Switching to GoEngage in Winter or Spring: 6 Easy Phases
This comprehensive plan is designed for agencies committed to transitioning to GoEngage, focusing on a phased, step-by-step approach that ensures a smooth and efficient implementation before the new program year begins.
Phase 0: Submit Your Order
A successful transition begins with a strong foundation. Taking these initial steps ensures a smooth start to your GoEngage implementation.
Complete the necessary paperwork by following the submission instructions provided on your quote.
Select key contacts from your agency for your 2 complimentary seats on the Unlimited Support Plan.
Schedule a 15-minute kickoff meeting with your Onboarding Concierge to review order details, discuss expectations, and set a firm implementation schedule that aligns with your goals and our availability.
Phase 1: Initial Setup and Configuration (Immediately After Purchase)
Start with a Blank Database
Why start fresh? A blank database ensures clean and accurate data entry, eliminating the risk of carrying over outdated or inconsistent data.
What about my historical data? To maintain accuracy and ensure compliance, retain historical data in its original system for reference purposes rather than migrating it to GoEngage. This approach ensures the accuracy of the original data, minimizes potential migration errors, reduces downtime, and prevents extended periods where neither system is fully operational during the transition.
Work with the GoEngage Onboarding Concierge
Collaborate with GoEngage’s Onboarding Concierge to configure the software for your agency’s needs.
Learn key system admin functions, including user roles, permissions, and workflows.
Phase 2: Preparing for Applications (1 Month After Purchase)
The Orientation Training included on your Quote covers hands-on guidance to help configure the system, refine your processes, and train your staff on these policies and procedures.
Set Up Pre-Applications
Configure your pre-application form in GoEngage.
Publish the form on your website and promote it through social media and printed materials (with a QR code for easy access).
Engage families early by simplifying the application process and directing all new submissions through GoEngage.
Create Quick forms for consent forms, surveys (such as family needs surveys), and more.
Understand the Application Process
Complete your Application Process training, focusing on best practices for managing eligibility, recruitment, selection, and enrollment in GoEngage.
Develop Policies and Procedures
Collaborate with your leadership team to align policies and workflows with GoEngage’s features.
Standardize data entry practices, communication protocols, and family engagement processes.
Document these procedures for easy staff reference during training and beyond.
Phase 3: Staff Training and Transition Strategy (1-4 Months Before New School Year)
Plan and Schedule Training
Schedule comprehensive training sessions for staff well in advance, focusing on ERSEA modules and GoEngage workflows critical to their roles.
Tip: Training dates fill up quickly! Secure your preferred dates as soon as possible to ensure staff readiness.
Finalize Current-Year Operations
Continue using your current system to complete the program year and submit the PIR.
Gradually introduce GoEngage for smaller tasks, like absenteeism follow-ups or facility safety inspections.
Phase 4: Full Rollout and Transition (After PIR Submission)
Transition to GoEngage
Roll out GoEngage across all operational areas after completing staff training.
Provide Ongoing Support
Offer additional support to staff as they adapt to using GoEngage for daily operations.
Use feedback to address any challenges and refine workflows as needed.
Phase 5: Post-Implementation Optimization (First 1-6 Months of New Program Year)
Monitor and Adjust
Observe staff usage of GoEngage and gather feedback to identify areas for improvement.
Make configuration updates and provide targeted support to address any bottlenecks.
Introduce Advanced Features
Gradually roll out additional features, such as:
Agency Internal Review (AIR) notes.
Digital in-kind collection tools.
Scheduled reports.
Dashboards for performance insights.
Provide just-in-time training for these features to ensure successful adoption.
Phase 6: Long-Term Optimization and Growth (6–18 Months Post-Rollout)
After your agency has fully transitioned to GoEngage, the next 6 to 18 months are about maximizing its impact, introducing advanced features, and fine-tuning your workflows. This phase ensures your agency continues to improve efficiency, enhance staff confidence, and achieve measurable program growth.
Evaluate and Refine Workflows
Conduct a formal review 6 months post-implementation to assess how GoEngage is being used across your agency.
Gather staff feedback to identify areas for improvement, additional training needs, and new feature opportunities.
Update and document workflows to align with your evolving needs and ensure consistency.
Expand Feature Adoption
Gradually roll out new and more advanced GoEngage tools to enhance your operations.
Enhance Staff Development
Offer advanced training tailored to specific roles, focusing on newly adopted features and deeper system capabilities.
Designate GoEngage “superusers” within your team to provide ongoing peer-to-peer support.
Encourage staff to explore tools that can simplify their daily workflows, such as quick forms or automated notifications.
Plan for Growth and Scalability
Ensure GoEngage evolves with your agency’s needs, supporting long-term growth and operational success.
Celebrate Success and Build Momentum
Share milestones and successes, such as improved enrollment efficiency, increased family engagement, or streamlined reporting processes.
Foster a culture of continuous improvement by encouraging staff to share feedback and new ideas for using GoEngage.
Recognize and celebrate staff efforts to maintain high morale and enthusiasm for the system.
By focusing on optimization, staff development, and strategic growth during this phase, your agency can unlock the full potential of GoEngage, ensuring it remains a valuable tool for achieving your mission.
Ongoing Check-Ins to Ensure Long-Term Success
At GoEngage, we’re committed to your agency’s long-term success. To ensure continuous improvement and user adoption, we provide a structured series of check-ins:
First Month: Weekly check-ins with the Onboarding Concierge to address immediate needs.
Three Months: Check-in email to gather feedback on usability and any challenges.
Six Months: Request to schedule a meeting for deeper insights and process optimization.
Nine Months: Email check-in to ensure continued success and gather feedback.
One Year: Personalized phone call to evaluate long-term satisfaction and future needs.
These scheduled touchpoints help agencies maximize the benefits of GoEngage, ensuring smooth operations and ongoing support beyond implementation.
Why This Plan Works
This roll-out plan prioritizes preparation, phased implementation, and ongoing support to ensure that your agency is fully operational with GoEngage by the start of the new program year. It minimizes disruption, enhances staff confidence, and leverages GoEngage’s full potential for managing data, compliance, and family engagement.
For more detailed guidance, visit our blog articles:
Jose Martinez: Head Start Solutions Advisor
Since 2012, Jose Martinez has guided Head Start agencies through seamless software transitions. With over a decade of experience on platforms like ChildPlus, COPA, Learning Genie, and GoEngage, he deeply understands the unique needs of Head Start programs.
Starting as a Head Start parent and volunteer, Jose’s dedication led to roles on the Policy Council, as a translator, and eventually as a site supervisor. Today, he leverages his technical expertise and program experience to help agencies transition with confidence and achieve operational success.
