The education sector is about to experience another wave of change in its Management Information Systems (MIS) as thousands of schools will shortly be required to transition from their legacy MIS platforms:

• ESS has declared that this summer will be the last term schools can conduct the Summer Census using SIMS 7, encouraging schools to move over to the newer SIMS Next Gen system.
• Similarly, Arbor has announced that it will discontinue ScholarPack and Integris in February 2026, explaining that they will move all schools currently using these systems to Arbor’s MIS.

As suppliers move schools onto newer or alternate MIS, now is the perfect time to step back and evaluate the entire market. With some systems being discontinued, schools have an opportunity to reassess their needs and explore alternatives. There may be a more cost-effective, feature-rich, and better-suited solution out there that can deliver even greater value. It’s worth taking the time to explore all your options before committing to a new system.

This blog explores how schools can successfully evaluate, select, and subsequently make a smooth and efficient transition to a new system.

The Importance of Starting Early

One of the most common mistakes schools make when transitioning to a new MIS is waiting too long to start the process. Starting early gives schools time to explore their options, engage with suppliers, and develop a clear plan. Here’s why early preparation is essential:

• Avoiding Last-Minute Stress: Waiting until the last minute to switch can lead to rushed decisions and poorly executed migrations. Starting early allows for a smoother transition and reduces the risk of disruption to day-to-day operations.
• Involvement of All Stakeholders: The success of an MIS transition depends on the involvement of key stakeholders, including IT staff, school leaders, school business managers and admin teams. Starting early ensures that everyone has a chance to provide input and that their needs are considered.
• Sufficient Time for Training: A new MIS often comes with a learning curve (albeit a much smaller learning curve than in previous times!). Providing ample time for training ensures that staff are comfortable with the new system before they rely on it for critical tasks.
• Commercial Points to Consider: Make sure you understand what’s required from a commercial perspective. Schools have the freedom to choose their MIS, but they must comply with all relevant regulations. The Department for Education’s updated guidance from March 2025 outlines key commercial considerations for selecting the right system; review it carefully to ensure your MIS procurement process is on track.

Recommendation:
Start conversations with your team and MIS providers early on to understand what the transition will entail and how to set realistic expectations for each stage of the process.

Key Considerations for Choosing an Effective MIS: Flexibility, Value, and Community Support

As you consider your options during this transition to a new MIS, it’s important to reflect on the broader needs of your school community. In our previous blog post, From 80s Admin Tool to Modern Necessity: How MIS is Shaping Today’s Schools, we discuss the role of the MIS in modern schools.

A truly effective system should offer flexibility, allowing teachers, administrators, parents, and students to access it whenever and wherever they need, from any device. It’s no longer just about supporting staff; today’s MIS must serve the entire school community:

• With rising budget pressures, schools must ensure their MIS provides clear value for money, delivering efficiency gains and supporting student outcomes.
• In addition, the system should streamline daily processes and make life easier for everyone, reducing unnecessary workloads.
• To help track and meet long-term educational goals, the school MIS needs to align with your School Development Plan
• How does the MIS support Net Zero goals, contributing to sustainability by reducing resource consumption and carbon footprints?
• An MIS that is easy to use ensures higher engagement, adoption, and streamlined daily processes for staff and students.

For more on what makes an effective MIS in today’s educational landscape, check out the full post here.

Audit Your Existing Systems

Before committing to a new MIS, it’s a good idea to audit your current systems and understand what solutions are already in place. This includes not only your current MIS but any other third-party software you’re using for attendance tracking, reporting, finance, parental engagement – the list goes on. A thorough audit can uncover opportunities for cost savings and streamlined operations.

What to Audit:

• Current MIS functionality: What does your existing system do well? Where does it fall short?

• Additional third-party tools: Many schools use multiple products alongside their MIS. Cataloguing these can highlight areas where an integrated system could replace multiple subscriptions.

• Contract expiry dates: Understanding when your current system’s contract expires can help you plan for the future.

Many schools have discovered that by switching to a new MIS, they could consolidate multiple products into one solution, saving substantial amounts annually, sometimes over £20k per year.

Recommendation:
Catalogue and review all systems currently in use to see where a new MIS could replace third-party tools, and calculate the potential cost savings of consolidation.

Set Clear Deadlines and Achievable Goals

Once you’ve decided to make the switch, it’s important to establish clear deadlines and realistic expectations. Transitioning to a new MIS isn’t an overnight process, and it requires careful planning. Setting achievable deadlines for each phase of the transition ensures that everyone stays on track and that the move is completed on time.

Key Steps to Take:

• Identify milestones: Break the transition process down into smaller milestones (e.g., data migration, training, system testing) and set deadlines for each.

• Engage with MIS suppliers: Early engagement with your new MIS provider will help shape the requirements and give you insight into their implementation timeline.

• Allocate resources: Ensure you have the right resources (personnel, time, budget) to carry out the transition effectively.

Recommendation:
Work with your MIS supplier to create a detailed transition plan with clear deadlines, and ensure all stakeholders are aligned on expectations.

The shift from discontinued MIS systems offers both challenges and opportunities. As changes loom large, schools will want to consider their options carefully and explore the full range of available MIS systems. By making smart choices, schools can boost efficiency, cut costs, and harness data to drive better decisions and outcomes.