Unity Implementation Journey
From Decision to Transformation
Implementing a new school management system shouldn't disrupt your operations. Unity's implementation approach is designed to minimize disruption while maximizing adoption, with a phased rollout that addresses your most pressing needs first.
Our Unique Approach
Source-Available Model
Unity is built on the Frappe framework and provides source-available licensing, giving you:
- Complete ownership of your implementation
- Freedom to customize and extend
- No vendor lock-in
- Future-proof technology
- Independence from any single provider
One-Time Implementation Fee
Unlike SaaS platforms with never-ending subscriptions:
- Pay once for implementation based on your needs
- Annual Maintenance Contract covers updates and support
- No per-student or per-user fees
- Predictable, growth-friendly budgeting
- Significantly lower total cost of ownership
Phased Implementation
Based on our experience at Walnut Schools and other institutions:
- Start with your highest-pain areas
- Build user confidence with early wins
- Phase in additional modules as users become comfortable
- Maintain operational continuity throughout
- Achieve full adoption with minimal disruption
The Implementation Journey
Phase 1: Discovery & Decision
The journey begins with understanding your unique needs:
- Needs Assessment: We work with your team to identify pain points, priorities, and requirements.
- System Demonstration: See Unity in action with focused demos tailored to your priorities.
- Implementation Planning: Develop a phased rollout plan addressing your most critical needs first.
- Proposal & Agreement: Receive a comprehensive proposal with clear implementation timeline and costs.
“The Unity team took the time to truly understand our pain points before proposing solutions. It wasn’t a one-size-fits-all approach—they tailored the implementation plan to address our most pressing challenges first.” — Administrator, Walnut Schools
Phase 2: Initial Module Implementation
We begin with your highest-priority module:
- Configuration: Set up the initial module to match your workflows and requirements.
- Data Migration: Import existing data from spreadsheets or current systems.
- User Training: Provide comprehensive training for staff who will use the module.
- Go-Live Support: Offer intensive support during the initial weeks of usage.
- Feedback & Refinement: Gather user feedback and make necessary adjustments.
Many institutions start with CRM & Admissions since it’s often the most painful area and doesn’t disrupt existing student management:
“We started with the CRM module because our admissions process was chaotic. Since our users weren’t happy with the previous CRM anyway, it was an easy win. The Unity team helped us configure the module and import our existing data, making the transition smooth.” — Walnut Schools Implementation Team
Phase 3: Core Functionality Expansion
Once users are comfortable with the initial module, we expand to core functions:
- Student Management: Implement student tracking, program enrollment, and ID generation
- Fee Management: Set up fee structures, payment plans, and collection processes.
- Integration Links: Connect the initial module with these core functions.
- Extended Training: Train additional staff on the new modules.
- Process Refinement: Optimize workflows based on real usage.
“After success with the CRM module, we introduced the students and fees modules. Since admissions were already being created in the system, this was a logical next step. Staff were already familiar with the interface, which made the expansion easier.” — Walnut Schools Implementation Team
Phase 4: Complete System Adoption
Finally, we implement the remaining modules:
- Academic Modules: Curriculum mapping, attendance, exams, and timetables.
- HR & Payroll: Staff management, recruitment, and compensation.
- Inventory & Procurement: Resource management and acquisition processes.
- Mobile Apps: Parent and staff mobile applications.
- Advanced Features: Specialized tools for your unique requirements.
“Six months after starting with CRM, we were ready for the all-in phase. By then, our team was comfortable with the system, and the transition to the remaining modules was remarkably smooth.” — Walnut Schools Implementation Team
Phase 5: Ongoing Support & Evolution
Our relationship continues through the Annual Maintenance Contract:
- Regular Updates: Receive system improvements and new features.
- Technical Support: Access assistance for any issues that arise.
- User Training: Train new staff and provide refresher courses.
- Customization Support: Get help with adapting the system as your needs evolve.
- Strategic Consultation: Partner with us on long-term educational technology strategy.
Change Management Approach
Successful implementation requires more than just technical setup—it requires thoughtful change management:
User Training
- Role-based training sessions
- Hands-on workshops
- Video tutorials
- Step-by-step documentation
- Superuser development
Process Alignment
- Current process documentation
- Gap analysis
- Process redesign workshops
- Workflow configuration
- Automation opportunities
Communication Strategy
- Regular stakeholder updates
- Progress tracking
- Success celebrations
- Feedback channels
- User spotlight stories
Timeline & Expectations
A typical Unity implementation follows this timeline
Phase 1
Discovery & Decision
2-4 Weeks
Phase 2
Initial Module
4-8 weeks
Phase 3
Core Functionality
8-12 weeks
Phase 4
Complete Adoption
12-24 weeks
Total implementation time ranges from 6 months to 1 year, depending on your
institution's size, complexity, and readiness.
Investment Structure
Unity's unique pricing model delivers better long-term value:
One-Time Implementation Fee
- Based on your institution’s size and needs
- Covers configuration, data migration, and training
- Includes all modules and features
- No per-student or per-user charges
Annual Maintenance Contract (AMC)
- Covers updates, support, and system improvements
- Typically 15-20% of the implementation fee
- Fixed cost regardless of student population growth
- Predictable annual expense for budgeting
Optional Services
- Custom development for unique requirements
- Advanced integrations with third-party systems
- On-site training and implementation support
- Cloud hosting (if self-hosting isn’t preferred)
ROI Calculator
Most institutions see complete return on investment within 24-36 months compared to traditional
per-student SaaS models, with savings increasing dramatically in subsequent years.
Ready to Begin Your Unity Journey?
Schedule a discovery call to discuss your institution's unique needs and how Unity can transform your operations.