School Procurement: Start of Financial Year Planning Guide for Schools

01 April, 2026

Are you setting your school up to make the most of this year’s budget?

As the new financial year begins, schools and trusts are setting budgets, reviewing priorities, and planning technology investments for the months ahead. This period presents a key opportunity not only to allocate funding effectively, but also to identify cost savings and ensure you’re getting the best value from your IT and communication systems from the outset.

With increasing pressure on school budgets, reviewing services such as IT support, broadband, telephony, and safeguarding systems early in the year can reveal opportunities to reduce costs, improve performance, and future proof your infrastructure.

Here’s how schools can take a smarter approach to procurement at the start of the financial year.

Review Your Existing Technology Contracts

Technology and IT services are fundamental to day to day school operations. However, many schools remain on legacy contracts that no longer offer the best value or performance.

The start of the financial year is the ideal time to review your current provision, including:

IT support contracts
Connectivity solutions
Cloud telephony and communication systems
IT equipment and devices
Network and cyber security solutions

Key questions to ask include:

When do contracts expire?
Are you paying for services you no longer need?
Are there newer, more cost effective solutions available?
Is your current setup meeting the school’s needs?

Reviewing contracts early in the year puts you in a strong position to plan ahead and unlock cost savings.

Avoid Automatic Contract Renewals

Many school technology contracts automatically renew unless reviewed in advance. This can result in schools remaining tied to outdated services or pricing that no longer reflects the best value.

By assessing contracts at the start of the financial year, schools can plan ahead for renewal points, explore alternative options, and avoid being locked into another cycle unnecessarily.

Taking early action provides greater flexibility, improved performance, and better long term value.

Take a Proactive Approach to Procurement

Reactive procurement can often lead to higher costs and rushed decisions. Starting the year with a clear plan allows schools to take a more strategic approach and secure better outcomes.

Creating a simple procurement plan allows you to:

Prepare for upcoming contract renewals
Allocate budget for future upgrades
Assess supplier performance
Explore alternative solutions

This proactive approach ensures spending aligns with both immediate needs and long term strategy.

Identify Opportunities to Reduce Costs

Many schools are unknowingly overpaying for technology and communication services. Early review and benchmarking can help identify opportunities to improve value throughout the year.

Common areas where schools can reduce costs include:

Replacing legacy phone systems with cloud telephony
Reviewing broadband contracts
Consolidating multiple suppliers
Upgrading ageing infrastructure

Modern solutions often deliver improved performance while reducing ongoing costs.

Use Early Planning to Future Proof Your Technology

Start of financial year planning isn’t just about allocating budget, it’s also an opportunity to ensure your school’s technology is ready for the future.

Schools are increasingly reviewing their:

Network infrastructure
Communication systems
IT support provision
Cyber security measures

Making improvements early helps ensure reliable, secure systems throughout the year while avoiding unexpected costs later.

Align with DfE Digital and Technology Standards

When reviewing technology, schools should also consider the Department for Education’s Digital and Technology Standards. These provide guidance on areas such as network infrastructure, cyber security, and connectivity, helping schools build reliable and secure technology environments.

The start of the financial year is an ideal time to assess whether your current provision aligns with these standards and plan any necessary improvements.

Utilise Procurement as a Strategic Opportunity

When approached strategically, procurement becomes a powerful way to improve efficiency, reduce costs, and strengthen your school’s technology environment.

By reviewing contracts, planning ahead, and exploring modern solutions, schools can ensure they are getting the best value while supporting staff, students, and daily operations.

How Tel Group Can Support Your School

At Tel Group, we work with schools and multi academy trusts to review their existing technology provision, identify cost savings, and implement reliable, future proof ICT solutions. Our team helps ensure your school is getting the best value while supporting long term operational needs.

We can support you with: