Process:

Migrating from old, on-premises school management software to new cloud-based school management software can be a complex process, but with careful planning and execution, it can be done smoothly.

It is a widely adopted method for estimating the strength, weakness, opportunity and possible threats due to the decision of switching to Cloud-based ERP solution. This can be achieved by practicing process mapping to redefine, reorganize and filter existing processes.

Moving to the cloud doesn’t mean copying the same processes for the cloud solution; rather you must identify only those processes imperative to meet the ends. Only the best practices must be selected to map the needed configurations and future needs of the institution. Thus, you avoid age old, redundant, and inefficient practices and welcome much simpler and easy to follow steps that are compatible with Cloud-based solutions. Here's a step-by-step guide to help schools with this migration:

• Pre-migration decisions: It may be possible that your existing IT infrastructure is not fit for the cloud. Certain applications might not be compatible with cloud portability. Hence, it is imperative to distinguish the applications best suited to run on cloud and prepare for the migration of only those.
• Select the right team, right vendor, and right platform: Ensure suitable representatives upfront for deciding strategic objectives, decisions, managing resources, and risks for the big switch.
• Finalize key Cloud components: Shifting to Cloud ERP solution from an on-premise one involves a major change in the IT structure of your organization, and you must be well prepared for that change. One must decide on what you are going to do with the existing IT infrastructure and how much of that can be used with the new Cloud-based solution. Determine the specific cloud components necessary for the migration.
• Make a plan: Since there is no substitute for planning, you must have a blueprint ready. Realignment of the assigned team, resources, and workload sharing during the process of migration must be done well in advance. Define clear deadlines for what is to be done, when is to be done, and how is to be done solution is tailor-fit and performance gaps are bound to occur, hence decide on the type and extent of customization beforehand
• Backup: Since data is not stored on local servers in Cloud-based ERP solutions, it remains more secure, inaccessible and away from you. Therefore, ensure safe and reliable data backup before taking the plunge, in order to avoid any mishaps and data disasters. Begin the implementation process slow yet steady, step by step.
• Data Security and Compliance: Ensure that data security and compliance with regulations (e.g., FERPA) are maintained during and after the migration.
• Documentation: Keep detailed records of the migration process, including configurations, customizations, and data mapping, for future reference.
• Budget and Resource Management: Keep track of expenses related to the migration and allocate resources as needed to support the transition.
• Execute & deploy: The execution of plan deals with step-wise carrying out of implementation strategies. Though there is no need to install any additional hardware, making the IT environment cloud-ready is a must. Deployment deals with uploading the new ERP solution design on existing IT infrastructure, data visualization and enabling the Intelligence capabilities to offer the cutting-edge functionality. Data migration over the cloud must be performed with extreme caution. Ensure a dry run just before going live.
• Monitor the progress: Monitoring is always essential even when you are switching to cloud from an on-premise solution. A formal issue tracking process should be formulated to identify and address the roadblocks in the new cloud environment. Since migration to the cloud needs everyone’s attention and contribution, hence periodic reports must be prepared based on the respective goals of individuals and the team as well. With the help of regular monitoring, the delays can be identified and also covered up by obtaining the expert opinion.
• Go live & handover: Soon after everything is in place, it’s time to finally switch to the new Cloud-based ERP system - LoginX. The on-cloud solution can be made live under LoginX guidance. It’s best to consider the LoginX advice as the thumb rule. Gradually, the new system is handed over to your staff and tested for smooth and uninterrupted operations.
• Training and Support: Since working on the cloud is a totally new experience for your staff, detailed information about absolutely everything should be demanded by the management. Though the training is not extensive and as elaborate as during on-premise implementation, detailed insights by the experts on every aspect certainly help in smooth running of the operations even in their absence.Training not only provides a platform to test the solution during the dry run but also helps in managing the change resistance within the institution from head to toe.