Building a HR Hub for Education in SharePoint – A podcast with Spencer Academies Trust

Looking to streamline HR processes and communication within your multi academy trust? In this podcast episode, Educational Technology Lead at the Spencer Academies Trust Josh Gibbs shares insights into how they transformed HR management at the MAT with a SharePoint HR Hub.

Watch the full podcast episode here:

About Josh Gibbs and Spencer Academies Trust

Josh is a long-time fan of SharePoint in Education, previously working with Cloud Design Box to lead digital transformation projects for several schools and trusts.

Currently Education Technology Lead at Spencer Academies Trust , Josh wants to bring his wealth of experience and knowledge to help the MAT address its pressing need for improved communication and management of resources.

Josh has been working with our Onboarding Consultants to help build the trust’s new HR Hub, and we take a look at it in action in this podcast.

Building a HR Hub in SharePoint

Centralisation of resources with a SharePoint HR Hub

The trust’s rapid growth has created a complex landscape where managing HR documents across multiple schools within the MAT became increasingly challenging.

With HR documents scattered across different schools, there was a clear need for a single repository to house all essential files, making it easier for central and school-specific HR teams to collaborate.

The HR team needed a centralised platform to store important and sensitive documents securely and efficiently.

Improved security

As HR handle sensitive documents such as contracts, payroll information and personnel files, the trust required robust security measures and their existing systems lacked the necessary controls to manage permissions effectively.

By transitioning from traditional network drives to a cloud-based solution, the MAT can now enjoy better document management, version control and backups.

Challenges to implementing a SharePoint HR Hub

While the vision for the HR Hub was clear, its implementation naturally came with its own set of challenges and Josh discusses these in the podcast.

Migrating to a cloud-based system

Moving from network drives to a fully online system is undoubtedly a significant shift for any organisation.

This migration involved consolidating resources into a single tenant, which required meticulous planning and execution.

Our solution: SharePoint’s robust security features

SharePoint was chosen for its robust features and compatibility with the trust’s cloud-based infrastructure.

Its ability to centralise resources, manage permissions, and provide easy access to documents made it the ideal tool for the HR Hub.

Managing permissions without compromising security

It’s crucial to ensure that only the right people have access to specific documents and the Spencer Academies Trust HR Hub was no exception.

The challenge was to set up a permission system that was both secure and easy to manage in the future.

Our solution: structured permission groups

Instead of assigning permissions on an individual basis, groups were created in advance based on roles within the schools and trust.

This approach ensured that permissions were applied consistently and securely.

SharePoint staff training and adoption

With staff members accustomed to the old ways of managing documents, training them on the new system was essential. The transition needed to be smooth to avoid disruption in daily operations.

Our solution: Comprehensive training programs

Recognising the importance of user adoption, Josh and his team are developing training materials, including video guides and text instructions.

These resources are aimed at supporting staff in transitioning to the new system and maximising its benefits.

The result: Spencer Academies Trust HR Hub in Action

Today, the HR Hub stands as a testament to the power of thoughtful planning and execution. It has transformed the way HR teams at Spencer Academies Trust manage their documents.

Centralised access

HR personnel can now access vital documents from a single, secure platform, reducing time spent searching for files and improving collaboration.

Enhanced Security

With clearly defined permission groups, sensitive information is protected, and only authorised personnel can access specific documents.

Backup and retention

The trust benefits from both Microsoft’s Office 365 backup/Disaster Recovery features, as well as their own external backups, ensuring that no document is ever lost.

The HR Hub is part of a broader strategy to leverage technology for better resource management across the trust.

Future plans for the trust include expanding the platform’s features and integrating more training resources to ensure all staff can make the most of this powerful set of tools.

Josh Gibbs’s commitment to bridging the IT-curriculum gap and driving digital adoption within the trust has paved the way for a more efficient and secure HR management system.

The HR Hub is a shining example of how thoughtful implementation of technology can solve real-world challenges and improve organisational operations.

Want to chat about SharePoint for your MAT or school? Get in touch with our team today.