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Category Archives: School Management Systems

School Management Systems – Looking For Nessie

The other day I blogged about School Management Systems, and why we love to hate them. Today I would like to look at the change management side of transferring from one system to another. Any change is threatening to staff: there is a double threat of increased workload, or of redundancy! This can lead to resistance. A new SMS can therefore loom large in the imagination as a shadowy threat that might or might not exist, a Loch Ness Monster of a thing! On the one hand it is seductive, but a vague sense of menace is never far from the mind.

But of course Nessie does not exist, and like a bad dream disappears as your gaze dispels the shadows! From the ra-ra-ra of the sales pitch, eventually comes the training. I must say that I have really enjoyed the training with Engage. I don’t usually plug proprietary products, but I will make this exception because it is germane to the discussion that follows. What sold me on the platform was its combination of ease of use and sense of enormous potential. This is an unusual combination. If you’ve read my thoughts on Moodle, a powerful Learning Management System often lambasted for being hard for teachers to learn, you will know that I believe that ultimately it is the power under the hood that gives a platform its traction. My hope for Moodle is that once teachers have got used to the idea of an LMS like Google Classroom, which is easy to use, but lacks functionality, they will slowly graduate to Moodle! With Engage I don’t believe this is a problem as it combines a very user-friendly interface with huge functionality.

Educational Technology and change are hot topics,but the relationship is often assumed to be unproblematic. Nothing could be further from the truth. By educational technology I mean hardware such as computers, tablets, paper, books and school buildings as well as software such as Moodle, PowerPoint or Excel. But I also mean processes. Crop Rotation is a technology, and pedagogy itself can be seen as educational technology.

A useful way of looking at how educational technology impacts upon process and decision-making, is to see them as either relatively hard or soft. Hard here means that it strongly determines the form processes take, while Soft indicates that processes are relatively weakly determined. For example the size of a school building strongly determines what kinds of activities can be conducted inside it. If a school hall can seat a hundred, but there are five hundred children in the school, full school assemblies are not able to be held in the Hall, but would have to be held on the Field, which can accommodate many more. Things like school buildings are not easy to change. Sometimes people try to do so by adding temporary partitions and the like, but generally speaking buildings, once erected tend to make other activities conform to them rather than the other way round.

Human beings, on the other hand, are far more adaptable. We probably owe the existence of our species to this. We are able to make changes quickly and effectively. When there is a time-table clash, for example, teachers are even able to be in two places at the same time, as anyone who has ever taught one class, and looked after a colleague’s next door, can attest. Pedagogy is thus a soft technology. Teachers will often change teaching method in mid sentence if they see that an approach is not working.

School Management Systems are relatively hard technologies in that they often determine a work-flow process or what decisions are possible. For example on a web-based form a required field might block an online application if the applicant cannot supply a value. The more flexible, therefore, the better. It is not ideal that decisions are driven by factors other than ensuring optimum efficiency. The core business of any school is education, and all activities should be subservient to that. Since logically pedagogy is the technology with the greatest effect on learning, all technologies within a school should be softer than pedagogy,

This is seldom the case. A Constructivist teacher timetabled to teach in a lecture theatre will find it hard to conduct student-centred lessons, and is much more likely to revert to Instructivist methodologies in response. This is one of the great contradictions of schooling over which even administrators have little control. Making sure that you are using the softest, ie. the most flexible School Management System is therefore crucial.

The quest for a soft SMS may well be chimerical, but should be undertaken nonetheless.

What sold me on Engage was thus a sense that it was far more flexible in its features than other SMSs, certainly than the one we are currently using, and that it has the power to conform to best educational practices rather than determine them. Much like Nessie this is a mythical beast many hope to find, and is well worth the quest!

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School Management Systems – A Necessary Evil?

Nobody loves their School Management System. It can never do everything you need it to do, and over time the things that get in the way of being more efficient somehow seem to get larger, and what you liked about the system begins to shrink in comparison. You begin to curse its name whenever a report prints with a sudden and random font face change, when not all the names in a class list pop up on your screen, or when random students are added to the netball team for no apparent reason!

img_20160927_115307So it was with some trepidation that I set out to attend a one day user group conference for our new School Management System, Engage. There’s nothing I like less than product sell presentations, so the prospect of a whole day of ra-ra-ra filled me with dread.

By School Management System (SMS) I do not mean a Learning Management System (LMS) such as Moodle or Google Classroom, although some SMSs include an LMS component. An LMS deals with classroom management, facilitating the storage of learning materials, assignment submission and online grading, discussion and feedback. School Management Systems, on the other hand deal with school management, attendance, administration, fees, asset control, reporting and so on. Not everyone makes this distinction, but I think it is important to differentiate between the two functions, even when they come in the same package.

Both are vital in the 21st Century school.There are still teachers who use paper grade books or hand-write their lesson plans, but increasingly one of the great benefits of using technology is to free teachers from some of the drudge of recreating learning materials. I remember when cyclostyled worksheets were the order of the day. Each year they had to be re-created. A computer allows materials that work to be edited rather than endlessly re-typed, allowing energy to go into creating new materials. Technology has also allowed text only resources to become more multi-media and interactive. One of the huge advantages of a good LMS is the ability to store these resources online within learning plans that can be edited and good to go in a much shorter time.

Similarly the advent of the SMS has revolutionized school administration. This is not something that I think about very often. As a teacher I have a very hazy notion of what goes on inside the school office. I know they answer phones a lot, and send messages out about how so-and-so will be late because their puppy died, and provide us with class lists and newsletters and stuff. But teachers are either in their classrooms teaching or whinging in the staff room, and seldom question the amount of school administration that supports work at the chalk-face.

This year I was asked to give up some of my classroom duties to become the systems administrator for our new SMS. I have suddenly had to learn a great deal about school admin as a whole, and hence the conference. Perhaps the most important factor to consider is the level of support that the SMS provider offers. Support tickets that go unanswered are the last thing you want, and a good Help Desk is worth any number of features. The main reason we decided to switch SMS was in fact the lack of support. This is not to say that the features offered by an SMS are not important. Of course it is. Much of the Engage User Conference dealt in fact with new features, some specifically developed for South Africa.

For many schools different software packages have been cobbled together to do different tasks. A School Management System really needs to be a one stop shop, integrating different features within the school. A prime requirement is to find a system which can replace different applications as seamlessly as possible. However, it also needs to be user-friendly so that even the most Luddite teacher can use it. It should be secure, and meet privacy requirements. This is a tall order, and might explain why levels of satisfaction with an SMS often fall after the honeymoon starts to wear off.

Engage manages to be both a user-friendly and a feature rich package which includes Accounts, Fees, Administration and Learning Management Systems. In presentations which whip through everything any software has to offer I have to admit to a certain inattention. It is all a bit bewildering. At this Conference we have a software developer from the UK skyping us on the big screen walking us through using the gradebook. What strikes me the most is the necessity of great flexibility to suit every school’s way of doing things. Schools are such wonderfully idiosyncratic places! In discussions over lunch we talk about the timetabling module. Each school has a different set of criteria. I feel for the software developers, having to try to satisfy so many different needs.

I am crucially aware of what awaits me trying to sell the changes to my staff, who are used to doing things on other systems. I have a feeling I will have my work cut out for me.

 
 
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