faced by staff, and implementing strategic recommendations, schools can get the best value for their investments. Ultimately school leaders and those with procurement and finance responsibilities want to ensure that every pound spent contributes to the success and well-being of the students they serve, so arming yourself with knowledge and support beforehand and exploring all the options out there is a great first step. 

Our latest #FinnemoreFireside is with Izzi Dorrian and Ed Butcher, founders of the brilliant Habitude workflow platform for MATs, designed to solve slow, unreliable or lost admin by connecting people, platforms and data into trackable workflows.

Both Izzi and Ed are from an educational background themselves and it’s a really insightful discussion including:

• The significance of education and why both are involved in the field.
• Importance of stability: Emphasis on understanding policies and processes, especially in times of frequent policy changes.
• Recruitment and retention: Highlighted the challenge of administrative hassles, compliance, and the need for strategic recruitment and onboarding processes.
• MATs’ future challenges: Discussion on the evolving landscape of MATs, the importance of infrastructure, and the need for a clear vision.
• Role of technology: Exploration of the role of technology in MATs, potential improvements, and challenges in adapting to different MAT structures.
• Openness in data: Advocacy for open data among edtech companies, with a focus on collaborative efforts for better data flow and management in MATs.

Across the education sector resources are often stretched and budgets closely monitored, so procurement is a critical process. For schools in the UK, understanding the complexities of procurement can be akin to navigating a minefield. The consequences of poor procurement decisions and non-compliance with procurement legislation are far-reaching, including legal challenges from suppliers, contract cancellations, and hefty financial penalties. These challenges are not only costly and time-consuming but can also tarnish your school’s hard-earned reputation.

So, how can schools successfully navigate procurement challenges while ensuring compliance? Here are some key ideas and strategies worth exploring:

1. Embrace Procurement Expertise

Procurement is a specialised field that requires a deep understanding of laws, regulations, and best practices. Schools should consider bringing in or training staff members with expertise in procurement. These individuals can guide the process, ensuring that the school remains compliant while obtaining the best possible value for goods and services.

2. Stay Informed About Legislation

Procurement legislation is not static; it evolves over time. Schools must stay informed about the latest changes in procurement regulations. Subscribing to newsletters, attending training sessions, and engaging with relevant professional organisations can keep your staff updated on the latest legal requirements.

3. Define Clear Procurement Procedures

Having clear, well-defined procurement procedures in place is crucial. These procedures should outline the steps to be followed, the responsible personnel, and the thresholds that trigger various procurement methods (e.g., competitive bidding, quotations, or direct contracting). Clear procedures minimise the risk of errors and non-compliance.

4. Use Framework Agreements or Dynamic Purchasing Systems

One way to simplify procurement is to utilise framework agreements. These pre-negotiated contracts with suppliers can save schools time and effort. By leveraging the collective buying power of multiple schools, framework agreements often lead to better value for money. Schools can access these agreements through central procurement organisations or consortia. Equally, using a Dynamic Purchasing System offers access to pre-vetted supply chains and can significantly reduce timescales compared to traditional procurement processes.

5. Promote Competition

Competition is a cornerstone of sound procurement practices. Encourage suppliers to submit competitive bids by reaching out to a diverse range of potential suppliers. Open and transparent competition helps ensure that your school secures the best deals.

6. Conduct Regular Audits

Regular audits of your procurement processes can help identify areas where compliance may be lacking. These audits should assess not only the legality of procurement decisions but also their efficiency and transparency. Corrective actions can then be taken to rectify any shortcomings.

7. Collaborate with Peer Schools

Collaboration is a powerful tool in navigating procurement challenges. Schools can share their knowledge and experiences with procurement, learning from one another’s successes and failures. Establishing a network of peer schools can provide valuable insights and support.

8. Leverage Technology

In the digital age, technology can streamline procurement processes. E-procurement systems and software solutions can automate many aspects of procurement, making it easier to track compliance, generate reports, and maintain a paper trail of all transactions. Using these tools can save time and enhance accountability.

9. Seek Legal Counsel When Needed

When facing complex procurement decisions or legal challenges, don’t hesitate to seek legal counsel. Procurement law can be intricate, and legal experts can provide guidance and representation when necessary, safeguarding your school’s interests.

10. Prioritise Ethical Sourcing

In addition to legal compliance, schools should prioritise ethical sourcing. Consider the ethical implications of the products and services you procure, such as fair labour practices, environmental responsibility, and support for local businesses. This not only aligns with your school’s values but also sets a positive example for students and the community.

11. Train Your Staff

A well-trained procurement team is a critical asset for your school. Ensure that your staff members are knowledgeable about procurement regulations, ethical practices, and efficient procurement methods. Training programs and workshops can help build their expertise.

12. Communicate Transparently

Maintain open and transparent communication throughout the procurement process. This includes clearly communicating your school’s requirements, evaluation criteria, and timelines to suppliers. Transparency fosters trust and reduces the risk of disputes.

Conclusion

Navigating procurement challenges while ensuring compliance is no small feat, but with the right strategies and a commitment to best practices, schools can overcome these obstacles. By embracing procurement expertise, staying informed about legislation, defining clear procedures, using framework agreements, promoting competition, conducting regular audits, collaborating with peer schools, leveraging technology, seeking legal counsel when needed, prioritising ethical sourcing, training your staff, and communicating transparently, you can successfully navigate the procurement minefield.

Remember that procurement isn’t just about getting the best deals; it’s also about demonstrating your school’s commitment to responsible, ethical, and transparent practices. By doing so, you not only protect your school’s financial interests but also uphold its reputation and set a shining example for your students and community.

It’s a well-known good practice to do your research before you meet with a potential customer.  Spending some time understanding them so you can have a decent conversation with them when you meet goes a long way and shows you’re serious about them.  The question is: how much is too much?

When selling in education, I worked with a guy for several years who made a point of researching the schools we were due to meet with; he wanted to come across as a ‘trusted advisor’ as opposed to a salesperson.  However, he would take it far too far and spend the meeting quoting their school motto at them, discussing their school trips and questioning their exam results; they didn’t feel like he had done his research, they felt like they were being stalked!  It ended up having the opposite effect and the staff would become suspicious and back away – it rarely ended in a successful sale.

If you veer too far into the realm of over-research, you’ll likely give your potential clients the creeps rather than impressing them. Striking the right balance is the key to a successful client meeting. Here’s how you can do it:

1. Background Research: Start by gathering some basic background information about your potential customer. This might include their mission, vision and values, size, and any recent news or developments related to their school or trust.
2. Tailored Questions: Use your preliminary research to frame thoughtful questions. Focus on inquiries that demonstrate your genuine interest and understanding of their needs. For instance, instead of quoting their school motto, you can ask how they envision their future.
3. Active Listening: During your meeting, pay close attention to what your potential client says. Listen for pain points, challenges, and objectives. This is where you can showcase your expertise by aligning your solutions with their needs.
4. Engage in Two-Way Dialogue: Make the meeting a conversation, not a monologue. Share relevant insights from your sector and how your business can provide value. Encourage your potential customers to share their thoughts and expectations.
5. Respect Boundaries: Remember that your potential customers have their comfort zones and boundaries. Respect their personal space and the information they choose to share.

The key to successful customer meetings lies in a balanced approach to research. While thorough knowledge is valuable, your customers ultimately want you to be an expert in your own field, not theirs.

So, be curious, be prepared, but most importantly, be attentive and adapt to your customer’s unique needs. By doing so, you’ll forge more genuine connections and create a stronger foundation for successful sales relationships.

Across the education sector, the challenge of doing more with less is all too familiar. Every school in the UK is feeling the pinch so, for school leaders tasked with financial responsibility, it’s crucial to find innovative ways to save money without compromising educational quality.

Fortunately, while spending on technology is necessary each year in schools, there are strategies that can help. Here are four ideas for schools to trim their technology budgets and make every pound count.

1. Refurbished Technology

When it comes to technology, staying current can be costly. However, schools can significantly cut costs without sacrificing quality by embracing and refurbished technology. It’s often at a fraction of the price of brand-new versions and, ensuring they have long warranties, these devices provide a cost-effective solution that stands the test of time. It’s a smart way to keep your technology up to date without breaking the bank.

2. Strategic Procurement: Partner for Savings

Schools can unlock significant savings by forming partnerships with trusted technology providers. For example, the Scomis school support team has created their own ScoStore which uses a network of partners who are committed to delivering the best value options, ensuring that schools receive the highest quality products at the best prices. Collaborating with these partners can lead to bulk purchase discounts and exclusive offers, driving down technology acquisition costs.

3. Software Licensing Optimisation: Pay for what you use

Schools often find themselves overpaying for software licenses they don’t fully utilise. Conduct a thorough audit of your software licenses to identify unused or redundant subscriptions. Take a look at all the solutions you do use and evaluate if there is a need for separate licences, or could they be rationalised and a single solution be used for everything instead? By optimising your software usage, you can reduce licensing costs, allowing you to allocate resources more efficiently.

4. Energy efficiency = lower operational costs

Embracing energy-efficient technology not only reduces your school’s environmental footprint but also trims operational expenses. Consider switching to energy-efficient LED lighting, upgrading to ENERGY STAR-rated appliances, and implementing automated heating and cooling systems. These changes can result in substantial savings on your energy bills over time.

In the face of tightening budgets, school leaders must be resourceful in managing technology spending. From refurbished technology and strategic procurement to software optimisation and energy efficiency, these strategies empower schools to reduce costs while focusing on delivering for learners. By adopting approaches such as these, you can ensure that every pound spent is going towards a brighter, more cost-efficient future for your school.

We’re delighted to welcome one of our LA Support Team colleagues to our #FinnemoreFireside chats. A huge thank you to Ollie Burnett, Systems Lead at Coventry City Council, who talked to me about their work with schools and plans for the future.

Ollie has been in education since 2003, is passionate about education and aims to improve the experience for students and teachers through his work. It’s a great conversation and, amongst other things, we talk about:

• Having a vision for the future relies on consultation with the SLT, partnering with more suppliers, but ultimately listening and then delivering for their schools and MATs.

• How Support teams should understand the school’s context and goals, offering solutions beyond specific products.

• The importance of Support teams to schools in helping them navigate software and processes.

• How User Group sessions and sharing best practices among schools are promoted to enhance learning.

• The challenges of transitioning to new systems, praising the support provided by suppliers. Ollie highlights the need for training and consultancy services due to the shift to cloud-based systems.

• Support teams are becoming more consultancy-based in the future and collaborating closely with multi-academy trusts (MATs) to meet school needs.

Ollie also chats about the process they went through during their recent MIS switch and why they chose Bromcom. In total, 75% (45) of Coventry’s LA-maintained schools chose to move both MIS and Finance, with the Authority implementing the switch in only 3 weeks by working in a 3-way partnership between the Coventry Support Team, the schools and the supplier. It can be done!

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Working with MIS

We’ve been lucky enough to have worked with most of the maintained MIS suppliers including SIMS (then owned by Capita), Arbor, IRIS Ed:gen, Pupil Asset, and, at the time of writing, working with Bromcom as they grow their user base across the UK.

We’ve recorded tons more #FinnemoreFireside chats on the topic of MIS with MATs, school leaders, support teams, suppliers and independent consultants which you can find here or subscribe to our You Tube channel for regular updates.

Other brilliant free, independent resources we’d recommend you take a look at include WhichMIS and BringMoreData, We also run a LinkedIn group ‘The Future of MIS’ which seeks to understand the new role of MIS in schools and explore what it will look like in the future – come and join the conversation 🙂

The journey to achieving net-zero carbon emissions by 2030 may seem daunting, but every small step counts. In an era where the call for environmental sustainability grows ever more urgent, schools across the UK are stepping up to the plate. Organisations like Let’s Go Zero and Ashden Sustainable Schools are leading the charge, rallying schools to unite in this critical mission.

School leaders and staff play a pivotal role in this journey towards a greener future, but can schools really hit net-zero targets while juggling countless other priorities? As leaders and teachers, your commitment to sustainability sets an inspiring example for the next generation so here are five ways to help you meet net-zero carbon emissions by 2030:

1. Embrace Reconditioned and Refurbished Technology: Reduce, Reuse, Recycle

As schools work diligently towards sustainability, one powerful strategy stands out – reconditioned and refurbished technology. The concept is simple yet impactful: breathe new life into pre-owned tech. Not only does this help reduce electronic waste, but it also significantly cuts down on the carbon footprint associated with manufacturing new devices.

The other obvious key advantage is affordability. Reconditioned technology, cleaned up, repaired and tested, often costs a fraction of brand-new counterparts, making it an attractive option for budget-conscious schools. Refurbished technology, rebuilt with the latest parts and upgraded to the latest features, is again a fraction of the financial and environmental cost, but with all the advantages of new technology. Plus, long warranties mean that these devices will stand the test of time, aligning with your long-term sustainability goals.

2. Go Solar: Powering Education with Renewable Energy

Harnessing the power of the sun is a mighty step towards carbon neutrality. Consider installing solar panels on school rooftops. Solar energy not only reduces your carbon emissions but can also lead to substantial long-term savings on energy bills. Schools can even use these installations as educational tools, teaching students about the importance of renewable energy sources.

Moreover, the UK government offers various incentives and funding options for renewable energy projects in educational institutions. Going solar not only supports sustainability but also frees up financial resources for other green initiatives.

3. Green Your Commute: Promote Sustainable Transportation

Reducing the carbon footprint extends beyond the school’s walls. Encourage staff, students, and parents to embrace sustainable transportation options. Consider initiatives such as Walking School Buses or Bike to School programs. Implement designated carpool lanes and provide bicycle racks to incentivize eco-friendly commuting.

Not only does this reduce the carbon footprint, but it also promotes physical activity and a sense of community. A greener commute is a win-win for everyone involved.

4. Waste Not, Want Not: Implement Comprehensive Recycling

Schools generate a considerable amount of waste daily. If you haven’t already, implementing a comprehensive recycling program can divert a significant portion of this waste from landfills. Set up recycling bins throughout the site, ensuring that paper, plastics, and other recyclables are properly sorted and processed.

Consider going a step further by composting organic waste from the cafeteria or school gardens. Engage students in eco-friendly projects, teaching them about the importance of waste reduction and responsible consumption.

5. Educate and Engage: Cultivate Eco-Consciousness

One of the most powerful tools in your arsenal for achieving net-zero carbon targets is education. Foster a culture of eco-consciousness within the school community. Organise workshops, seminars, and sustainability-themed events. Invite environmental experts and activists to inspire and educate both students and staff.

Encourage students to take ownership of sustainability projects, from planting trees to monitoring energy consumption. By instilling a sense of responsibility and awareness, schools can create a lasting legacy of environmental stewardship.

Sustainability isn’t just about meeting targets; it’s about creating a brighter, greener future for all. Dedication to these initiatives not only benefits the environment but also enriches the educational experience for students.

From embracing reconditioned technology to harnessing the power of solar energy, and from promoting sustainable transportation to cultivating eco-consciousness, each initiative brings you one step closer to your net-zero goal.

It’s not every day you get to combine your passion for product marketing with a fantastic team, and yesterday was one of those days! I had a great time delivering a workshop on Messaging and Value Propositions with Fusion Education People Solutions, and here’s why:

1. Working with the Fusion Education People Solutions team was an absolute delight.

Their enthusiasm and dedication to improving their messaging and value propositions were infectious. It’s inspiring to collaborate with professionals who are committed to enhancing their skills and delivering top-notch results to their clients.

2. Interactive Learning.

Our workshop was all about hands-on learning, and everyone was eager to dive in. From empathy mapping to defining unique value propositions, the participants were engaged, asked thoughtful questions, and shared their own experiences.

3. Team Collaboration

Fusion Education People Solutions fosters a culture of collaboration and creativity. The team’s willingness to brainstorm, refine ideas, and explore new approaches was truly impressive – it will undoubtedly set them apart in their industry.

Thank you, Fusion, for inviting us to work with your team.

To all the participants, keep honing those messaging and value proposition skills! Your dedication to improvement will undoubtedly lead to great success 💪

Curious?

This workshop was designed to brainstorm key concepts around marketing strategy. We provide a fresh pair of eyes on areas which need to be revisited often to remain competitive, the objective being to create compelling messaging and to highlight the areas which could be better developed in order to grow market share. If you’d like to discuss something similar for your business, drop me an email at nick@finnemoreconsulting.com.

Our first #FinnemoreFireside of this academic year is with Lyndon Stickley (CEO) and Sam Curtis (Customer Service Director) from iplicit where they discuss, amongst other things, their company’s growth in the education sector.

iplicit offers a cloud-based finance and management software solution, tailored for frustrated on-premise legacy software users and establishments that have outgrown entry-level software. It’s a really insightful discussion and we cover topics including:

• The importance of change in the education sector, and the need for flexibility and adaptability in finance and management systems.
• The evolution of MATs and whether they should be expanding on their requirements when going out to tender for a Finance system – or any system – to include areas of their strategy
• 3 pillars of change
• The challenges of moving from on-premise systems to cloud-based solutions and the importance of post-implementation support.
• How systems need to continue to disrupt, innovate and develop to stay ahead of the game, and how this can be difficult for large or incumbent companies
• Maintaining partnerships with customers and reducing any friction to ensure the customer has the best experience.
• The significance of listening to the market and customers’ needs for successful change and growth in the education sector.

Enjoy!

Management Information Systems are the backbone of educational institutions, helping them to make informed decisions, streamline operations, and enhance overall efficiency. In the past, MIS was primarily about data storage and reporting, but it has since evolved into a multifaceted ecosystem. Today, MIS encompasses a wide array of functions, including student information management, financial administration, communication, parental engagement, analytics, and supporting the school development plan.

Last week, over 250 of you brilliant people participated in our online MIS Discovery Sessions, thank you so much for supporting our events. Everyone from MIS managers and finance officers, to support partners and headteachers attended – there’s just so much interest in what’s possible in the world of MIS right now.

The Ever-Evolving World of MIS

One of the key reasons for MIS’s continuous evolution is its adaptability to changing educational needs. As technology advances and educational methodologies evolve, MIS systems have had to keep pace. This adaptability is essential in helping educational institutions meet the ever-changing demands of students, parents, and regulatory bodies.

Looking Ahead

The world of MIS is poised for even more exciting developments in the future. With advancements in artificial intelligence, data analytics, and cloud computing, MIS will continue to transform the way educational institutions operate. It will empower educators and leaders to make data-driven decisions, personalize learning experiences, and improve overall educational outcomes.

Engaging in the World of MIS

Nick and I have both worked in this area for over 20 years now and love how it continues to innovate – as it should! If MIS is your thing then you can:

1. Join our ‘Future of MIS’ LinkedIn Group: Our online community, ‘Future of MIS,’ on LinkedIn is a hub for like-minded individuals. Here, we share insights, discuss trends, and connect with professionals who share your passion for MIS. Join us here.

2. Access Discovery Session Recordings: In our recent MIS Discovery Sessions, we had the privilege of hearing from industry leaders Bromcom, Arbor Education, and IRIS Education. These sessions are a treasure trove of knowledge, and you can access the recordings to gain valuable insights into the latest developments in MIS:

Bromcom MIS Discovery Session

Arbor MIS Discovery Session

IRIS Ed:gen MIS Discovery Session

3. Explore Our #FinnemoreFireside Chats: We’ve had the privilege of sitting down with edtech and MIS thought leaders to discuss the future of MIS in education. These insightful conversations are available on our blog, offering you a chance to hear from experts in the field. Explore our Fireside Chats here.