Introducing DocuWare: The Ultimate Solution For Multi Academy Trusts

Recently myself and Bob Fullam attended the MAT Strategy Forum to learn from the people who work in the industry about the challenges they were facing and how this would impact the future of the organisations and ultimately our children, as a father of two something which is quite important to me. When reviewing this over the last few days I made the decision to share my findings and hopefully get feedback from others who have experience in this area to understand your views.

So before attending the event I gave some thought to the audience and started with the obvious question, what is a MAT and why is it different? What a pandoras box I was opening there! However it soon became clear that the world of education is changing maybe even from the time I was at school (that makes me feel old) but it would seem Multi Academy Trusts will play a massive part in our Childrens lives moving forwards and often already are. This is due the model of bringing together many schools into a single management structure which is a principle we at DocuWare subscribe to quite heavily and is a great for all business to run and function. This is due to the ability to run multiple unique sites often spread across wide regions whilst simplifying the complex operational structures which would otherwise be almost unmanageable. So in theory what a great idea this is and it would seem that maybe the business of education has never been closer to the commercial world we are preparing our children for. It also seems that structuring in this way would allow MATs to centralise all of their Management and Administrative functions which in turn allows the educational professionals to do what they do best - deliver the very high educational standards our children deserve.

Ok so it felt like I was starting to understand why MATs exist and to fair in a pretty short space of time I was finding myself buying into the idea, a good start you may say. Well with this in mind and the closer connection to the commercial world I was finding led me to consider maybe there were more ways DocuWare would be able to help than I first thought. This is due to DocuWares ability to streamline and optimise administrative processes something we have been very successful doing within the commercial space since the late 80's. So with this in mind I have decided to share some of my thoughts of how a Multi Academy Trust would benefit from DocuWare and why it maybe should be part of every Trusts toolkit moving forwards.

1. Streamlined Document Management

Multi Academy Trust's by very nature handle a vast array of documents, ranging from personal student records and HR files to financial reports and highly compliance driven documents. These documents are often stored in various formats and locations which is something that makes access and retrieval much more time-consuming and prone to errors than it needs to be. In addition it plays to most valuable resource any organisation has, their TIME.

DocuWare provides a flexible, centralised solution for storing and managing documents. This allows staff from across the Trust to access important files from any location at any time of the day or night, which is particularly beneficial for Trusts that have schools spread across different regions. Additionally, the platform’s intuitive search functionality enables users to quickly locate not only the documents they are actually looking for but also any supporting information which may be beneficial, saving valuable time, effort and money which could be better used.

2. Improved Efficiency with Workflow Automation

Administrative processes can be complex when being completed at such scale, in some cases this is unavoidable but for many the pain can easily be removed. We will likely never get away from the idea that often there is a need to involve multiple stakeholders and approvers. Tasks such as handling staff contracts, student admissions, budget approvals, and compliance reporting can take up significant time when managed manually as they often are.

DocuWare offers flexible and robust workflow automation features that can streamline these processes and reduce repetitive tasks. For instance, when a new staff contract requires approval, DocuWare can automatically route the document to the relevant individuals, track the approval status, and send helpful reminders when necessary. This cheap and simple improvement eliminates bottlenecks and ensures that processes are completed efficiently, boosting overall productivity and in many cases saving the organisation thousands of pounds.

3. Enhanced Compliance and Data Security

MATs are required to adhere to strict regulations and rightly so, one of these regulations the General Data Protection Regulation (GDPR), which mandates careful handling of personal data. Ensuring compliance, especially when dealing with large volumes of sensitive information. This simple but hugely important subject can be extremely challenging due to the being the very nature of lots of educationally related documents and this is amplified when relying on paper-based systems as many MATs do.

DocuWare is designed with compliance at its core. It offers a secure environment for storing sensitive documents, with features such as audit trails, controlled access, and encryption to safeguard data. Trusts can easily set user permissions to ensure only authorised personnel can access certain documents. Furthermore, DocuWare’s audit capabilities allow MATs to track who accessed documents and when, providing transparency and accountability in the management of sensitive information in a complete document lifecycle. Often for the first time ever organisations have been able to demonstrate a clear and robust future strategy during Ofsted audits.

4. Cost Savings

Managing physical documents and paper-based workflows not only slows down processes but also incurs significant costs. From printing and storage to distribution and retrieval, the expenses can quickly accumulate, especially for larger MATs where some of the figures I heard were eye watering.

By digitising documents and automating workflows, DocuWare helps MATs significantly reduce these costs. There is no longer a need for physical storage space, and the amount spent on paper, printers, and other office supplies is dramatically reduced. Additionally, the time saved through more efficient workflows translates into lower labour costs, allowing staff to focus on strategic tasks rather than being bogged down by administrative work.

5. Seamless Integration with Existing Systems

I found for lots of people there was a common concern that when adopting new technology there was a fear on how well it will integrate with existing systems such as finance, HR, and student information platforms and if it will work the associated costs of making it work. The last thing any Trust needs is a new tool that disrupts established workflows or creates additional silos especially at high developmental costs.

DocuWare integrates seamlessly with many popular business and educational platforms. Whether a Trust uses Microsoft 365, SIMS, ISAMS, Sage, or other educational management systems, DocuWare can integrate with these platforms to ensure a smooth flow of data. This reduces the need for manual data entry and ensures data consistency across systems. However maybe best of all you can kiss goodby to those massive implementation costs because DocuWare has a streamlined and simplified process delivered by some of the very best Partners in the industry you can be assured you will be getting the very best services with great value for money.

6. Scalability for Growing Trusts

As Multi Academy Trusts continue to expand and take on more schools, the need for scalable systems becomes increasingly important. DocuWare offers a flexible solution that grows with the Trust. Whether a Trust manages two schools or twenty, DocuWare can handle the increasing volume of documents and workflows without compromising performance.

This scalability ensures that MATs can continue to provide high-quality education and efficient administration as they grow, without needing to invest in new document solutions each time they expand.

7. Collaboration Across Schools

MATs often face challenges in ensuring effective communication and collaboration across their schools. Different locations, varying schedules, and separate processes can create silos that hinder operational efficiency and teamwork.

DocuWare’s cloud-based platform facilitates seamless collaboration across all schools within a Trust. Staff can easily share documents, work on them simultaneously, and receive real-time updates, regardless of their location. This level of collaboration enhances teamwork and ensures that all schools within the Trust remain aligned and focused on common goals.

Implementing DocuWare in a Multi Academy Trust offers a range of benefits, from improving document management and automating workflows to enhancing compliance and reducing costs. With its functionality, scalability, and seamless integration with existing systems, DocuWare is an ideal solution for MATs looking to improve operational efficiency, ensure data security, and foster collaboration across their schools.

For more information on how the power of DocuWare can support your Multi Academy Trust in its future plans look out for our up and coming webinars where myself and Bob Fullam will be showing first hand examples of use cases and how they will practically work I your environment or contract me for a no obligation review of your current systems.

Andy Barnett

Regional Sales Director

DocuWare

07367347691