Objective: Establish project scope, gather requirements, assign roles, and develop a timeline.
Activities: Stakeholder meetings, data assessment, defining workflows, and setting goals.
Duration: Usually 2 to 4 weeks.
Data Migration & Integration
Objective: Transfer existing data (student records, enrollment info, etc.) into Alma.
Activities: Data extraction from current systems, cleaning, mapping, and importing into Alma, and configuring integrations with other institutional systems (LMS, finance, etc.).
Duration: Typically 4 to 8 weeks, depending on data complexity and volume.
System Configuration
Objective: Custom-tailor Alma to fit the institution’s specific workflows.
Activities: Configuring user roles, permissions, workflows, notifications, and reporting templates.
Duration: 2 to 4 weeks.
Training & User Acceptance Testing (UAT)
Objective: Equip staff with necessary skills and test the system in real-world scenarios.
Activities: Conducting training sessions, creating help resources, and refining configurations based on UAT feedback.
Duration: 2 to 3 weeks
Go-Live & Post-Implementation Support
Objective: Launch Alma for daily operations and stabilize the environment.
Activities: Transition to live environment, monitor system performance, address issues, and provide ongoing support.
Duration: 1 to 2 weeks.
Customisation
Configurable Workflows: Institutions can modify workflows related to admissions, enrollment, grading, and reporting.
Role-Based Access: User roles and permissions are customizable
Data Fields & Forms: Ability to add or modify data fields, forms, and interfaces.
Integrations: Alma supports integrations with other institutional systems such as LMS, financial systems, and communication tools.
Automated Processes: Custom automation rules can be set up for notifications, alerts, or data updates.
APIs & Extensions: Alma offers APIs for custom app development or third-party integrations.
Additional Costs
Many institutions report that Alma’s robust configuration options allow over 80% of their needs to be met without extensive coding.
For deep customization or complex workflows, white-labeling or bespoke development may be required.
Alma also provides a marketplace for add-ons and extensions.
Training
Initial Onboarding: Includes live or virtual training sessions that cover core functionalities such as data entry, workflows, reporting, and system navigation.
Customized Training: Sessions can be tailored to specific roles (administrators, staff, faculty, etc.).
Self-Paced Resources: Access to a knowledge base, user guides, video tutorials, and FAQs.
Workshops & Webinars: Regularly scheduled webinars on new features or advanced topics.
Certifications: Opportunities for staff to earn product certifications, enhancing proficiency.
Support Services:
Dedicated Customer Success Manager: Assigned to help with onboarding, best practices, and troubleshooting.
Help Desk: Access to technical support via email, phone, or ticketing system, available during business hours.
Community & User Forums: Peer-to-peer support and best practice sharing.
Ongoing Education: Periodic training refreshers and updates aligned with new releases.
Additional Support Options:
On-site training for larger institutions.
Custom consulting for specific process optimization.
Security Measures
Data Encryption: Uses SSL/TLS for data in transit and encryption at rest.
Access Controls: Role-based permissions ensure users only access data relevant to their responsibilities.
Authentication Protocols: Supports single sign-on (SSO), LDAP, and multi-factor authentication (MFA).
Regular Security Audits: Conducted to identify and mitigate potential vulnerabilities
Compliance: Adheres to data privacy regulations such as FERPA, GDPR, and local privacy laws.
Audit Trails: Tracks all system activities for accountability and compliance.
Physical Security: Data centers with strict physical security measures.
Updates
Release Schedule: Typically, Alma releases updates every 4-6 weeks in a continuous delivery model.
Managed Deployment: Updates are rolled out seamlessly, often with minimal disruption.
Pre-Release Testing: Major updates are usually tested in a sandbox environment before production deployment.
Communication: Institutions are notified in advance about upcoming updates and new features.
Training on New Features: Educational resources or briefings are provided to familiarize users with updates.
Change Management: Support teams assist institutions with adapting workflows or configurations as needed.
Data Ownership and Portability
Data Ownership: Alma SIS maintains that the institution retains full ownership of their data—student records, transactions, and other institutional information stored within the system.
Data Access & Export: Institutions have the right to export their data at any time, usually through standardized data formats like CSV, XML, or custom API integrations.
Data Portability: Alma supports data portability, ensuring that institutions can retrieve their data in a usable format for migration or analysis purposes.
Data Retention & Deletion: Upon contract termination, Alma typically confirms data deletion per privacy policies and regulatory requirements, while providing the institution complete access during the contract period.
Scaling Up / Down
Flexible Subscription Models: Alma offers scalable licensing and usage plans that can be adjusted based on the institution's size or needs.
Scaling Up: Adding new modules, users, or expanding system capacity is generally straightforward, often involving a formal review and updated agreement.
Scaling Down: Institutions can reduce user counts or deactivate modules, with terms usually outlined in the service agreement.
Cost Adjustments: Changes in scope are typically reflected in updated licensing or subscription fees, with potential pro-rata billing during contract adjustments.
The terms & conditions for contract renewal and cancellation
Renewal Terms: Contracts are often annual, with automatic renewal unless either party provides notice of non-renewal. Renewals are negotiated under existing or amended terms.
Notice Period: Usually, a 30- to 90-day advance notice is required for renewal or cancellation (varies by agreement).
Cancellation: Institutions may cancel at the end of the contract term, subject to specific notice requirements, with possible early termination fees for certain agreements.
Data & Support Post-Cancellation: Alma commits to providing data export options and support to facilitate transition or data retrieval after contract end.
Renewal Negotiation: Terms, pricing, and scope are typically reviewed at renewal, with negotiated adjustments based on usage and needs.
Compliance
FERPA (Family Educational Rights and Privacy Act): Ensures student privacy rights in the U.S.
GDPR (General Data Protection Regulation): Meets EU privacy requirements concerning data handling and rights.
ISO Certifications: Often compliant with ISO 27001 for information security management.
SOC Reports: May hold SOC 2 or SOC 3 reports verifying controls over security, availability, processing integrity, confidentiality, and privacy.
Data Security & Privacy Policies: Compliant with industry best practices and regional data laws.
