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Identify a Resilient Approach to the Future of Your Higher Education ERP

Balance IT’s capability with the institution’s maturity.

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  • Many ERP systems in higher education need an update. Most SIS systems are 15 years old.
  • The ERP replacement will often outlast the tenure of the CIO who initiates the project.
  • The risk of a poor implementation can cost the institution millions of dollars.

Our Advice

Critical Insight

The purpose of the Higher Education ERP is to deliver value to the strategic direction of the institution. However, the approach to ERP renewal will be constrained by IT’s capability and the institution’s maturity.

Impact and Result

A straight ERP replacement is not always the best approach. Work with Info-Tech to decide on what approach your institution should take for ERP renewal.


Identify a Resilient Approach to the Future of Your Higher Education ERP Research & Tools

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Identify a Resilient Approach to the Future of Your Higher Education ERP

Balance IT’s capability with the institution’s maturity.

Executive Summary

Your Challenge

Many enterprise resource planning (ERP) systems in higher education need an update. Most student information systems (SIS) are 15 years old. (Ménard, Justin. “Some Data Context on ‘[SIS] Difficulties Frustrate Universities.’”)

The ERP replacement will often outlast the tenure of the CIO who initiates the project.

The risk of a poor implementation can cost the institution millions of dollars.

Common Obstacles

The higher education industry is lagging in its modernization and many IT departments lack the experience to implement modern systems.

The market has been slow to provide a modern SIS system that meets the requirements of most institutions, in comparison to other ERP modules.

The ERP replacement is very costly and many institutions are reluctant to expend resources on a project that doesn’t directly support student experience.

Info-Tech’s Approach

Review five approaches to address the challenge of ERP renewal in Higher Education: single vendor, best of breed, data ecosystem, shared data platform, or deprioritize the ERP.

A straight ERP replacement is not always the best approach. A consideration of not only IT’s capability but also the institution’s maturity is of utmost importance.

Work with Info-Tech to decide on what approach your institution should take for ERP renewal.

Info-Tech Insight

The purpose of the Higher Education ERP is to deliver value to the strategic direction of the institution. However, the approach to ERP renewal will be constrained by IT’s capability and the institution’s maturity.

Understand ERP in the context of your institution

What is ERP?
  • Enterprise resource planning (ERP) systems facilitate the flow of information across business units. An ERP allows for the seamless integration of systems and creates a holistic view of the institution to support decision making.
  • In many institutions, the ERP system is considered the lifeblood of the enterprise. Problems with this key operational system will have a dramatic impact on the ability of the enterprise to survive and grow.
An ERP system:
  • Automates processes, reducing the amount of routine manual work.
  • Integrates with core modules, eliminating the fragmentation of systems.
  • Centralizes reporting information from multiple parts of the value chain to a single point.

ERP

HR Finance Student records
  • A Higher Education ERP has three essential modules: HR, Finance, and student records.
  • Traditionally, alumni records was a common fourth module, but this is less common today.
  • The ERP vendor will have other modules, but these are considered secondary to the three main modules listed here.
Alumni records

Higher Education ERP

Service-Centric In Higher Education, an ERP is focused on the data relevant to students, faculty, and administration.

A resilient approach to the ERP enables the IT department to respond to the needs of the institution

It’s the IT department’s organization that needs to be resilient, not the technology.

A Less Resilient Approach
  • Lack of flexibility to respond to the needs of the institution
  • Lack of strategic thinking
  • Unwillingness to change
  • Reactive rather than proactive

Info-Tech Insight

The CIO needs to assess the maturity of the institution to determine the most effective approach. The best approach for a less mature institution may be less advanced.

A More Resilient Approach
  • Dedicated forward planning
  • Agile decision making
  • Prioritization of specific initiatives such as a strong online presence
  • Cost cutting and nimbleness
  • Shared governance to support timely, flexible decision making
  • Ability to maintain operations without a mass layoff

(Source: The Chronicle of Higher Education. Navigating Uncertainty and Building Resilient Colleges.)

Identify a resilient approach to the future of your Higher Ed ERP

6+ years


average implementation time for an ERP in Higher Education

Info-Tech Insight

An institution can modify processes to suit the ERP or customize the ERP to suit its processes. ERP customization increases implementation costs and ultimately causes the demise of the system due to the complexity of upgrades.

APPROACHES
SINGLE VENDOR
Partner with a single vendor for all solutions.
BEST OF BREED
Select solutions and modes of deployment to suit specific needs and criteria.
DATA ECOSYSTEM
Focus on the data and analytics rather than on the traditional ERP.
SHARED DATA PLATFORM
Co-ordinate solutions across a university system.
DEPRIORITIZE THE ERP
Strategically demote the ERP in favor of other solutions and priorities.
RATIONALE

Resiliency relies less on the systems and technology and more on the IT department’s ability to support the institution.

IT CAPABILITY

Can IT implement the solution to the satisfaction of its stakeholders, and can IT support those systems once implemented?

INSTITUTIONAL MATURITY

Does the institution have the maturity of governance and strategy to benefit from the potential of these solutions?

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About Info-Tech

Info-Tech Research Group is the world’s fastest-growing information technology research and advisory company, proudly serving over 30,000 IT professionals.

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Author

Mark Maby

Contributors

  • Martin Bernier, University of Ottawa, Chief Information Officer
  • Paul Feilmeier, Northeast Community College, Vice President of Technology Services
  • Srinivas Gotety, Millersville University, Executive Director - Enterprise Applications & Digital Solutions
  • Chuck Lanham, Western Washington University, Vice Provost for Information Technology and CIO
  • Sandeep Sidhu, Emily Carr University of Art and Design, Chief Information Officer
  • Steve Di Filipo, Info-Tech Research Group, Senior Executive Advisor
  • Mark Roman, Info-Tech Research Group, Managing Partner for Education

Search Code: 100533
Last Revised: February 13, 2023

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