Groupcall API Switch over process guide

This guide is intended for schools and Multi-Academy Trusts (MATs) transitioning their data from SIMS to Arbor using the Groupcall API. Carefully follow these steps and consider the recommendations to ensure a smooth switch over process.

Please note the following can vary for a GroupCall API migrator, we are working on adding the GroupCall Migrator specifications to this guide. If you need to raise any data discrepancies post migration please contact Arbor support or your dedicated partner and we will be advised of the next steps.

Understanding the Switch Over

During the migration, your Group Call API will be connected to SIMS to transfer data. Once Arbor is live, you'll need to switch this connection from SIMS to Arbor to ensure data updates from your new MIS.

It is important to note, once the connection is switched off, Arbor will no longer be able to pull any data from SIMS, therefore we strongly advise you follow the recommended steps and understand the outcomes of the switch over. 

Step One

Once migration is complete, Arbor will produce a Data Migration Report which has a snapshot of all your main data sets that Arbor has migrated. It is crucial your team or checks this report within the first 5 working days from your Go- Live date. 

If you spot any data discrepancies please raise those directly to Arbor support team or your dedicated partner within the first 5 working days from your Go- Live date. It is very important you raise these issues within the first go live week to enable your next step of switch over process. 

Step Two 

Once you are happy with the data that has migrated you must sign off the Data Migration report before you are able to proceed with the Group Call API switch. 

You can do this by going to School > Data > Data Migration Report and clicking the green Sign Off button. Leaving incorrect data in Arbor for any longer may make it more difficult to resolve the issues and progress with Group Call switch over. 

Step Three

Once you have completed step two Arbor will ensure the data sharing via Group Call is revoked at our end and you are ready to book a time with the GroupCall team to process the switch over. Please check the guidance on how to book the switch over call. 

Please note this can be pre booked in advance, if you are looking to do that please make sure you consider the time for data checking post migration - do not book a switch over call on a first go live day, leave 5-10 days after go live for data checks and fixes if needed.

Consideration points- please read carefully

Below you can see a few main consideration points we strongly advise you to review. 

• Review Connected Applications: Identify other systems connected to SIMS via Group Call API and plan how you will ensure data is kept up to date until you connect Group Call to Arbor.
• Timely Data Checks: Promptly review your data in Arbor to identify and address any discrepancies. Any data issues need to be raised with our team within first 5 days of using your new MIS, issues raised any later will be affecting your ability to switch Group call API to Arbor. 
• Data visibility loss: Very important to note , as soon as you switch over Group Call connection from SIMS to Arbor - we can longer see and resync your data. Any discrepancies discovered after that will need to be managed manually. 

Checklist

1. Download and review Migration Report. 
2. Conduct data checks within 5 days of go-live.
3. Report any data issues promptly.
4. Sign off data migration report as soon as you are ready. 
5. Book or proceed with the previously booked SIMS to Arbor Group Call API switch over

Any issues or questions please contact your onboarding team!