When upgrading their finance systems, education providers face many pivotal decisions. Since timing plays such a crucial role in ensuring a smooth and successful transition to a new system, the question of when to make the switch is one great importance. Traditionally, many schools and trusts have set their sights on September as the optimum time to go-live with new finance software. However, is this widely accepted September Go-Live switch truly the best time? Let’s delve into the pros and cons.
The September Conundrum:
With the new academic year beginning in September, the allure of a September Go-live date is undeniable. For many education providers, it seems like a logical step to synchronise the commencement of a new system with the start of the new academic year. This alignment not only streamlines financial processes but also ensures a seamless transition of software contracts and prevents overlapping expenses by starting a new contract after the previous one ends. Furthermore, going live before audit season begins offers schools the advantages of starting the new fiscal year on a solid footing.
Having said this, beneath the surface, a September Go-live date also harbours its own share of challenges. One significant challenge lies in the sheer busyness of September. As schools gear up for the new term, staff members are often stretched thin, and the transition to a new finance system adds another layer of complexity. Staff leaving during the summer months and can lead to recruitment gaps, exacerbating the strain on the central finance team during the crucial implementation phase. Additionally, training staff in the summer months leading up to September can also prove challenging with staff holiday absences leading to major disruptions to staff training sessions.
Provider Crunch:
Compounding these September Switch challenges is the reality of peak demand for software providers and integration partners during September. With many education providers aiming to go live at the same time, September becomes peak time for your integration partner or software provider. This may mean that there is limited availability for support or training sessions during the lead up to September and can sometimes result in delays. Opting for less congested periods, 2-3 months before September, offers the advantage of accessing resources more efficiently and securing adequate support for a seamless transition.
Beyond the Chaos:
Another consideration that is often overlooked is that added burden on finance teams of the upcoming audit season. With reports to finish and audits to prepare for, introducing a new software interface amidst this already stressful period might put even more strain on resources during the audit process. An ideal scenario would ensure that finance team are well-equipped and adept with the new system well in advance to minimise any disruptions or added stress during critical financial reviews.
ION's Expert Insight:
As specialists in financial transformation, here at ION we advocate for a nuanced approach to timing finance system transitions. Contrary to what many education providers usually aim for, any time of the year holds potential for a successful switch. While September may appear convenient, the reality of heightened chaos and resource constraints often paint a different picture. Our recommendation is to consider switching less congested 'business as usual' periods, such as Easter, for a smoother transition. The ideal time to switch finance systems would ensure that your new system is up and running and your new finance team is fully trained with the new software at least 2-3 months prior to September’s new academic year.
When considering the seasonal demand for new financial systems within the education sector, the best time to switch finance systems actually transcends the September tradition. MATs stand to benefit from strategic timing that prioritises operational efficiency and resource accessibility over alignment to the academic calendar. By embracing flexibility and foresight, education providers can navigate finance system transitions with confidence, propelling their financial management into a new era of effectiveness and resilience.