Helping Godalming College see the bigger data picture

The challenge

Godalming College initially approached us for a review of its in-house database and reporting environment. The college wanted to understand whether the underlying database was contributing to concerns around reporting consistency, confidence in data and access to management information. This was particularly important as the college was preparing to launch a new staff portal project to improve how staff access data and reporting across the organisation.

Over the years, Godalming had developed a sophisticated in-house database that supports most of its operational activity. This approach had given the college flexibility and had served it well, particularly during the Covid pandemic when learning delivery had to change quickly. The system is also integral to supporting key processes and statutory returns.

However, as reporting needs became more complex, the college was experiencing growing challenges around confidence, consistency and ease of access. What first appeared to be a question about whether the database was fit for purpose became a wider question about how data was understood, managed and used across the college.

Solution

We proposed a broader discovery exercise rather than reviewing the database in isolation. This ensured there was a comprehensive understanding of the wider data landscape, including systems, reporting, data transformation, governance and organisational capacity.

We interviewed staff from across the college, including senior leaders, directors of faculty, support functions, pastoral leaders and core administrative data users. This was followed by an on-site review of systems, reporting and database architecture, supported by focused time with the data and development team.

The findings showed that the underlying database was fundamentally fit for purpose. It held the data needed to support core college operations and continued to provide value. The review also recognised the strengths of the college’s technical team and the benefits of a flexible in-house approach.

At the same time, we identified that the issues affecting confidence in data were not caused by a single technical failure. They related to a wider set of conditions, including how requirements were prioritised, business rules were documented, data quality was assured and how roles and responsibilities were understood. The review also highlighted how much activity depended on a small number of key individuals.

This reframed the challenge. Instead of asking only whether the college should replace, rebuild or improve the database, the review helped Godalming see that sustainable progress would depend on creating the right conditions around it. That included clearer communication between teams, better visibility of data and development activity, and a more structured approach to managing improvement.

Impact

The review gave Godalming greater clarity than it had initially expected. It confirmed that the college had strong foundations to build on, but also helped senior leaders see the scale and complexity of the work needed to make data more trusted, accessible and sustainable.

This has created space for a more constructive conversation. Rather than seeing the database as “the problem”, the college now has a clearer view of the broader activity required to support better use of data. That includes strengthening governance, improving documentation, reducing single points of failure and creating clearer routes for prioritising development work.

The work has also supported the staff portal project. The portal remains an important opportunity to improve the staff experience of accessing information, but the review highlighted that usability alone will not be enough. For the portal to have long-term impact, it will need to be underpinned by trusted data, agreed definitions, clear ownership and reporting processes that meet both operational and strategic needs.

One of the most valuable outcomes has been the shift in perspective. What began as a targeted request to review the database became a broader understanding of how people, processes and technology need to work together. This has given the college both the evidence and the energy to move forward with a more sustainable and strategically aligned approach.

Emma Young, principal, Godalming College said:

“We initially approached Jisc because we wanted an independent assessment of our database, but this work has looked beyond the technology to give us invaluable insight into our wider data environment. It helped us to have a much clearer understanding of our strengths, our priorities, and the steps needed to build a more resilient and trusted data environment to support our strategic priorities.”

Looking ahead

Godalming is now using the findings to inform a wider programme of data and digital improvement. Next steps include strengthening accountability, agreeing definitions for key measures, improving documentation, building resilience across the data and development function, and aligning this work with the staff portal project.

The review has provided a practical roadmap for improvement. More importantly, it has helped the college move beyond a narrow technical question and towards a shared understanding of what is needed to create a more trusted, resilient and confident data environment.

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