School Business Insider Podcast Summary Episode: Helpful or Harmful? The Promise and Pitfalls of AI for CFOs and SBOs
Host: John Brucato
Guest: Mary Ellen Norman
Release Date: June 17, 2025

1. Introduction

In this enlightening episode of ASBO International's School Business Insider, host John Brucato delves into the transformative world of artificial intelligence (AI) with retired school business official Mary Ellen Norman. The discussion centers on the dual nature of AI—its potential to revolutionize school business operations and the challenges it presents.

2. Guest Background

Mary Ellen Norman, a seasoned school business official, has dedicated her retirement to exploring AI's applications within the field. She has been a prominent figure at ASBO's annual conferences, AASA's AI summit, and various webinars, focusing on how AI can enhance facility management, budget storytelling, and executive decision-making. Mary Ellen has also authored articles guiding school business leaders on responsible AI integration.

3. AI's Evolution and Personal Reflection

Mary Ellen shares her journey with technology, reflecting on her early experiences with DOS, AS400 systems, and the Macintosh in the 20th century. She marvels at the exponential advancements in AI, emphasizing its current role as an indispensable tool rather than a distant future concept.

"AI isn't just coming, it's here. And it's time for school business leaders to embrace it."
— Mary Ellen Norman [00:01]

Mary Ellen also reminisces about reconnecting with her public library through AI, highlighting the enduring importance of libraries in providing accurate and vetted information.

4. AI Tools and Applications in School Business

The conversation covers various AI tools that Mary Ellen utilizes:

• Perplexity & Gemini: Preferred for their citation capabilities and research-oriented features.
• Copilot: Integrated within the Microsoft suite, offering broad AI functionalities.
• Fixer AI: Automates email organization and draft creation, praised for its efficiency.
• Notion & Zotero: Assist in data collection, article logging, and information sorting.

Mary Ellen emphasizes the importance of selecting the right tools to avoid redundancy and optimize productivity.

"You can start outside of that on your own time, but, you know, it can be consuming."
— Mary Ellen Norman [40:23]

5. Enhancing Budgeting and Financial Storytelling with AI

Mary Ellen details how AI can revolutionize budgeting and financial storytelling in school districts:

• Automated Analysis: AI can benchmark district data against industry standards, saving substantial time in data comparison and analysis.
• Empowering Staff: Encourages business office staff to engage with AI tools, fostering a collaborative and innovative work environment.
• Final Output Enhancement: AI assists in refining budget documents, ensuring they are comprehensive and effectively communicate financial narratives.

"That's where I really, in most of my presentations are always encouraging. Bring this back to your staff and have a conversation with your staff so you can empower them to do some of the data crunching."
— Mary Ellen Norman [20:30]

6. Challenges in AI Adoption Among Staff

Mary Ellen acknowledges the hesitation among school business officials and their staff in adopting AI:

• Nervousness and Trust Issues: Concerns about over-reliance on AI and maintaining data integrity.
• Training and Appetite: Varies among staff, with some eager to learn and others resistant to new technologies.
• Presentation and Learning Methods: The effectiveness of introducing AI as an experiment can influence staff willingness to engage.

"I think everybody's still a little nervous, right, because there we haven't quite come to a protocol or an accepted practice."
— Mary Ellen Norman [20:58]

7. Responsible and Effective AI Integration

Mary Ellen advocates for a balanced approach to AI adoption:

• Maintain Integrity: Ensure AI-generated information aligns with district politics and community standards.
• Human Oversight: AI should assist, not replace, the expertise of school business officials.
• Proofreading and Verification: Continual human review is essential to catch errors and maintain authentic communication.

"AI isn't replacing you, but it's saving you know, all those little emails over the course of a day or a week add up."
— John Brucato [14:53]

She also stresses the importance of using AI as a tool for growth and learning, encouraging officials to experiment and learn from both successes and failures.

"If you're doing a lot of writing is, and you want to have your voice, you know, maintained and retained."
— Mary Ellen Norman [33:52]

8. The Future Role of School Business Officials

Looking ahead, Mary Ellen envisions a future where AI automates routine tasks, allowing school business officials to focus on strategic decision-making and human-centric responsibilities:

• Automation of Routine Tasks: Freed-up time for higher-level analysis and planning.
• Enhanced Communication Skills: Vital for presenting budget reports and engaging with stakeholders.
• Human Judgment: Critical for interpreting data, making informed decisions, and maintaining community trust.

"There's still that integrity piece that you... you still have to know and be able to speak intelligently and confidently to provide your constituents some assurance that you have a command of the finances."
— Mary Ellen Norman [29:00]

9. Upcoming AI Presentations and Resources

Mary Ellen promotes her upcoming engagements to further educate and empower school business professionals:

• Webinar on AI for Facilities: Scheduled for May 29th, focusing on integrating AI into facility management.
• Proposal for Superintendent Discussions: Exploring the concept of a "third brain" and preparing for future educational environments influenced by AI.

10. Conclusion

John Brucato wraps up the episode by reinforcing the importance of embracing AI thoughtfully and responsibly. He acknowledges the rapid evolution of AI technologies and encourages listeners to stay informed and proactive in integrating AI into their school business practices.

"Thank you for tuning in to School Business Insider. Make sure to check back each week for your favorite topics on school business."
— John Brucato [44:57]

Key Takeaways:

• AI as a Tool, Not a Replacement: AI enhances efficiency and data analysis but cannot substitute human judgment and expertise.
• Responsible Integration: Maintain data integrity, verify sources, and ensure human oversight in AI applications.
• Empowerment Through Education: Encourage staff to engage with AI tools through experimentation and collaborative learning.
• Future-Focused Leadership: School business officials must adapt to technological advancements while preserving essential human-centric roles.

Notable Quotes:

• "AI isn't just coming, it's here. And it's time for school business leaders to embrace it." — Mary Ellen Norman [00:01]
• "If you're doing a lot of writing is, and you want to have your voice, you know, maintained and retained." — Mary Ellen Norman [33:52]
• "There's still that integrity piece that you... you still have to know and be able to speak intelligently and confidently to provide your constituents some assurance that you have a command of the finances." — Mary Ellen Norman [29:00]

This comprehensive discussion underscores the critical balance between leveraging AI's capabilities and maintaining the indispensable human elements in school business operations.