• Boston Public Schools Department of Adult Education –  Boston, MA
• Schools: 1  
• Programs: High School, English as a Second Language, and Career Technical Education
• Students: 1000+

Challenge Overview

The Boston Public Schools Department of Adult Education sought to modernize its student information management processes. Previously relying on a manual and outdated database, the school faced challenges with data accuracy, time-consuming administrative tasks, and limited student access to essential information like schedules and grades. Given the unique nature of the school, which serves adult learners with flexible, no-cost educational programs, traditional SIS features—such as parent-focused functionalities—did not align with their operational needs.

Solution Overview

Alma was implemented as a centralized Student Information System (SIS) to improve data management, streamline administrative workflows, and enhance student engagement. The transition included onboarding staff, configuring custom fields to meet the school’s unique needs, and planning for full implementation by the 2025-2026 school year.

Results Overview

Alma has significantly improved efficiency at the Boston Public Schools Department of Adult Education by reducing manual data entry errors, increasing staff productivity, and enabling students to access their schedules and grades online. The system’s data accuracy and improved reporting capabilities have strengthened the student support team’s ability to provide timely interventions.

“Alma has a huge impact on the success of our school and team,” said Ann U. Ha, Data and System Manager. “In terms of data management, system and operational efficiencies, student engagement and intervention, and increased staff productivity.”

THE CHALLENGE

Before Alma, the school relied on a manual and outdated database that required extensive data entry, leading to frequent errors in student records, attendance, and grading. There was no import/export system, making reporting a time-intensive process. Additionally, students lacked access to an online portal to view their class schedules and track their academic progress.

The school also faced challenges in adapting an SIS to its non-traditional model. Many SIS platforms, including Alma, are designed with K-12 institutions in mind, making it difficult to configure certain features—such as allowing students to update their own records instead of requiring a parent or guardian to do so.

“Our previous process was very manual. We relied on a simple yet outdated database,” said Ha. “This resulted in human input errors… and we also lacked an import/export system, which resulted in intensive and time-consuming data entry.”

THE SOLUTION

In March 2024, the school transitioned to Alma, beginning an onboarding and implementation process designed to modernize their operations. Working closely with the Alma team, administrators configured the system to meet their unique needs, introduced staff training sessions, and launched student accounts to enhance engagement.

While the school is still in the process of fully implementing all of Alma’s features, key improvements are already being realized. Alma’s import/export system has simplified data reporting, and its student access portal now allows learners to view their schedules and grades independently.

“So far, we are the only program in our district using Alma,” said Ha.”Our first impression of Alma was very positive. Compared to our previous system, we were impressed with the productivity gains and data accuracy achieved through its features.” 

THE RESULTS

Since implementing Alma, the Boston Public Schools Department of Adult Education has seen measurable improvements in efficiency, data accuracy, and student engagement.

• Improved Data Accuracy: The school has reduced manual input errors in attendance, grading, and student records.
• Increased Staff Productivity: With fewer time-consuming administrative tasks, staff can focus on more meaningful student support efforts.
• Student Engagement: Students can now access their schedules and grades online, giving them greater control over their education.
• Enhanced Student Support: By using Alma’s grouping and tagging features, the school can identify students who may need additional academic or attendance support, enabling more timely interventions.
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“We used to print over 1,000 copies of schedules,” Ha added. “With Alma, we no longer print schedules, and students are able to log in to their accounts to see their schedule and track their progress.”

While the school encountered some challenges during implementation—particularly in adapting Alma to its non-traditional structure—the Alma team provided responsive support and custom configuration options. As they continue refining their use of Alma, the school anticipates a full-scale rollout by the 2025-2026 school year, incorporating scheduling, activity management, and graduation tracking.

“The Alma team was highly responsive and readily available for appointments, enabling us to overcome implementation challenges,”  said Ha. “As a non-traditional school, we required a lot of custom fields, which led to some delays, but Alma has been able to accommodate our needs.”