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Today’s students expect a high degree of online services,posing a growing challenge for schools still relying on legacy software. “When they go to university, (students) expect to be able to get systems and services that look like what they’re used to using online from so many other providers,” said Michael Berman, now-retired CIO of the California State University system, the nation’s largest. Berman said very few campuses have the level of sophistication that students expect.
Student information systems (SIS) are just one aspect of enterprise resource planning (ERP) software, which connects departments across colleges and universities—managing information, resources, and processes. Serving as unified platforms, ERP systems streamline management and create efficiencies and accuracy across functions such as finance, human resources, and procurement along with student services.
Such systems in higher education are typically ten years or older, with some even predating that As a result, more than a quarter of schools are in the process of replacing or updating their systems annually to keep up with evolving technology and student expectations.
Choosing an ERP system is a significant decision and involves a major investment. It can take years to fully implement and customize, so contracts run long-term; 10- or 20-year deals are common. You need to choose wisely.
Here are some of the key factors to consider:
The ERP system should be able to grow and evolve with your institution. As student enrollment fluctuates, new programs are added, or administrative processes evolve, your software must scale accordingly. Look for solutions that offer modular architectures, allowing for easy expansion and customization without requiring a complete overhaul.
Almost every institution has a patchwork of legacy systems and specialized software in place. The new ERP should seamlessly integrate with these existing tools, from learning management systems to library databases.
This integration ensures data consistency and eliminates information silos, promoting a more unified technological ecosystem across campus.
The success of an ERP implementation largely depends on user adoption.
Choose software with intuitive interfaces and workflows that mirror existing processes where possible. Consider solutions that offer role-based dashboards, making it easier for different user groups, from students to faculty to administrators, to access the information and tools they need most.
Your ERP should offer robust mobile applications and responsive web interfaces that allow students, faculty, and staff to access key features and information from their smartphones or tablets, enhancing productivity and user satisfaction.
Your ERP must have strong security measures in place, including encryption, access controls, and audit trails. Additionally, ensure the system helps maintain compliance with relevant regulations such as FERPA and or other applicable data protection laws.
Implementing an ERP system is a complex process.
Evaluate the level of support and services offered by potential vendors. Look for comprehensive training programs, responsive customer support, and a track record of successful implementations in similar institutions. The vendor should be a partner in your digital transformation journey, not just a software provider. By partnering with a cooperative, like E&I, you can feel confident that you will align with a partner that will be supportive throughout the process.
Upfront costs are always an important factor but consider the long-term financial implications of your choice. Evaluate ongoing expenses such as licensing fees, maintenance costs, future hardware upgrades, and potential customization expenses. A solution with a higher initial price tag might prove more cost-effective over time if it requires less maintenance or offers more features.
Cooperative purchasing organizations can significantly reduce the cost of acquiring and implementing ERP systems for colleges. By leveraging the collective buying power of multiple institutions, a cooperative can negotiate better prices and terms with ERP vendors.
Joining a cooperative purchasing organization provides access to pre-negotiated contracts that feature significantly discounted pricing structures. These discounts can apply to software licenses, implementation services, and ongoing support, leading to substantial savings over the system’s lifecycle.
Partnering with cooperative purchasing organizations also streamlines procurement, saving time and resources. They handle much of the complex vendor vetting, contract negotiation, and legal compliance work, reducing the administrative burden on your staff. This efficiency translates to cost savings in terms of person-hours and potential legal fees.
When deciding which ERP software is best, you’ll have several choices. E&I Cooperative Services has deep expertise with ERP in higher education. This provides valuable insights to ensure you get maximum value from your decision and avoid costly mistakes during the selection and implementation processes.
E&I Cooperative Services is the only member-owned, non-profit that focuses solely on the education sector. Leveraging sector experience and the aggregated purchasing power of its 6,000 members, E&Ican help you find the right fit for your school. Contact E&I Cooperative Services today to discuss your ERP needs and view available contracts for the top providers.
