Guidance

Commercial considerations when choosing a management information system (MIS)

Updated 6 March 2025

Applies to England

A management information system (MIS) is a critical part of a school’s digital infrastructure. Management information systems can be complex, layering legacy and new systems as well as on-premises and in-cloud services. This means that the contract terms can also be complex.

This guidance for schools outlines some issues to consider when:

• engaging with MIS suppliers to purchase a new MIS
• managing or updating existing MIS arrangements

This guidance outlines high-level commercial points for schools to consider. It is not intended to be exhaustive or provide legal advice. Schools should consider taking their own technical and legal advice to make sure they understand and are comfortable with their MIS, and its related services and contractual terms.

Schools must make sure they comply with all applicable regulation and guidance, particularly in relation to data protection and procurement regulations. Buying for schools: how to buy what you need provides guidance on purchasing routes for schools.

Schools should use the digital and technology standards to check they have the right digital infrastructure and technology in place. Their practices should be compliant with the cyber security standards.

Charges and contract terms

Contract terms relating to payment are often variable and may change during the contract. Schools should check they understand all charges and how and when prices may increase.

Schools should also check the potential costs of terminating a contract during any fixed term, and if different elements of the services provided have different contract end dates (meaning there is not a single date for expiry, contract changes or charging periods for the MIS as a whole).

Using a system  

Systems (particularly those with cloud-based aspects) may be designed so that a user agrees to start a new contract, or change the terms and conditions during a contract, by clicking a link or continuing to use a system. Users may not realise they are agreeing to changes to the contract’s terms and conditions. Schools should make sure that users and administrators of their MIS are aware of this and ask them to check before continuing to use a system where they receive an email or see a pop-up box within the portal or at sign in which refers to terms and conditions.

Support services  

Suppliers may include terms stating that schools must have MIS support services in place.

Schools should check what their MIS contract terms say about support, in particular:

• if the school can choose a third-party supplier (which may be cheaper), or whether the MIS supplier stipulates the support supplier
• if the support services are offered within the MIS, whether the cost is included in, or additional to, the MIS cost

Corporate changes       

If a school changes trust, becomes an academy, or has any other “corporate” change, the contract may be affected. Schools should check what their contracts say about this and ensure that they comply with any notice or other requirements which apply when the school undergoes any kind of change.

User and location information

Schools should check for any restrictions or limits on permission for who may use the MIS system.

Agreed level of service

Many suppliers will not guarantee that their systems will function and be available 24 hours a day, 7 days a week.

Schools should understand what their agreement says about availability. Schools should put appropriate contingency plans in place to mitigate risk and ensure they can continue to comply with their reporting and other obligations if their system is down.

School obligations

A supplier’s terms and conditions usually require confirmation by a school or school user that it accepts responsibility for significant commitments in the provision of their MIS. This may include (but not be limited to) support services and information sharing

Schools should read these sections carefully to understand what they are agreeing to.

Services offered with a MIS

Providers of cloud services often state that their services will develop iteratively. In practice this means that schools will need to keep their MIS, and underlying terms and conditions, under review to ensure that they know of any changes in functionality or handling of data.

Schools should also be careful to check that they understand what their MIS supplier will do with data if the school wants to change to a new system.