How to choose a management information system (MIS)

Use a framework

The DfE's guidance on buying for schools recommends using a framework agreement for goods and services unless you have a good reason not to.

Framework agreements allow you to buy from a list of pre-approved suppliers with agreed terms and conditions and legal protections.

This means you don't need to run a lengthy and complex tendering process, and it reduces the risk of legal challenges from suppliers.

Use the DfE's tool to find approved framework agreements.

DfE to launch MIS procurement framework in 2027 that you'll be expected to use

The DfE wrote to schools and trusts on 8 June 2026 saying that it plans to establish a national procurement framework in June 2027. The framework will provide a list of approved MIS suppliers and all schools and trusts will be expected to use it. 

The framework, which is part of the DfE's maximising value for pupils programme, aims to secure transparent pricing, consistent data security and supplier accountability.

We'll update this article when the DfE publishes details of the MIS framework. Select 'save for later' at the top of the page to be notified when we do.

Find out when your current MIS contract expires

Don't break your existing contract.

If your MIS contract is due for renewal before 1 September 2027, you must not renew beyond 12 months. Request a short extension so you can use the DfE's framework when it launches in June 2027.

If you're mid-contract, don't break your agreement but do begin planning your transition now. You can email the DfE for advice at [email protected].

This is set out in the DfE's email to schools and trusts.

If you want to switch providers before the new framework is in place, use the DfE's core principles as part of your procurement process (we cover this below).

If you're in a trust: section 2.30 of the ATH 2026 states that you must then use the DfE's MIS framework when awarding your next full-term MIS contract.

Apply the DfE's core principles in your procurement process

Make sure suppliers agree to follow the DfE's core principles. Suppliers should meet recognised security standards, and provide clear pricing that explains what is included, what is optional and how the system connects with other services.

The DfE's core principles set out that contracts should be fair and clear, and last no longer than 3 years. Contracts shouldn't keep renewing automatically, and suppliers should give you enough notice to decide if you want to continue, change supplier or end the contract. 

Only authorised school representatives (such as the local authority’s procurement officer or the school’s delegated budget holder in maintained schools and the CFO or CEO in multi-academy trusts) should agree contracts. 

Your supplier should make sure that school data is kept secure and you should be able to easily access, protect and move your data when you need to, including transferring to a new supplier when you leave a contract.

Understand what you need

This document sets out the key features and functions you should be looking for in an MIS and in the provider.

Give this list to relevant staff and ask them to feed back if there's anything missing that they feel they need – there's space at the bottom for them to comment.

The list, and the feedback from staff, will help you understand your requirements when choosing the right supplier for your school.

Engage with suppliers

To assess the market, do some initial research on the main suppliers and frameworks.

You can speak to suppliers before starting the procurement process to get a better idea of what's available, but be upfront about your procurement timelines.

Whether you book a demonstration (demo) or ask for a written response, give suppliers the opportunity to demonstrate added value. This will help you choose between suppliers.

Learn more about The Key Group's MIS

Arbor is The Key Group's MIS.

Find out more about Arbor, or book a demo.