Student Information System - Upgrade Pitfalls

Upgrade Pitfalls

Unlike an upgrade to a web browser or a word processor, changes and upgrades to these systems tend to have significant impact on the day-to-day operations of every school employee. These systems typically touch every aspect of school operations even when only the base modules are used. For these reasons, care should be taken to consider the impact on:

• Workflow: Since these programs are tightly tied to a school's business workflow and processes, a change to a SIS system can force changes to workflow. This can have a significant impact on daily operations if not considered carefully prior to implementation.
• Data Conversion: Data conversion of historic data (transcripts, attendance, health records, etc.) for both current and past students can also be a significant issue to transitioning to a new SIS. Since most schools are required to keep historical data on past students, considerations should be given to what information will be converted and what will be archived.
• Customized Reports: Since there is little standardization in what and how student information is stored, most schools have their own processes and procedures (e.g. formatting and layout of data reports) for student grade printouts or attendance records. As most SISs are not perfectly compatible with the previous SIS, upgrading can be a long, and tedious process.
• Training: Some new SIS programs have a tendency to include some unnecessary features, primary for the use of power users, so training employees to use the new SIS program will most likely be a costly and time-consuming process.

Like with an ERP system, schools should consider processes similar to the ERP System Selection Methodology when selecting a SIS system.