How a Phased SIS Implementation Works: A Step-by-Step Guide

Embarking on a new student information system (SIS) implementation is a significant endeavour for any school, and careful planning is crucial for its success. One approach gaining popularity is the phased implementation method. In this blog post, we’ll take you through the steps of how a phased SIS implementation works, offering insights and practical tips to guide schools considering starting their SIS implementation soon.  

Step 1: Needs Assessment and Goal Setting  

Before diving into the technical aspects, it’s essential to conduct a thorough needs assessment. Identify your school’s unique requirements, pain points in your current processes, and the goals you aim to achieve with a new SIS. For example, your goals might include improving staff efficiency, streamlining enrolment processes, and enhancing communication with families.  

Track your supporting reasons in an organised fashion so you can come back to them later. This information will be essential as you evaluate potential vendors and search for a solution to your paint points. It will also help you craft and present a strong business case to your school council to get their approval and buy-in for a new SIS.  

Step 2: Select the Right SIS Solution  

After assessing your school’s needs, you can start shopping around. It’s not required, but many schools ask potential vendors for a request for proposal (RFP). This document outlines your feature requests and pain points, allowing the vendor to show how their solution can speak to each problem area.   

Ultimately, you want to choose a solution that aligns with your school’s goals, requirements, and budget. Ensure the vendor you select offers flexibility and scalability to accommodate your phased implementation approach. Collaborate with the SIS provider to create a tailored plan for your school’s specific needs. Veracross, for example, has successfully partnered with many schools in adopting a thoughtful, staged implementation strategy.   

Step 3: Define Implementation Phases  

Work with your SIS provider to break down your implementation into manageable phases. Start with the most critical functions, such as academics, and gradually introduce additional features and departments over time. Consider the order in which various departments will benefit most from the new system. The right SIS provider will guide you on the best process and timeline.   

For example, Veracross has led many phased implementations that prioritise academics first. This approach focuses on getting the SIS up and running in time for the new school year to begin. Once the academics function has launched, implementation can continue with other departments in priority order.   

Step 4: Project Kick Off  

Once your implementation plan is in place, kick off the project with a dedicated team that includes representatives from different departments. Define roles and responsibilities, establish a communication plan, and set clear timelines and milestones.  

It’s important to approach a SIS implementation as a collective team, not a department of one. Work with your SIS provider and colleagues to make sure everyone is sharing the load. A RACI or DACI chart can be helpful to keep everyone accountable and to organise roles and responsibilities.  

Step 5: Data Migration and Configuration  

The first step in your implementation will be migrating essential data from your old system into the new SIS. Work closely with your SIS provider to ensure a seamless transition. Together, you can configure the system to align with your school’s specific processes and workflows. With academics in mind, this might look like configuring your school terms, classes, timetables and academic reports for the upcoming school year.  

Step 6: Training and Adoption  

Next, you need to make sure your staff knows how to use your fancy new SIS! Your SIS vendor should provide training and help your team members get comfortable with the new system. Veracross offers training for each school based on their unique workflows and setup. This ensures your school can navigate the SIS effectively and allows for feedback about any concerns or challenges that may arise.  

Some vendors also provide ongoing support and training resources like Veracross University. This helps your team continue to improve their knowledge of the platform and make sure you’re making the most of your SIS!   

Step 7: Testing and Refinement  

You can’t launch anything new without testing it first. Before unveiling your new SIS, thoroughly test the system to identify and rectify any issues or discrepancies. You can then fine-tune configurations and workflows based on user feedback and real-world testing scenarios.   

Step 8: Go Live  

Once you’re confident in the system’s functionality and your staff’s readiness, it’s time to drop the confetti and go live with the first phase of your new solution. Be sure to monitor the process closely during the initial days to address any unexpected challenges swiftly.  

Step 9: Continuous Improvement  

Post-implementation, continue to gather feedback from users and assess the system’s performance. Make necessary refinements and work with your internal team and SIS vendor to prepare for the next phase of updates.  

The Benefits of a Phased SIS Implementation  

A phased SIS implementation offers a structured and strategic approach to adopting a new system for your school. Remember that every school’s journey is unique, so customise your approach to align with your specific needs and goals. By following these steps, your school can ensure a smooth transition to a more robust and efficient SIS, ultimately enhancing the overall educational experience for your staff, students and families.