This guide is designed for schools moving to Arbor from Bromcom on the 12 week 'Secondary Onboarding' journey. This may also include middle and all-through schools.
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 The Arbor Training Hub and Spaces. 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:
- Log in to the Training Hub and start the 'Welcome to Onboarding' learning path.
- Login to Spaces and review your onboarding tasks and key details
- 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.
- Start cleansing your data in Bromcom. You can download a spreadsheet from the task within Spaces to help with this.
- Request data backups from Bromcom to be sent on both your Dummy and Final migration dates.
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. This is non-negotiable for a successful migration!
- Ensure all key staff have registered for the Arbor Training Hub and have started to look at Training. You will need to share your 'registration code' with them to they can sign up, this can be found at the top of Spaces.
- Plan your change management process with your Arbor Champions.
- Fill in your Foundation Module success plan on Spaces and decide which 3rd parties you will keep. Review our 3rd party guide to confirm how integrations work.
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 and you will upload your first data backup to us, so we can perform a Dummy migration.
Your Actions for Week 3:
- Complete Data Cleansing and Data Counts on Bromcom, using the spreadsheet downloaded from Spaces
- On your Dummy Migration Date, upload your Data Backup to Arbor. You will have been sent a Secure Upload Portal to upload this. How to migrate from Bromcom.
- Get your team excited! Share online training resources and videos, and ensure relevant Arbor Champions have full access to the Arbor Training Hub.
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 the spreadsheet downloaded from Spaces. Ensure the data matches what was in Bromcom. Report any data migration issues to the Arbor Support Team or your accredited support partner ASAP. How to report data migration issues.
- 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 engaging with Training.
Your Actions for Week 5:
- Complete data checking in the Dummy site.
- Raise any data migration queries with the Support Team or your Support Partner.
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Ensure staff are maximising their training sessions. We recommend Teachers don't need access to the Training Hub and can watch our Teacher Essentials videos here.
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. Complete your 'Managing Staff Business Roles and Permissions' course on the Training Hub to support with this.
- 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:
- 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.
Week 8: Data Migration Sign-Off & Fake Arbor Day
With only a few weeks left, it's critical to complete Data Checks in the Dummy site. 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.
Week 9: Final Checks & Go Live Readiness
This week, ensure you review your 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.
- Ensure clear plans are in place for your Go Live, and everyone is aware of the rollout plan.
- Take a look at our How to set up your Final Site before Go-Live for important tasks and setup tips.
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.
- Receive your Secure Upload Portal from Arbor and upload your final data backup to Arbor 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.
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 send an email with handover details.
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