10 tips on migrating to web based software

Ok diving into a web does sound daunting (poor choice of words), but with these 10 tips we bet you will be plunging head first into web software in no time. Happy swimming!

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1. Have clear goals and a plan in place

Determine what you want to achieve in the migration process. Do you know what your goals and objectives are? and what will you gain from moving forward with a web based system?  

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You should define a timeframe for when migration from your current system to your new web based system. Give yourself plenty of time so you are ready to go when you want to start using your new system. Being organised and having a plan helps to alleviate the stress of the ‘big move’ as you will have your ducks (swimming neatly) in a row. 

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2. Estimate timelines realistically

It is easy to underestimate the complexity of migration, it is time consuming but if you are realistic about what steps you need to take on top of your normal working day, then you are more likely to be able to stick to your timeline. There will be steps that you need to take and steps that your software provider will need to take, these all take time (and sometimes longer than you think) so having realistic timeframes will go a long way in getting you set up correctly.

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3. Effective communication

This is one of the most important keys to a successful migration, the better your communication with the team completing your migration, the more likely you will find that your transition will be successful and stress free. Keep checking your emails, know your requirements and stick to your timeline, ask questions so that you can stay on top of everything from start to finish.

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4. Have patience

You likely haven’t done this before or not for a long time so patience is the key to ensure that everything goes smoothly, regardless of what step you are up to. Migration is a process that runs smoother when it is complete in a set order, however unforeseen things will inevitably come up and the plan will need to adjust accordingly. This may impact your timeline or a deliverable item of the migration which could be difficult news to hear - patience (and maybe some chocolate, icecream, wine... whatever your vice…) will help you get through to completion.  

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5. Do an audit

Review the information that you have on your current system and what needs to be updated, you will need to check that details are correct, that there isn’t missing information, accounts are correct and all data is updated.

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6. Chose what you want to migrate

After your audit you will then be able to choose what information that you want to bring with you. There will be a lot of information that you no longer require and there will be information that must come over, this is your time to make a list of what you want to migrate. (Cue: spring clean!)

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7. Back-up your current system

This is very important, you should always keep a back-up of your current information (even if it’s paper) as you may need to refer to this in the future. This will also allow for any potential errors that may occur to be resolved quickly.

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8. Prepare your staff, educators and families for the change

Once you have made the decision to change to a web based system you should start to prepare your staff, educators and families.  This may mean that you need to prepare new documents, arrange training and ensure that everyone is onboard with the upcoming changes.  

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There will be changes to the current processes that you have in place, make a plan of what you currently do and how it will work in the new environment, if you are aware of the changes that need to be made to your processes you will find that this is easier as everyone will be on the same page.

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9. Understand the new system

With a new system comes a period of adjustment and learning, make time to do the training and read through all the support material that is provided to you. The more time that you put into learning a new system and understanding how things work will only benefit you in the long run.

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10. Final analysis of the new system

Once you have completed all the steps you should check that everything is working as it should be, that it is meeting your expectations and ultimately that you are happy with everything. 

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Ready to take the plunge?

We are proudly 100% web based - and have been so from the beginning. In fact we were the first web based Dept of Education registered CCMS provider in Australia and have been successfully transitioning single and multi-service providers from paper based and legacy systems since 2007 (yep - that’s a lot of years!). To find out how we can help you make the easy switch to web based software, simply call us on 1300 769 110.