Reporting is critical for K12, from funder and government reporting, to day-to-day ad hoc analysis. However, this important task is often time-consuming and frustrating, with finance teams spending hours and days – sometimes evenings and weekends – to gain confidence in the numbers. The status quo is unsustainable for staff, but what does the alternative look like?
Imagine being about to pull complex reports with the push of a button. It’s more than a dream. The right technology means you can set up a library of reports that are standardized and able to be run as often as needed.
This reduces the need to have people adding and maintaining data in spreadsheets, which can increase the risk of errors. Instead you have data integrity you trust because you’re not relying on static data. The reports you pull are real-time and comprehensive, not requiring any combination, rekeying, or reformatting of data.
Additionally, this type of development is good for your team, which doesn’t need to spend hours on these administrative tasks. Instead, encourage them to focus on strategic analysis, guiding organizational decisions based on important data trends.
Sometimes you don’t need a full report, you just want one number. Maybe you just want to know how many staff are on leave and in what positions, or need to know how many outstanding purchase orders are on file and what’s due for payment. These shouldn’t be complicated hurdles for your team to get to the truth, but we often see them taking significant time and effort to answer because the numbers don’t match nor align with the data from your system. If you have to pull a full report, or even more than one, to get this type of data then your team is spending too much time on these clerical tasks.
The latest reporting interfaces are intuitive and easy to use, with customizable views so you can see at a glance the numbers that matter most every day. Simple data visualization, such as different types of charts or graphs, empower you understanding of with insights and trends so you can make data-driven decisions.
As with standardized reporting, this type of reporting pulls directly from the database, meaning there’s no manipulation or moving between systems and therefore a much lower risk of error. Better data integrity means you can trust the data you see every day.
The future of K12 reporting lies beyond any one function or department. The right system can give you a cross-functional view, letting you draw important connections between spend and student outcome, for example.
Advanced dashboards draw the latest data from finance, HR, procurement, and SIS to empower you with deeper understanding of how these areas interact and influence each other.
This is the next phase of reporting – when you can draw trends from multiple areas together into market and organizational insights that help guide strategic planning to improve overall performance.
From standardized reporting to ad hoc data to cross-functional insights, the future of K12 reporting is streamlined, efficient, and helps you run a more effective organization.
Every company needs systems in place to run efficiently, big or small, public or private.
Systems maintain order within organizations. They help stakeholders carry out their duties with the most up-to-date insights and data.
Crown corporations are no different when it comes to running their business with efficiency. These government-owned entities provide essential services to the public. Therefore, they need to operate at the highest level of integrity and transparency to preserve Canadians' trust.
One tool that can help crown corporations achieve these goals is an Enterprise Resource Planning (ERP) solution. ERP systems help gain public support and confidence through greater accountability and credibility.
Government-owned entities need to maintain their financial transparency. With an ERP solution, board members, ministers, directors, and other stakeholders can oversee their strategic direction while protecting resources. This type of system enables organizations to monitor and report on their entire operation accurately.
A centralized database easily stores all financial information, including revenue, expenses, and assets. This data is accessible by different departments within the corporation, external auditors and regulators. The transparency provided by an ERP system can help prevent fraud and other financial irregularities, as all transactions can be tracked and audited.
Take, for example, Bombardier, a multinational aerospace and transportation company. It has received significant government support over the years. This company faced numerous challenges, including financial losses, delays in delivering major projects, and allegations of corruption. These issues have eroded public trust in Bombardier and raised concerns about the effectiveness of government support for the company. Without being able to produce accurate records, guilty or not, the lack of transparency makes for a tarnished public perception.
But with streamlined tracking systems, an ERP system can help corporations like Bombardier with financial planning and budgeting. Financial management determines a corporation's ability to perform services and fulfill mandates. But it also influences public opinion, so finances must be crystal clear.
Procurement is critical for crown corporations since they rely heavily on third-party vendors to provide goods and services. Because of this, they need to have transparency in their acquisition process. ERP software can provide a centralized database for all procurement-related information, including things like:
Furthermore, this information can be easily accessed and tracked, allowing for greater transparency in the process. As organizations build their systems from one source, they demonstrate greater credibility.
Though crown corporations may enjoy more autonomy and freedom than other government departments, that doesn't exempt them from complying with federal and provincial regulations.
Whether the corporation is 100% government-funded or financially self-sufficient, all crown corporations get audited yearly. That means there need to be standard procedures to improve this process. ERP software provides a singular system for storing important documents like permits, licenses, and certifications. These systems greatly benefit crown corporations because they can increase their accessibility and tracking. Better tracking and operational planning lead to better decision-making and increased accountability.
Hydro-Québec is a provincial crown corporation that provides electricity to Quebec residents. The company has faced many criticisms over the years, specifically its handling of environmental issues. Recently, Hydro-Quebec released a statement about their "duty to adopt best practices on ethics." The company plans to "integrate sustainable development into its governance, as well as into its various activities and projects." In other words: greater compliance.
Corporations must report their operations to various stakeholders, including government agencies, shareholders, and the public. An ERP solution can remove barriers to retrieving financial statements, regulatory filings, and performance metrics. This information can be easily accessed and reported on, allowing for greater transparency in the reporting process. ERP systems also enable organizations to plan their reporting procedures proactively for better performance outcomes. Because there's so much data to share, advanced reporting features can reduce friction and promote transparency.
With so many stakeholders: customers, employees, suppliers, and the public, there must be a way to streamline feedback.
An ERP solution builds out a system to contain things like:
These valuable insights enable corporations to plan strategically by analyzing their strengths and weaknesses.
Crown corporations play an important role in delivering essential services to Canadians, but they're not immune to challenges that impact their credibility. Addressing these challenges requires a commitment to transparency, accountability, and continuous improvement, ensuring they can continue to serve Canadians effectively and earn the trust and confidence of the public. But the only way to instill public trust is through open communication. An ERP solution can enable that communication to be more effective.
We want to help you prepare for your next audit and are happy to share what we've learned about your industry. Let us take you through the benefits of a fully-integrated, single platform for Human Resources, Scheduling, Payroll, and Financial Management and the key features we've built to help crown corporations thrive. Reach out to us here.
Artificial intelligence is the defining technology of our time. AI tools and technology are already having an enormous impact on education and nonprofit organizations.
Microsoft recently shared its plan to embed artificial intelligence into all of its products. By building these features into their product lines, they hope to:
At Sparkrock 365, we believe that Enterprise Resource Planning systems are crucial tools for organizations to streamline their operations and make data-driven decisions. AI features will make ERP systems more efficient, accurate, and user-friendly.
Here are five ways AI-enhanced ERP solutions will benefit your organization:
The typical error rate for manual data entry hovers between 1-4%. The risk of errors due to oversight is significantly reduced by removing the need for human intervention.
AI can reduce human error by:
AI-powered systems can automatically capture and input data from various sources into an ERP system. This reduces the time and effort required for manual data entry, minimizes errors, and improves the accuracy and completeness of data.
Routine tasks can be a total time sink. Almost 60 percent of workers surveyed estimate they could save 6+ hours a week if the repetitive functions of their jobs were automated. This is nearly an entire workday that can be spent on more important tasks.
AI features can help automate repetitive and time-consuming tasks. These tasks can include:
By automating these routine tasks, employees can now focus on higher-value activities like data analysis and decision-making. This is both a time and cost savings, which will ultimately improve the efficiency of your organization.
Artificial intelligence tools can analyze data at a scale and rate significantly more than an independent human can. AI algorithms can analyze historical data to identify patterns, trends, and anomalies and use this information to predict future outcomes.
For example, AI tools can be used to:
AI can make these forecasting models more accurate and efficient by analyzing large data sets in real-time. This can help companies make better decisions, optimize resources, and avoid complex problems.
When human-technology interaction is negative, it results in poor product usage. Today more than ever, providing an intuitive product experience is necessary.
AI can improve employee communication and ERP systems by enabling natural language processing (NLP). NLP is how computers understand and generate human language. In turn, it allows ERP systems to understand and interpret human language, such as:
NLP allows employees to interact with ERP solutions using voice commands or chatbots. It can be used to interpret the meaning of a user's typed or written words to improve the user experience. It can also improve accessibility by making products and services easier to use.
The addition of NLP will help companies enhance their communication with employees, which will subsequently improve their user experience.
Employee happiness is a key factor in attracting and retaining quality talent. AI features can be used to deliver a personalized employee experience that sets your organization apart.
Artificial intelligence can help create personalized user interfaces for employees based on their roles, preferences, and past behaviors, improving user adoption and engagement with ERP systems.
AI can be used to:
Improved user experience will directly impact employee satisfaction, but it will also improve client experience.
AI can use data on individuals to personalize their experience within the ERP solution. By integrating AI-powered chatbots and voice assistance into ERP systems, organizations can provide more personalized and efficient services, such as:
A better user experience will increase both client and employee retention and loyalty, improving your organization's outcomes.
Artificial intelligence features can help organizations use their ERP systems better by improving efficiency, accuracy, and decision-making capabilities.
Over time, AI can help ERP solutions become more personalized and user-friendly, providing organizations with a competitive advantage in today's fast-paced business environment.
As the leader in AI, Microsoft has invested hundreds of millions in helping drive innovation in this area for its customers. As a Microsoft partner, Sparkrock will dedicate further resources to expand our AI capabilities within Sparkrock 365, our premier ERP product. As one of the few Microsoft partners focused on delivering modern ERP solutions for nonprofits, human services, and K-12 organizations, Sparkrock is committed to helping our customers achieve the best outcome for their organization. If you're ready for digital transformation, contact us to get started today.
School administrators face infinite challenges:
As you can imagine, there's never a dull moment in the world of education. And let's be honest; it often feels like there aren't enough hours in the day to get everything done.
Because of this, the use of Enterprise Resource Planning systems has become increasingly popular in the education industry. ERP solutions provide schools with comprehensive platforms to:
With the integration of generative AI and OpenAI programs, ERP systems can further enhance their capabilities to benefit school administrators across different roles.
Due to fierce debate over the ethics of AI-generated content, many education professionals view ChatGPT as the latest dragon to slay in the name of academic integrity. However, like most technology tools, district leaders can leverage ChatGPT and generative AI in several beneficial ways.
All district administrators can benefit from asking generative AI questions about improving their processes, analysis, and decision-making. Let's take a look at how:
As a superintendent, you manage the district's operations and meet its strategic goals. Daily tasks can be overwhelming and exhausting without the right tools. ERP solutions can provide clear access to the information you need. In a survey by the Data Quality Campaign and AASA, 98% of superintendents said they would be more confident in their decision-making if they had better access to information.
One question on the minds of many district leaders is, "How can we implement cost-saving measures without compromising the quality of our educational programs?" Generative AI in ERP systems can help answer these questions by providing access to real-time data analysis to help make better decisions faster. Because these decisions are backed by data, it empowers school leaders to take decisive and confident action that will drive school performance.
Curriculum coordinators are responsible for developing and implementing instructional programs across all grade levels. They must keep track of curriculum standards and ensure that educational plans meet the needs of students and comply with regulations. One of the most significant issues for curriculum coordinators is limited resources to meet the needs of a diverse array of students.
A curriculum coordinator might ask generative AI, "What are the most effective ways to allocate our school budget to improve student performance and engagement?" AI-enhanced ERP solutions can assist the curriculum coordinator by streamlining access to student performance information, which would help them assess program effectiveness. They can use this data to decide what programs are worth the investment and which programs to trim from the budget line.
The duties of payroll and HR are numerous - and high stakes. Payroll and HR are critical functions in any organization, and schools are no exception. They manage employee information such as hiring, onboarding, compensation, and benefits.
Asking generative AI, "Can you help us develop custom reports and analytics to improve our HR and payroll workflows?" will help these departments streamline their processes. They can automate tasks like attendance tracking, benefits administration, and payroll processing, which saves time and reduces errors. It also improves employee satisfaction, which is critical during an unprecedented teacher shortage.
Schools are constantly looking for ways to do more with less in today's economic climate. The business administrator manages the school district's financial operations, including budgeting, purchasing, and accounting. Generative AI could assist the business administrator by providing real-time updates on budget expenditures and revenue projections, helping monitor the district's financial health.
A business administrator looking for innovative ways to utilize existing resources might ask generative AI, "What are some effective strategies for optimizing school resources?" The response could help the business administrator make informed decisions about resource allocation and budget choices, balancing the needs of students with the bottom line.
The content supervisor's responsibilities are to evaluate new programs, align content to curriculum standards, and ensure teachers have access to high-quality instructional materials. As the "middle man" between teachers and central administration, they have many demands on their time and only so many hours to meet them. A recent Gallup survey found that K-12 workers experience higher rates of burnout than any other profession. It doesn't need to continue this way.
Content supervisors would benefit from leveraging AI-embedded ERP systems to lighten their workload. For example, a content supervisor could ask generative AI, "What are the latest trends and best practices in education that we should consider to stay ahead of the curve?" Generative AI could help the content supervisor by recommending new resources and providing feedback on existing materials, saving time and energy on research to focus on solutions.
Student problems. Teacher problems. Parent problems. The building principal role often feels like putting out small fires all day. ERP systems already assist building administrators in many ways, from data analysis of attendance, discipline, and performance to scheduling and organizing professional development.
Building principals could benefit from using generative AI to complete the many small tasks that take precious time from doing more meaningful work. Some examples of how building principals can use generative AI include "Draft a newsletter to update parents and staff; Create a clever social media post about the upcoming book fair; Generate student performance reports for semester two" By leveraging generative AI as a tool to accomplish necessary, but not critical, tasks, it allows building principals to focus on more important issues.
As technology continues to evolve rapidly, schools will need to find solutions. The concerns about ChatGPT and AI-embedded tools in education are valid. Strong opinions about the principles of AI-generated work and the impacts it will have on schools have educators scrambling for answers.
Instead of doubting this technology, let's embrace it. Integrating generative AI into an ERP system can give school administrators a powerful tool for managing their responsibilities.
With its ability to:
Generative AI can help school districts operate more efficiently and effectively in the years ahead. At Sparkrock 365, we're committed to driving the future of work forward with our investment in a cutting-edge AI-enhanced ERP solution. If you're interested in learning more about what we have planned, please get in touch with us directly. We would be thrilled to share our vision with you.
To help plan your next technology investment, read the in-depth guide to our product, Sparkrock 365. Let us take you through the benefits of integrating HR management with finances, payroll, scheduling, and the key features we've built to help K-12s thrive.
Nonprofits start with an idea.
Twenty years ago, one founder witnessed resilience in war-torn Eritrea as a group of children kicked around a shirtball together.
Today, Right To Play educates and empowers over 1 million children a year to rise above adversity using the power of play.
Team Rubicon began after Haiti experienced a devastating earthquake in 2010. Now the organization mobilizes veterans globally to continue their service amidst disasters.
Polycultural Immigrant And Community Services started by helping Polish refugees in 1973. Today the organization assists over 10,000 immigrants as they adjust to their new life in Canada.
These successful nonprofits started from one idea and now help many individuals. Their expansion is the result of passion, dedication, and efficiency.
At the very core of all nonprofits is their mission to help. Whether it's to serve, to provide, or to protect, nonprofits drive social impact. Unfortunately, these organizations need more than just a mission; they need fast-tracked, interpretive solutions to achieve their goals.
How can nonprofits sustain their mission long enough to grow in today's world?
Artificial Intelligence has the potential to redefine the ways organizations operate. Microsoft made an exciting announcement to install artificial intelligence into all of its products. This enhancement will help nonprofits thrive in an oversaturated, competitive landscape, sharpening their efficacy, decision-making, and innovation.
Without funders, nonprofits can't continue doing their important work. And without thoughtful planning, these organizations can get cast aside for their lack of clarity and transparency.
A stronger system of inputs can assist in yielding better outcomes. Accelerating their mission requires nonprofits to manage several incoming resources, such as:
With an AI-enhanced ERP solution, nonprofits can achieve maximum productivity in fundraising, proposals, strategic planning, and the bottom line.
Fundraising is essential for the sustainability of nonprofits. However, identifying potential donors and tracking donations can be challenging. With smarter technology, organizations can automate their fundraising efforts. AI, for instance, can quickly analyze past donation data and identify trends to determine potential donors. Without the use of AI, executive directors and administrative assistants need to complete this labor-intensive task on their own. Instead of spending time on reporting, AI predictions can free up executive directors' time to spend on more important tasks, such as building relationships with their donors to maximize donor retention rates. Studies show that "nonprofits that boast a high retention rate have loyal supporters who come back year after year to donate to the organization." Without repeat donors, nonprofits must scour new financial opportunities to stay afloat.
Additionally, AI can help nonprofits automate their donor stewardship efforts. By analyzing donor behavior and preferences, nonprofits can customize their communication to increase engagement and build stronger relationships. This level of personalization can include recommendations for specific amounts to donate or suggestions on campaigns that match the donor's interests.
Grant writing is a necessary avenue for raising money in the nonprofit space, but unfortunately, writing plays only a small part in getting the actual grant. Grant approvals have many factors, including:
Before the introduction of AI capabilities, many of these factors were out of nonprofits' hands. While there's no concrete formula for getting grant approvals, AI can help organizations strengthen their positioning.
Grant writing's complex process requires thorough research and analysis. This is a considerable time investment for a fickle and, at times, fruitless outcome. With AI enhancement to an ERP, nonprofits can simplify the grant writing process. AI can analyze past successful grant applications and identify the key factors contributing to their success. It can also recommend potential grant opportunities based on the organization's focus areas and past grant history.
AI can also help nonprofits tailor their grant proposals to fit specific requirements. By analyzing the application guidelines and the organization's past performance, AI can provide recommendations on structuring the proposal and highlighting the organization's strengths. While it can't promise grant monies, AI can reduce the time spent creating proposals.
Strategic planning is essential for nonprofits to achieve their goals and maximize their impact. Unfortunately, there are challenges in gathering and analyzing the necessary data to inform strategic decisions. AI can help nonprofits mine data to inform their strategic planning efforts. This technology plays a significant role because it reduces the time it takes to analyze complex data sets. According to Deloitte, it also offers organizations "continuously monitored strategic plans," which helps constituents make better decisions and take swift but informed action.
ERP solutions that utilize AI capabilities can quickly analyze past performance data and pinpoint areas where the organization can improve. This will ultimately reduce potential risks since AI's predictive software can provide recommendations on how to mitigate them. By analyzing external factors, such as economic trends or changes in the political landscape, this modern technology can help nonprofits adjust their strategic plans to adapt to changing circumstances.
If economic conditions worsen in 2023, already declining operating reserves may continue to shrink. According to BDO's survey data, 38% of organizations had over 12 months of operating reserves in 2021. These reserves continued to drop to 27% in 2022 as federal stimulus funding that once boosted liquidity depleted and market conditions changed.
With uncertain economic times, budgeting continues to be a critical aspect of nonprofit operations. Unfortunately, it can be arduous to forecast revenue and expenses with accuracy. With an AI-powered ERP solution, streamlined budget automation can help organizations make more knowledgeable decisions.
AI can analyze past financial data and key trends to help nonprofits forecast revenue and expenses precisely. It can also provide recommendations on where to allocate resources to maximize impact. For example, if AI could identify programs with a higher return on investment, it can recommend an organization to increase funding for that program.
AI can transform nonprofit operations and help organizations achieve their goals. With the integration of this technology in systems like ERPs or CRMs, nonprofits will be able to:
By using AI to streamline their operations, nonprofits can focus on accelerating their mission and maximizing their impact.
Nonprofits must arm themselves with modern solutions to succeed during these economic times. A comprehensive ERP system designed specifically for nonprofits like Sparkrock 365 can help streamline operations, reduce the risk of errors and delays, and improve decision-making.
Microsoft continues to support its customers through innovative solutions like AI. They've invested billions into the OpenAI platform that powers technology like ChatGPT. Sparkrock 365 will adopt and integrate that same technology with our Microsoft-powered ERP solution. We're excited to share that vision with our customers and encourage you to connect with us for a chat.
Are you ready for digital transformation? Reach out to a Sparkrock 365 representative today.
When it comes to the objectives that define your organization's ethos, the primary aim of most nonprofits today revolves around their mission to deliver reliable and high-quality programming and services. Financial sustainability is inextricably linked to that mission, so it should be easy to recognize that an organization with a sound financial plan is more likely to achieve that goal. What isn't so obvious, however, is the steps needed to achieve that success, especially given the changes the world experienced in the last three years.
A financial plan aimed at growing revenue for your organization while maintaining continuity, and forecasting for the future, is crucial. If your nonprofit organization needs a gut check on its financial health or steps on how to assess your organization's economic sustainability, here's a list that will help you get realigned.
The unprecedented repercussions of COVID-19 caused nonprofits everywhere to rethink their plans, and strategy shifts reflect our post-pandemic world. Although this new way of thinking presents challenges, nonprofits skilled at strategic financial planning are better equipped to handle surprises - good or bad. While we can't predict the future, the act of planning - based on historical data, results analysis, and financial health assessment - serves as a healthy foundation upon which an organization can base its programming. Strategic financial planning should be at the root of your organization's mission and a guiding light for measuring growth. Without it, it's impossible to measure when or whether you have met this goal.
As you audit and optimize your existing plan, consider asking the following questions:
Incorporating an ERP software built specifically for nonprofits can dramatically improve your organization’s ability to plan strategy, communicate across the entirety of the organization, and then measure whether or not progress is being made. Enterprise resource planning (ERP) systems offer an all-in-one solution that enhances operational efficiency by streamlining business processes like project management, inventory management, and financial management. These ERP solutions help nonprofits manage multiple entities and multiple programs, from donor management to fund accounting, all under a unified platform.
The best ERP softwares for nonprofits also include features for cash management, project accounting, human resources, and more. This allows nonprofits to track expenses, generate financial reports, and manage assets effectively.
Growing your nonprofit organization's revenue is contingent on the specific factors that support your overall mission, including assessing your organization's financial health. Creating a sustainable financial ecosystem should be central to your organization's decision-making process.
A financial health assessment will inform what growth looks like by:
The hierarchy will inevitably differ depending on the structure of your organization specifically and overarching goals.
Nonprofits gain the majority of their revenue from charitable contributions or tax appropriations and measure the efficiency and effectiveness of their operations by the success of achieving their social mission. However, they can face challenges when it comes to operating in a fiscally responsible manner.
With this in mind, the goal of financial sustainability for nonprofits is to maintain or expand services within the organization while developing resilience to occasional economic shocks in the short term (for example, short-term loss of program funds or monthly variability in donations). Good questions to ask when conceptualizing this are:
How you divide your funding sources and channels has an enormous impact on your nonprofit's future and sustainability. Not only can revenue diversification help you mitigate risk, but an intentional plan for it can allow you to engage new donors or investors and deepen your current donor/investor relationships.
In the face of economic downturns and unprecedented challenges like COVID-19, nonprofit organizations have had to reassess their strategies for generating donations. With diversified revenue streams, these organizations have had to evaluate the effectiveness of each source, considering factors such as return on investment (ROI), staff time, and administrative overhead.
An efficient ERP system can facilitate donor and grant management, which is crucial for nonprofits. It helps in creating donor profiles, documenting donor history, and managing grants. This leads to improved financial planning and better control over restricted funds.
For a nonprofit with diversified revenue streams, the economic downturn, COVID-19 shutdowns, and in-person event cancellations have been challenging but have also presented an opportunity for them to reassess how they generate donations and the importance of each source.
Tip: Consider ROI as you evaluate which sources are less effective for your nonprofit. Not every revenue stream is created equal, especially when you consider your staff's time and administrative overhead. Major gifts and capital campaigns are inexpensive from a cost-per-dollar-raised perspective, and special events can get very costly.
If there's one thing we've learned over the last three years, it's that catastrophes can happen; and if they happened once, they could happen again. With this knowledge, we are empowered to make smarter choices with the possibilities that the future can bring. Some organizations establish an operating reserve by keeping cash on hand in addition to their regular bank balances in case the steady cash flow is disrupted.
Since nonprofits depend on multiple sources of income to support their operations, it's essential to plan for financial stability by setting aside additional funds. Reserves can allow an organization to weather serious bumps in the road, such as a sudden decrease in revenue or an unexpected expense and buy them time to implement new strategies.
Since operating reserves are most valuable if they are reliable, an important factor in using these funds is having a realistic replenishment plan. In addition to monitoring regular bank balances, nonprofits should include a line item in their budget for adding to reserves. As circumstances change, such as when income or expenses become less predictable due to internal or external factors, nonprofits should adjust their reserve goals accordingly to ensure they have sufficient cushion.
When it comes to achieving financial sustainability for your organization, thoughtful planning and creating a model for survival and growth are key. By establishing a proactive plan and leveraging practical tools, your organization can reach its goals. Sparkrock can help you achieve this by providing software that enables your organization to thrive. Learn more about how we can support your nonprofit in achieving its financial sustainability goals. Download our guide to Sparkrock 365 for nonprofits.
"This program is not user-friendly; it's difficult to navigate, and there are too many layers to reaching the information we need."
"It feels like we are left to our own devices to figure this system out, and it's onerous."
"The support team is not set up to handle anything beyond one-off issues."
How often has your organization adopted a new system that left you with more questions than answers? Shep Hyken, author and expert on customer service, says, "Customers don't just buy a product; they invest in the support that comes with it. The quality of support determines the value they truly receive." Unfortunately, not all support teams are built the same.
When school districts invest in a product to help them, they aren't just throwing money at a solution. They're looking for a partnership. They want a company that adds value to their operations and makes their job easier. So, the support embedded within any ERP solution should be a given-not an afterthought.
There's little worse than purchasing a product at a high cost and then also having to figure out how to use it on your own. Initial training sessions are great, but additional support layers are required after a project has gone live to maximize system usage and mitigate risk. That's where meaningful user support plays a critical role.
User support refers to the services and assistance provided to individuals using a particular product within your organization. It should be designed in a way that helps users resolve issues, answer their questions, and ensure a positive experience with the product or service. High-quality user support can provide the following results:
Adopting and using an ERP system requires some degree of technical aptitude. But with any new system, learning and understanding its uses takes time. That's why effective and timely customer support is critical. Unfortunately, ERP users can face many challenges in their support journey. But it's not just the technical issues themselves; it's not getting the help they need when they need it most that is the bigger problem. Here are some of the most common challenges across finance and HR teams:
Nothing's more frustrating and disruptive than when a customer waits a long time for a response or resolution. They can only proceed once they receive the necessary help to resolve the issue. This causes obstacles for users, hindering progress in completing their work.
Delayed responses don't just impede someone's work, it impacts critical areas like payroll, for example. It causes more than just frustration; it affects people's livelihoods. Imagine being unable to pay staff on time because payroll is waiting for an issue to be fixed.
High-level customer support requires deep product knowledge and expertise. Unfortunately, some ERP companies struggle to adequately train their support teams, so they cannot offer effective troubleshooting and guidance to their customers. As a result, customers feel underserved and think their software provider does not truly understand their needs.
ERP companies might outsource their support to shave off costs to the end user. While outsourcing support functions can offer cost advantages, it can create:
This can make it difficult for customers to get help, exacerbating their frustration even more.
ERP systems can be quite complex depending on the system and the level of customization. Customers often need help with technical issues, and insufficient support can hinder their ability to use the system to its fullest extent.
Many individuals cite needing advanced technical knowledge to leverage the full breadth of the system. The lack of documentation and support post-go-live can leave customers unprepared to navigate and make the most of their ERP system in the long term.
The quality of support can vary within the ERP industry. Certain companies offer excellent support during the initial stages. But, as customers' needs evolve or more complex issues arise, their customer support vanishes.
Without access to knowledgeable support personnel, customers can't:
Once again, a lack of ongoing customer support prevents districts from using and deriving value from their investment.
ERP systems often require heavy customization to align with the specific needs of K-12 and nonprofits. This is typical because most solutions are designed for the for-profit industry (think manufacturers, distributors, or other revenue-generating businesses). To avoid this, find software optimized for education that gives you access to critical features upfront. You should be able to easily remove what you don't need as well, saving you time and valuable resources on the project.
That said, some K-12s may still have requirements unique to their district and nonprofits to their sectors, which software providers should anticipate. Unfortunately, many of them offer little to no support for customizations after a project has gone live. Whether you're a district or organization of 500 or 5,000, having the flexibility to customize your ERP solution can help things run more smoothly. Your software provider should be able to support those customizations throughout your journey.
It's also not uncommon for customer support teams to prioritize the needs of larger districts over smaller ones, limiting the level of support you may receive, especially when they hear "customization."
When users have to contact customer support, a heightened level of frustration mounts after a ticket is left open for some time. Nobody wants to get passed from one representative to another, be on lengthy holds or, the worst offense: lose their connection.
Customers need clear escalation paths and processes when dealing with complex or critical issues. These are necessary to reach the proper support personnel or resolve their problems promptly. Delays or miscommunications prolong issue resolution times and diminish customer satisfaction, which, unfortunately, is a common recurrence with many software providers out there today.
When it comes to ERP software, many solutions on the market can be less intuitive than one might expect. They need a considerable amount of setup and customization to perform essential functions. That's why there are so many benefits to going with a familiar platform like Microsoft. If you've already used products like Microsoft Word or Excel, you'll find ERP systems like Sparkrock 365 a lot more intuitive than others.
"I believe in the fundamental principle that the triumphs of our products and technologies depend on the accomplishments of those who use them. It is our responsibility to equip, assist, and enable our customers to achieve more."
-Satya Nadella, CEO of Microsoft
Sparkrock seeks to provide its users with unparalleled customer support. No matter their size, each organization deserves a partner to aid them in their daily work. When districts choose Sparkrock 365, they feel supported by an end-to-end solution.
Sparkrock excels in providing cloud-based ERP solutions specifically designed for nonprofits and K-12 education organizations. Powered by Microsoft Dynamics, it delivers purpose-built ERP software tailored to meet the unique needs and business processes of these sectors. It's an all-in-one solution, managing multiple entities, project accounting, inventory management, human resources, and donor management among other features.
Here are just a few things that Sparkrock 365 users can expect from the get-go:
In addition, accurate tracking of bug-related cases enables their software development team to identify and address issues more efficiently, reducing the risk of recurring problems while prioritizing critical issues. With enhanced traceability, Sparkrock is better equipped to make product improvements, enabling K-12s to stay ahead of trends in education technology.
When a school district invests in an ERP system, they need to understand how it's working for them. Sparkrock support provides organizations with a monthly snapshot and status report of each support case and shares performance indicators related to the quality of their service.
Their customer-centric approach helps by:
Customers who adopt any ERP system deserve a commitment to excellence, guidance, and support. Are you ready to partner with a more supportive ERP solution? Contact us today to get started!
School district leaders understand the value of attending EdTech conferences. These conferences offer resources to help school districts meet their overarching strategic goals. Though sometimes costly and time-consuming, these conferences provide insights into cutting-edge technologies and vetted solution providers. Hearing from industry experts and networking with colleagues from other schools inspire administrators to address their district's unique needs with innovation.
While EdTech conferences can cut into a district leader's time and resources, they're still vital to helping schools reach their goals. That's why administrators need to plan out their EdTech conference attendance.
Careful preparation and coordination are necessary to get the most from these events. Data from your Enterprise Resource Planning (ERP) system can help create the most intuitive plan. An ERP solution allows organizations to combine siloed applications and systems to:
ERPs can empower district administrators to attend educational conferences with more significant insights. This will ultimately benefit their school and align critical resources with their strategic goals. After all, better data leads to better outcomes.
Enterprise Resource Planning (ERP) systems have become a vital part of the education sector. They are integrated software solutions designed to manage all administrative tasks of educational institutions, from human resources management to financial management. These systems have revolutionized the way schools, colleges, and universities operate, making them more efficient and effective.
ERP software is used in higher education ERP systems, school administration software, and even in corporate ERP systems. It's an essential tool for managing complex workflows, business processes, and the student life cycle in educational organizations.
Moreover, it can also strengthen financial operations through financial reporting and financial aid management, ensuring that the institution remains financially viable. The ERP system is also a valuable tool for faculty management, ensuring that all staff members are on the same page.
A study by Deloitte revealed that organizations employing Enterprise Resource Planning (ERP) systems experienced enhancements in efficiency, decision-making, and scalability. With this in mind, utilizing education ERP software to guide conference attendance can help districts become more efficient and effective in meeting their goals.
EdTech conferences can be overwhelming. Knowing where to focus attention can be tricky with many sessions, speakers, and vendors. School districts likely have specific goals they want to achieve from conference attendance, like addressing teacher burnout or improving student outcomes. Without validating these goals with data, conference attendance becomes scattered and disconnected.
An ERP system helps administrators refine their conference goals with insights into past performance metrics. This information makes spotting areas for improvement much more effortless. Once this happens, administrators can readily analyze data on
When seeking out viable solutions for their schools, administrators can now prioritize the sessions and vendors that can significantly impact their strategic goals.
District leaders often create impactful school-wide initiatives, but they can quickly become "top-down" approaches. When initiatives come from the top, no matter how well-intentioned or evidence-based they are, they can be met with resistance from teachers. Teachers are burnt out and want to feel supported. Educators want a seat at the table regarding decisions directly affecting their autonomy and pedagogy. An ERP system enables administrators to involve key stakeholders in decision-making by providing critical data, building consensus, and delivering positive results.
Here are four ways for districts to use their ERP to build better buy-in and solidify their goals:
Before attending any conferences, define what the district wants to achieve. Schools can use their ERP system to analyze data on performance indicators such as student achievement and teacher performance.
District leaders can develop a plan for attending conferences based on their overarching goals. After generating a report and identifying areas for improvement, match the program's vendors and presentations that best align with these goals. Plan out a specific schedule with questions for available solutions. Identifying sessions and vendors well in advance will ensure you can access insights and resources that best meet your district's needs.
Before making any purchase decisions, an ERP can help in better understanding resource allocation. An ERP system can determine any overlapping or duplicate resources and current adoption rates amongst staff members. After conferences, school administrators can use their ERP system to analyze the data collection. They can see how well different solution providers match the needs of their schools.
The administration can communicate with staff members about their conference attendance beforehand. In doing so, district leaders can receive input on what sessions and vendors would be most valuable to the classroom teachers and building principals. District leaders actively involving teachers and staff in the conference attendance process are more likely to develop a well-rounded and effective plan. Additionally, open communication can reduce resistance and ensure teachers feel supported in decision-making.
School administrators drive change based on the decisions they make. An ERP system helps them make the best decisions for their staff. Attending EdTech conferences is a wise investment for districts looking to improve student achievement and meet their strategic goals. By using an ERP solution to analyze data and make informed decisions, district leaders can maximize the value they receive from these events. This powerful needs-based and cost-saving tool allows administrators to confidently plan their conferences and make informed decisions about implementing new ideas and technology.
If you're new to Sparkrock 365, dive into our comprehensive guide to learn more about our K-12 optimized solution, built on Microsoft's cloud platform - Business Central. Discover how integrating HR management with finances, payroll, scheduling, and other key features can empower K-12 institutions to thrive. Explore the possibilities today!
Ah, June, that blissful time of year when students find it hard to sit still, and teachers eagerly anticipate the arrival of their well-deserved summer holidays. June can be a tough time for many reasons, and discipline is one of them. We often associate discipline negatively in schools, but let's not forget its importance.
Discipline helps maintain a safe and productive learning environment for both students and staff. Unfortunately, many teachers feel unsupported in this area, contributing to burnout and frustration. And with a significant increase in principal turnover in recent years, new administrators may struggle to establish and enforce effective disciplinary procedures.
The good news? There are ways for administrators to re-establish discipline and support their staff and students during these final days of the school year. Here are five strategies to help schools overcome that year-end slump.
Schools need proactive approaches to discipline, and they need to be consistent. Teachers should receive the support they need to manage classroom behavior, especially during the last month of school.
Discipline cannot be effective without the support and collaboration of all staff:
Educators play a critical role in creating a positive and supportive learning environment. When equipped with the right:
All personnel effectively respond to student behavior and misconduct.
A school's discipline policy is only as strong as the staff who uphold it, so we must give educators a seat at the table. Through collaboration, educators and administrators can come up with new and fresh ideas.
Each discipline style includes one common thread:
They're all rooted in empathy and understanding.
It's hard when the little indiscretions add up inside the classroom walls. Teachers can only take so much, but kids will still be kids. So remember that corrective action needs to be for empowerment, not retribution.
Let's take a closer look at those strategies:
Positive Behavior Interventions and Supports (PBIS) is a proactive approach to discipline. It focuses on teaching and reinforcing positive behaviors, rather than punishing negative behaviors. This includes:
PBIS reduces the need for punitive discipline by emphasizing positive behaviours and targeting support. This fosters positive learning communities, which perpetuates higher school morale.
But to create a PBIS program that is not "program rich, impact poor," administrators need ongoing training. With high teacher turnover and student behavioral issues, continued PBIS training is an investment with a huge ROI. That's because teachers cite student behavioral issues as a leading cause of their burnout. Since PBIS is an evidence-based practice, it's worth keeping it as continuous professional development for all staff.
Restorative justice practices emphasize repairing and restoring relationships rather than punishing. This approach involves bringing together the parties involved in a conflict to:
This empathy-driven approach builds better understanding and support. Some schools don't use this for peer-to-peer conflicts either. Restorative justice works well in repairing student and teacher relationships, too. For example, a teacher refers a student to detention or in-school suspension. Before receiving the consequence, there's a standard procedure. The school building principal can meet with both parties to discuss the incident. This promotes student voice and student agency. And it helps to mend the crucial student-teacher relationship. Restorative justice practices can create a more positive and collaborative school culture.
Trauma-informed care recognizes and addresses the underlying trauma that may contribute to a student's behavior. Many students carry the weight of the world on their shoulders. Sometimes school is the only safe place for them. So, they tend to lash out. Trauma-informed care creates a more supportive and inclusive learning environment for all students.
One in every five students at Henry County School District lost a family member to COVID-19. They knew they couldn't return to school with a business-as-usual attitude. That's why administrators applied ESSER III funds to create a new role in mental health. This is the epitome of responsiveness. Now students receive specialized support services through proactive interception instead of reactive punishments.
Mindfulness and social-emotional learning (SEL) are also important strategies for supporting students during their last month of school. Some state legislatures clash over SEL's presence in the classroom. Whatever you want to call it, student well-being intersects with student achievement.
Districts can drive SEL with ample student practice in:
Adams-Friendship Area School District is an example of successful SEL implementation. Teachers embed SEL throughout the school day. That way, they don't feel like it's outside their daily responsibilities. Students share how they witness conflict-resolution skills during recess and gym class: a true testament to SEL's impact. Mindfulness and SEL help students cope and manage their emotions and behavior. Students get concrete tools to communicate. As a result, it reduces the need for ineffective, punitive discipline.
Teacher recognition. School administrators can foster a positive school culture that emphasizes:
Administrators boost morale and motivation with genuine acknowledgment. Schools with happy staff are contagious. If everyone feels respected and supported, it makes the work joyful again.
One principal in Knoxville, Tennessee, wrote handwritten letters to each staff member's family. This principal wanted to share her appreciation while also acknowledging how hard their job is, how hard they work, and what a difference they make every day. This meant more to them than a casual Friday.
Healthy, supportive learning environments need responsive discipline strategies. Successful implementation of proactive discipline requires:
Collaboration helps everyone navigate challenges more effectively, ending the school year on a positive note. And by setting up these discipline strategies towards the end of the school year, administrators and teachers can ensure a smoother transition into the new one.
School administrators should evaluate discipline policies regularly to ensure effectiveness. First, define the goals and desired outcomes of the disciplinary plan. Then, follow evidence-based methods. Districts can maintain transparency and accountability of their discipline policies by reporting them to the public.
Education ERP software stands as a transformative tool in driving successful academic outcomes through improving organizational efficiency in educational institutions.
By integrating diverse functionalities into a cohesive system, Education ERP streamlines administrative tasks, strengthens financial operations, and empowers educators to make data-driven decisions, as well as keep their focus on the classroom.
Through embracing the power of Education ERP, educational organizations can better focus on their core mission — fostering a conducive learning environment that nurtures academic excellence and empowers students to thrive from the beginning of the year all the way to the end.
Sparkrock 365 provides a secure platform for sharing disciplinary updates, interventions, and progress monitoring, ensuring that sensitive information remains confidential and only accessible to those with the correct permissions. Our modern cloud-based ERP system promotes effective communication and collaboration among teachers, administrators, and staff members. By fostering improved communication channels, administrators can maintain consistency in implementing the new discipline strategy across the entire school community. Learn more now.
What happens when US public education experiences the most seismic shift of funds ever seen?
As school district leaders and administrators face the looming expiration of the Elementary and Secondary School Emergency Relief (ESSER) funds in 2023 and 2024, many are taking a hard look at their bottom line.
School administrators are much more selective regarding educational products and curricula. They want viable tech resources with high adoption and customer retention rates. With the unstable economy, teacher shortages, and expiring funding, districts have pumped the brakes on their heavy-handed pandemic spending. Schools must exercise even more discernment in how they allocate resources moving forward. An Enterprise Resource Planning (ERP) solution can assist school districts in being more than ready for the drying up of federal funds.
Congress passed three pieces of legislation due to the pandemic: CARES Act, CRSSA Act, and ARP. Each legislation has its own ESSER fund: ESSER I, II, and III, respectively. These funds must be obligated by September 2022, 2023, and 2024.
ESSER funds provide support to K-12 public schools. Many districts used ESSER funds to purchase technology for remote learning, improve air ventilation and filtration systems, and hire additional staff members. While it's not necessarily a shock to district leaders that these funds have an expiration date, they will need to begin planning now to:
With a recession, districts must tread carefully in using funds to pay for personnel. According to EdWeek Market Brief, educational consultants advise school districts to spend their funding sources on infrastructure and large, one-time costs instead of ongoing salaries and benefits for staff positions.
The best predictor of what's to come is to examine past funding cliffs in the wake of a cooling economy. This phenomenon has been around for a while, and districts have had to pull at their purse strings to bear the brunt of a funding freeze and recession.
During the Great Recession of 2008, many states experienced significant budget cuts, leading to many funding cliffs. Many schools struggled to maintain programs and services, leading to teacher layoffs and larger class sizes. New York state, for example, was forced to cut education spending, which led to widespread layoffs of teachers and school staff, larger class sizes, and program cuts. In 2009, the Rochester City School District laid off over 200 teachers due to budget cuts. These budget cuts and layoffs didn't end in one year, either. The New York City public school system made significant cuts in the following years, with a proposed dismissal of over 4,000 positions.
So what does this mean for public education in the next five years? Some dark days may be ahead without careful financial planning and school management. Thankfully there are resources to drive better decision-making for schools now. Most districts lacked the proper technology back in 2008; fortunately, that's not the case today.
According to a survey conducted by McKinsey, more than 90 percent of districts have yet to use even half of their funding. Based on this survey, they predict that:
"Nearly $20 billion in ESSER funds may not be obligated by the deadline because of various factors, including administrative hurdles, limited internal planning capacity, and talent and vendor shortages."
When making level-headed decisions with limited planning capacity, an ERP solution can help a great deal. ERPs help school districts plan strategically and efficiently by providing comprehensive, real-time data on the following:
This vital data helps school districts make empowered, data-driven decisions that optimize resources and allocate funding where needed most.
School districts can save costs and maximize outcomes by identifying areas where resources can be better aligned and used, including staffing, facilities, and supplies. An ERP solution can help school districts identify underutilized resources and optimize them to their fullest potential or help eliminate excess weight.
Financial planning becomes more effective with an ERP solution because all financial data integrates into one system. School districts can easily track budget and expenditure data and ensure well-managed finances. In turn, this helps them be better prepared for funding cliffs. Now they can efficiently manage their funds for optimal use. Additionally, with more significant financial insights, districts can plan multi-year budgets in the wake of financial constraints.
An ERP solution creates an environment where data is readily available and accessible. This data can inform financial decisions and resource allocation and identify cost-saving opportunities. With real-time data, administrators can readily view the financials and inform decision-making on fees, asset acquisition, construction, or other initiatives.
An ERP solution can automate repetitive administrative tasks such as contractor management, time-sheet management, and excursion approval. Freeing up valuable resources minimizes time-consuming, mundane tasks so administrators can focus on more impactful, strategic projects. The time saved on administrative work allows district leaders to invest in maintaining effective student engagement and educational programming, even during a funding cliff.
An ERP solution can enhance communication between schools, districts, and other stakeholders. School districts can use grant money management and communication tools to maintain, engage and communicate with organizations and alternative funding sources. Monetary efforts and goals can also be tracked and managed with these resources.
An ERP solution is a valuable tool that can help school districts prepare for funding cliffs. It allows administrators to allocate their resources more thoughtfully and strategically to have the greatest impact on any student's educational experience. Staff can see the real-time status of funding projects as improvements and additions are being managed, and these necessities can be prioritized with complete transparency. With the help of an ERP solution, educators and administrators can plan for successful, sustainable educational programming within their budgets, despite funding cuts.
In addition to these benefits, an ERP solution can also increase data accuracy and transparency, enabling more ethical management practices. This is especially useful in the face of tighter funding-- administrators can learn to do more with less. Employee retention climbs as benefits and features become more tailored to district needs. With dynamic planning, budgeting, and budget projection tools within an ERP solution, district management can make determinations that lead their school to success and sustainability.
As we look to the future, it's clear that ERP solutions will continue to play a crucial role in the evolution of education. These systems will further enhance in areas like fee payments, student management, facility management, and more.
The focus will likely shift towards developing more intuitive, user-friendly interfaces and incorporating advanced technologies like artificial intelligence and machine learning. This evolution will allow ERP systems to deliver more personalized, engaging, and effective educational experiences.
In conclusion, ERP solutions offer a comprehensive, efficient, and secure approach to managing the myriad facets of educational institutions. They not only help streamline processes but also provide valuable insights that aid in strategic decision-making. As these systems continue to evolve, they promise to drive significant advancements in the education space.
Whether it's a small school or a large educational organization, the benefits of ERP are undeniable. It's a tool that brings the most value to the table — a tool that is reshaping the future of education.
To help plan your next technology investment, read the in-depth guide to our product, Sparkrock 365. Let us take you through the benefits of integrating HR management with finances, payroll, scheduling, and the key features we've built to help K-12s thrive.