Blog · Data quality and reconciliation · Education
Why an education provider's coverage and renewal numbers depend on rolling schools, academies and legacy codes up to the entity that signs the contract, how to keep sites as a dimension underneath it, and the checks that catch a trust counted as ten small institutions.
An education provider's CRM usually has an institution record for every school it has ever sold to, plus the trusts those schools joined, plus a set of legacy codes from the last system. The renewal watch built on that data shows ten small renewals where there is one trust-level decision, and programme fit measured against ten partial pictures of one customer. This guide sets out the entity roll-up that fixes both.
Measure at the contracting entity. Explain at the site.
| Level | Example | Used for |
|---|---|---|
| Contracting entity | Multi-academy trust, district, university | Coverage, renewal watch, programme fit, revenue |
| Site | Academy, school, campus, department | Where the programme is used; contact detail |
Revenue, renewals and contact are rolled up to the entity. Sites are kept as a dimension so the account manager can see that eight of the trust's twelve academies use the programme and four do not.
Institution identifiers only.
invoiced revenue = Σ entities = Σ sites
And every site maps to exactly one entity. A site under two trusts, which happens when a school moves trust and the CRM keeps both, fails the second and is listed.
Before the roll-up, one trust as the CRM held it.
| Identifier | Name | Programmes | Renewal | Last contact |
|---|---|---|---|---|
| INS-2201 | Oakfield Academy | Core maths | March | 210 days |
| INS-2202 | Oakfield Trust | Core maths, English | March | 14 days |
| INS-2209 | Riverside School | Core maths | March | 400 days |
| INS-0887 | Riverside Sch (legacy) | English | ||
| … | eight more |
After: one entity, Oakfield Trust, twelve sites, three programmes, one March renewal worth £41,000, last contact fourteen days ago at the trust. The renewal watch drops nine phantom silent renewals. Programme fit is measured once, against the norm for trusts of that size, and shows the intervention programme missing at all twelve sites.
Contact logged at the site. A conversation with the trust's procurement lead logged against one academy leaves eleven silent. Log at the entity, or roll contacts up.
Legacy codes not mapped. The old code's orders vanish from the entity's history and the renewal date with them.
Automatic merging. Two schools at one address are sometimes two schools. List probable duplicates; let a person confirm.
Trusts that devolve buying. If academies sign their own orders, the academy is the contracting entity for those. Record the signing level on the order.
Mapped once, the institution master and the orders produce the entity roll-up, and the renewal watch and fit measures run at the level where decisions are made. Covirage builds this from the exports as they are. The education page describes the setup, and the programme fit guide covers the measures this hierarchy makes right.
The organisation whose signature is on the order: a multi-academy trust in England, a school district in the United States, a university rather than a department, an employer rather than a training site. It is where the renewal decision is made and where contact should be logged.
Then each academy is a contracting entity for those programmes, and the trust is a parent above them for reporting. The hierarchy has three levels, and the roll-up handles it as long as the level at which each order was signed is recorded.
Institutions with the same postcode or address under different identifiers, legacy codes from a migrated system, and academies whose name contains the trust's. The report lists probable duplicates for someone to confirm; it does not merge them automatically.