This week, as part of our weekly guidance, you'll receive your first email from the Arbor Onboarding Team, saying hello and providing you with a bit more information about your move to Arbor and what to get started on.
What do you need to do this week?
In this short video, a member of The Onboarding Team will give you a brief overview of your 8 week onboarding journey and cover the most crucial moments of the migration process.
Use the link in your week 1 email to access your Welcome to Arbor video.
Change is exciting, but it can also be daunting! Your School team might be anxious about the move, so it's crucial to let them know what to expect. Check out our guidance on getting your team ready for the move to Arbor.
It's also important to ensure that you have the right people in place across the organisation to help you with this change. Take a look at our guidance on roles and responsibilities to understand more about this. Get your team excited about the move by sharing online training resources and videos.
After you've sent your data to us, any data inputted to your current system will not migrate over to Arbor - if you need to take attendance after your migration date but before you recieve your Arbor site (see when here) we recommend using paper registers to do this. Start getting your paper registers ready - the attendance data can then be backfilled into your Arbor site once we send it over to you by following the guidance in this article
Have your diary handy! Towards the end of the week, you'll receive more information from us with details on how you can log into the Arbor Training Hub and book onto any training you have purchased.
On your Migration date in Week 4, that's when you'll need to send us your data. The way you do this will depend on the MIS system you currently use, so it may be worth taking a look at what the process is beforehand, so that you are as prepared as you can be! You can view the different migration guides on your onboarding dashboard here.
Is your system hosted by a third party? Or will your partner Support be producing your backup for you? If so you will need to contact them to book this straight away.
Are you part of a Multi Academy Trust (MAT)? If so, it may be that they are managing the data migration for your school. If you are not sure, please check with your MAT Lead to see if they will be uploading your data to us on your behalf or if you will be doing this.
Last week, you should watched your Welcome to Arbor Onboarding video, now it's time to start preparing for your move.
What do you need to do this week?
This week it's time to hit the ground running with tidying the data in your current MIS. It's really important to do this to ensure that you have a smooth migration. Remember the 3 Cs:
- Check the data in your current MIS, making sure that everything is in the right place (e.g. only phone numbers in the phone number field).
- Clean up the data in your current system - remove redundant records and make sure everything is in the right place.
- Count key data sets (e.g. number on roll, number of FSM, number of students with SEN)
To help you keep track of your progress with your checks, we have our Pre-Migration Data Check workbook which you can download! For more information on how to clean and check your data, and to download the workbook, please read our Data Cleanse and Check Guidance
Are you ready to become an Arbor pro? If you've purchased training, make sure to make some time over the next couple weeks to book onto and attend your onboarding training. Last week you should have received an email from us on how you can log into the Arbor Training Hub and begin booking your onboarding training.
What training is important to book first? It's really important that you book your Onboarding training as soon as possible, as these modules will cover the key areas of Arbor that you will need understand in order to be successful with your new MIS.
We know how difficult it is to balance training with running a busy school office which is why our onboarding training has been broken down into individual modules you can book and attend. Staff have the freedom to choose which modules they want to attend and when from our schedule of onboarding training.
Not sure when you should complete each module? On our guide here we've listed our recommendations, to make sure you're ready to hit the ground running on your Go Live day!
And don't forget to share out any other useful guides you find on the Help Centre!
Do you have any third-party applications that you would like to link to your Arbor site? For example, CPOMS or ParentPay? Get in touch with them to let them know you are moving to Arbor and they will run through any next steps you need to take. They'll ask for your Go Live date, which is at the top of all the emails we send you.
You can find more information on third-party applications here: Guide to third-party apps
Are you part of a Multi Academy Trust? If so, it may be that they are contacting your third-party apps for you. Check with your MAT lead to see if you need to do this, or if they will be managing this centrally.
You're now in Week 3 of your onboarding journey! This week is really about preparing for your migration next week. You will continue working on checking and cleansing your data in your current MIS, attend your onboarding training sessions, and share useful resources to get your team prepared for your Arbor go live.
What do you need to do this week?
This week you will receive two emails from us, with details for your secure upload portal. One email will contain the link to your SUP and the other the password. The SUP allows you to securely send data from your current MIS to Arbor, so please keep these credentials safe, you'll need to use them on your migration day!
Not the one managing the data upload? Then please make sure to forward these credentials onto the person who will be sending your data to Arbor on your Migration day.
If you haven't received the SUP details and are part of a Multi Academy Trust, it may be that they are managing your data upload centrally, in which case, we might have already sent the details directly to them. If you are unsure, please make sure to check with your MAT project lead.
To find out more about the Secure upload portal and using the portal, please give our Secure Upload Portal FAQ guide a read!
The better quality the data is that you put into your Arbor, the easier it will be to get started after your migration. Instead of spending time cleansing your data, you'll have more time to focus on what is important and utilising your new Arbor MIS.
Spend some time this week working on the data cleansing in your current MIS. You'll need to complete this before your migration date.
Not sure how things will migrate? Check out our Migration FAQs in our Help Centre to find out
If you haven't already, make sure book onto your onboarding training sessions as soon as possible. It's important that you attend most of these sessions before your Go Live day. To help you decide when you should complete each module, we have put together our recommendations on this guide here. If you haven't purchased any training, don't forget you can share out and utilise guides on the Arbor help centre to help you get started!
Top tip from us: If you've purchased training for other areas such as meals and payments, and are wanting to use these functions in Arbor from day one, remember to get your training booked in before your Go Live!
Now you're in week 4 of your onboarding journey, you're one step closer to your new Arbor MIS! Before you send us your data on your migration day, make sure you've completed your data checks, and don't forget to get those last few training sessions attended.
What do you need to do this week?
Over the last couple of weeks you will have been working through our data checks and cleanses guide to prepare for your data for migration. Now it's your migration week, it's time to wrap these up and finalise those counts! You need to sign off your data checks before you send us your data. You can do this on the week 4 email we sent you!
Now it's the moment we've all been waiting for!!! On your migration date we'll be ready to migrate your data from your current MIS to your new Arbor site!
So that everything runs on time, it's essential that you upload your data to us on this date.
Not sure how to upload your data? Follow our step-by-step guides by clicking on your current MIS below:
Remember to take attendance using paper registers after your migration date - want to know when your site will be ready? Find out what to expect here
Are you part of a Multi Academy Trust who are uploading your data for you? Make sure you have agreed a cut off time with your MAT for when the backups will be taken (e.g. after your afternoon registers have been taken). They will then access your school's Secure Upload Portal to send your school's data across to Arbor.
Once your data is migrated and your site is ready to use, we'll release it to your school Project Lead.
There are a few important things you'll need to do before you start using Arbor, all you need to do is follow the steps on our guide - Getting started with your Arbor MIS
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