Practical Advice for a Smooth Finance System Upgrade

Embarking on a finance system upgrade within an academy trust can seem daunting. However, with the right approach and mindset, it can be a seamless transition. Based on their own successful experience, Kemi Arogundade of Burntwood School in London, shares 6 practical ways to manage the upgrade process effectively

Strategic planning is your compass

Approach the planning phase as if you’re mapping out a route for a long journey. It’s crucial to involve all stakeholders from the start, akin to ensuring everyone in the car agrees on the destination before setting off. A detailed project plan acts as your GPS, guiding each step of the process and helping avoid any roadblocks or detours along the way.

Data preparation is the foundation of success

Preparing your data for migration is like packing for the journey; it’s essential to sort and organise everything you’ll need. Take the time to audit and cleanse your data, removing any inaccuracies or redundancies. This step ensures that you’re only bringing along what’s necessary and should make the transition smoother and more efficient.

Customise your staff training so it’s fit for purpose

Training should be tailored to the diverse needs of your team, much like customising travel itineraries based on individual preferences. Recognise the unique roles within your trust and provide training that addresses specific functions and responsibilities. This approach ensures that everyone can navigate the new system confidently, reducing the learning curve and enhancing user adoption.

Celebrate your milestones and recognise your progress

Acknowledging each milestone achieved during the upgrade process is important for maintaining team morale. Celebrate these successes as if marking landmarks along your journey, reinforcing the progress made and keeping the team motivated. This positive reinforcement really helped to sustain momentum and kept everyone focused on the end goal.

Embedding your new processes to ensure long-term adoption

Once the new system is operational, the focus shifts to embedding the new processes across the trust. This phase is about reinforcement and adjustment, ensuring that the new system is fully integrated into daily operations. Continuous training, feedback, and refinement are key to making the new processes second nature to the team.

Building in continuous improvement

After the initial excitement of the upgrade, it’s important to keep looking for ways to optimise and improve the system. Regularly review its performance, gather user feedback, and make necessary adjustments. This ongoing commitment to improvement ensures that the finance system continues to meet the evolving needs of the trust.

Our experience with upgrading the finance system was ultimately successful. While there were challenges along the way, maintaining a positive and proactive approach helped us navigate through them effectively. For those about to undertake a similar project, remember that strategic planning, thorough preparation, tailored training, and continuous improvement are your best tools for success.