Beyond the Bottom Line: How New ERP System Improved Finance Workflow at Minnesota School District

Case Studies > Beyond the Bottom Line: How New ERP System Improved Finance Workflow at Minnesota School District

Grand Rapids Area Schools cuts cost and boosts productivity with Skyward’s Qmlativ

For years, Grand Rapids Area Schools in Grand Rapids, Minnesota had been making budget cuts, and every dollar mattered. As the district reviewed costs that it had the ability to reduce, the district’s financial software costs stood out as place where reductions could be made.

When Kara Lundin took the reigns as business manager at the district, she knew they needed a smarter, more cost-effective solution. Drawing on her 20+ years of experience with various other school finance systems, one ERP stood out: Skyward’s Qmlativ Education Management System.

"As part of a consortium with other Northern Minnesota districts, the previous fee structure was based on student count rather than actual support usage."

Finding a fair financial solution

Before implementing Qmlativ, Grand Rapids struggled with the cost associated with their previous system.

"As part of a consortium with other Northern Minnesota districts, the previous fee structure was based on student count rather than actual support usage,” explain Lundin. “Despite a year of discussions about potential adjustments, we weren’t able to get our needs in alignment with what the consortium was able to provide. Given our commitment to financial responsibility and equitable pricing, we decided to explore alternative providers that better align with our district’s priorities.”

With previous experience working with and enjoying Skyward, Lundin knew that Skyward’s next generation of software, Qmlativ, would be a great fit for Grand Rapids.

"While change is never easy, in the end I wouldn’t have done anything different, we saw Qmlativ’s benefits quickly."

Fast, focused, and future-ready

Transitioning to Qmlativ was a fast and intense process for Grand Rapids. The district signed their contract in mid-2022 and went live by January 2023, leaving just six months to make the change.

As with any major shift, the initial process had its challenges. After some trial and error with finding the right Skyward implementation team, flexibility and collaboration between both teams led to Qmlativ successfully transforming the districts’ business office.

“While change is never easy, in the end I wouldn’t have done anything different,” said Lundin. “We saw Qmlativ’s benefits quickly.”

"Overall, our staff have really embraced Qmlativ and its user-friendliness."

Fewer costs, more benefits

Addressing Grand Rapids’ main concerns with a new system — cost — Qmlativ has saved money and kept valuable resources.

“The lower cost of Qmlativ has allowed us to retain staff,” explained Lundin. “We’ve had to make cuts for six years, but since Qmlativ we were able to retain two members. It’s a great step in the right direction for our district.”

Apart from saving money and staff year after year, Qmlativ fits seamlessly into Grand Rapids’ long-term efficiency and paperless goals.

“Being able to attach documents to our receipts and journal entries has been fantastic,” said Lundin. “Qmlativ easily stores all of our paperwork in one place, saving us a lot of time.”

Time tracking has also improved significantly, moving from manual paper forms to a digital system that minimizes errors and simplifies payroll.

“Overall, our staff have really embraced Qmlativ and its user-friendliness,” said Lundin. “We have big dreams for what we can accomplish in the future.”

Fine-tuning for the future

Up next for Grand Rapids: continue refining their use of Qmlativ, especially their reports. Lundin also hopes to help other districts in Minnesota make their transition. With Qmlativ’s ability to share reports and best practices, she wants to be a resource for others considering the switch.

With Qmlativ in place, Grand Rapids has transformed its financial management, allowing the district to focus more on its long-term goals and less on budget constraints.