Laying the Foundations of a Data Ecosystem :: HLT

With a background in Business Intelligence and extensive experience in system migrations and data architecture, I recognised the urgent need to lay down a foundational data architecture. This foundation is crucial for ensuring data quality and for setting the stage to harness data analytics, automation, and emerging technologies such as ML and AI, all aimed at boosting student outcomes.

The ultimate aim is to ensure that every initiative positively impacts student outcomes, which facilitates the need for a a reporting system that provides decision-makers with valuable insights. However, creating an effective reporting system goes beyond simply implementing software; it calls for a fundamental re-evaluation of our data foundations to guarantee accuracy and reliability at all levels. This realisation marks the beginning of our journey towards both technological integration and a cultural transformation within Harbour Learning Trust.

Background

This understanding led us to start from the basics, addressing the fundamental issues within our data architecture to support a more informed and effective decision-making process. Currently, our MAT navigates through challenges presented by the use of varied systems across different functions, further exacerbated by a dependency on paper records where it applies to an extent. This diversity in operations significantly complicates data analysis efforts. Starting from the highest levels of the organisation there is a need to adopt and nurture a culture of data-driven decision-making, and whilst this endeavour is acknowledged across mid and lower tiers the inefficiency of current processes often results in it perceived as an additional burden on top of their existing responsibilities.

This situation is further intensified by a prevalent culture of ‘fire-fighting’ adopted by the previous leadership, where being in a constant reactive state hinders effective communication and strategic planning. To transition towards a proactive approach, it is essential not only to shift this cultural mindset but also to revamp our operational strategies. Breaking down silos that block interoperability and addressing the issue of duplicated efforts among teams are critical steps towards achieving a streamlined, data-driven environment.

Implementation

The journey towards transforming our data ecosystem began with a careful planning phase, involving strategic consultations with both the board and stakeholders. Recognising the critical importance of this foundational work, we started a comprehensive exploration of industry practices and case studies through networking. This was also about understanding the ‘what’ and ‘how’ and also to grasp the ‘why’ behind successful digital transformations in similar and larger MATs and Federations. Such an in-depth analysis was instrumental in tailoring our approach to fit the present needs whilst keeping in mind the anticipated growth of our trust as well. To make sure we stay on track and have the best approach, this networking initiative is currently still, and will be ongoing to share best practices both ways.

Source System Connectivity

The first technical milestone was enhancing our source system connectivity. This goal stemmed from the realisation that our existing systems were a patchwork of functionalities that duplicated efforts and perpetuated data silos. Our approach encompassed two primary strategies: first, to phase out or upgrade legacy systems that fell short of our interoperability and data accuracy standards; and second, to adopt new systems that promised scalability and efficiency across other functions like Estates, HR, Finance and Governance, although this is a longer term project.

A pivotal challenge in this endeavour was the disparate MIS systems used across our primary and secondary schools, which lacked the MAT functionality necessary for streamlined data management. Transitioning to a unified MIS system became a priority, which promises simplified data extraction and also to enabling more agile and informed decision-making processes across the trust. After 5 months of preparatory works including market research, demo sessions, procurement exercise we are currently in the stage of adoption with a full implementation across the whole trust expected mid-year.

Reporting System Implementation

The selection of PowerBI as our reporting tool was a strategic decision influenced by its compatibility with our data ecosystem and cost-effectiveness. PowerBI’s introduction is phased, in parallel with the gradual integration of our new systems and the expanding availability of data. This stepwise integration ensures that our reporting capabilities grow in sophistication and utility, keeping pace with our evolving data landscape. Integrating PowerBI into our reporting framework is crucial for joining our evolving data streams and paving the way for predictive analytics capabilities. The phased integration also aims to refine our reporting system, making it increasingly intuitive and closely aligned with our changing business requirements.

Centralised Data Storage

Establishing a centralised data storage solution was the third pillar of our implementation strategy. Opting for a SQL server, we’re designing a system that consolidates public information by the DfE and also internal data, and at the same time is also scalable enough to support future data-intensive initiatives. This infrastructure is a base piece to our forward-looking strategy which needs solid foundations, anticipating the integration of advanced analytics, ML, and AI.

Continuous Cultural Shift

Throughout this process, an underpinning factor has been the cultural transformation towards embracing data-driven decision-making at all organisational levels While our advancements in technology are notable, the accompanying cultural transformation is of equal importance. This journey marked by both technological integration and a shift in mindset is bringing a new era for our MAT where we move away from data as a ‘nice-to-have’ to data as a driver for informed decision making.

Impact

The implementation of our data strategy has already begun to demonstrate significant impacts across our MAT.
By enhancing system connectivity and adopting a unified MIS, we’re seeing improved operational efficiency and more agile decision-making processes. The introduction of PowerBI as our reporting tool has enabled us to deliver actionable insights directly to decision-makers, creating a more responsive and informed educational environment. Moreover, the shift towards a data-driven culture is gradually transforming the way we approach challenges and opportunities, with preliminary data suggesting a positive trend in student outcomes. We are already noticing the change in approaches adopted with emerging tasks, with proactive principles taking roots in people’s mindset and in our culture as well. Availability of self-serving reports and having information at a glance are especially fuelling this transition at this stage.

Next Steps

As we build on the progress achieved, our focus shifts towards further enhancing our data ecosystem through the principles outlined above. The next steps involve deepening the integration of predictive analytics capabilities, leveraging insights to inform operational decisions, and also to tailor educational strategies to individual student needs.

In addition, we also plan to explore advanced data governance models to ensure data security, privacy, and ethical use as our digital landscape grows and evolves. Continuous training and development programs will be expanded to empower all staff members to utilise data tools effectively, creating a data-literate culture within HLT.

Conclusion

As we wrap up, it’s worth emphasising that implementing a data-centric approach goes beyond merely adopting new technologies. It’s fundamentally about nurturing a culture that appreciates and utilises data comprehensively. The strategic initiatives to improve system connectivity, introduce effective reporting mechanisms and create a centralised data framework have established a strong foundation for this change. Looking ahead, the trust is set for further innovations in analytics and tailored educational strategies. This journey highlights the transformative potential of data in enhancing decision making and reform educational practices for the better.