How to Check Your Migrated Data in Arbor for Secondaries

This guide is designed for schools moving from their current MIS to Arbor on the Secondary Onboarding Journey, and explains how to check your migrated data on both your Arbor Dummy Site and Final Live Site. 

Welcome to Onboarding Training 

To understand Data Checks in more detail, it is vital that you complete the Data Migrations course first. This can be found in your Arbor Training Hub within the Welcome to Onboarding learning path.

If you do not have access to this in your Arbor Training Hub account, you will need to reach out to your school Project Lead, as they will need to invite you to Spaces to have access. Once invited, you will see this learning path within your Arbor Training Hub account within the next 48 hours. 

This course will go through: 

• Preparing for your Data Migration - the steps you need to take to ensure the migration of your data starts successfully
• Data Cleansing, Counts and Checks - this will review in more detail:  
  • What Cleansing, Counts and Checks are
  • How to use the Data Cleansing, Counts & Checks Downloadable Checklist 
  • Accessing the Downloadable Checklist 
  • How to raise queries regarding your migrated data and any how-to questions with your Expert Support Team 
• Next Steps 

What Data Migrates From Your Current MIS

When checking your data, it is important that you review our guidance on what data migrates from your current MIS: 

• SIMS Groupcall 
• Bromcom 

Downloading Your Data Cleansing, Counts and Checks Checklist

Within the course highlighted above (within your Arbor Training Hub), you will be able to download your Data Checklist which will list: 

• Data Cleansing activities you should complete in your current MIS and why
• Data Count figures you should gather from your current MIS and compare with Arbor once receiving your site and how
• Data Checks you should carry out in your Arbor site and how

You can also download your checklists within your Spaces account when clicking into the task Download Data Checklist: 

When To Complete Your Data Counts and Checks

Current MIS Data Counts 

• Obtain your data count figures from your current MIS on your booked migration date for both your Dummy Migration (Week 3) and Final Migration (Week 10). The counts you should gather are listed within the downloadable checklist highlighted further above where you can input these figures.

Arbor Data Counts and Checks 

• Dummy Migration - by Week 7 of your onboarding, this is to ensure that if you do have any queries with your data, these can be raised with your expert support team as soon as possible. Some queries may be more complex than others, so having these raised by Week 7 will allow your expert support team to have time to review, investigate and get back to you before your final migration takes place. 
• Final Migration - 1 week after Go-Live. For SIMS schools specifically, you should ensure you have completed your data checks before you switch Groupcall to Arbor. 

Updating Spaces 

Once you have completed any of the following tasks, head to your Spaces account and ensure you update your progress by ticking off the tasks, these will be found by going to Success Plan > Onboarding Tasks > a slide out will then appear to the right, click on Tasks 

Handling Discrepancies / Data Queries

When checking your migrated data in your Arbor site, if you spot anything that looks out of the ordinary, or have any questions about how to use your site: 

1. Review our Common Migration FAQs for more information on how data is expected to migrate: Common Migrations FAQs
2. If you find any discrepancies between Arbor and your current MIS that you cannot account for, please report these directly to your Expert Support team as soon as possible. If you are supported by an Accredited Support Partner, you will need to raise discrepancies/queries directly with them. 

How To Use The Data Checklist 

Within the Data Migrations course which is highlighted at the top, is a video which goes through in detail how to use your Data Checklist we recommend taking a look at this to understand how it works: 

Data Counts & Checks 

• The status column allows you to keep track of your progress by marking items as completed, in progress, or not applicable. 
• You can also add an owner to each check - this is really handy when trying to get your Arbor Champions involved with checking your data. 
• As you will do these checks twice (once in your Dummy Arbor Site and again in your Final), in your checklist, you will see your Data Counts and Checks are split so you can track and compare your progress for both instances:

Data Counts/Checks Reports

Within the Data Counts and Checks Tab, you will see that there are various reports that you can import into your Arbor site so you can check that specific data straight away, these will be highlighted in red, e.g.: 

1. Download the reports

2. In your Arbor site, go to School > Custom Report Writer.

3. Click the Create a New Report button, then select Import a report.

4. Choose the file you just downloaded and import it.

5. Click the Edit button to adjust the date range to Custom and adjust the dates to match your booked migration date (the day your migration started).

6. Click Save and View Report to see the figures that have migrated into Arbor.

7. Compare these figures with the data you pulled from your current MIS.

8. The Staff and Student reports will display a detailed list of student/staff members. You can expand sections and use the search function to look for specific student/staff

For the Student report, you can also click on a student's name to pull out a section with more in-depth information, including their student profile (for staff you will need to search for their name on the search bar at the top and go directly into their staff profile from there) 

10. We suggest selecting a random sample of 10 student/staff members to ensure the data is representative.