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Ready for a better CCMS experience? Here’s why moving to Xap is easier than you think
Jason Roberts
Nov 05, 2024
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While many early childhood education and care (ECEC) approved providers may feel ready to make a change when it comes to their child care management system (CCMS) provider, when it comes time to ‘take the leap’ there can be some reluctance, particularly when there are real concerns about managing the transition.
Given the important role a CCMS system plays in the management of an ECEC service, and how many different stakeholders are touched by it, such as team members, parents, children and owners, this is probably not too surprising.Even if an approved provider has made up their mind that it is time to make a change these fears can prevent them from taking action - but the experience doesn’t need to be a scary one, Xap CEO Sean Murphy explained.
“Having been involved in the ECEC software space for well over twenty five years I have witnessed first hand just about every type of CCMS migration possible,” he said.
“Yes, at times there have been challenges but the key to managing the risks around changing software platforms is reduced dramatically if you are able to find a CCMS partner that is experienced in the space, has a proven track record of success and aligns culturally to the transitioning organisation’s wants and needs.”
Xap has worked hard to convert its years of experience into an enviable migration track record and now has a clear pathway for all which has placed them at the forefront of onboarding best practice across the ECEC sector.
Xap’s fundamental edge - An experienced, highly trained and caring onboarding team
Recognising the importance of having an onboarding team in house is one thing, but actually ensuring that the team delivers on the promise of a seamless migration is quite another.
“Over the years I have seen countless examples of onboarding teams across the ECEC sector that are really not as effective as they should be,” Mr Murphy said.
“Normally this is because of three things, firstly a lack of experience, secondly lack of training and thirdly a lack of empathy.”
The combination of these three factors is why Xap’s onboarding teams are staffed by experienced professionals who have been specially trained in change management and process implementation techniques and really care about the worries and concerns providers may have along the way.
By understanding how to master the human side of change management Xap has carved out an enviable reputation across leading ECEC providers that have made the move.
Aspire Early Education is one such provider who has recent migration experience with Xap, and for Senior Business Support Manager Kate Banks, the move has been a positive one.
“It is truly rare to find a partner that mirrors our values, matches our knowledge base and provides us with exactly what we need,” she said.
Planning and process - The next two big factors ensuring migration success
Whilst Xap should be applauded for the extensive work they have conducted to ensure that they have the most experienced, well trained and empathetic onboarding team in the ECEC sector, actual implementation of project plans are also central to success.
“If we consider stage one as being getting the right team in place, stage two is definitely having the very best project plans on hand to manage the many steps that make up a successful CCMS transition,” Mr Murphy said.
As soon as a customer has made the decision to move to Xap the onboarding team press “go” on their onboarding workflows which inevitably starts with a comprehensive “kick off” call which not only provides the chance for all parties to meet but also provides an opportunity for both teams to exchange valuable information that will inform the journey ahead.
Lindy, a Lead Onboarding Project Specialist at Xap, shares; “Each client’s needs are unique, and we take the time to understand their specific goals and concerns to build a truly supportive migration plan.”
Getting the migration plan right is extremely important and that is why so much time in the early stages of a partnership is devoted to meetings, discussions and fielding questions. “Our transparent project plans and regular updates mean that our customers are never left wondering about next steps—we keep them informed and in control at every stage of the journey which supports our success and theirs,” fellow Lead Onboarding Project Specialist Ashleigh added.
Positive customers testimony reinforces Xap’s conviction that they are best in class
With over 2,000 centres using the Xap platform the list of positive testimonials from customers delighted by their onboarding experience is extensive and a testament to the expertise on offer.
“To be honest prior to onboarding commencing I was a bit nervous about moving from a system that we knew the ins & outs of to Xap. But as soon as it kicked off I knew very quickly that we had made the right decision,” Ms Banks said.
For Samuel Seagrott from St John's Early Years ABCC & St John's Anglican College ABCC, the experience was similar.
“The onboarding process was fantastic,” he shared. “The staff were accommodating to our needs and timeframes, and support was consistently informative and reliable.”
Xap’s experience is not limited to the long day care space, with Leeton Out of School Care Director Lauren Nelson feeling well supported by Ashleigh’s expertise. “Ashleigh was amazing! From my initial enquiry about Xap to all the training, guidance, flexibility, and understanding, she made the onboarding experience smooth and professional,” Ms Nelson said.
To learn more about how easy it is to move to the Xap community, click here to arrange a chat with Xap Onboarding Consultants Lindy and Ashleigh.
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