Here we share our thoughts on the key areas to consider when contemplating changing your Management Information System.
The below is a brief outline – if you would like a copy of our free ‘Considerations’ document simply click the link below and provide your details so that we can email it to you.
Many schools and Trusts have changed their MIS over recent years and many more are considering doing so. Indeed, reviewing your MIS system should be something that is done on a regular basis to ensure that it is still ‘fit for purpose’ and fulfils all your School’s or Trust’s needs.
Changing MIS can be a daunting task with many differing viewpoints, so if you are thinking of a change, there are several considerations you should make:
WHY?
The first consideration you need to think about is why you are thinking of changing your MIS…
Every School and Trust is different and will have differing reasons for considering a change to their MIS system. There are several reasons why you might consider changing your MIS – it’s important to understand what these are.
WHEN?
In reality there is no ‘perfect time’ to change your MIS, but there are some things to consider in order to decide the best time for your specific requirements.
WHO AND WHAT?
These two go hand-in-hand.
You need to decide exactly what you want to achieve from your new MIS. In order to do that successfully, you need to agree who will be involved in specifying the new MIS – from the basic core components to any additional functionality you might desire – and also decide who should make up the evaluation team too.
These do not necessarily have to be the same people – but in both cases it is sensible to have teams that include a cross-section of stakeholders and users.
HOW?
Firstly, make sure you are aware of all the potential providers out there – don’t just go for the one or two you have heard most about. Whatever form of procurement you decide on, you will need to prove that you have performed due diligence on a number of systems and carefully considered them all.
EVALUATION
The need for careful and transparent evaluation of any supplier’s bids or tenders has never been more important.
Recent procurement challenge rulings have clearly shown the need for the evaluation team to be experienced and/or well-trained and guided in how to evaluate each element of the proposal and to record clearly their scores along with the reasons for them.
It is also paramount that a transparent moderation process takes place once the individual evaluators have completed their independent scoring.
IN SUMMARY
Changing an MIS is not for the faint-hearted – it is a major project that should not be entered into lightly.
Along with making the right decision for your organisation, you must also take on board the need to clearly define your needs, the tender process and timelines, as well as the evaluation process, scoring and reasoning and be able to evidence your compliance with these.
Good luck with your MIS decision – and feel free to contact us if you think we may be able to help in any way.
