From deeper insights into student performance and behavior to more efficient resource allocation, artificial intelligence (AI) has the potential to revolutionize K-12 education. District leadership knows it, as well. In the 2024 Voice of the Superintendent Survey, 97% of school superintendents said that schools must teach students how to use AI effectively and responsibly.
However, only 37% have a plan for incorporating AI instruction. Moreover, 96% of K-12 teachers in the United States have received no professional development or training on AI. This is in spite of earlier data that suggested 60% of school districts planned to have teachers trained in the use of AI by the end of the 2023-2024 school year. Many school districts are still unprepared to employ AI. Most are focused on tangible concerns such as staff vacancies, disruptive student behavior, and budgeting. What many don't realize is that AI could help them solve those problems — and that by embracing it, they could improve education for students, faculty, and staff.
In 2021, the global AI in education market was valued at USD$1.82 billion. By 2030, analyst Grandview Research predicts that it will reach at least $32.27 billion. Similarly, the wider EdTech market is expected to reach roughly $348.41 billion.
These numbers paint a very clear picture. Like it or not, AI isn't going anywhere. Instead, it will continue reshaping the educational landscape for years to come as it experiences meteoric growth.
Per a report released by the United States Department of Education, that growth represents a very good reason for school districts to begin exploring AI technology sooner rather than later.
"Urgency arises because of the scale of possible unintended or unexpected consequences," reads the brief." It is imperative to address AI now to realize key opportunities, prevent and mitigate emergent risks, and tackle unintended consequences."
Before educators can follow that advice, however, they must first understand the different ways AI is influencing K-12 learning.
Just a few decades ago, student assessments primarily focused on memorization and letter grades. Today, student assessment tools have a wide range of different evaluation metrics, including behavior, attendance, and history. Moreover, educators can provide near-instantaneous feedback to students, directing them as they learn. With AI, educators can take this a step further, creating dynamic scenarios and evaluating their teaching methods and materials through sophisticated algorithms. Through a process of continuous refinement, AI can even help school districts gradually develop entirely new assessment methods.
If there's one area where AI excels, it's in pattern recognition. Modern algorithms are capable of identifying patterns in massive quantities of data, many of which may be completely invisible to a human observer. From these patterns, it's possible to formulate accurate predictions on student performance and behavior.
By analyzing data such as extracurricular engagement, absenteeism, and assessment trends, an AI tool can warn a teacher that a student may be at risk of dropping out. The teacher can then proactively reach out to the student and offer their assistance. More sophisticated algorithms could even provide an educator with a recommended course of action — counseling for a student who appears to be displaying signs of emotional distress, for example.
It isn't just students that will benefit from AI in the classroom. Faculty has much to gain, as well. Consider, for example, that a recent survey by the Grattan Institute notes that teachers spend anywhere from three to ten hours a week developing lesson plans for their students. Imagine if, instead, they could simply outsource all that planning to an AI tool.
Per another study by McKinsey & Company, using technology such as AI in preparatory activities could cut the amount of time teachers have to spend on them by as much as 30%. Teachers can then redirect that time to student interaction and engagement. That doesn't even go into how much time educators could save by delegating assessment tasks such as grading to a purpose-built AI.
Because they're spending less time on busy work, teachers will consequently have more time and energy to direct toward their students — to the benefit of everyone involved.
AI can also play a significant role in faculty data management and professional development. From an administrative perspective, intelligent automation could streamline everything from scheduling and student attendance to basic data entry. Beyond that, administrators could use AI-powered chatbots to answer basic questions and assist with simple administrative tasks, freeing them up to focus on more complex work.
Back in 2018, for instance, Georgia State University incorporated the AdmitHub Chatbot. In just the first year, the bot answered over 200,000 questions. Now consider how much AI technology has advanced since 2018 — how much it's evolved in just the past year — and it's obvious why it's considered such a game-changer from an administrative perspective.
Far from answering basic questions about scheduling and enrollment, a K-12 chatbot could potentially manage the entire process from beginning to end. These chatbots could also be extended to faculty, providing information about benefits, scheduling sick days, and much more.
According to research published by the RAND Corporation, the most common way teachers use AI tools is to adapt instructional content and generate materials for their students.
Developing a generic lesson plan for an entire classroom is a significant undertaking on its own. Most teachers have neither the time nor the energy to create individualized lesson plans for each student. AI makes that a non-issue, but not in the way one might think.
Rather than rely solely on algorithms to generate personalized content, the most effective K-12 systems support the teacher in delivering that content themselves.
"The future of education," writes Kiddom Co-Founder and CEO Ahsan Rizvi, "Starts with teachers at the helm of the classroom, but they have a new partner. AI built and trained on high-quality education content and properly tuned for classroom use."
"This AI would understand student needs, which students are lagging, and who is outperforming," he continues. "It could alert the teacher and recommend quality materials it has discerned from other content to provide a remedy. [It is] no longer a point solution with a single benefit, but rather a platform that provides a holistic teaching and learning environment that empowers teachers to do all things more efficiently and effectively."
There's no shortage of fear, uncertainty, and doubt being spread about AI's role in education. About its potential to kickstart a new wave of plagiarism or the possibility that it might replace human teachers entirely. These fears are largely unfounded.
While there are risks to implementing AI in the classroom and the school district, they are nowhere near as significant as you might be led to believe. And they in no way erase the fact that AI is a true game-changer. Integrating AI into your ERP system enables better data analysis, resource allocation, lesson planning, and student engagement.
More importantly, it empowers faculty through self-service administration, easier access to their data, and automation of unnecessary work associated with everything from expense claims to vendor management. And in the process, it frees teachers up to focus on what's truly important — ensuring the best possible outcome for every student.
Ready to take the first step in seeing how an AI-enhanced ERP solution can reshape your school? Check out our free RFP template to get started.
To help our customers better understand the integration of Power BI with Sparkrock 365, we sat down with Oyindamola Badewa, Support Specialist Sparkrock. He shared his insights on how this powerful integration can benefit school boards and districts looking to improve their reporting tools.
Interviewer: "Oyindamola, can you help us understand the integration of Power BI with Sparkock 365?"
Oyindamola: "Absolutely. A lot of our school districts tell me that the integration between Power BI and Sparkrock 365 is one of many reasons they choose our system. It’s really powerful what they can do with their own data. Our reporting tools help them manage their financials, HR, payroll, and scheduling from one database which reduces a lot of friction for them.
Interviewer: "How does this integration streamline data handling, especially in Excel?"
Oyindamola: "Great question. In Sparkrock 365, finance managers can access real-time data using tools they’re probably already using today, like Excel exposing web services and APIs (Application Programming Interfaces) that allow external systems, including Excel, to interact with its data. This enables seamless integration and real-time data updates. Power Query, a data connection technology in Excel, is often leveraged for data transformation and loading. Users can connect Excel to D365 BC data sources, perform transformations, and load the data back into the ERP system.
This is a huge advantage, and it means they can get access to powerful reporting without having to learn a new tool, making their workflow much smoother."
Interviewer: "What about the advanced features of Power BI? How do they enhance this integration?"
Oyindamola: "Ah yes, this is where it gets interesting, at least for me...I’m a bit of a data nerd. The Power BI connector allows access to Business Central APIs. This means we’re not just relying on basic web services but tapping into a richer data source, which is vital for in-depth analysis in areas like finance.
Interviewer: "Oyindamola, integration of Power BI with Sparkrock seems very powerful. How does this specifically apply to different departments within K-12 school districts?"
Oyindamola: “For starters, Sparkrock 365 is an integrated system across Finance, HR, Payroll and Scheduling. That interconnectedness makes data very accessible and much easier to track spending across different programs as everything is tied back to the general ledger. Finance teams have a more accurate view of their budgets and spending across the different departments. Human Resources can now distill complex employee data, identify turnover trends and assess the effectiveness of their training programs. Payroll benefits from increased accuracy and efficiency through automated processes and robust cost reports available to them out-of-box. Scheduling provides the capability for you to reserve the times of approved absences. Booking employees for shifts that overlap absence periods is avoided. And we haven’t even touched on the custom reporting options.”
Interviewer: "That’s quite comprehensive. How would you summarize the overall impact of this integration?"
Oyindamola: The Power BI and Sparkrock 365 integration essentially empowers K-12 school districts with a 360-degree view of their operations. These tools don't just streamline existing processes—it enables a data-driven culture that fosters continuous improvement and strategic decision-making for educational leaders.
Interviewer: "Any final thoughts for our readers, especially those in K-12 school districts?"
Oyindamola: "Definitely. For anyone in a K-12 school district, embracing this integration means embracing efficiency and strategic decision-making. It's not just about data management; it’s about transforming how schools operate at a fundamental level. I would encourage anyone interested in exploring the full breadth of our reporting capabilities to reach out to a member of our Sales team to have a more in-depth discussion."
We thank Oyindamola Badewa for his valuable insights. If you have any questions about the integration of PowerBI with Sparkrock 365, please reach out to us directly – we’d love to chat!
To put it simply, the superintendent's role is highly demanding. When test scores don't quite meet proficiency, when a campus incident makes the news, and when layoffs increase, everyone looks to the superintendent.
Superintendents are responsible for the well-being and success of students and staff while overseeing school operations, challenging budgets, and policy implementation. It's no wonder the high stress and extensive workload have led many to burnout and leave.
With these significant responsibilities in mind, it's vital to proactively explore and prepare for what lies ahead for the superintendents who stay. Here are five challenges that superintendents in British Columbia face in 2024.
Recent data shows that despite increased funding for public schools in British Columbia, student performance has mostly stayed the same.
Between 2014/15 and 2018/19, spending on B.C. public schools rose by 15.4%, outpacing the growth in student enrollment, which increased only by 2.9%. Despite this increase in per-student spending, British Columbia's math, reading, and science performance has declined, falling below the national average of Canada in recent PISA results. This trend raises concerns about the efficiency and effectiveness of educational spending.
The disconnect between spending and student outcomes in British Columbia suggests that simply increasing the education budget is not enough. The province may need to reevaluate how these funds are allocated and focus on strategies that directly impact student learning and performance.
Special education numbers and costs continue to grow which means specialist teachers experience increased workloads. Clint Johnston, President of the B.C. Teachers Federation highlights the strain on educators under the current conditions: "Additional funding is really only going to keep up with the enrollment growth. So, it will perpetuate the same system we have right now and the same gaps that we're seeing now, just for more students as they come in." In other words, teachers, especially those in special education, cope with increasing demands despite insufficient resources. Johnston elaborates on the impact on teachers, pointing out that many of them "are finding each year more challenging... It's taking a toll on them. It's wearing them down."
Johnston's insights reinforce the need for more meaningful support in the education budget to address these growing challenges. In doing so, educators and students will receive the necessary resources to succeed.
Growing technology use in schools can lead to more vulnerabilities if districts aren't proactive and responsive in the wake and aftermath of cyberattacks.
The Okanagan Skaha School District experienced a significant cyber-incident, where unauthorized access to their information systems was detected.
The breach put personal information of parents and students at risk, and it showed the possible consequences of cybersecurity threats. Although there was no evidence of data misuse, the risk still remains: sensitive information can be exploited if not protected.
To address these vulnerabilities, there is a push towards modernizing districts’ IT infrastructure. Jon Rever, Assistant Superintendent of Central Okanagan Public School District, stresses the importance of updating systems for efficiency and bolstering security measures to protect sensitive information.
These incidents serve as a reminder of the critical need for up-to-date, secure IT systems in schools to prevent data breaches and safeguard personal information.
Certain BC schools have removed books like To Kill a Mockingbird and others from the curriculum, which sparked debates about censorship. Critics might argue that such actions limit students' exposure to diverse perspectives and critical historical contexts. Proponents may argue that their content is outdated or offensive and perpetuates harmful stereotypes or prejudices
The process by which books are removed or kept in curriculum raises questions about who gets to decide what is taught. This includes tensions between maintaining a respectful learning environment and providing literature that challenges students to think critically about complex issues that remain part of their education.
Superintendents need to navigate a fine line between protecting students from potentially harmful content without stifling teacher autonomy and student academic expression. These struggles highlight the complexity of academic content management. Superintendents must carefully consider the impact of literature on students' perceptions and the role of educators in shaping these perceptions.
The Employment Data and Analysis System (EDAS) introduces another layer to workforce management in British Columbia schools. This system demands detailed data collection, validation, and reporting of employment-related information from all school districts. The volume of data and ensuring its accuracy and compliance with regulatory standards creates challenges for superintendents and administrative teams.
EDAS plays an important role in strategic workforce planning by providing a comprehensive repository of employment data. This system supports decision-making processes by offering insights into staffing needs, trends, and potential shortages. It helps align human resource capabilities with educational institutions' strategic goals.
Although labour-intensive, EDAS is designed to support the efficiency of administrative tasks associated with workforce management. Centralizing data allows for more streamlined and informed bargaining, budgeting, and development initiatives across school districts. This structured approach aids in better resource allocation and planning. As a result, schools are prepared to meet their mandates.
Superintendents in British Columbia face difficulties, each requiring strategic insight and versatile tools to support management and student outcomes. Tackling these challenges isn’t easy, but solutions can help streamline processes, improve security, and support dynamic decision-making.
Sparkrock 365 is a helpful Enterprise Resource Planning (ERP) solution. ERPs are designed specifically for the unique needs of K-12 education. With Sparkrock 365, districts can optimize back-office operations, gain crucial insights into workforce management, and secure sensitive data against rising cybersecurity threats. As Ray Velestuk, Secretary-Treasurer/CFO for the Abbotsford School District, shared, introducing modern technology like Sparkrock 365 improves school administrators' ability to manage multi-million dollar budgets and strategic workforce development.
Sparkrock 365's ERP system acts as a proactive planner for superintendents. The ERP helps them cope with current challenges while positioning them to take advantage of future opportunities without hesitation. This system helps manage budgeting, finances, human resources, and compliance. It streamlines processes and provides a clear picture of the district's operations. With ERP technology, superintendents can improve their administrative efficiency and focus more on academic excellence.
Explore how Sparkrock 365 can support your district's operations and help you overcome the challenges of 2024 and beyond. Schedule a demo now.
School districts are no stranger to evaluations, whether it’s assessing its students, teachers, or administrators, performance reviews are a standard procedure in k12 school districts.
Education technology saw a huge surge in usage during and after the pandemic, but it was ironically left out of any kind of systematic evaluation. This left stakeholders to question the efficacy and impact of these technologies on student outcomes through their own standardization.
Though more common in private sectors and government services, outcomes-based contracts are relatively new in K12 education. Outcomes-based contracts link payment to vendors to specific, measurable outcomes rather than service delivery alone. In other words, EdTech solution providers don’t get a bulk of their payment until districts see results. These contracts help districts to have more confidence and security in their investments that directly contribute to student performance improvements.
Outcomes-based contracts focus on achieving specific, measurable results, which encourages vendors to deliver on their promises and directly benefit students. These contracts can lead to improved resource utilization and enhanced accountability for vendors and school districts, but they do come with their own set of challenges.
For K-12 district administrators, shifting to outcomes-based contracts means changing how they usually buy and implement school services and products. This is no small task, considering that procurement processes are already complex and time-consuming. However, precisely because so much effort goes into these processes, it makes sense to use outcomes-based contracts. By doing so, when administrators finally choose a service or product, they can be more confident that their investment will truly pay off (or not, in which case districts won’t have to pay) in terms of actual educational outcomes.
Typically, the most competitive bids come at a lower price tag, but price can’t be the only factor when making outcomes-based contracts. District leaders need ongoing evaluation and adjustments based on performance data–which is an additional job responsibility. That’s not to say it wasn’t before, but to initiate any type of results-oriented contract, district admins must have robust data collection and analysis systems in place.
Curriculum directors and superintendents must be able to handle and analyze large data sets, a process that is essential but time-intensive. A recent Stanford Student Accelerator report identified that while outcomes-based contracts improve teamwork and engagement, they also demand greater collaboration between procurement and academic departments—an increase in workload that not all districts may be ready to handle. The necessary infrastructure needs to be capable of precisely tracking, measuring, and reporting on metrics that are critical to the outcomes of these contracts. Lastly, district administrators must prioritize data-driven decisions and remain flexible to renegotiate contract terms to meet evolving objectives and challenges.
Use the following considerations with Outcomes-Based Contracts:
This can be challenging, but vendors and districts need to agree on what "success" means. For example, if districts say success is raising test scores, how much should scores go up to be considered a success? Be sure to consider variables that can also affect students' scores.
The data needs to accurately show how much students are learning. This means the data should reflect true learning, not just good test-taking skills or extra help from outside the classroom.
The tech used in schools doesn't unfairly help or hurt certain groups of students. For example, students from economically disadvantaged families might not have the same home resources as others, which could make some tech seem less effective than it really is.
Technology might show quick results in improving grades, but we need to check if these improvements last over time.
Bringing in new tech means teachers might need to change how they teach and might even need new training. This can be a big task that requires time and money.
Dr. Scott Muri of the Ector County Independent School District in Texas saw firsthand the benefits of outcomes-based contracts. Under these contracts, the district spent $12 million on virtual tutoring services, with payments tied to student performance improvements. Every vendor's goal was to improve student outcomes; however, only those whose services led to significant student progress received full payment. Other vendors, falling short of their targets, earned less. This approach fostered accountability and demonstrated a direct link between vendor payments and actual education gains. It’s setting a precedent for future contracts to focus on tangible results. Dr. Muri advocates for this model, and he believes it encourages better service delivery and accountability from vendors.
Sparkrock 365's ERP can support districts in managing the complexities associated with outcomes-based contracts. Here’s how:
| ERP Support | Benefit |
| Data Management & Reporting | Centralized data management facilitates easy access and analysis of information related to vendor performance and contract compliance. This supports data-driven decision-making and simplifies the monitoring of contract metrics. |
| Procurement Process Efficiency | RFP stage to final vendor selection, the ERP streamlines workflows, automates approval processes, and supports compliance with district policies. This reduces administrative burden and accelerates the procurement cycle. |
| Financial Oversight and Budget Management: | By integrating the ERP’s budget management tools, the system provides real-time financial data so districts can manage budgets effectively and align spending with performance outcomes. |
| Vendor Management and Evaluation | Creates a seamless vendor management with onboarding, performance reviews, scheduling, etc. This builds transparency and accountability in vendor relationships. |
Outcomes-based contracts could be the solution to help British Columbia (BC) school districts tackle important challenges.
BC has an opportunity to lead the way in making school learning better by using lessons from international examples of outcomes-based contracts. Through collaboration, school districts and vendors can find common ground in delivering impactful solutions to student achievement.
By using outcomes-based contracts, BC can make sure that the money spent on education really leads to better learning and results in schools. This method makes companies work in line with what the schools need to support education standards across the province.
Despite BC schools getting more money over the years, students' scores in subjects like math and reading haven't improved. This shows that just adding more money isn't enough. BC districts need to consider how to use the money differently to improve student performance.
Outcomes-based contracts could be the solution to solving this. These contracts offer BC districts reassurance that money spent actually helps students do better in school.
Outcomes-based contracts require school districts to rethink how they evaluate and use vendor solutions. While setting up these systems is important, the main goal isn't just to implement a new product. It’s to make sure that these investments lead to tangible improvements in how schools operate and support their students.
The integration of ERP solutions in managing outcomes-based contracts is a shift towards more strategic, accountable, and results-focused procurement in K12 education. Sparkrock 365’s capabilities enable districts to operate with greater precision, agility, and responsiveness. So district investments in education are both measurable and meaningful.
Ready to see how Sparkrock 365 can support your district's approach to procurement? Visit our website to learn more about our solutions and schedule a demo today. See how strategic investments can lead to tangible improvements with Sparkrock 365.
It's officially Request for Proposals (RFP) season when schools meticulously plan and execute their procurement strategies so they have the best resources for the upcoming school year.
Ask any school administrator: RFPs are labour-intensive. But they're also a critical component for districts. A well-crafted RFP is the difference between securing top-tier vendors that meet district needs or settling for subpar solutions that could hinder student outcomes and finances.
As K-12 districts seek to provide their students with the best resources and technology, procurement becomes complex. An Enterprise Resource Planning (ERP) solution like Sparkrock 365 can support the RFP process and help districts realize their goals.
Looking for something specific? Jump ahead to find exactly what you need.
Table of Contents
What Are RFPs and How Do They Help with School Procurement?
Tips for Building RFPs and Reducing Administrative Burden
How ERPs Support School Procurement While Simplifying the RFP Process
Features and Benefits of Sparkrock 365 for RFPs in K-12 Districts
Implementation's Over-Now What? How ERPs Help with Post School Procurement
School Procurement and RFPs Can Be Simplified with ERP Solutions
An RFP is a formal document issued by school districts to solicit proposals from potential vendors for products or services. It supports school procurement by making it competitive and transparent. By detailing the district's requirements, timelines, and evaluation criteria, RFPs help districts acquire high-quality goods and services that meet their needs.
Critical Benefits of RFPs in School Procurement:
Supports an open and fair process where all vendors have an equal opportunity to compete.
Helps in selecting vendors that offer the best value, quality, and service.
Establishes clear criteria and expectations, which can be used to hold vendors accountable.
Despite the benefits, creating and managing RFPs can take time and effort for school administrators.
Creating RFPs doesn't have to be overwhelming. Here are five tips to streamline the process and reduce the burden on administrators:
An RFP template saves time and reduces errors. It should include regulatory and district policies, specific criteria like IT compatibility, and any consistent elements across RFPs. For example, templates can be created for various purposes, such as EdTech, curriculum, food services, and facility maintenance. Specific components like school policy will likely stay the same, so standardization can significantly streamline the process. Using a well-structured RFP template promotes consistency and completeness.
Every RFP outlines requirements. Be as specific as possible about what the district needs. Vague or overly broad RFPs can lead to confusion and inadequate responses.
Allow sufficient time for vendors to prepare their proposals and for the evaluation team to review them. A good rule is to include buffer time to reduce friction.
Engage teachers, IT staff, and other stakeholders early to gather input and promote greater buy-in and adoption.
Leverage software tools to automate parts of the RFP process, such as issuing documents, collecting proposals, and tracking responses.
ERP systems like Sparkrock 365 offer a comprehensive solution to streamline the RFP process in districts. The ERP integrates various administrative functions into a single platform to simplify the procurement lifecycle.
Store all RFP templates, documents, vendor proposals, and evaluation criteria in a secure, centralized location. One location makes it easier to manage and access information.
Consider steps to the RFP process that can be outsourced to the ERP instead of a person. For example, the ERP can handle the distribution of RFP documents and the collection of vendor responses. Admins can also set up automated reminders for all critical deadlines and milestones. Automation keeps team members aware of upcoming tasks and deadlines, reducing the risk of delays. By reducing manual effort, admins can rest assured that nothing falls through the cracks.
Successful RFPs demand more collaboration between stakeholders. The ERP's built-in communication and sharing features get everyone on the same page.
Monitor the status of RFPs in real-time. Admins can use the ERP to track issuance, vendor proposals, meetings, follow-ups, and vendor selection. With up-to-date data and reporting, admins provide clear communication, transparency, and accountability throughout the process.
Use built-in analytics to evaluate vendor proposals based on predefined criteria. Most districts disclose their evaluative point system for vendors in their RFPs. The ERP can help administrators feel confident that decisions are data-driven and objective.
Sparkrock 365 integrates with existing calendar systems so all stakeholders can see the RFP timeline and plan for important meetings and decisions accordingly.
After the evaluation, Sparkrock 365 can help manage the negotiation process by tracking changes in terms and conditions proposed by vendors, ensuring that all negotiations are aligned with the district's objectives and compliance requirements.
Once bids are complete, vendors are selected, and implementation is complete, the real power of an ERP system like Sparkrock 365 begins to shine. Post-school procurement helps maintain the smooth operation of districts. Here are the ERP's functionalities:
Administrators can easily manage vendor relationships, track performance, and access historical data with a comprehensive vendor database. This centralized approach supports informed procurement decisions based on a solid foundation of information.
ERPs automate the requisition process, allowing for quick entry and approval of purchase requests. This reduces manual errors and speeds up procurement, so districts promptly have the necessary supplies and services.
ERPs provide intuitive budgeting and forecasting tools. Districts can maintain financial control and optimize resource allocation. Real-time tracking of spending against budgets means procurement stays within financial limits and supports strategic planning.
ERPs offer powerful reporting and analytics capabilities after implementation. Districts can generate detailed reports on procurement activities, analyze spending patterns, and identify opportunities for cost savings. Data-driven insights support more effective decision-making.
Compliance with regulatory requirements is essential for school districts. ERPs provide audit trails and documentation for all procurement activities, ensuring transparency and accountability. This helps maintain compliance and can be helpful during audits.
The data and insights an ERP system provides enable continuous improvement in procurement processes. Schools can regularly review and refine their procurement strategies, ensuring they remain agile, competitive, and responsive to changing needs.
With ERPs, districts can make their procurement processes work for them instead of against them. Ultimately, K-12 districts can significantly reduce the administrative burden associated with RFPs while improving the quality and efficiency of their procurement processes and lifecycles.
While the RFP process is essential for transparent and effective school procurement, it doesn't have to be a source of frustration. K-12 administrators can streamline the process, reduce workload, and make informed decisions.
Ready to simplify your RFP process and improve your procurement strategy? Download our free Sparkrock 365 ERP RFP Template today! This template is a comprehensive guide to what you should ask for and include in your RFPs, explicitly made for K-12 districts.
Download Sparkrock 365 ERP RFP Template
Where technology is concerned, many K-12 school districts seem to operate under an "if it ain't broke, don't fix it" mindset.
The problem with this mentality is that, in many cases, their technology is broken. Legacy education technology (EdTech) not only results in a frustrating experience for teachers and students but also creates a ton of other problems. When a school district opts not to upgrade or innovate, it sacrifices:
Dated technology also creates a significant burden on the IT department, which must spend considerably more time on administration and maintenance. IT staff have to deal with mounting technical debt alongside security risks, issues with data integration, and compliance challenges. What's more, they must frequently accomplish all of this on a shoestring budget.
So, what options do K-12 IT departments have? And what role is software playing in making the job’s of IT easier?
The right software platform can go a long way toward easing the administrative burden on a school district's IT department. Unfortunately, finding that software is often incredibly challenging. The core problem is that most vendors offer one of two things:
It's difficult to find a provider that offers the right balance of vertical features and an active development cycle. Fortunately, that's where Sparkrock comes in. We offer a broad portfolio of software solutions designed with the specific needs and challenges of K-12 educators in mind — everything you need to take the pressure off your IT department and support both administrators and teachers in delivering better, more fulfilling educational experiences.
Sparkrock's Edsembli Ecosystem is an all-in-one platform that seamlessly connects and consolidates your EdTech software. Through a single, intuitive platform, it unifies payroll, finance, human resources, and student record management, all while providing complete visibility of all operations within the district. Better yet, because it's delivered through a dynamic cloud-based model, Edsembli requires minimal hardware configuration.
Edsembli's secure cloud model also includes built-in compliance functionality, which we make sure is always up-to-date with changing rules and regulations. The platform also provides you with plenty of ways to manage data security, such as through granular role-based access and secure audit trails. The Edsembli Ecosystem is also fully modular, meaning that you can choose to install the entire Ecosystem or choose one or more specific modules:
Edsembli makes it easy to eliminate complexity from your school district's operations, keep data flowing between your departments, gain deep insights into both students and staff, and apply intelligent automation across multiple systems and processes.
With Edsembli, your district can finally retire legacy EdTech in favor of an enterprise resource planning (ERP) solution built specifically for education. Your IT team will no longer need to worry about maintaining and troubleshooting outdated systems. Instead, they'll be free to refocus their attention on other, more strategic initiatives.
They won't need to worry about maintaining Edsembli, either. The Edsembli Ecosystem is fully managed. We take care of all software maintenance, upgrades, and patches for you and will even work with your IT team to help you integrate the platform into your district's existing infrastructure.
On the user side, we've designed Edsembli to be as intuitive as possible, with multiple self-service features for its users. That means fewer unnecessary helpdesk tickets and less time spent on technical support. Moreover, because it breaks down data silos between departments, Edsembli also improves collaboration while minimizing errors.
On the security and compliance side, Edsembli is fully jurisdictionally compliant and also makes it easy to maintain and protect comprehensive student records, employee records, and digital documents. All data on the platform is protected by privileged secure access with extensive access controls. And due to Edsembli's built-in auditing, if anyone gains access to something they shouldn't, you'll be able to trace exactly how that happened.
Your IT team can also benefit from Edsembli's Financial Management functionality, tracking vendors, assets, and purchases and generating tailored reports on spending. Finally, Edsembli is built to be both reliable and infinitely scalable with a 99.9 percent uptime guarantee — so no more worrying about capacity or outages. It's available when, where, and how you need it.
Working in K-12 IT can be both challenging and stressful, but it doesn't need to be. With Sparkrock and Edsembli, you can finally give your IT department a break while also enabling both students and staff across the entire school district. More importantly, you can future-proof your school district, equipping it with a powerful, full-featured platform that evolves alongside the changing education landscape.
And all the while, you'll be achieving arguably the most important goal of all — delivering better, more successful education to your students. To learn more about what Sparkrock and Edsembli can do for your business, book a demo.
Like many families everywhere, parents in British Columbia are struggling with childcare. The long waitlists and priority given to siblings already in programs, leaves many families waiting for extended periods. This issue is pervasive, affecting countless families across the province. Despite the rapid development of new neighborhoods and high-rises, the necessary infrastructure—schools and childcare facilities—lags behind. Families moving into areas like the River District compete for limited childcare and school spaces, which only intensifies the crisis.
This lack of infrastructure affects vulnerable populations and the economy because it prevents parents from working. To address this pressing issue, three school districts—Chilliwack, Nanaimo-Ladysmith, and Nechako Lakes—will participate in an initiative to integrate before- and after-school childcare. However, this is no easy feat. An Enterprise Resource Planning (ERP) system can help districts implement childcare initiatives by creating a cohesive and efficient management structure.
The government of British Columbia is investing more than $2 million over two years in this initiative. This is a promising solution for creating accessible, integrated childcare spaces within public school systems.
More Community Support
Schools serve as community hubs, and providing childcare helps strengthen the relationship between schools and their neighborhoods. As a result, parents feel compelled to support district initiatives because of the stronger community ties. This is especially powerful during economic downturns and budget cuts.
Reduced Teacher Absenteeism and Turnover
Studies have shown that when businesses provide childcare benefits, such as on-site childcare, job turnover can decrease by as much as 60%, and employee absences can reduce by 30%. By providing childcare solutions, districts can better support their staff, many of whom are parents themselves. When administrators remove the stress of securing childcare for their staff members, it improves staff satisfaction and retention.
Integrated childcare also leads to increased productivity and employee satisfaction, directly impacting overall performance and reducing the costs associated with recruiting and training new employees. In the years to come, it will be interesting to see how integrated childcare affects recruitment and retention.
More Consistency, Less Behavioral Issues
Childcare in schools allows for a seamless transition between academic learning and extracurricular care. It creates continuity and promotes positive learning outcomes since children remain in a consistent, familiar environment throughout the day.
A cloud-based ERP like Sparkrock 365 excels in managing complex budgets and financial reporting, especially ones that require precise allocations. Overseeing the $2 million in funding demands precise tracking and usage by administrators. Expanding services will involve:
The ERP system offers budgeting tools, expenditure tracking, and financial forecasting. These tools help administrators feel confident their financial resources are maximized for long-term goals.
One necessary clarification is whether the province will fund this program across the board or if districts will bear a significant portion of the costs. It's essential to determine which budget will cover these expenses. This approach may be acceptable if the funding comes from general coffers or a dedicated daycare budget. However, blending these expenses with the general education budget could be problematic without the right tools. An ERP system supports administrators in managing complex financial allocations and providing transparency.
Sparkrock 365 streamlines the management of staffing needs, including hiring, onboarding, scheduling, and payroll for full-time, part-time, and contract employees.
The ERP also tracks professional development and certifications so districts comply and provide quality services. If the district's budgets include early childhood educators in the program, careful budgetary consideration is required to avoid overburdening existing education budgets.
With ERP functionalities, districts can make the most of school facilities for childcare without disrupting regular school operations. Yet, considerations exist regarding the impact on teachers and custodial staff.
Teachers need their classrooms for preparation and should have their space protected before and after school hours. Furthermore, the effect on custodial staff must be evaluated so that the use of facilities is manageable. The ERP can help administrators track the usage of school facilities, manage scheduling, and balance workloads.
With Power BI, district administrators can use data visualization tools to monitor and refine the childcare program. Potential dashboards might include:
Power BI tools will help administrators determine if scaling the program based on its efficacy and resource availability is wise. What happens next for these three districts will determine how British Columbia proceeds with integrated childcare. Data and a systematic approach will diminish any negative impacts on current school operations and staff and support a harmonious integration of childcare services within the district's framework.
Through initiatives like these, districts can gain insights on student engagement, parental satisfaction, and the effectiveness of integrated childcare services.
By aligning with provincial goals and regulations regarding childcare and education, districts can position themselves favorably for future funding opportunities. Regardless of whether your district is involved with this initiative or not, you can prepare yourself for when it comes. Proactively implementing ERP systems like Sparkrock 365 will empower your district to make the most efficient, data-sound decisions with any new venture.
Consider the potential of Sparkrock 365’s ERP solution in strengthening your control and school operations. Download our free guide or book a demo today to explore how Sparkrock 365 can support your district's goals.
Imagine facing a mandate to retroactively pay your employees by 2.75%. The government provides funds within 60 days; you must deliver payments within 120 days. This task involves precise calculations, legal compliance, and efficient fund distribution.
This became a reality for the administrators in Ontario last February when Bill 124 was declared unconstitutional. This decision mandated a cumulative 7.25% pay increase over three years.
Bill 124, formally known as the Protecting a Sustainable Public Sector for Future Generations Act, was introduced by the Ontario government to control public sector compensation costs. It capped salary increases at 1% per year for three years. While the government argued that this measure was necessary to manage the province's finances, it faced considerable opposition from unions and public sector workers, who saw it as infringing on their collective bargaining rights.
In 2022, the Ontario Superior Court of Justice ruled Bill 124 unconstitutional for violating workers' rights to free collective bargaining. The ruling led to its repeal and a wave of retroactive pay claims. Public sector employees, including teachers, nurses, and other essential workers, sought compensation for the wage increases they missed due to the cap. As a result, the Ontario government faced an estimated $6 billion in retroactive payments, a figure that could rise to over $13 billion.
Bill 124's repeal wasn't some magical overnight give-back to educators. It placed significant demands on payroll coordinators, Human Resources, and district financing. In fact, it's still an ongoing challenge. When Ontario Public Service delayed a 1% wage increase and related back-pay, it incited a grievance from AMAPCEO, further demonstrating how legal changes can create operational disruptions. Challenging situations like these call for capable systems that adapt to new legal realities and manage extensive back-pay calculations.
Retroactive pay calculations can become quite complex in public education because diverse employment types exist. Full-time salaried employees, such as teachers, often have different pay structures than part-time salaried staff, who may work fewer hours but still under a salary model. Furthermore, many roles are paid hourly, including educational assistants, custodians, bus drivers, substitute teachers, and cafeteria workers.
Each group may have distinct terms of employment, benefit entitlements, and overtime rules. Because of the various schedules and payroll, attention to detail when calculating retro pay provides accuracy and compliance with employment standards. Retroactive pay for a large organization reinforces why efficient ERP solutions help manage these complex payments.
What would have been a payroll nightmare, the Sparkrock 365 Enterprise Resource Planning (ERP) solution easily handled these challenges for districts. This is due to its retro pay functionalities; it gives school districts the capacity to manage back-pay with:
This feature allows organizations to track and maintain pay rates, including effective dates for various salary types. It supports mass processing, which is essential for handling large volumes of retroactive pay adjustments.
HR requests help organizations to manage retroactive pay on a case-by-case basis. This feature allows administrators to indicate when retroactive pay should be applied for accurate and timely adjustments.
The retro pay worksheet provides a dedicated area to load data, review processes, and execute payments. This tool allows batch processing and filtering flexibility, making managing extensive data sets easier. Administrators can review and correct data before processing it for accuracy.
Sometimes, overpayment happens, and employers need to withhold payment. This feature allows the division of retroactive pay into multiple periods to accommodate employees' preferences and financial planning.
Administrators need clear, easy-to-understand data for different payment structures. The status field tracks retro pay entries for more thorough reviews and easy updates.
Human Resources needs to be made aware of payroll changes. Having automated detailed change and retro pay calculations streamlines the overall process.
The repeal of Bill 124 mandated fast and substantial retroactive payments. Districts needed powerful yet flexible ERP systems capable of managing these requirements. Fortunately, Ontario districts already using Sparkrock 365 enjoyed the advantages of its integration with Edsembli HRP.
Sparkrock 365, already a powerful ERP tool in its own right, has been further strengthened by acquiring Edsembli, which integrates its sophisticated human resources and payroll functionalities. This combination has proven itself to districts facing retroactive pay adjustments in compliance with tight deadlines.
Edsembli HRP extends Sparkrock 365's capabilities by providing specific functionalities tailored to efficiently manage retro payments. Its 'STAT HOL 2 Retro Payments Guidelines' are a critical asset because it provides a clear and detailed framework for handling retro payments for casual employees.
This includes steps for creating comprehensive timesheet import files and applying the Bill 124 percentage increases accurately across multiple years.
With this integration, the systems offer:
Confirm all retroactive payments are calculated and disbursed within the mandated timelines.
Simplify handling vast amounts of data through batch processing and automation, which is critical for the extensive calculations required by Bill 124's retroactive payments.
Advanced reporting tools maintain transparency and give stakeholders detailed insights into the payment processes.
Advanced ERP solutions like Sparkrock 365 and Edsembli HRP allow school districts to be compliant, maintain employee satisfaction, and improve administrative efficiency.
During the legislative and financial overturn of Bill 124, Sparkrock 365 and Edsembli HRP demonstrated their worth to district administrators. Both have strong functionalities to support accurate and timely compensation. However, their true value is managing complex administrative tasks during significant change periods. After all, isn't that what an ERP is supposed to do?
Learn more about our ERP solution. Download our free guide or book a demo today to explore how Sparkrock 365 can support your district's goals and capabilities, especially during intense legislative changes and financial restructuring.
The one thing education could always rely on was change, and yet, in British Columbia districts, one trend remains unmistakably consistent: student enrollment numbers keep growing. This continual increase poses considerable challenges for K12 districts, especially when enrollment impacts government funding, staffing, and space allocation. Enterprise Resource Planning (ERP) systems offer a strategic solution to these challenges by helping schools manage resources and anticipate future space needs.
What happens when districts continue to see enrollment numbers grow to the point of overcrowding?
CBC News revealed a pervasive issue in British Columbia districts: the province only funds the construction of new schools once there is a sufficient number of students to justify the expense. As a result, every large, growing school district faces the same dilemma—how to accommodate an increasing student body with limited space.
When overcrowding happens in schools, it forces administrators to get creative. Many will try moving entire grades to another building or putting classes in a multipurpose room with dividers.
However, another way districts address their capacity issues is by installing portables or prefabricated structures.
Portables are a quick, cost-effective solution for immediate space needs. They are standalone units that can be easily installed and moved, making them highly flexible.
However, their use comes with significant drawbacks.
According to a report by CBC News, students have voiced significant concerns about portables. Students like Cassidy Holland at Goldstone Park Elementary highlight the lack of basic amenities in portables, noting how there are "no bathrooms." Narayan Nair, from École Martha Currie, points out accessibility issues, describing the difficulty of entering portables with crutches. These accounts emphasize some of the common problems associated with portables: they're small, lack proper ventilation, and create disparate learning environments for students at the same school.
The CBC News report shed further light on the reliance on portables across British Columbia. It revealed that more than 2,116 portables are in use, with Surrey having the highest number. This widespread usage shows the systemic nature of the overcrowding issue.
Prefabricated structures, on the other hand, offer a more sustainable solution to overcrowding. Unlike portables, these are designed for permanence and are built offsite in a controlled environment, allowing for higher quality, durability, and inclusion of amenities such as washrooms, air conditioning, and advanced ventilation systems.
Dave Riley, Executive Director of Surrey's Capital Projects Office, emphasized the efficiency of prefabricated additions, stating, "With prefabricated additions, we can build the classrooms in a shop while simultaneously building the foundation at the school – normally you have to do one after the other, but overlapping it saves time, and we can install the building as soon as the foundation is done."
The discussions in British Columbia and students' shared experiences call for more long-term solutions to address space needs and support the quality of education. Specifically, looking at data from districts like District No. 38, which projects that the portables they invest in now will need to be more by 2035, shows the urgency of developing infrastructure capable of accommodating more students sustainably.
An ERP system is a cloud-based program made for K12 school districts. School ERP solutions help to unify district finances, budgeting, payroll, and schedules. Having everything in one place gets different roles speaking the same language and using the same data. Because this data is always updated, ERP solutions can support the complexities of capacity issues in the following ways:
ERP systems provide a cohesive financial management platform, so funds are strategically allocated to where they are most needed—be it new constructions or necessary upgrades.
With capabilities to analyze historical data, ERP solutions offer accurate forecasting of enrollment trends. That way district administrators are empowered to proactively prepare for future demands instead of reacting to space shortages.
By integrating resource management across platforms, ERPs help districts get the most out of every asset, like classroom space and human resources, which is important in overcrowded settings.
By leveraging these ERP functionalities, school districts can address current overcrowding issues and lay a strong foundation for future growth and changes.
School districts in British Columbia are implementing several strategies to manage the challenges of overcrowding. ERP systems can bolster these efforts by providing integrated solutions for planning, management, and execution. Here's how:
Example: Anderson Elementary restricted French Immersion intake to manage future overcrowding. Tomsett Elementary restricted student intake in 2017 and 2018 to prevent the need for portables.
ERP Support: ERP systems can help manage and monitor enrollment limits effectively by providing real-time data on student numbers. This allows schools to make informed decisions about intake restrictions before reaching critical capacity.
Example: Cook Elementary underwent a capital seismic project and expansion completed in 2020 to handle overcapacity. Talmey Elementary planned an addition in 2023 to provide room for growth, and Brighouse Elementary is planning an expansion by 2025 due to new housing developments.
ERP Support: ERP systems can streamline the planning and execution of such infrastructure projects to ensure they are completed efficiently and within budget. They provide project management tools that track progress, manage costs, and secure resource availability for timely and cost-effective construction.
Example: Cook Elementary installed five portables to accommodate students beyond its capacity.
ERP Support: While portables are a quick fix, ERP systems can help districts plan better for temporary solutions by analyzing space utilization and predicting when additional temporary structures might be needed.
Example: Administrators are considering boundary adjustments to distribute student populations evenly across schools. Proposals for new school constructions are in place to accommodate long-term growth, particularly in areas projected to experience significant residential development.
ERP Support: ERP systems excel in scenario planning and simulations so districts can visualize the impacts of boundary adjustments and new constructions on student distribution and school capacity. Powerful visualizations reinforce strategic decision-making and future readiness.
Example: Each school has been incorporated into the district's five-year capital plan to address specific needs like expansions and upgrades based on projected enrollment and urban development trends.
ERP Support: ERPs offer comprehensive tools for long-term strategic planning. They integrate data from various sources to provide a holistic view of future needs and resource requirements. Unified data enables schools to align their capital plans with actual trends and projections to allocate resources where they are most needed and when.
By integrating ERP systems into their operational framework, BC school districts can enhance their ability to cope with current overcrowding and proactively prepare for future challenges. With strategic foresight in administrators’ hands, every student receives a quality education in an accommodating environment despite ongoing demographic changes and space constraints.
School District 23, serving the Central Okanagan area, was confronting the challenges of managing a growing and increasingly complex school environment. With a diverse population and a rise in the number of families it serves, the district's outdated ERP system was no longer capable of efficiently supporting their needs.
Jon Rever, Assistant Superintendent of Schools, chose Sparkrock 365, an ERP solution designed to integrate seamlessly into their existing Microsoft ecosystem.
Implementing Sparkrock 365 helped consolidate District 23's fragmented processes to strengthen overall efficiency—a critical requirement for schools experiencing growth. The ERP system also enabled more efficient workflows and improved security protocols. It gave the district the foundation it needed to handle increased operational demands with more control. Moreover, the ERP's ability to streamline processes allowed the district to focus more resources on strategic planning and less on manual tasks. Strategic priorities, instead of reactive ones, sustain efforts to manage spaces and resources more effectively during growth.
Various schools within BC are managing and planning for overcrowding. ERP systems can support these efforts. Because, having a holistic view of resource usage, capacity constraints, and future needs mitigates the quick solutions overcrowding causes. Instead, districts can incorporate sound decision-making and strategic planning—the core qualities of ERP functionalities.
District overcrowding requires ongoing infrastructure development to keep pace with demographic changes.
Are you prepared to meet the challenges of growing enrollment with more control and proactive responsiveness?
Discover how an ERP system can support your school district's approach to these challenges. Download our free guide or book a demo today and see the difference an ERP can make in your strategic planning.
Watch this webinar for a comprehensive overview of Sparkrock's complete ERP ecosystem, designed specifically for Western Province school districts. Discover how Sparkrock's ecosystem integrates seamlessly to streamline all facets of school administration - Finance, HR, Payroll, Scheduling, SIS, and more!
From onboarding new hires and managing benefits to payroll processing and reporting - in this session, you'll explore how our unified platform simplifies and enhances these administrative tasks. Ensure greater efficiency for your district while working with an ERP designed to be flexible for Western Provinces. Our team will present a live demo, highlighting our holistic approach to support everything from assigning positions and managing compensation, to providing robust employee self-service options.
Here's how Sparkrock's Ecosystem can benefit your school district:
This webinar is the second part of our webinar series. Be sure to catch Part 1, where we provided a detailed demo of our SIS platform and shared valuable insights from some of our customers. Watch Part 1 now using this link.