Data analytics in education is not just about efficiencies, it has the power to improve outcomes and ensure every child is achieving their potential.

In my role, I have the distinct privilege of meeting with and working closely with many of our education clients to see first-hand how they use our solutions to improve the life chances of the children and young adults that pass through their doors. They do this by focusing on individuals and ‘knowing’ – not ‘guessing’ – what is happening with their learners, by using data to drive early interventions with students who might be at risk of going ‘off the rails’. It can be inspiring to listen to them talk.

No one working in education today decided to do so just to look at spreadsheets of student performance data. However, being able to understand the data, spot the patterns, trends and, sometimes, hidden stories within it is a key skill for just about everyone working in education today.

When I was a fresh-faced deputy headteacher in the late 1990s, few schools understood how to analyse data. All this has changed, and school, college and university leadership teams are now awash with data. And, while many use our solutions to analyse and ‘slice and dice’ the data to turn it into actionable information, to explain what is happening at establishment, year, class/subject or individual student level, I still come across locations where data is often siloed, lacking standardisation and incomplete.

The situation becomes even more complex when multiple locations, campuses and groups of schools or colleges are involved, and an aggregated view is required. Add in a requirement to compare how your school, college or university is doing compared to others and it’s easy to see why education data managers (a very important breed of person in educational establishments these days) never have a quiet moment. The days of the late 1990s are gone – schools, colleges and universities have to be data literate to survive and thrive in today’s world.

Using data and technology to drive educational improvement

What makes us different to many ‘EdTech’ companies is that we create management information software and services that support the learning journey from nursery right through to higher education. It is quite possible that a learner’s record will reside in a solution provided by Capita from their first visit to nursery until the time they graduate from college or university.

This gives us a unique ‘all through’ perspective on the approach taken to management of data by those working in education today and the common components of a successful approach to data management within a school, college or university. And, over the years, I’ve noticed four things that educational organisations that are successful with data do well:

Get strategic

Agree what data your institution will collect, with what frequency, and how it will be used. In a recent two-part guest blog on our AGILIT-e site, Martha Horler, an expert on data and higher education, gives practical advice on writing a data strategy – advice that is useful for schools and colleges too. Andy Youell, writer, speaker and strategic data advisor, has also written a great article for us on the subject too. 

Use the technology you have (or get what you need)

Use the full capability of your student management information solution, which should have in built capability to show you data as interactive dashboards, ‘drillable’ reports, a library of key data analyses and alerting systems that tell you when things change. These are areas of functionality we focus on with our SIMS (schools), UNIT-e (colleges) and AGILIT-e (university) software solutions. If you put the data into systems like ours – you want them to tell you something important in a way that you do not have to spend too long looking!

Provide easy access where it matters most

Put the data in the hands of those that can do most with it, and do not just keep it hidden behind the doors of the establishment’s management offices. Our data analysis tool, SIMS Discover for schools, ensures teachers can easily access and ask questions about their students, while the SIMS Parent App puts data in the hands of parents, right where they want to see it – on their phone – so they are kept fully in the picture in relation to their child’s progress. Similarly, in FE colleges, solutions like Student Advantage and Staff Advantage put the data where it can have the greatest impact – in the palms of the staff and learners themselves.

Don’t act in isolation

Make sure you understand your institution’s data in context and not in isolation (although that’s important too). Consider how you compare to those establishments like you and against national benchmarks. If that data shows you are different, either positively or negatively, ask why this could be?

The road ahead for education data analytics

Data and analytics are areas with many buzzwords: big data, data lakes, machine learning, artificial intelligence, and so on. Advances in data analysis techniques and technologies such as software bots and voice assistants mean we are on the cusp of a revolution everywhere, not just in education.

Think about the next time you buy something online. You’ll see ‘people who bought that also bought this’, or ‘48% who looked at this went on to buy that’, or ‘recommended for you’.

Now, apply that experience to education data in schools, colleges or universities and what might happen?

Systems will soon be telling us things like: ‘Did you realise that, based on her current pattern of attendance and results, it looks like Philippa will drop out of her university course next term’ or ‘did you know that Lauren has been absent from school the last four Mondays in a row and this absence pattern is shared by Andrew, Natalie and Chetan’.”

Similarly, how far off are we from being able to say: Hey, (Alexa / Siri / Google) – what is the likely outcome for our GCSE resits and A level results this year in maths, and what actions should I take now to improve them?’.

At Capita, we think that future is just around the corner and we are moving quickly in that direction.

Helping the school day run smoothly with smart data management


Helping the school day run smoothly with smart data

Organisations run better when everyone has a clear and complete picture of what's happening.

Our solutions


Education services

Capita works in partnership with schools, academy trusts and local authorities to provide specialist expertise, ensuring every child and young person receives a good education.

Find out more

Education and learning

Capita’s education software, management support systems and school support services are empowering teachers to give every young person their best opportunity to succeed.

Find out more

Data and analytics

Our data and analytics services sort through vast amounts of information to help companies boost brand loyalty, improve organisational structures and increase sales.

Find out more

Thinking about your organisation?