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6 signs your current technology isn't meeting your needs

Better efficiency for better outcomes: Why your school board needs a modern ERP

Your K12 school board operates on the principle that a system works better when it communicates effectively. But is your financial, HR, and payroll system letting you do that? Many older financial management systems don’t, and if you want to improve efficiency and create better, easier workflow, then you need a single platform Enterprise Resource Planning system.

ERPs are an all-in-one software for finance, procurement, payroll, HR, stakeholder engagement, and more. They reduce complexity and enhance reporting by removing barriers between departments so users have accurate, up-to-date information at their fingertips. Everything lives in one database, so users can drill down to get more detailed information without having to check a different program or pull a new report. They’re flexible in design and built to reflect individual organizational needs. But they also address a core set of issues you may already be familiar with.

Organizational challenges without an ERP


Conflicting information

Does your finance team have different FTE numbers than HR? Do you struggle to find the one true number? Legacy systems without a common database result in different numbers, making it almost impossible to reconcile.

Information delays

Slow legacy finance systems force delays in management decisions and reporting. They can leave you making decisions with partial information, leading to more problems down the line.

Inaccuracy and errors

Automated imports and exports between HRP and Finance systems only go so far. If integrations only connect some of the data, or don’t update often then you’ll require duplicated effort and manual adjustments. This inevitably causes errors and even a small mistake can lead to time-consuming corrections.

Inaccurate expense allocation

Manually splitting expenses between multiple departments and programs leave you unable to properly balance program budgets. When mistakes are made, they are often only corrected in one system, leading to conflicting information and time-consuming reconciliation.

Struggling to manage workforce issues

Management, HR, and Payroll need to manage the complexities of collective agreement compliance, resource allocation, and reporting requirements. Data siloes, manual and paper processes, and different requirements across locations, sites, job types, and unions often mean added inefficiency such as bottlenecks, human error, and mismatched data across systems.

Increased staff workload

Paper trails are great for hard copy backup, but they’re a nightmare when ensuring accuracy across multiple sources and systems – and outsourcing to get the job done can introduce its own set of errors.

How an ERP helps you


When every aspect of your organization works together, everyone benefits. The same is true of your finance, HR, and payroll system. ERPs are streamlining systems, and that helps you in multiple ways, because an ERP:

Provides a single version of the truth

No more inconsistencies or conflicts in your data – when all the information is in one database, it all leads back to the same source. That means less time reconciling and more time focusing on making the most of current resources.

Integrates multiple internal processes

ERPs eliminate duplication. What happens in Payroll impacts Accounting and on down the line, so when information processed in one department is immediately available to everyone, no one gets left out of the loop.

Presents a consistent user experience

Having to switch between multiple systems and applications to compile all the data you need is terrible for productivity. ERPs standardize essential tools to reduce confusion and training requirements, so everyone can use them with ease.

Operates in real-time

When every department can see changes as soon as you make them, your entire network can plan better for the challenges you face.

Empowers self-service

Streamlining and automating processes should extend to as many people in your organization as possible. That’s why modern ERPs enable end-users to submit information and resolve queries without paperwork, emailed PDFs, or calling the board offices.

Utilizes a common database across modules or applications

When you change data, it’s the same everywhere in your network. So when you need to compile that data, you can trust that it’s the right information.

Is an ERP right for my school board?


The financial health of a school board is largely driven by labour charges. People are your resources, and your financial management software should reflect that. Operating without an ERP does you, and your team, a disservice, because you need a system geared to your school board’s individual needs. At Sparkrock, we tailor specific K12 ERPs, including a ministry report function that’s always up to date. That’s why we’re the #1 solution in Ontario.

How can we help you develop a financial management and reporting system that’s perfect for you?

Download Sparkrock’s K12 ERP Buying Guide and let us show you a better way to bring your team together.

York Region District School Board

“We've seen Sparkrock grow as a company over the years and their response times are amazing. They listen to what we need and what we're looking for, and it's clear they have a dedication to being involved with their customers from their regular on-site visits.”

– Dan Reynolds, Senior Manager of Finance

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