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Changing your MIS is no longer just an IT decision. For schools and MATs, it has become a strategic decision that can shape everything from parental engagement and safeguarding processes to trust-wide scalability and operational efficiency.
That was one of the key messages from our recent webinar on MIS transition planning, where sector experts Jason Tobias, Head of MIS at SBS and Damon Hatcher, MIS Consultant explored the realities of preparing for a successful move, the risks schools often overlook, and the opportunities that can come from thinking beyond a simple like-for-like replacement.
While cost and contract renewals still matter, the discussion revealed that many schools are now being driven by a much bigger ambition: finding systems that better support teaching, leadership, analysis, and future growth.
Missed the webinar? You can now view the recording below.
Schools Are Looking for More Than Just a Replacement
One of our interactive webinar polls revealed that the biggest driver behind schools exploring a new MIS was functionality and usability, rather than simply reducing costs.
That reflects a wider shift in the sector. As Jason explained during the webinar:
“Functionality has improved massively. It’s also moved heavily outside of the admin office and much more into the classroom and for SLT.”
It was advised that schools should resist the temptation to simply recreate what they already have. Instead, leaders should begin by asking where they want their school or trust to be in the next one, three, and five years.
For some schools, that could mean improving parental engagement. For others, it could involve strengthening behaviour analysis, expanding SEND provision, or creating more centralised processes across a MAT.
Jason highlighted that MATs, in particular, need to think strategically about future growth and scalability, especially if trusts expect to take on additional schools in the future.
Schools Often Underestimate the Importance of Historical Data
One of the most practical and potentially risky areas discussed during the webinar was historical data retention.
The experts warned that schools should never assume all historical information will automatically transfer into a new system or remain accessible indefinitely after contracts end.
That means schools need to think early about which reports, records, and documents they may need to retain before migration begins.
The webinar also highlighted the importance of understanding statutory retention requirements. Examples discussed included:
- Core pupil records retained until a student is 25
- Safeguarding records retained until age 25
- SEN and EHCP documentation often retained until age 25 or longer depending on circumstances
- Attendance data retained for multiple years
- Personnel records retained for six years after employment ends
Jason also highlighted the importance of checking migration scope documents carefully and allowing enough time for data cleansing and validation before going live with the new system. Many schools discover too late that their new MIS may only migrate more recent student and staff data, rather than full historical records.
A Phased Approach Can Reduce Pressure and Risk
Another key theme from the webinar was the value of phased implementation.
While some schools feel pressure to switch everything over immediately, both experts encouraged schools to adopt a gradual approach wherever possible.
Rather than trying to move every process simultaneously, schools can often reduce risk by prioritising key functionality first and introducing additional features over time.
Jason recommended building a structured transition roadmap, such as a three-, six-, and nine-month plan, while also taking third-party contract dates into account.
This approach can help schools avoid overwhelming staff while also creating opportunities for training, refinement, and feedback throughout the process.
Timing the Switch Is More Complex Than It Looks
The experts also challenged the assumption that the beginning of the academic year is always the ideal time to migrate. While a new term can feel like a natural starting point, the reality is often more complicated. The discussion highlighted the operational gap that can emerge between data capture and go-live dates, as well as the challenges posed by term-time-only staffing.
Schools therefore need to balance technical timelines with practical realities, including staff availability, reporting cycles, onboarding pressures, and existing workloads.
The message was made clear: there is rarely a perfect time to switch MIS, but careful planning can significantly reduce disruption.
Due Diligence Matters More Than Product Demonstrations
Another strong recommendation from the webinar was the importance of speaking to reference sites and learning from schools that have already gone through the process.
The panel encouraged the audience to go beyond polished product demonstrations and ask honest operational questions.
Jason suggested schools should ask practical questions such as:
- What worked better than expected?
- What was harder than expected?
- Which parts of the rollout took the most time?
- How did assessment, reporting, or parental engagement processes change?
- What challenges emerged during implementation?
The discussion also highlighted the importance of involving stakeholders throughout the decision-making process and sharing findings from due diligence activities across the organisation.
Staff Training and Change Management Cannot Be Overlooked
One of the recurring themes throughout the session was that even the best MIS will struggle to deliver value if staff are not properly supported.
The experts noted that many schools already have underused functionality within their existing systems, often because training has not kept pace with system development.
Jason stressed that many schools already have powerful functionality sitting unused within their existing systems:
“It’s about ensuring that staff are trained and comfortable and are fully aware of the functionality that is possible and absolutely pushing that MIS system to its max.”
Regular training, standardised processes, and ongoing support were all highlighted as essential ingredients for a successful transition.
This was reinforced during the webinar’s second poll, where staff resistance and training concerns emerged as one of the biggest fears schools have about switching MIS.
You Don’t Have to Manage the Process Alone
The webinar concluded with reassurance for schools feeling daunted by the scale of an MIS transition.
As Connor Wilson, Head of Sales at SBS noted during the session:
“There’s a lot involved with a transition to a new MIS, but you don’t have to do this on your own.”
For schools and MATs, the key takeaway was that successful MIS transitions are not simply about software procurement. They are about aligning systems with long-term strategy, supporting staff through change, protecting critical data, and creating processes that will continue to serve the organisation well into the future.
With careful planning, realistic timelines, and the right support, schools can turn what is often seen as a disruptive operational task into an opportunity for long-term improvement.
How SBS Can Support Your MIS Transition
For many schools and MATs, one of the biggest challenges with an MIS transition is simply knowing where to start. From reviewing existing systems and contracts to planning migration timelines, validating data, and managing stakeholder expectations, the process can quickly become complex.
That’s where SBS can help.
Our team works alongside schools and trusts to provide practical, independent support throughout the transition journey, helping leaders make informed decisions that align with both operational needs and long-term strategic goals.
Whether you are still exploring your options or already preparing for implementation, SBS can support with:
- MIS reviews and strategic planning
- MIS Pre Migration Data Cleansing
- Procurement guidance and supplier evaluation
- Data retention and migration planning
- Transition timelines and implementation support
- Stakeholder engagement and change management
Training and process optimisation
As discussed throughout the webinar, a successful MIS transition is about far more than moving from one system to another. With the right planning and support, it can become an opportunity to improve processes, strengthen reporting, increase engagement, and better position schools and MATs for the future. Get in touch today to discuss how SBS can help your school or trust.
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