As an administrator, you recognize the value Alma brings to your school community—a modern, intuitive Student Information System (SIS) that streamlines operations, enhances communication, and improves the overall learning experience. However, getting your board of directors, PTA, and other decision-makers on board requires a strategic approach. This playbook will equip you with the tools and talking points needed to build a compelling case for Alma and gain the buy-in you need.

Step 1: Identify Key Stakeholders and Their Concerns

Before presenting Alma, understand who will influence the decision and what their main concerns may be. Here’s a quick breakdown:

School Board & Administration

• • • Primary Concerns: Cost, ROI, implementation logistics, long-term sustainability.
  • • Key Message: Alma is a cost-effective, scalable solution that improves efficiency and data accuracy.

PTA & Parents

• • Primary Concerns: User-friendliness, communication with teachers, access to student information.
• • Key Message: Alma enhances transparency and engagement between educators and families.

Teachers & Staff

• • Primary Concerns: Training, ease of use, transition from the current system.
• • Key Message: Alma is designed for educators, with an intuitive interface and robust support.
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Step 2: Build a Strong Financial Case

Most boards will require a financial justification. Here’s how to frame it:

• Cost Savings: Alma consolidates multiple tools into one, reducing overall expenses.

• Time Efficiency: Automated workflows save administrators and teachers valuable hours.

• Long-Term ROI: Schools using Alma report increased operational efficiency and parent satisfaction.

Step 3: Highlight the Competitive Advantage

Compare Alma to traditional SIS options and highlight its modern, cloud-based infrastructure:

• User-Friendly Interface – No steep learning curves; teachers and parents adapt quickly.

• Integrated Communication Tools – Strengthens parent-teacher collaboration.

• Flexible & Scalable – Adapts to schools and districts of various sizes and structures.

• Secure & Compliant – Meets strict data privacy and security standards.

Step 4: Address Common Objections with Solutions

“Switching is too complicated.”

• Alma provides dedicated onboarding support and step-by-step migration assistance with our implementation product, Navigator.

“Our staff will struggle with learning a new system.”

• Alma offers comprehensive training, a vast resource library and world class customer support.

“It’s too expensive.”

• Alma is competitively priced with flexible plans and eliminates the need for multiple software solutions. And don’t forget time is money – and Alma customers enjoy widespread efficiencies which free up resources for more mission critical objectives.
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Step 5: Present with Confidence

To effectively present Alma to your board and stakeholders:

• Schedule a Demo – Let them see Alma in action.

• Provide Case Studies & Customer Testimonials – Show them real-world success stories from schools like yours. Just ask us – we will bring the testimonials!

“Start today, change your SIS to ALMA”

“Our district staff feel like Alma is part of our team. Not just someone who supports us. We know each other by name, they anticipate the type of approach we take even before we do some times.”

“Alma’s support process from onboarding throughout multiple years of use is unparalleled! I don’t often need support at this point, but when I do their entire team is excellent. Also, their strong data privacy and cybersecurity practices are very proactive and transparent.” 

• Prepare FAQs – Anticipate and address concerns proactively.

Encourage board members and PTAs to test Alma firsthand and experience its benefits directly with an interactive, custom demo.

Final Step: Secure Buy-In and Move Forward

Once you’ve presented Alma and addressed concerns, outline the next steps:

• Gather Stakeholder Feedback – Allow time for questions and discussion.

• Follow Up with Additional Resources – Provide demo access, documentation, and cost comparisons.

• Plan for Implementation – Work with Alma’s team to create a transition timeline.

By using this playbook, you’ll be equipped to navigate the decision-making process effectively and help your school transition to a modern SIS that benefits everyone.

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Need more help? Our team is here to support you every step of the way. Let’s make this transition seamless and successful!

A Seamless Transition to a More Efficient SIS

Growing Up Green Charter Schools (GUGCS) is redefining education in New York City by fostering conscious, contributing members of society through a mission rooted in sustainability, social justice, and equity. As part of their commitment to providing an inclusive and innovative learning environment, GUGCS made the decision to transition to Alma as their Student Information System (SIS). The journey, while requiring dedication and effort, proved to be a resounding success, which the charter school credits to Alma’s intuitive platform and exceptional support team.

Onboarding with Alma: A Positive Experience

From the start, the onboarding process with Alma was smooth and well-structured. The GUGCS team worked closely with Alma’s support staff, whose guidance was instrumental in ensuring a successful transition. “Alma’s responsive support team has been able to find a solution to just about every single one of our questions or issues, and we are very happy we made the switch,” said Janna Lunetta, Director of Enrollment & Data Operations at Growing Up Green Charter Schools.

Feedback from staff—both administrators and teachers—has been overwhelmingly positive. Alma’s user-friendly design and ease of navigation made adoption much easier than anticipated. While there were some initial learning curves, the school community quickly saw the benefits. Key highlights of Alma’s impact include improved reporting for rosters and attendance, seamless integration of Alma Start into the SIS, and enhanced customization options for report cards.

Empowered Setup with the Navigator Tool

Alma’s implementation tool, Navigator, played a crucial role in the onboarding process, especially for staff members who thrive on clear, structured to-do lists. Setting up a new system always demands time and patience, but Growing Up Green was reassured knowing that the transition would ultimately lead to a more efficient and organized operation.

The school’s leadership was also impressed with Alma’s continuous support, as their team was highly responsive and ready to assist at every stage of the setup.

Importing Student Data: A Game-Changer

One of the most challenging aspects of transitioning to Alma was extracting data from their previous SIS. However, once they successfully navigated the previous SIS’s hurdle, Alma’s import tool made the process seamless.

“The ease with which we can import and update student information now is like night and day compared to our old SIS. Everyone on our staff, from the security guard to the principal, can find the information they need quickly and easily,” said Lunetta.

Enhancing Educational Technology & Sustainability

GUGCS integrates technology into its curriculum to empower students with critical digital skills. By utilizing interactive academic programs like Amplify, Zearn, and Reading A-Z, students engage in personalized learning experiences that align seamlessly with the school’s mission. Alma complements this technological ecosystem by streamlining data management, enabling educators to focus on personalized instruction and fostering a collaborative learning environment.

Beyond academics, GUGCS places a strong emphasis on sustainability. Students actively participate in green initiatives, hands-on science projects, and environmental stewardship programs. The ability to track student engagement, attendance, and academic progress through Alma further supports the school’s commitment to shaping responsible, forward-thinking leaders.

Operational Improvements Across the Board

Since making the switch to Alma, Growing Up Green has seen significant improvements in key areas, including attendance tracking, student registration, and report card management. The efficiency and accuracy of these processes have exceeded expectations.

While compliance reporting is still a work in progress, the school remains optimistic. The team has been working closely with their Alma account representative to align the system with ever-changing New York State Education Department (NYSED) compliance reporting requirements. They are confident that Alma’s ongoing enhancements will continue to streamline this process.

Looking Forward to Continued Success

Growing Up Green Charter Schools remains excited about the future with Alma. The system’s continuous improvements, new feature releases, and dedicated support make it a valuable asset for their operations. They look forward to further optimizing Alma’s functionality to benefit their entire school community.

“Attendance, student registration, and report cards are running more smoothly than ever before! Alma is evolving alongside us, and we are confident that the system will continue to make our operations even more efficient in the years to come,” said Lunetta.

Learn more on their website or follow on Instagram.

#GlobalLeadership #EmpowerLearners #SustainableSolutions #WholeChildApproach #SustainabilityInSchools #EdTechTools #FutureReadyLeaders #GrowingUpGreen

When educators and admins think of student information systems (SIS), the first benefits that often come to mind are streamlined operations and improved efficiency. However, a modern SIS does much more than just simplify administrative tasks—it can directly contribute to a school’s financial health by enhancing budget stewardship in ways that may not be immediately apparent.

Operational efficiency: less time, more savings

At its core, an SIS automates and simplifies daily administrative tasks such as attendance, grading, scheduling, and communication. By reducing manual data entry and administrative overhead, schools can allocate staff time to more value-driven activities. Imagine reallocating hours spent on repetitive tasks toward student engagement, program development, or even marketing efforts. Every hour saved is a dollar earned, and when scaled across an academic year, the savings add up significantly.

Resource allocation: optimizing budgets

An advanced SIS provides robust analytics and reporting tools, giving school administrators insights into resource usage and operational costs. With accurate data at their fingertips, schools can make informed decisions about budget allocation, identify underutilized resources, and eliminate waste. This strategic approach ensures that funds are directed where they will have the most impact, ultimately boosting the institution’s financial health.

Improved enrollment management: attracting and retaining students

A school’s financial stability is heavily influenced by student enrollment numbers. An SIS with enrollment management features can simplify application processes, improve communication with prospective families, and provide a seamless experience from inquiry through admission. A smooth enrollment process not only attracts more students but also enhances the school’s reputation among parents and the community.

Enhancing parent perception: looking good to prospective families

Prospective parents often judge schools not only by their curriculum and staff but also by how organized and modern their operations appear. An SIS that offers a parent portal, easy access to student progress, and transparent communication can significantly boost a school’s image. When parents see a school leveraging technology to keep them informed and engaged, they are more likely to choose—and remain with—that school.

Fee management and financial tracking: ensuring revenue flow

Billing and fee management can be a logistical challenge for schools. An integrated SIS can automate invoicing, track payments, and provide real-time financial data. This reduces the likelihood of missed payments and improves cash flow management. Additionally, clear and consistent communication about fees, tuition, and financial aid opportunities helps build trust with parents.

Boosting teacher efficiency: maximizing instructional time

By easing the burden of administrative tasks on teachers, an SIS allows them to focus more on teaching and student support. Happier teachers are more productive, contributing to a better learning environment. This improved educational experience can lead to higher student retention rates and a stronger reputation, both of which positively impact the school’s budget.

Supporting strategic initiatives: data-driven decisions

With access to comprehensive data, school leaders can identify opportunities for new programs, extracurricular activities, or specialized courses that attract more students. The ability to make informed, strategic decisions supports both short-term gains and long-term growth.

Lowering IT costs: a modern SIS pays off

Cloud-based SIS solutions reduce the need for on-site IT infrastructure and maintenance, lowering operational costs. Updates and support are typically included, reducing the risk of unexpected expenses and ensuring the system remains current and secure.

The bottom line:

A modern SIS is more than just a tool for managing student information—it is a strategic asset that can improve budget stewardship by reducing costs, optimizing resources, enhancing school reputation, and boosting enrollment. By investing in the right SIS, schools not only streamline their operations but also set themselves up for financial stability and growth, ultimately ensuring they can continue providing exceptional educational experiences for years to come.

Quick quiz: 

Is your SIS helping your school be a good steward of its budget?

1) Are your administrative staff spending less time on manual data entry?

2) Do you have clear insights into your school’s resource allocation and budgeting?

3) Is your enrollment process streamlined and attractive to prospective families?

4) Are parents consistently impressed by how easy it is to access student information?

5) Is your fee management system helping maintain steady cash flow?

6) Do your teachers feel less burdened by administrative tasks?

7) Are you able to make data-driven decisions to support new programs and initiatives?

8) Have you reduced IT costs by moving to a cloud-based system?

SPOILER ALERT: If you used Alma, you would answer ‘yes’ to all of these!

• Boston Public Schools Department of Adult Education –  Boston, MA
• Schools: 1  
• Programs: High School, English as a Second Language, and Career Technical Education
• Students: 1000+

Challenge Overview

The Boston Public Schools Department of Adult Education sought to modernize its student information management processes. Previously relying on a manual and outdated database, the school faced challenges with data accuracy, time-consuming administrative tasks, and limited student access to essential information like schedules and grades. Given the unique nature of the school, which serves adult learners with flexible, no-cost educational programs, traditional SIS features—such as parent-focused functionalities—did not align with their operational needs.

Solution Overview

Alma was implemented as a centralized Student Information System (SIS) to improve data management, streamline administrative workflows, and enhance student engagement. The transition included onboarding staff, configuring custom fields to meet the school’s unique needs, and planning for full implementation by the 2025-2026 school year.

Results Overview

Alma has significantly improved efficiency at the Boston Public Schools Department of Adult Education by reducing manual data entry errors, increasing staff productivity, and enabling students to access their schedules and grades online. The system’s data accuracy and improved reporting capabilities have strengthened the student support team’s ability to provide timely interventions.

“Alma has a huge impact on the success of our school and team,” said Ann U. Ha, Data and System Manager. “In terms of data management, system and operational efficiencies, student engagement and intervention, and increased staff productivity.”

THE CHALLENGE

Before Alma, the school relied on a manual and outdated database that required extensive data entry, leading to frequent errors in student records, attendance, and grading. There was no import/export system, making reporting a time-intensive process. Additionally, students lacked access to an online portal to view their class schedules and track their academic progress.

The school also faced challenges in adapting an SIS to its non-traditional model. Many SIS platforms, including Alma, are designed with K-12 institutions in mind, making it difficult to configure certain features—such as allowing students to update their own records instead of requiring a parent or guardian to do so.

“Our previous process was very manual. We relied on a simple yet outdated database,” said Ha. “This resulted in human input errors… and we also lacked an import/export system, which resulted in intensive and time-consuming data entry.”

THE SOLUTION

In March 2024, the school transitioned to Alma, beginning an onboarding and implementation process designed to modernize their operations. Working closely with the Alma team, administrators configured the system to meet their unique needs, introduced staff training sessions, and launched student accounts to enhance engagement.

While the school is still in the process of fully implementing all of Alma’s features, key improvements are already being realized. Alma’s import/export system has simplified data reporting, and its student access portal now allows learners to view their schedules and grades independently.

“So far, we are the only program in our district using Alma,” said Ha.”Our first impression of Alma was very positive. Compared to our previous system, we were impressed with the productivity gains and data accuracy achieved through its features.” 

THE RESULTS

Since implementing Alma, the Boston Public Schools Department of Adult Education has seen measurable improvements in efficiency, data accuracy, and student engagement.

• Improved Data Accuracy: The school has reduced manual input errors in attendance, grading, and student records.
• Increased Staff Productivity: With fewer time-consuming administrative tasks, staff can focus on more meaningful student support efforts.
• Student Engagement: Students can now access their schedules and grades online, giving them greater control over their education.
• Enhanced Student Support: By using Alma’s grouping and tagging features, the school can identify students who may need additional academic or attendance support, enabling more timely interventions.
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“We used to print over 1,000 copies of schedules,” Ha added. “With Alma, we no longer print schedules, and students are able to log in to their accounts to see their schedule and track their progress.”

While the school encountered some challenges during implementation—particularly in adapting Alma to its non-traditional structure—the Alma team provided responsive support and custom configuration options. As they continue refining their use of Alma, the school anticipates a full-scale rollout by the 2025-2026 school year, incorporating scheduling, activity management, and graduation tracking.

“The Alma team was highly responsive and readily available for appointments, enabling us to overcome implementation challenges,”  said Ha. “As a non-traditional school, we required a lot of custom fields, which led to some delays, but Alma has been able to accommodate our needs.”

The innovative programs divides children in grades 3 to 6 into small cohorts that stay together until they graduate to middle school.

“We wanted to build bridges between students in different grade levels, students within the grade levels, adults with students, staff with students,” said Avonworth Elementary School Principal Bill Battistone. “We want to really try to go for a deeper, more meaningful connection with the kids.”

Read the full story here.

A School Management Software is a tool to manage all the educational and administrative tasks without any hassle. It enables schools to digitally manage and monitor daily school activities on a single platform.

This software can automate and optimize teacher workload, helps schools to simplify enrollment processing, and enables teachers to monitor student’s academic progress.

Following is a handpicked list of Top School Management Software with their popular features and website links. The list contains both open source (free) and commercial (paid) software.

CLICK HERE TO SEE THE LIST

Alma Delivers Seamless Classroom Data Sync for Microsoft Teams

Alma SIS now offers seamless integration with Microsoft Teams Assignments, streamlining data entry for teachers. With Alma’s School Data Sync (SDS) integration, administrators can easily provision user accounts and roster teachers and students in Microsoft Teams. Now, every Alma teacher can effortlessly sync assignments, grades, and feedback entered in Microsoft Teams Assignments directly to their Alma gradebook. This eliminates the need for redundant data entry and ensures that students and parents have access to accurate and up-to-date information through the Alma student and parent portal, as well as on report cards and transcripts.

By leveraging the powerful education APIs available in Microsoft Graph, Alma syncs essential details such as assignment titles, instructions, due dates, grading categories, and point values on demand. Once assignments are graded and returned, teachers can sync the earned points and any feedback they’ve provided. Moreover, teachers have the flexibility to choose which grading categories’ assignments they want to sync, ensuring that only the most relevant information is added to their gradebook.

This integration empowers both teachers and administrators to focus on individual student achievement with confidence, knowing that gradebooks and report cards will always be up to date for all students and classes. With Alma and Microsoft Teams Assignments working seamlessly together, educators can dedicate more time to supporting their students’ success.

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