This guide is designed for Secondary schools moving to Arbor from SIMS using our Spaces Platform. This week-by-week overview explains what to expect at each stage of your onboarding journey.
Getting Started
You'll receive a Welcome email from your Onboarding Manager when your journey officially kicks off. This email is crucial – it contains important information about logging in to Spaces and accessing the Training Hub, and nominating your key team roles.
Week 1: Kick-Off and Initial Setup
To start your onboarding, you should login to Spaces and The Arbor Training Hub. Both invites are sent to the Project Lead on day 1. You should watch the "Welcome to Onboarding" course in the Arbor Training Hub as a priority.
Your Actions for week 1:
- Login to Spaces and review your onboarding tasks and key details
- Log in to the Training Hub and start the 'Welcome to Onboarding' learning path.
- Assign roles and responsibilities within your school team. Identify your Arbor Champions – these will be your key internal advocates. Submit these roles via the survey in your Welcome email so they can gain access to the Arbor Training Hub.
- Start cleansing your data in SIMs. You can download a spreadsheet from the task within Spaces to help with this.
- Approve Arbor t&c's and setup Groupcall Xod. You will receive an email from Arbor this week to sign our terms and conditions, and an email from Groupcall to authorise data sharing. It's important you action these as soon as possible, so you're ready for your data migration on Monday of Week 3.
Week 2: Data Cleansing & Training
This week, your primary focus is completing all data cleansing tasks in SIMs. Accurate data cleansing is vital to prevent issues when your information migrates to Arbor. Simultaneously, ensure all staff are engaged with the Arbor Training Hub.
Your Actions for week 2:
- Ensure you have completed all of the Groupcall migration steps by the end of week 2 to enable your Dummy Migration to take place
- Complete all data cleansing in SIMs. This is non-negotiable for a successful migration!
- Ensure all key staff have registered for the Arbor Training Hub and have started to book all their foundation webinar sessions before your Go Live date.
- Plan your change management process with your Arbor Champions.
- Fill in your Foundation Module success plan on Spaces
Note: The sooner your entire school team knows about the move to Arbor, the better! Refer to our Change Management guide for tips on getting staff on board. An open forum for questions can foster understanding and encourage participation.
Week 3: Dummy Data Migration begins
By Week 3, your SIMs data cleansing should be complete. This allows us to start your dummy data migration to create your initial Arbor site. Your dummy site will be available by Week 6, and your Onboarding Manager will email the details on how to log in as well as anything we have noticed with your site.
Your Actions for Week 3:
- Complete Data Cleansing and Data Counts on SIMs. Data counts just be taken from SIMs on the day of your dummy migration.
- Get your team excited! Share online training resources and videos, and ensure relevant Arbor Champions have full access to the Arbor Training Hub.
- Verify all training attendees have booked the sessions relevant to their role.
Week 4: Continued Training
Your dummy migration is now underway. While you're waiting for your dummy site to be released, this is a great time to focus on getting your key team logged into the Training Hub and making sure everyone is clear on the training plan.
Your Actions for Week 4:
- Continue to contact any Third Party Applications and let them know you’re changing MIS
- Continue your training
- Upload screenshots of a sample of your data to our secure upload portal. You can find the details of this in your Spaces Onboarding Tasks success plan.
- Plan your Fake Arbor Day for week 8
Week 5: Ongoing Training & Progress Updates
Ensure staff are actively participating in their foundation training sessions.
Your Actions for Week 5:
- Ensure staff are maximising their training sessions. Share recordings with anyone who might benefit.
Note: Familiarise yourself with our data checking guide ahead of your Dummy site release.
Week 6: Start Data Checks in Dummy Site
You are more than halfway towards Go Live! Now that you’re 6 weeks into the implementation, we will have migrated the data from your previous MIS and will release your dummy site to you.
Your Actions for Week 6:
- Start data checking in your Arbor Dummy Site to ensure the data matches up to your previous MIS
- Raise any data migration queries with the Support Team/your Support Partner
- Check roles and permissions in your dummy site before all staff access it.
- Continue your training to build confidence with Arbor before Go Live.
Note: Getting your Arbor Champions involved in the data-checking process will not only make the checks more thorough but will also help staff get used to navigating their areas of the new system.
Week 7: Ongoing Checks & Training
This week, consider providing wider staff access to the Arbor system. Encourage them to practice their current workflows within Arbor to familiarise themselves with the new system and put their training into action.
Your Actions for Week 7:
- Finalise your data checks and raise your last data migration queries with the Arbor Support Team or your accredited support partner
- Ensure Arbor Champions are engaging with training and advocating Arbor to their colleagues.
Note: We created a guide called "Top Things to Consider Before Go Live" for common queries and insights for new Arbor users.
Week 8: Data Migration Sign-Off & Fake Arbor Day
With only a few weeks left, it's critical to sign off your data migration report. This is essential to enable your final data migration in Week 10. Once your Data Checks are complete, you can run a Fake Arbor Day to allow everyone to practice using Arbor.
Your Actions for Week 8:
- Sign off your Data Migration Report in Arbor
- Conduct a Fake Arbor Day
- Continue/complete any outstanding foundation training sessions
Note: Ensure each team understands how to configure their area of the system. Review our "8 Ways to Customise Your New Arbor MIS" guide.
Week 9: Readiness for Go Live
This week you'll have a crucial Readiness for Go Live email that includes key information to ensure you and your team are feeling confident with your Go Live plan and any setup requirements.
Your Actions for Week 9:
- Finish any outstanding training using the Arbor Training Hub.
- Confirm all third parties are ready to connect to Arbor once you go live.
- Ensure clear plans are in place for your Go Live, and everyone is aware of the rollout plan.
Week 10: Final Migration
It's almost time! At 4pm on your booked migration date this week, we will begin migrating your final data to Arbor.
Your Actions for Week 10:
- Ensure the wider team is aware of the final migration date and Go Live.
- Confirm all training is complete and Arbor Champions are prepared for Go Live.
- Check your SIMs server health and ensure your server stays switched on throughout the migration.
- Plan to keep a copy of your data from SIMs to keep for your retention purposes. (Arbor migrates 6 years of historic data)
- Sit back and let Arbor complete your final migration! Once complete, you can begin final checks and setup for Day 1.
Note: Any data entered into SIMs after your final migration will NOT transfer to Arbor. Communicate this clearly to your team to avoid surprises!
Week 11: Go Live – Your First Day with Arbor!
The start of Week 11 is your official Go Live day! This is when you'll begin using Arbor for all your MIS needs, starting with attendance.
Your Actions for Week 11:
- Take attendance on your shiny new Arbor MIS!
- Ensure all third-party integrations are functioning as expected.
Note: Consider printing a simple "how to take a register in Arbor" guide for teachers to ease their first day.
Week 12: Configuration, Checks & Handover
Continue configuring Arbor to your specific requirements, finalise data checks, and complete any remaining training. This week also marks your handover from your Customer Onboarding Manager to your Customer Success Manager.
Your Actions for Week 12:
- Sign off your Data Migration Report.
- Check in with staff to ensure they are confident using their area of Arbor. Remind them they can use the help centre and contact support if they get stuck!
- Once you have completed all your checks and any issues have been resolved you are ready to disconnect Groupcall from SIMS and reconnect to Arbor if used to link other third-party systems
- Onboarding completes and your Onboarding Manager will hand over to Customer Success Managers
Comments
Article is closed for comments.