Education Resourcing System

The Education Resourcing System (ERS) will replace the IT system currently used to calculate funding for early learning services and schools. The ERS technology will improve the way education providers apply for and receive their funding, and access their funding-related information.

Overview

  • The current resourcing system we use is more than 25 years old and will be replaced by 2020.
  • The ERS will calculate operational funding for education providers; it is not related to teacher payroll payments.
  • The ERS will automate funding application processes and enable better access to information online.
  • The ERS will reduce paper and manual resourcing processes.
  • The ERS is being delivered under current funding policy with the flexibility to easily adapt to future funding policies.

Reason for the change

The current system we use for calculating funding is more than 25 years old and requires a lot of paper and manual processing.  The ERS will be a modern, future-proofed system that will reduce the compliance burden related to funding processes.  Education providers will be able to use the system to apply for funding, and access resourcing information for their organisation.  The Ministry will use it to process funding requests, and to calculate payments.    

The current system also does not allow us to easily implement new policy. The ERS will have in-built flexibility to apply new funding policies and make system changes more efficiently. It is being developed based on current funding policy.

Improving resourcing processes

At the moment, many education providers apply for funding using paper forms and receive paper payment advice notices.  Manual data entry and processing of funding applications is then done by the Ministry. 

For these education providers, there will be an interactive online tool for submitting funding applications and accessing resourcing information.  This means:

  • Funding applications will be able to be done online
  • Applications will be processed automatically, where they are complete and correct
  • Information can be attached to online funding requests
  • The status of each application can be tracked within the ERS
  • Payment advice notices will be made available online

The introduction of the ERS will not affect the way education providers receive their funding.  Only the technology used to calculate the funding and the way funding information can be accessed will change.  It is not related to the payroll system, so it won’t affect the pay that teachers receive.

Staff at early learning services and schools who are involved with funding processes currently will still perform the same tasks, but in a different way.  

Payments covered by the ERS

The ERS will calculate funding for early learning, school operational grants, school staffing entitlements, and learning support.  Funding types that fall within these categories will be processed electronically. 

For education providers who already apply for funding online (via another system e.g. ELI), there will be no change to submission processes.  The ERS will use this information to calculate the payment.

Other submissions of information from education providers to the Ministry that aren’t funding-related applications will not be changed by the ERS.

Timeline

The ERS will be introduced to the sector in stages, beginning with one funding type for early learning and one for schools.  This will enable us to test our processes and assess how the system works in practise before we introduce the broader spectrum of funding types through the ERS. 

We are first improving the Additional Relief Teacher funding (for sick leave and jury service) and Playgroup Operational funding processes, which are currently paper-based, manual processes.

Online requests for Additional Relief Teacher funding will be able to be made from quarter two of 2018.  Other school funding types will be transitioned to the ERS during 2018, ready for schools to use in 2019.

Online requests for Playgroup Operational funding will be available to all playgroups from mid-2018.  Other early learning funding types will be ready for the sector to use progressively from mid-2019.

All ERS funding components are planned to be delivered to the sector by 2020.

Working together

The Ministry has a programme team dedicated to delivering the ERS, working alongside our technology vendor.  As well as many specialist advisors throughout the Ministry helping to ensure the system works for all users, sector representatives are being involved to provide advice on specific funding types and test the new processes.

Benefits of the ERS

The ERS contributes to the Ministry’s strategic goals by supporting our ability to better tailor and target our resourcing, and allowing for more effective collaboration and decision making.  The ERS also supports our stewardship role in keeping the learner at the heart of education and will give us greater visibility of our investment in education.

The ERS gives us better access to more comprehensive resourcing information, and improving funding modelling and forecasting.  The flexibility of the system will also mean we can implement new operational policies at a reduced cost and quicker than before, and better assess the effect of these changes.

The ERS will create efficiencies that will improve administrative processes for education providers.  The Ministry will be able to be more responsive, both in terms of sharing resourcing information online with the sector, and being able to make quicker system changes and make decisions about funding requests. 

 

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