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Start with administrative workload. A good MIS should cut duplicate data entry, automate attendance registers and bring reporting into one place. Ask each provider to show how many clicks a routine task takes, because that number adds up across a full term. Time-poor office staff feel the difference between a system that fits their day and one that fights it.

Hosting location is the first thing worth confirming directly, in writing, rather than assumed. Where is student and financial data physically stored, and does that location bring specific regulatory obligations with it? A school should ask this plainly of any vendor rather than accepting a general answer about "secure cloud infrastructure," which describes almost every provider on the market and tells a procurement team nothing distinctive.

Moving a school management information system to the cloud is now close to standard practice, but "cloud-based" on its own tells a school almost nothing about how secure that hosting actually is. Two vendors can both describe their product as cloud-based while differing significantly in hosting location, certification and the practical protections behind the marketing term. Due diligence needs to go past the label.

A multi-academy trust or independent school signing a multi-year contract with a school management information system vendor is making a decision that is expensive and disruptive to reverse. A short list of direct questions, asked before signature rather than after, reduces the risk of discovering a gap once the school is committed.

Start with the support model. Ask specifically whether support is UK-based, what hours it operates, and what the guaranteed response time is for a genuine outage versus a routine query. A vendor's answer here should be specific and contractual, not a general assurance about "excellent customer service," which means little without a defined service level attached to it.

For more detail, see Helping Learning Thrive.