Challenges
- Lack of communication & consistent processes as district grew
- Disorganized departments with time-consuming workflows
- Difficulty working across teams because systems weren’t synched
Solutions
Results
- Improved communication & more consistent processes
- Increased workflow efficiencies & implemented automations
- Simplified processes with an integrated finance & HR solution
Northwest Independent School District is a tight-knit K-12 district. It’s the kind of place where everybody seems to know each other. But as the district grew, managing workflows, processes, and payroll became a real challenge.
They now have 30 schools, over 25,000 students, and around 3,000 employees. Before adopting an integrated finance, HR, and payroll solution, communication and standardization were lacking. It was clear they needed a modern solution to support their growth.
With disorganized, time-consuming processes slowing everything down—from hiring new employees to handling payroll and contract renewals—they knew it was time for a better way of doing business.
The need for an integrated K-12 business software
District leaders knew their teams needed consistent workflows and processes, so they could focus on the most important aspect of their job: supporting student success. Julie Meek, Director of Data Services at Northwest ISD, says, “We put kids first. That’s our mission here. The more we can streamline our processes, the more we can focus on that every day.” However, most processes were manual and relied on the personal knowledge of their long-serving staff. In many cases only one person knew how to operate a given system, and they struggled to divide up responsibilities across teams as the staff grew. This meant manual processes took too much time to complete and introduced the potential for errors. They needed a business operations tool that would integrate across their edtech ecosystem to share data and support every team—from teachers and administrators to HR and finance teams.
They wanted to simplify it all, so the district sought a single solution they could integrate with their existing software tools to support all teams. It had to be easy to learn and use, and it needed to offer secure, online access to tools, files, and real-time data—making it easy for every team to complete tasks anywhere, anytime.
Turning to PowerSchool eFinancePlus for district operations
Meek and her district found their solution in PowerSchool eFinancePlus. eFinancePlus is an integrated finance, HR, and payroll solution that shares data across functions and can automate various workflows—completing operations faster and ensuring accurate, real-time data. For Meek, online workflows made everything easier, a fact she says has been especially important this year with work-from-home protocols due to COVID-19. Now the team can access the same workflows from anywhere. And if someone is out of the office, they can still easily approve a requisition. “It’s huge not to be tied to your desk or your computer,” says Meek. And with standard process and data all in one place, the team doesn’t need to hunt down information across multiple systems.
The integration of eFinancePlus with tools used for hiring, student registration, and teaching students delivers consistent workflows and ease of use, according to Meek. “It enabled us to create this web of connections that supports everybody.” For example, when a new teacher is hired through PowerSchool Applicant Tracking, it’s easy to move their information into eFinancePlus, which then enables the new teacher to access PowerSchool eSchoolPlus and prepare for their first day in the classroom, even while working from home or around their schedule before school starts.
It’s now much easier for their teachers, HR, and finance teams. Plus, automations within the workflows save time across the board.
The next step for the district is paperless supply orders for all staff members. Using eFinancePlus, Meek says this will be one more way their new solution will help make everyone’s jobs easier, while also supporting efficient use of both time and financial resources.
Real-world results with an integrated K-12 business operations tool
With consistent processes and an integrated tool in place to help them handle an increasing volume of work and resources, Northwest ISD is poised to keep their focus on student success as the district grows. Meek says she’s proud of the way her district streamlined and automated workflows across the district, from offices to classrooms. “My team is here to help everyone succeed in their job, that’s how I see it,” says Meek. Getting her job right means everyone accomplishes their goals.
The district now hires and onboards employees faster, enjoys an easier contract renewals process, and can provide workflow consistency even as they add new staff and, eventually, new buildings to their district. Most importantly, everyone gets to spend more of their time supporting students—and that always makes it a good day.