How suppliers are taking the stress out of data migration to ensure planned MIS switches don’t get derailed

 

If, like us, MIS is your thing then you’ll have recently seen the many posts and conversations regarding ESS’ new rules on the ways SIMS schools are allowed to migrate their data.

 

Even if you’re not an MIS user, you’ll likely have seen the news around it as one of ESS SIMS’ main competitors, Bromcom, has taken a serious stand in defence of its schools and the thousands of schools who plan to switch MIS in the future by pursuing the issue with the Competition and Markets Authority (CMA) and also initiating injunction proceedings to halt ESS’ legal threats to schools, support centres and MIS suppliers regarding migration process. More on this below, but how did this all start?

 

 

What has changed when it comes to data migration?

In late December 2023, ESS SIMS suddenly announced you can no longer send a database backup file to your new MIS supplier when you want to switch systems.

ESS has set out their reasons for making this decision and there’s lots of detailed guidance on their website around what is and isn’t allowed, plus the approved migration methods left available to schools if they want to move.

Sending a database backup file has been industry standard practice for at least 10 years and has been used by schools, support teams and suppliers thousands of times to help ensure a smooth transition. Understandably, the whole sector is now trying to identify ways of ensuring schools can migrate their data in a way which is as safe and efficient as the industry-standard method.

Based on some of the conversations we had at Bett, there’s additional frustration amongst schools and support teams: following the CMA investigation into 3-year contracts and whether or not schools had been given enough notice, as part of their submission to the Adjudicator, ESS gave details around the process of switching MIS and included the example of data being copied across from a backup of the school’s SIMS database. So some people are surprised that ESS has now said this has only recently come to their attention, and are sad to learn that this method can no longer be used (this post by Chris Kirk has more info).

 

Are other data migration options available when it comes to moving away from SIMS to a new MIS?

In their documentation, ESS points to the permitted alternatives. We’ve heard from many schools on this and some of the challenges they’re finding with these methods include:

• There is key data which doesn’t transfer, and it can have serious consequences for the school and pupils (for example, SEND data)
• The API option exports data but not anything like the amount you’re able to get from a backup copy of a database/ .BAK files. Exporters also exist but they tell us that there is usually a cost attached to these and, again, the level of data exported doesn’t compare to the data in .BAK files.
• The methods take a lot longer and the schools don’t feel they have enough time. Schools are required to give ESS three months’ notice if they wish to leave so, for most schools following the traditional April – March contract periods, they will have been required to give notice in December to exit at the end of March. We’ve heard from schools who have real concerns that they’re now not going to be able to extract all of their data but that their access to the system will be terminated in three months (and taking a local backup so you can refer to it later has also been prevented). They tell us they simply don’t have the budget or staff to do it.
• One suggestion was that perhaps schools could run SQL scripts on their own SIMS database so the .BAK file would never need to go to a new supplier as part of the data migration. However, ESS guidelines mandate against writing programmes that interface directly with the database including the use of SQL scripting or other direct database access. The cloud MIS suppliers will undoubtedly have developed (or be in the process of developing) utilities which do just this to make their migrating schools’ lives easier, but the use of these has been prevented.

 

We’ve been looking to identify alternate ways which are equally as quick and migrate the same amount of data so we also asked the LinkedIn community for advice on this plus any useful resources (you can check out the whole thread here).   So far, nothing comparable to the database backup/ .BAK file method has come up yet but we will share anything we find.

 

How is this affecting schools?

The upshot of all this is that the migration process when moving away from SIMS is likely to now be more complicated, to the point where there’s a real danger that schools are opting not to move.  So, what can be done?

 

Bromcom has led the charge in acting to protect its switching schools in that, should ESS initiate any legal action against those schools, they have said that they as a company will apply to join the proceedings and will cover approved legal costs for those schools. They are encouraging schools to continue with the switching journey and are providing further reassurance as they’ve also said that, in the unlikely event that a damages payment to ESS materialises, they will take responsibility for this payment.

 

Arbor has followed suit and done something similar by creating a Switching Guarantee where they have said they will take legal responsibility when schools transfer data to them via backup file. It’s likely that the other MIS suppliers will also be putting plans in place to help schools migrate as safely and efficiently as possible. We spoke with them all in and around Bett, and making sure schools continue with their switching journey was a high priority for everyone (we’d recommend getting in touch with the suppliers directly for all the info).

 

Does this work both ways; will I have the same problem migrating AWAY from a cloud MIS in the future?

No, these problems are unlikely to exist if ever you choose to move away from your cloud MIS supplier as there is good, publicly available information on offboarding and end-of-contract processes for all cloud MIS listed on the G-cloud. Even if you don’t intend to use G-cloud to procure, it’s worth looking at the MIS profiles there for transparent information.

 

We’ve included links below to the main two challengers (these two suppliers also provide a complete copy of the database to schools when they move away) and you’ll be able to find this information for all solutions listed on the G-cloud as it is one of the required answers when submitting a listing.

Bromcom – https://www.applytosupply.digitalmarketplace.service.gov.uk/g-cloud/services/745510438906746

Arbor – https://www.applytosupply.digitalmarketplace.service.gov.uk/g-cloud/services/907086007758171

 

 

Where does this leave schools?

Ultimately, schools just want to exercise their right to their data and to select software of their choosing. There are still ways to migrate data out of SIMS and MIS suppliers are doing everything in their power to help schools with their move.

And if you do find yourself on the end of a legal challenge from ESS, the two biggest cloud MIS suppliers have made statements about how they will support schools.

 

Finally, in a major step, Bromcom is pursuing the issue with the Competition and Markets Authority (CMA) and applying to the High Court for an injunction to halt what they consider to be anti-competitive behaviour by ESS. Their received legal advice is that schools are not in breach of contract by providing SIMS SQL backups so Bromcom is initiating injunction proceedings to halt ESS’ legal threats to schools, support centres and MIS suppliers regarding the migration process. Watch this space!

 

It will be interesting to see what happens next, but we really hope that schools don’t feel they can no longer proceed with their plans. If you’re in the process of switching or are considering switching in the future, definitely reach out to prospective new suppliers and ask them to talk you through the migration process. They will be more than willing to help 😊

 

 

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Working with MIS

We’ve been lucky enough to have worked with most of the maintained MIS suppliers including SIMS (then owned by Capita), Arbor, IRIS Ed:gen, Pupil Asset, and, at the time of writing, working with Bromcom as they grow their user base across the UK.

We’ve recorded tons more #FinnemoreFireside chats on the topic of MIS with MATs, school leaders, support teams, suppliers and independent consultants which you can find here or subscribe to our You Tube channel for regular updates.

Other brilliant free, independent resources we’d recommend you take a look at include WhichMIS and BringMoreData, We also run a LinkedIn group ‘The Future of MIS’ which seeks to understand the new role of MIS in schools and explore what it will look like in the future – come and join the conversation 🙂

Management Information Systems are the backbone of educational institutions, helping them to make informed decisions, streamline operations, and enhance overall efficiency. In the past, MIS was primarily about data storage and reporting, but it has since evolved into a multifaceted ecosystem. Today, MIS encompasses a wide array of functions, including student information management, financial administration, communication, parental engagement, analytics, and supporting the school development plan.

 

Last week, over 250 of you brilliant people participated in our online MIS Discovery Sessions, thank you so much for supporting our events. Everyone from MIS managers and finance officers, to support partners and headteachers attended – there’s just so much interest in what’s possible in the world of MIS right now.

 

The Ever-Evolving World of MIS

One of the key reasons for MIS’s continuous evolution is its adaptability to changing educational needs. As technology advances and educational methodologies evolve, MIS systems have had to keep pace. This adaptability is essential in helping educational institutions meet the ever-changing demands of students, parents, and regulatory bodies.

 

Looking Ahead

The world of MIS is poised for even more exciting developments in the future. With advancements in artificial intelligence, data analytics, and cloud computing, MIS will continue to transform the way educational institutions operate. It will empower educators and leaders to make data-driven decisions, personalize learning experiences, and improve overall educational outcomes.

 

Engaging in the World of MIS

Nick and I have both worked in this area for over 20 years now and love how it continues to innovate – as it should! If MIS is your thing then you can:

 

1. Join our ‘Future of MIS’ LinkedIn Group: Our online community, ‘Future of MIS,’ on LinkedIn is a hub for like-minded individuals. Here, we share insights, discuss trends, and connect with professionals who share your passion for MIS. Join us here.

 

 

2. Access Discovery Session Recordings: In our recent MIS Discovery Sessions, we had the privilege of hearing from industry leaders Bromcom, Arbor Education, and IRIS Education. These sessions are a treasure trove of knowledge, and you can access the recordings to gain valuable insights into the latest developments in MIS:

Bromcom MIS Discovery Session

Arbor MIS Discovery Session

IRIS Ed:gen MIS Discovery Session

 

 

3. Explore Our #FinnemoreFireside Chats: We’ve had the privilege of sitting down with edtech and MIS thought leaders to discuss the future of MIS in education. These insightful conversations are available on our blog, offering you a chance to hear from experts in the field. Explore our Fireside Chats here.

 

 

Last week we joined MATs, LAs and the Bromcom team for an exciting day of learning, networking, and inspiration at the annual Bromcom Shard Event. There was a great lineup of expert speakers and engaging workshops; here are 7 things we learnt at last week’s event:

 

1. There is still a huge appetite from schools to participate in an aggregated MIS purchase, and there were some brilliant stories from LA Support Teams who helped make this happen for their schools.

 

2. MAT and school leaders want data that can help them make informed decisions, not just on attendance and academic performance, but on areas such as:

• Financial performance
• Operational efficiency
• Culture
• Staffing & HR

 

3.  Support Teams are increasingly looking to support multiple MIS so they can meet the needs of their schools, irrespective of which MIS they use – they support the process, not the product. It’s a positive step for everyone as the relationship between schools and local support is a close one, it’s something schools usually want to continue.

 

4. Using AI alongside MIS data can and will make a difference to schools . . . but it really does need to be handled with care when it comes to users understanding children’s data. It’s an interesting conversation

 

5. Academies and MATs have often led the charge in moving to a new MIS as they’ve tended to go to market and look for new cost-effective, innovative cloud solutions shortly after academisation. However, the rate of switching MIS amongst state schools has also accelerated and actually shows signs of increasing if anything! In 2018 77% of state schools used the then-dominant supplier SIMS, this has now fallen to 55% in 2023 (it will be interesting to see what the next census data shows).

 

6. A huge priority for MATs when they look to test the MIS market is understanding all the separate products and subscriptions they currently buy in to which they potentially wouldn’t need when they switch MIS. Across a MAT the savings really do stack up and can be used to fund staff or be reinvested in teaching and learning.

 

7. Strong professional relationships and great customer support are everything in our sector. It was great to hear so many individuals praised as we heard about the various journeys MATs, LAs and schools had been on switching MIS.

 

There’s definitely plenty of change going on across the sector and it’s clear that MATs and LAs want the very best solutions for their schools – both in terms of value and outcomes. It will be interesting to see what happens next!

 

Thanks again for the invite, Nick loved presenting a session and we enjoyed catching up with friends and colleagues 🙂

 

 

We’ve spoken to many schools, Trusts and LA support teams about the options regarding the 3-year ESS SIMS contracts, so it’s great to hear that there’s now some clarity as to what to do next.

 

Basically, if you’ve been thinking about exploring alternative MIS systems you can now take advantage of the new 12-month break clause following the recent Competition and Markets Authority judgement.

 

The CMA has published its decision to accept commitments from ESS that enable certain schools (meaning those which had considered switching providers but concluded they did not have sufficient time to do so) to apply to an independent adjudicator for a 12-month break clause. If granted, the clause will allow them to exit their current three-year contract with ESS and choose an alternative provider, should they so wish.

 

 

– This is good news for schools that wanted to go through a procurement exercise for their MIS but felt they didn’t have enough time as they can now apply for a 12-month break clause to give them time to test the market.

 

– What’s not so great is that there’s a limited timeframe to get your application in and you’ll need to provide a supporting statement. Schools have one month to apply, from 10^th January 2023 to 10 February 2023.

 

 

You’ll be told whether you are successful by 31st March 2023, you then have 12 months to choose a new supplier, giving you time to switch by March 2024.

 

There is no downside to applying. It’s worth doing to buy some time so you can take a proper look at the MIS solutions out there. You’re not under any obligation to actually move supplier and you can always change your mind and do nothing.

 

If you’re happy with your existing SIMS contract and terms, then of course this probably isn’t for you. However, if you would have liked to test the market but couldn’t do so at the time, here’s the link to the application form and the guidance

 

We’d also recommend looking at the support options available as many local school support teams are completely MIS agnostic; they support the process, not the product. They can often help you with your market-testing exercise and are able to support your MIS implementation as part of your overall IT strategy and School Development Plan too.

Last month, Nick caught up with former Capita MD and creator of the SIMS MIS, Phil Neal, to discuss the various changes in the education sector. As the MIS market continues to evolve and Phil gives his view on:

• The ongoing tender in Northern Ireland and what might happen there in terms of MIS supplier, as well as Scotland and Wales
• The challenges of developing an MIS to meet specific, regional-based, statutory requirements: is this a distraction for MIS suppliers?
• The big changes in the England MIS market, with views on ET-AIMS, Compass Education, IRIS Ed:gen, Juniper Education, Bromcom, Scholarpack and Arbor
• The recent decision by ESS to move to three-year, direct contracts for all schools and potential ramifications
• How more MIS solutions within the UK market might actually lead to less innovation  in the long term
• How machine learning can be used within MIS to create something truly unique
• The importance of Support Units and the role they play alongside schools

 

As always it’s fascinating to get the views of someone who has worked in the MIS sector for so long and knows the various stakeholders so well.

Where do you think the MIS market is heading and who will be the long-term winners?

 

 

Interesting to learn today that the CMA has now confirmed they are investigating ESS SIMS on the issue surrounding 3-year contracts.

As schools will be aware, they were required to sign a new 3-year contract directly with ESS by the end of last month if they want to keep using SIMS. What ESS has also said is that there is a 6-month break clause, so if schools do want to move to another supplier then they are free to do so, they just need to let ESS know before the end of September 2022 to leave the contract.

The big question is: is this long enough to conduct the necessary market testing exercise, and go through a satisfactory procurement process, in order to decide if staying with SIMS for the next 3-years is the right thing for your school?

Many schools have told the CMA that it isn’t long enough which has prompted the formal investigation to allow them to consider this matter properly.

Realistically, when a school has used a solution for several years, it does take time to properly assess the alternatives out there. There’s so much more to it than simply ‘getting quotes’ from providers. It involves taking a fresh look at how everyone utilises their MIS:

– What we would like an MIS system to achieve?
– What are our top priorities as a school?
– Is there a way of improving how we do things?
– How have solutions innovated and improved since we last looked at the market?

It was around last Autumn when schools were made aware of the new contract arrangements. The question around the procurement process is a tricky one. Physically making the purchase can be done quickly (there are frameworks, etc. out there) but undertaking a proper market testing exercise involving all the stakeholders in school is a LOT harder.

 

Any procurement process needs to be rigorous, and any decision justifiable as it can be challenged. And, should the school choose to switch MIS, adequate time needs to be available for a successful implementation.

 

It doesn’t help that, if a school has used one system for a long time (which tends to be the case for LA schools) they’re really starting from scratch. A lot of innovation has happened in the last 10 years alone; there’s no way of understanding what’s out there until you’ve had the chance to really dig into the possibilities. Creating requirements for an MIS can be equally challenging; just because something’s “always been done that way” doesn’t mean they want to continue with that process.

 

And then there is the implementation to consider. This is an area MIS suppliers have invested in like crazy so it’s possible to get a school up and running on their system really quickly. But there does need to be a plan for how the changeover will be managed. These are systems that are not just used by one or two people in school, they are used by operational staff, teachers, SLT and parents.

 

It’s also very difficult for schools to be able to look at things on a truly like-for-like basis as so much has changed. For example, it’s pretty usual for a SIMS school to have bought into the core MIS (inc. support from their LA team) and then, over the years, purchase additional modules to meet different needs (e.g. to manage dinner money, or offer an online payment solution, or a texting solution, or an app for parents/students, etc.). The more modern MIS solutions don’t usually require all these extra modules or products to be purchased at all, they tend to be part of the core MIS as standard and the whole thing is cloud-based so it’s a seamless, complete solution.  But this means it can leave schools with an even more complex procurement ahead when they realise there are far more factors at play  – and better potential savings to be made.

 

(What’s also interesting is that, as part of its investigation, the CMA has said they will also consider the pricing of some ESS product packages – specifically, it will look at how SIMS is being sold alongside FMS – check out our separate post on this thorny issue.)

 

What do you think? How long should a school allocate to procuring their school management system?

If you’ve gone through a procurement process, what’s your advice?

Is signing into a multi-year contract for your MIS a good thing?

If it’s something you’ve actively chosen to do as a school, academy or trust then, yes, it’s a great idea. It means you’ve had the chance to look at the options out there, and you’ve asked your suppliers for three-, four- or five-year pricing to guarantee a bit of budget certainty for the future.

If a multi-year contract is something you’ve had sprung on you in the small print – leaving you a very short window to either agree or cancel – well, it’s unlikely to be very popular. No one appreciates feeling like they’re being backed into a corner ☹

An unforeseen change in contract terms like this poses all sorts of questions for everyone involved in MIS:

❓ How does this affect the relationships schools have with the local support teams out there whom they’ve worked with and accessed their MIS licence through for years? It leaves Support Teams having to manage a difficult message from the MIS provider.

❓ How does this affect how Support Teams work with suppliers? More and more Support Teams have moved to be a multi-MIS support team, choosing to support their schools irrespective of the systems they use as opposed to only offering one option. All of the ‘big 5’ MIS have established Support Partner programmes (some useful links are below), as well as many of the newer entrants to the sector.

❓ How does this affect everyone (both schools and LAs) in terms of meeting procurement rules? Does everyone now need to get quotes and go through a tender process to even just stay with the MIS they already use?

❓ As academisation continues, what happens when a Local Authority maintained school is tied into a multi-year contract that converts to an academy?

Lots to think about which will hopefully become clearer soon.

 

If you’re a school, academy or trust and you’re affected by this and are wondering what to do, I’ve seen lots of posts on this already but it seems like the best advice is:

• Remember, YOU are the customer, so don’t be afraid of looking at alternatives and moving as it can all happen a lot quicker and easier than you think. Everyone is well-versed in migrating data from your system and it’s possible to be up and running very quickly.

 

• If there’s too much time pressure to look into things right now, don’t feel you have to lock in for a further three years, but do definitely contact your supplier to negotiate an alternative term length. They may be open to shorter contracts in the face of schools cancelling altogether, and this will give you time to plan for 2022.

 

• Talk to people! Get in touch with your local MIS support team if you use one, or with any of the MIS companies directly. They are all friendly and knowledgeable and will walk you through everything you need to know (or send a message to me or Nick as we’re more than happy to introduce you).

 

‘Big 5’ Support Partner programme links:

RM Integris https://www.rm.com/products/rm-integris/partner

Bromcom https://www.bromcom.com/LA-partners

Arbor https://arbor-education.com/become-a-partner/

Scholarpack https://scholarpack.com/who-we-help/support-partners/

ESS SIMS https://www.ess-sims.co.uk/products-and-services/sims-support-units

 

 

 

What’s the role of Management Information Systems in schools these days?  Something to save teachers time?   That’s what is was first invented for in the 80’s but it’s not what it’s about now.

Something to give the government more insight?  While government and academy chiefs want to know more about each child, teachers say data entry has become burdensome and a source of stress.

We work with MIS suppliers all the time but I wanted the opinion of a school leader, so I asked my headteacher friend what she thinks schools need from an MIS.  Her response was straight to the point:

1. Everyone needs to be able to use it whenever they want, however they want
2. It’s not just about school staff any more – it’s for parents and students too
3. You need to prove you’re getting value for money
4. It needs to make your lives easier every day
5. It has to support your School Development Plan
6. It can’t be unnecessarily complicated – people just won’t use it.

So what do you choose to achieve the above?

There are more choices available now than ever. Local MIS support units who traditionally only supported a single supplier now offer their customers a range of MIS contracts. They support the process, not the product.

MIS will continue to evolve as schools and academies evolve – it has to.  There’s no point in sticking with the old way of doing things purely because “this is what we’ve always done”.

There was a time when LA teams provided pretty much all IT solutions and services to their schools and the schools bought into them without question. They tended to be the only local solution available and, historically, this is what had always been done.

But, as the way authorities and schools were funded was gradually changed (and mostly reduced), the dynamic between schools and support teams changed. Sadly some LAs decided they no longer wanted to fund support teams at all and I know there were cases where teams were disbanded altogether or acquired by a third party. Independent teams started to form out of the old authority-schools-only teams and they were happy to work with schools outside of the traditional LA boundaries.  This was great news for schools for two reasons:

1. For many schools, the relationship they had with individuals at local support teams would have been a key part in their school development plan and dynamic. They wanted to be able to keep working with the same colleagues that they have for 20+ years and this meant they were still able to do so.
2. For other schools, they wanted a support choice and they finally had it! Geographical boundaries stopped being an issue. E.g. if you were a school in the South East who wanted to use a service in the North West as they had a good reputation it was now possible.

 

By and large, the evolving support team dynamic worked.

What it did do, however, is leave a big question mark over the MIS services they provide and the options open to schools. A big chunk of LA teams were SIMS support teams. This meant that, each year, they committed to Capita to provide SIMS support for all their maintained schools and, in return, their maintained schools were able to access the authority-owned SIMS licence for a certain amount of money (each support team then traded their own SIMS licence and support SLA with their own schools, Capita did not get involved in the support of these maintained schools).

When academisation started to happen it meant schools were no longer maintained, LA-led schools but individual entities in their own right. They could no longer access the LA-owned SIMS licence so had to purchase an MIS themselves. It caught many off-guard to begin with, having done the same thing the same way for so long, but it wasn’t long before MATs and academies started to use the opportunity to look at ALL the MIS available out there and modernise their systems. It’s easy enough to procure a new SaaS MIS, and many saw an opportunity for change to an easy-to-use, cloud-based solution.

 

And change is exactly what they have done. According to their websites, Bromcom is in over 50 MATs and Arbor work with 73 MATs and groups. On the primary front, Scholarpack have 27 MATs listed on their site and Pupil Asset work with 20% of the largest MATs in England.

 

So where does this leave the SIMS support teams?  MATs and academies often still want to buy into local support (they still want to work with the colleagues they’ve built such great relationships with) but they want a choice of MIS.

 

At the end of the day, the progressive support teams understand that it doesn’t really matter which MIS a school or academy uses and they offer multi-MIS support.

As they will tell you, they “support the process not the product!”.  Their priority has always been helping their schools achieve their goals, and it’s something they plan to continue to do in the future – irrespective of the systems they use.

 

 

 

P.S. All the cloud-based MIS suppliers above welcome local teams getting involved with the support for their solutions and have created support partnership programmes. They’re all exhibiting at Bett London in Jan 2020 next month if you’d like to chat with them, or we can put you in touch with them if you’d prefer – just drop us a line.

Sarah & Nick