School data management: overcoming data fragmentation in schools

As schools adopt more digital tools and processes, managing information has become increasingly challenging. In many cases, data is siloed across multiple teams and systems, making it particularly difficult for staff to build a complete picture of students, families and whole communities. 

Patchwork squares with school icons

What is data fragmentation?

Headteachers tell us school data is fragmented and that trying to put the different pieces together into a cohesive picture is often impossible. This means early warning signs can be missed, challenges can escalate, money and time can be wasted and school resources risk being used inefficiently.    

This is what we call the patchwork problem. It is the gap between holding information and being able to use it effectively. This gap can make it difficult for staff to build a complete picture of a student, their family communication history and general community engagement. 

Two columns side by side, with the left hand column based on a red block with a thumbs down. On it, an individual is using a needle to manually sew together icons showing different aspects of school management. The right hand column is based on a blue block with a thumbs up, and on it is another individual using a sewing machine to easily stitch together a collection of icons showing aspects of school management

Learn more about the patchwork problem

Download our latest report to explore how the patchwork problem impacts schools and what leaders can do to streamline school data management. 

 

Download report
Report with pages spread open

Common sources of fragmentation

  • Parent communication tools

    Schools increasingly rely on a range of communication platforms to share updates, attendance alerts, behaviour notifications, newsletters and messages with families. But when communication is spread across multiple messaging tools, it becomes harder to maintain a consistent record of interactions. 

  • Activity management systems

    When activity management systems operate separately from other school records, schools can miss important insights into how students and families engage with the wider school community. Staff may need to manually cross-reference registers, consent forms, payment records and attendance data across multiple platforms. 

  • Asset tracking systems

    Many schools use separate platforms to manage assets such as laptops, sports equipment, library resources and more. While these systems are essential for resource management, they often sit outside of other school management tools. This creates gaps in visibility that make it harder to measure access to learning resources, track equipment loans or support inclusion initiatives. 

  • MIS and reporting tools

    MIS' often serve as the foundation for student and community data – but many schools also use additional tools to monitor attendance, progress, behaviour and engagement. As information is analysed across different platforms, end up maintaining multiple versions of the same data, creating a risk of inconsistencies and making it harder to find the most up-to-date information. 

How fragmentation impacts schools

When information is scattered across platforms, workload increases unnecessarily, data quality can be compromised and visibility can be reduced. This often leads to less informed decision-making and waning trust from school communities.  

  • Staff workload: when information is spread across multiple systems, staff spend valuable time switching between platforms to find the information they need to support students and their families. 
  • Data quality issues: when the same information is stored in multiple places, there's an increased risk of duplicate, inconsistent or outdated records. 
  • Reduced visibility: fragmented information makes seeing the bigger picture more difficult. Records of communication, attendance, safeguarding and wider engagement with activities may exist, but they’re not easily accessible to the right people. 
  • Poor decision-making: fragmented data means school staff are made to make decisions based on partial or incomplete information – or have to manually gather data from multiple sources. 
Large sewing machine putting together a patchwork

Learn more

  • 3 systems, 1 powerful view

    Combining 3 systems to create one single, powerful view of a student

    Read more Read more
  • Staff stood in front of a school surrounded by related icons

    How schools can improve teacher retention with connected school systems

    Read more Read more
  • Staff member surrounded by icons

    Schools and data: accessing the total view of the staff member

    Read more Read more

  • The importance of seeing the bigger picture in safeguarding

    Read more Read more

Moving towards a connected school data management strategy

As schools adopt more digital tools, information can quickly become siloed across teams, systems and processes. To avoid this, schools need to take a more connected approach to data management to ensure informed decision making, better communication and stronger community engagement. 

People putting together a patchwork

  • Single source of truth

    Do you know where all student, parent, staff and community data is stored? Can you be sure that there aren't any errors or inconsistencies? Start by identifying the data you already hold, then work towards a more centralised system where all relevant staff can access and update the same records. 

  • Better data governance

    Work towards implementing clear processes for how data is collected, stored and shared across the school. Factor in regular data audits, agreed ownership and consistent record keeping practices. 

  • Connected systems

    Review your systems. Do any of them collect and hold similar or related data? Do you use the same company for each system or a different company for each? From here you can start to prioritise ecosystems and integrations that talk to each other, saving staff hours on unnecessary data-related tasks. 

Creating a data-informed school community

A connected school community is built on trusted, accessible information. When data becomes easier to access and trust: 

  • Leaders make better decisions based on a more complete picture, rather than isolated data points 

  • Staff spend less time searching for information and more time supporting students, engaging with families and delivering positive outcomes 

  • Parents receive more consistent experiences, building trust, reducing misunderstandings and creating a stronger partnership between home and school 

Patches and a spool of thread by a person with a book

How we can help

  • Teachers and students all linked by one system

    Tes Engage

    Keep everything in one place with a tool that enables you to manage leaders, staff, students and parents in the same system. 

    Read more Read more

  • Tes Parents Meetings

    Boost parent engagement and save time while supporting staff wellbeing with our parent-teacher booking and meeting system. 

    Read more Read more
  • Teacher sat at their desk planning clubs and events

    Tes Clubs and Events

    Simplify your club and event management with easier sign-ups, centralised record-keeping and automated payment reminders. 

    Read more Read more

FAQs