Setting the Stage for Success: Illinois District Strategically Migrates to Qmlativ

Case Studies > Setting the Stage for Success: Illinois District Strategically Migrates to Qmlativ

Community HSD 128 takes a proactive approach to streamline workflows and strengthen its future with edtech solution

When Community School District HSD 128 in Vernon Hills, IL decided to migrate from Skyward’s SMS 2.0 to Qmlativ edtech solution in June 2025, it wasn’t a spur-of-the-moment decision. It was a well-timed, carefully planned investment in the district’s future.

For chief financial officer John Herrin, the transition marked a full-circle moment in his long experience with Skyward. Having spent most of his career in districts that use Skyward, including at one of the first districts to migrate from another system to Qmlativ nearly a decade ago, he’s seen the platform evolve from its early days to today’s modern, flexible solution.

“I’ve had the opportunity to see both sides of the transition — from another company to Qmlativ and from SMS 2.0 into Qmlativ,” said Herrin. “It’s given me a deep appreciation for how far the software has come and what it allows districts to do.”

"I’ve had the opportunity to see both sides of the transition — from another company to Qmlativ and from SMS 2.0 into Qmlativ. It’s given me a deep appreciation for how far the software has come and what it allows districts to do."

Perfect Timing: Cue the Lights

D128’s decision to migrate wasn’t just about new technology — it was about setting the district up for long-term success. Several key staff members in the business office were nearing retirement, and Herrin saw the moment as a unique opportunity.

“We believed we were in the best possible position to tackle the challenge of migrating with our experienced staff,” he explained. “They could handle their day-to-day work while helping set up and test the new system. We wanted Qmlativ in a good place before new staff came on board. It’s hard enough to learn a new job, let alone a new system at the same time.”

D128’s business office also prides itself on continual improvement. While SMS 2.0 was working well, the team saw room to optimize processes, streamline workflows, and reimagine how their software could make their lives easier.

“We could have spent time trying to optimize SMS 2.0, or we could seize the moment and re-envision what we wanted our software to do,” said Herrin. “Migrating to Qmlativ gave us that opportunity.”

A Well-Rehearsed Plan

Originally, D128 considered migrating during spring break or October, but ultimately chose June, which was a decision that proved strategic. With 10-month staff already off for the summer, the 12-month employees, who are also the heaviest system users, could dedicate time to training, testing, and providing feedback.

“When the system was down, most people didn’t even notice,” said Herrin. “It gave us time to run payroll and accounts payable in the new system before the school year began, so we had live experience before the busiest season hit.”

In a move that Herrin credits to his payroll staff’s foresight, the district ran payroll for 10-month employees in SMS 2.0 and the 12-month employees in Qmlativ. This hybrid approach eased the pressure of the first payroll run and allowed time to fine-tune the setup.

“Anytime you change software, it’s going to be a challenge,” said Herrin. “But I’m really glad we transitioned when we did.”

"I was blown away by how quickly Skyward responded to every question. I never felt like I didn’t have what I needed."

Co-Starring with Skyward

From kickoff to go-live, the migration process took about 18 months, and the district felt supported every step of the way.

“Everything about our support went so smoothly,” expressed Herrin. “Our project manager was amazing — she met with us regularly, kept us on track, and gave us space to ask questions and test ideas. I was blown away by how quickly Skyward responded to every question. I never felt like I didn’t have what I needed.”

That level of support helped D128 maintain momentum, even through the natural challenges of a large-scale software transition.
 

An Ensemble Cast

D128's success wasn’t just about timing and planning — it was also about people. From the start, the district prioritized communication and collaboration.

“We were very upfront that change is hard,” said Herrin. “We didn’t want anyone to feel left behind. We communicated goals clearly, created our own internal training videos, and made sure everyone had the support they needed.”

By combining Skyward’s resources with their own tailored materials, the district empowered staff to take ownership of the change. Regular cross-department meetings encouraged teamwork and knowledge sharing, and hands-on practice sessions helped staff gain confidence in the new system.

“People believed they were part of the change, not just reacting to it,” said Herrin. “We made sure people were practicing in the live system. That gave us a chance to test different settings and double-check our work.”

"I’ve loved the migration, the new software, and the support we’ve received. "

Applause-Worthy Results

Since the migration, D128 has already seen tangible benefits. Payroll has become more streamlined, approval processes and workflows are more intuitive, and the organizational structure within Qmlativ makes more sense for how the district operates.

“Our approval processes and workflows are better than they’ve ever been,” said Herrin.

The district continues to fine-tune its processes, especially around benefit tracking and system security, with a goal of eventually making Qmlativ a complete one-stop shop.

“We’re asking, ‘What more can Skyward do?’” John added.
 

Lessons from the Front Row

For districts considering a move to Qmlativ, Herrin’s advice centers on preparation, communication, and staffing.

“Ensure your staffing is at its best,” he advised. “If possible, add someone, even temporarily, to help with day-to-day operations so your team can focus on the migration. Communicate constantly; the more you communicate, the more comfortable your staff becomes.”

Reflecting on the experience, Herrin has no hesitation recommending the transition.

“I’ve loved the migration, the new software, and the support we’ve received,” he said. “I’m happy to glowingly endorse Skyward to anyone.”