Let’s start with an old saying: Rome wasn’t built in a day.  

Schools are complex entities and the software they use is critical to their ability to function. Add to this the fact that change management is hard and it is no surprise that the thought of undertaking a SIS change might look overwhelming and challenging.  

But just like we tell our students when it comes to revision: break the process down into smaller pieces and suddenly it feels more achievable. This is why many schools look at a phased implementation for their SIS upgrade. Read on for details.  

What’s Involved in a Phased Implementation?  

Simply put, a phased implementation does exactly what you’d expect. Rather than launching an entire SIS in one go, the process is carried out in stages across a period of time. In this way, a school can carry out the work in a timetable and progression that suits them and their priorities.  

STEP 1: THE EVALUATION PROCESS  

There can be a tendency to rush this as we want to get on with the actual process, but this is often the most crucial part of the process. You may already know that you need to make a change, but start by talking to your different departments – what are the problems they face, what is it that they are looking for?  

In this way you get better buy-in to the process and it will also help you identify those departments facing the biggest challenge/most ready to change. They will be your advocates moving forward.  

Tip: Take a step back and consider what you want to achieve. It is important that your goals are driven by strategy, not by technology.  

STEP 2: MAKE A PLAN  

Remember – you are not trying to change everything in one go. Build a timetable looking at what you will focus on and when. This will vary according to the needs of your school, but also the time of year.  

Think what will cause the least disruption throughout the school calendar – many schools will phase their implementation over many months so there will be times which are ‘quieter’ for different departments.  

Tip: When you are putting your plan together, build in time for people to get used to the new tools before you start using them in earnest. For example, don’t implement the Accounting module just before the end of a financial year, or the Academics features just as a new academic year starts. Get these modules set up and available to staff so that they can be confident using them.  

STEP 3: DECIDE ON OWNERSHIP  

Ownership of different aspects of the implementation may change as the process goes on over time, but it is advisable to have someone who will be overseeing the project from start to finish.  

Make sure that you involve those people who will actually be using each module as they will be able to ensure that the final product will properly meet their needs.  

Tip: With a number of people being involved at any point, consider:  

  • Who is a process driver  
  • Who is a contributor  
  • Who needs to be kept informed  

This will help to bring clarity to the process and make sure that nothing gets ‘lost’ between different groups.  

STEP 4: EXECUTION  

Remember – your plan is a starting point. Its greatest value lies in making you consider the steps you want to take and what you need to consider along the way. But ultimately as we all know, schools don’t always go according to plan!  

Be ready to be flexible. The process will take place over a number of months so some adjustment should be possible and if you need to move things around then do so. However, your strategy goals should be the touchpoint for all your decisions so keep referring back to these and celebrate the milestones along the way.  

Tip: Keep communicating with the school community. You want to keep a sense of momentum and accomplishment so making sure that everyone knows how things are progressing, if changes have been made and what is working well keeps people on your side.  

What are the benefits of a phased implementation process?  

A phased SIS implementation allows schools to manage change in a controlled, strategic way. By spreading delivery over time, it reduces risk, minimises disruption, and helps teams stay focused on what matters most. Here’s an overview of the key benefits:

MANAGEABLE CHANGE FOR YOUR SCHOOL  

A phased implementation reduces the risk and disruption that often come with large-scale system change. By spreading delivery over time, schools can align their SIS rollout with strategic priorities and other initiatives, rather than forcing everything to change at once. 

This approach makes change more manageable for staff, helps maintain day-to-day operations, and ensures technology supports your school’s goals — not the other way around. 

Tip: Change management can require significant time and expertise. Working with experienced partners can ease the load on your internal team, provide proven best practices, and offer an objective perspective that helps keep the project on track. 

EASIER ON YOUR BUDGET  

By implementing in stages this should help you manage your budget more easily over the months – it doesn’t all have to come at one time. It also makes it easier to manage your existing suppliers who you are looking to phase out.  

Tip: List your contracts and expiry dates so that you can consider the best time to replace these solutions. Make sure you include all of the elements you are looking to replace, not just the “big-ticket” items. 

A SMOOTHER TRANSITION FOR YOUR TECH TEAM 

By rolling out your SIS over an extended period, you remove many of the time pressures involved. This means you can focus on both change management and technical implementation.  

Departments within the school will be able to work on their specific elements at different times, easing some of the pressure on the IT team.  

Tip: Use the school calendar to determine the best time to launch a specific module, ensuring it is available when you need it most.  

Final Thoughts  

Change management is a bit like raising your first child. There are lots of books and guidance out there, but ultimately you do the best you can in the circumstances you find yourself.  

A phased implementation gives you the opportunity to make that process easier to manage and takes away much of the stress, as well as help you to get a return on your investment quickly. Remember, whilst Rome wasn’t built in a day, it was certainly worth the effort!  

If you’d like to explore what a move to Veracross could look like for your school, then feel welcome to book a demo with our team.