SCHOOL SOFTWARE ONBOARDING CHECKLIST

Use this checklist to plan and verify a controlled implementation for the exact service selected.
Assign an owner and evidence reference to every completed item. Leave unverified capabilities open.

PROJECT DETAILS
School / project:
Decision owner:
School project lead:
Vendor project lead:
Product, edition and version:
Target pilot date:
Target go-live date:
Review cadence:

1 — SCOPE AND SUCCESS
[ ] Name the school problem and the workflows in scope.
[ ] List the roles, sites, year groups or departments included.
[ ] Record exclusions and later-phase items.
[ ] Define measurable pilot and go-live acceptance criteria.
Owner / evidence / due date:

2 — DATA PREPARATION
[ ] Inventory required datasets and accountable owners.
[ ] Remove duplicates and resolve mandatory-field gaps.
[ ] Agree the transfer method, timing and security evidence.
[ ] Test a sample import and reconcile record counts.
[ ] Document correction, rollback and deletion steps.
Owner / evidence / due date:

3 — CONFIGURATION AND ACCESS
[ ] Record the approved configuration baseline.
[ ] Map each school role to tested permissions.
[ ] Confirm who approves, provisions, changes and removes access.
[ ] Test authentication, exceptions and audit records.
[ ] Prepare joiner, mover and leaver procedures.
Owner / evidence / due date:

4 — WORKFLOW TESTING
[ ] Run one real scenario for each in-scope role.
[ ] Test an error, denial or interrupted workflow.
[ ] Record expected result, observed result and evidence.
[ ] Log defects with severity, owner and retest date.
[ ] Obtain written acceptance for the agreed scope.
Owner / evidence / due date:

5 — TRAINING AND COMMUNICATION
[ ] Identify training groups and their tasks.
[ ] Prepare role-specific guides using the approved configuration.
[ ] Schedule practice sessions and a support route.
[ ] Explain what changes, when it changes and where help is available.
[ ] Record attendance and unresolved questions.
Owner / evidence / due date:

6 — PILOT AND GO-LIVE
[ ] Define pilot users, duration and feedback method.
[ ] Monitor data quality, access, reliability and support demand.
[ ] Review pilot evidence against acceptance criteria.
[ ] Approve go-live, extend the pilot or stop with reasons recorded.
[ ] Confirm launch-day owners and escalation contacts.
Owner / evidence / due date:

7 — SUPPORT AND EXIT READINESS
[ ] Verify support hours, channels and escalation path.
[ ] Schedule access, configuration and data reviews.
[ ] Test a usable data export.
[ ] Record contract-end, account closure and deletion steps.
[ ] Assign the next service review date.
Owner / evidence / due date:

READINESS DECISION
Ready / conditionally ready / not ready:
Conditions or blockers:
Open item / owner / due date:
Approver and date: