This guide is designed for Secondary schools who are moving to Arbor from Bromcom. This week-by-week guide will give you an overview of the onboarding journey, and more information about what to expect at each stage.
Getting Started: Before your Onboarding Begins
You'll receive a Welcome to Arbor email from your Onboarding Manager just before your journey officially kicks off. This email is crucial – it contains important information about allocating roles, starting data cleansing and links to book your Kick Off Call in Week 1
Your Action:
- Book your Kick Off Call for Week 1
Week 1: Kick-Off and Initial Setup
Your onboarding officially begins with a 1-hour Kick-Off webinar led by a Customer Onboarding Manager. This session will cover essential aspects like your project team, the onboarding process, and available support and training. We'll also provide details on your data migration which will take place in week three, giving you an early look at your data in Arbor.
Your Actions for week 1:
- Book and complete your Kick-Off call. After this, you'll receive the link to book your first Progress Call with your Customer Onboarding Manager.
- Access your Onboarding Workbook and save the link somewhere accessible - this will be sent in your Kick Off Call follow up email.
- Start cleansing your data in Bromcom. Use the relevant tab in your Onboarding Workbook to guide you.
- Assign roles and responsibilities within your school team. Identify your Arbor Champions – these will be your key internal advocates. Submit these roles via the post-Kick-Off call survey to gain access to the Arbor Training Hub.
- Look out for your Arbor Training Hub login email. Once received, ensure all key staff can log in.
Week 2: Data Cleansing & Training
This week, your primary focus is completing all data cleansing tasks in Bromcom. 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:
- Complete all data cleansing in Bromcom using your Onboarding Workbook. 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 the 'Third-Party Applications' tab in your Onboarding Workbook.
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
By Week 3, your Bromcom data cleansing should be complete. This allows us to perform your dummy data migration to create your initial Arbor site. When your site has been migrated, 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:
- Attend your first progress call with your Onboarding Manager
- Complete Data Cleansing and Data Counts on Bromcom, using tab 3 and 4 of your Onboarding Workbook
- 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.
Note: Sign off your data cleansing form promptly to allow us to begin the migration and release your Arbor dummy site! You'll find the link in your Week 3 email.
Week 4: Dive into Data Checks
Your dummy Arbor site is now live! Your immediate priority this week is to begin data checking to ensure everything transferred accurately from Bromcom. Continue your training and stay in touch with your Arbor Champions.
Your Actions for Week 4:
- Start data checking in your Arbor Dummy Site immediately, using tab 4 of your Onboarding Workbook to record your progress. Ensure the data matches what was in Bromcom. Report any data migration issues to the Arbor Support Team or your accredited support partner ASAP.
- Continue contacting any Third-Party Applications to inform them of your MIS change.
- Plan your Fake Arbor Day for week 8
Note: Involve your Arbor Champions in the data-checking process. It makes the checks more thorough and helps staff get comfortable navigating the new system.
Week 5: Ongoing Checks & Progress Updates
Continue data checking this week, raising any further migration queries. Ensure staff are actively participating in their foundation training sessions.
Your Actions for Week 5:
- Attend your Progress Meeting with your Customer Onboarding Manager.
- Complete data checking.
- Raise any data migration queries with the Support Team or your Support Partner.
- Ensure staff are maximising their training sessions. Share recordings with anyone who might benefit.
Note: Familiarise yourself with our data checking guide and complete all recommended checks.
Week 6: Ongoing Checks & Training
You're over halfway to Go Live! Aim to finish the majority of your data checks this week and raise any final outstanding migration issues. Crucially, review roles and permissions in your dummy site.
Your Actions for Week 6:
- Continue checking your data and raising data migration queries with the Arbor Support Team or your accredited 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: Maintain strong internal communication with your Arbor Champions and other MIS users. Ensure they are ready for the change and have opportunities to provide feedback or ask questions.
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:
- Attend your Progress Meeting with your Customer Onboarding Manager.
- Continue training sessions.
- Finalise your data checks in Arbor and raise any final data queries
- 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. Confirm your project team is aware of the Go Live rollout plan and is confident with priority module setup.
Your Actions for Week 8:
- Sign off your Data Migration Report in Arbor
- Confirm all third parties are ready to connect to Arbor once you go live.
- Conduct a Fake Arbor Day
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: Final Checks & Go Live Readiness
This week you'll have a crucial Readiness for Go Live review with your Customer Onboarding Manager 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.
- Attend your Readiness for Go Live Review with your Customer Onboarding Manager.
- 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! On your booked migration date this week, you will transfer your final data to Arbor for migration.
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.
- Take a final backup from Bromcom and start your final data transfer to Arbor via your Secure Upload Portal on your agreed migration date.
- 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 Bromcom 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.
- Weekend Migrations only: Add attendance data, behaviour incidents, and any record changes for Friday and Monday into Arbor.
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!
- Onboarding completes and your Onboarding Manager will hand over to Customer Success Managers
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