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Select a Student Information System

Find the student information system that matches your strategic goals.

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Contributors

  • Anonymous external contributors

Your Challenge

  • You have been tasked with the selection of a student information system (SIS) to satisfy the needs of multiple stakeholders across campus, students, and external parties.
  • You need a structured approach to the selection process of critical systems.
  • The variety of software vendor offerings makes it difficult to determine the long-list of vendors to consider.
  • The requirements needed to develop a short-list of vendors are not specific enough or not available.
  • You do not have sufficient internal resources to invest in a formal selection process.
  • The decision criteria is not defined or is unclear.

Our Advice

Critical Insight

  • The SIS selected will impact your ability to deliver on strategic goals. Keep your goals in focus as you execute on the tactical exercise of replacement.
  • Non-traditional vendors are bringing a new perspective to the market.
  • Take a holistic approach to product evaluation. Consider all elements that support the SIS functions, including existing applications.
  • Vendor selection is just as important as product selection. Select a partner with a strategy and support structure that align with those of your organization.

Impact and Result

  • The impact:
    • Improvement on the probability of selecting a system that aligns with the strategic goals of the institution by following a structured and holistic approach that considers all aspects and stakeholders.
  • The result:
    • Successful execution of a complex task that could have significant implications for the institution.

Research & Tools

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should follow a structured approach to an SIS selection to maximize your probability of success.

1. Launch project and define target state

Define a set of clear project objectives, high-level requirements, constraints, and hurdles that relate to the selection project and how SIS fits in the institution.

2. Collect requirements and prepare RFP

Evaluate gaps between target capabilities versus current capabilities and collect, prioritize, and document SIS requirements.

Guided Implementations

This guided implementation is a ten call advisory process.

Guided Implementation #1 - Launch project and define target state

Call #1 - Discuss organizational goals.
Call #2 - Discuss constraints, hurdles, and constraints.
Call #3 - Define target and current capabilities.

Guided Implementation #2 - Collect requirements and prepare RFP

Call #1 - Define capability gaps.
Call #2 - Identify stakeholders.
Call #3 - Plan requirements elicitation sessions.
Call #4 - Prioritize and de-duplicate requirements.

Guided Implementation #3 - Select vendor and communicate results

Call #1 - Review RFP templates.
Call #2 - Plan vendor demonstrations.
Call #3 - Define evaluation criteria.

Onsite Workshop

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Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Target and Current Capabilities

The Purpose

  • Define overarching objectives.
  • Identify constraints and hurdles.
  • Define key success metrics.
  • Define target capabilities.
  • Define current capabilities.

Key Benefits Achieved

  • Clear project objectives.
  • Level-setting of SIS knowledge.
  • Understanding of SIS current state.
  • Agreement on SIS target state.

Activities

Outputs

1.1

Define overarching objectives.

  • SIS operational objectives, updated charter.
1.2

Define constraints and hurdles.

  • Project constraints, project hurdles.
1.3

Define key success metrics.

  • Project metrics.
1.4

Define target capabilities.

  • Level 1 target capabilities, updated project metrics.
1.5

Define current capabilities.

  • Level 1 current capabilities.

Module 2: Capability Gaps and Requirements

The Purpose

  • Identify capabilities gaps.
  • Elicit and prioritize requirements.

Key Benefits Achieved

  • Identify capabilities gaps.
  • Priorities to pursue to fill gaps and requirements.
  • Measures of project success.

Activities

Outputs

2.1

Define current capabilities gaps.

  • Level 1 current capabilities, gaps between current and target.
2.2

Elicit and capture your SIS requirements.

  • Inventory of business requirements, prioritized requirements.
2.3

Prioritize your solution requirements.

  • De-duplicated, prioritized, and categorized requirements.

Module 3: Prepare RFP

The Purpose

  • Develop content for the request of proposal (RFP) document.
  • Prepare demonstrations and scoring templates.

Key Benefits Achieved

  • Documented requirements for the request of proposal document.
  • Demonstration scripts and vendor scoring tools ready.

Activities

Outputs

3.1

Create an RFP to submit to SIS vendors.

  • Inventory of business requirements for RFP document.
3.2

Build a response template to standardize potential vendor responses and streamline your evaluation process.

  • SIS Vendor Response Template.
3.3

Evaluate RFP responses with a clear scoring process.

  • SIS Request for Proposal Template.

Module 4: Vendor Demonstrations and Selection

The Purpose

  • Build a demonstration script.
  • Prepare evaluation scorecard for vendor demonstrations.
  • Define criteria for selection.

Key Benefits Achieved

  • Structured approach to vendor demonstrations.
  • Alignment on the evaluation criteria for the demonstrations.

Activities

Outputs

4.1

Build a demo script to evaluate product demonstrations by vendors.

  • SIS demo script.
4.2

Evaluate vendor product demonstrations to inform your selection process.

  • SIS Request for Proposal and Demonstration Scoring Tool.
4.3

Create short-list.

  • SIS demonstration vendor scores.
4.4

Establish your vendor selection evaluation criteria.

  • SIS demo scripts and evaluation criteria.
4.5

Select your solution.

  • SIS vendor and product selection.