What we changed and why
Initially, our design work focused on improving how ESFA funding information was communicated. We aimed to create a clear, easy-to-use space where academies and trusts could access and understand their funding allocation, making it easier to manage and plan their funding.
However, as we progressed, it became clear the complexity and inefficiencies in how funding statements are produced is a major barrier - not just to users but to the ESFA itself.
We shifted our focus towards improving the process of producing funding statements, particularly the General Annual Grant (GAG) statement, while keeping in mind how these improvements could be rolled out for other statements in the future.
This decision brought us back to some of the original, riskiest assumptions from our discovery phase, reinforcing the need for a more efficient, scalable, and automated system.
Returning to our original risks
In the early stages of our work, we identified key risks that could undermine our ability to improve funding communications.
These included the assumptions that:
- we can build a centralised automated system that can adapt and change when changes are made to on board new funding streams
- a centralised automated system can be effectively scaled and maintained to accommodate frequent policy changes
- creating flexible templates for guidance and calculations will reduce the time required to update information when policy changes occur
- internal processes can be improved despite policy constraints
These risks resurfaced as we examined the production process in greater depth.
Instead of focusing solely on making funding information easier to access and understand, we needed to address the underlying inefficiencies in how funding statements were created in the first place.
Aligning with our new problem statement
Our current focus is captured in the problem statement we recently developed:
The process for producing funding statements is inefficient, resource-intensive, and complex. Statements are generated using multiple systems and templates that require manual development and testing effort, making it difficult to drive improvements.
This impacts efficiency and scalability, highlighting the need for a more streamlined and automated approach.
We need a clear view of the issues, to explore ways to resolve them and enhance efficiency and long-term sustainability while ensuring providers receive funding statements quickly and reliably.
By addressing these core inefficiencies, we can ensure that funding statements are produced in a way that is not only more efficient for ESFA but also provides a better experience for academies and trusts.
Insights from technical discussions
To better understand the challenges and opportunities in funding statement production, we engaged with data architects and front-end developers who work on the statement process.
These discussions highlighted several key issues:
Multiple platforms and systems are involved
Data flows through various services, including the Funding Data System (FDS), Central Funding System (CFS), and downstream applications like MYESF and Business Central.
Manual intervention is required
The current system relies on templates that require ongoing maintenance and manual checks.
GAG statement production is a major pain point
With inefficiencies and high costs due to the complexity of calculations and funding lines.
Automation opportunities
Automation requires significant architectural change. While the front-end UI can display or hide values dynamically, deeper improvements depend on restructuring how data is handled.
Next steps
We are now focusing on:
- simplifying GAG statements by reviewing funding lines and calculations to identify areas where we can reduce complexity
- ensuring solutions are scalable so that improvements to GAG statements can be applied to other funding statements in the future
- working closely with technical teams to understand how existing systems and data flows can be optimised for efficiency
By shifting our focus in this way, we are tackling the root cause of the inefficiencies that impact both ESFA and its users.
While our original goal was to make funding information in general clearer, we now recognise that the best way to achieve this is by improving how these statements are produced in the first place.