When Modernization Seems Out of Reach: Part Two

Modernization Strategy for Resource-Constrained Institutions: Part 2

In the first part of our series, we explored strategies that require minimal financial investment but can yield substantial improvements in efficiency and effectiveness. These include re-evaluating business processes, decustomizing legacy systems, and aligning with best practices and system native functionality. In case you missed it, you can read part one here: When Modernization Seems Out of Reach: A two-part modernization strategy for resource-constrained institutions: Part 1.

In part two, we will discuss strategies that involve some financial investment but can provide high-impact results. These include adopting a best-of-breed approach for user-facing technologies, improving data management, and leveraging cloud solutions. By strategically prioritizing initiatives and seeking external funding, institutions can overcome resource constraints and achieve transformative modernization.

Consider a Targeted Best-of-Breed Approach

If you can’t afford to move to the latest core administrative system, you can still largely relegate your legacy system to a primarily back-office function. For high-impact, user-facing technologies, a best-of-breed approach can offer significant advantages. This involves selecting the best available solutions for specific functions rather than relying on a single, monolithic system.

Strategy:

• Customer Experience Platform: Implement a customer experience platform (also commonly referred to as a portal) to enhance faculty, staff and student engagement and satisfaction. This portal can serve as a one-stop-shop for users to access information, services, and support.
  
  
• Academic Operations Platform: Adopt an academic operations platform to streamline administrative tasks such as catalog and curriculum management, course scheduling, faculty management, and classroom allocation.
  
  
• Advising and Degree Planning: Utilize specialized advising and degree planning tools to help students navigate their academic journey more effectively.
  
  
• Registration Platform: Implement modern registration platforms that offer intuitive interfaces and robust functionality to simplify the registration process for students and staff alike.

Improving Data Management

Effective data management is crucial for the success of any modernization effort. Properly managed data can provide valuable insights, support decision-making, and enhance operational efficiency.

Strategy:

• Data Governance: Establish a data governance framework to ensure data quality, consistency, and security. This includes defining data standards, roles, and responsibilities. Don’t try to boil the ocean. Start with one project where you can make a positive impact and solve a targeted problem.
• Data Integration: Implement data integration solutions to consolidate data from various sources into a unified system. This enables a holistic view of institutional data and supports better decision-making. Implementing a modern iPaaS tool is a great option to consolidate and improve integration efforts.
• Data Analytics and AI: Leverage data analytics and AI tools to gain insights into student performance, operational efficiency, and other key metrics. This can help identify trends, predict outcomes, and inform strategic planning.
• Data Security: Prioritize data security to protect sensitive information from breaches and ensure compliance with regulations. This includes implementing robust security measures and conducting regular audits. Additionally, Institutions should revisit IAM solutions and practices.

Overcoming Resource Constraints

While the strategies outlined above are effective, the challenge of limited resources remains. Here are some additional tips to help institutions overcome these constraints:

Strategy:

• Prioritize Initiatives: Focus on high-impact projects that offer the greatest return on investment. Prioritizing initiatives ensures that limited resources are used effectively.
• Leverage Cloud Solutions: Cloud-based solutions can reduce the need for extensive on-premises infrastructure and offer scalable, cost-effective alternatives.
• Collaborate and Share Resources: Partner with other institutional departments or even other institutions to share resources, knowledge, and best practices. Collaborative efforts can lead to cost savings and improved outcomes.
• Seek External Funding: Explore grants, donations, and other external funding sources to support modernization efforts.

Conclusion

Modernizing core administrative systems is a critical step for smaller, resource-constrained institutions to stay competitive and deliver high-quality education. By re-evaluating business processes, decustomizing legacy systems, aligning with best practices, and adopting a best-of-breed approach, these institutions can achieve significant improvements in efficiency and effectiveness without the cost and effort of a complete replacement of the core administrative systems. Overcoming resource constraints requires strategic prioritization, leveraging cloud solutions, collaboration, and seeking external funding. With the right strategies in place, modernization is not only possible but also transformative for the future of education.

If your institution would like additional guidance or support for any of the strategies mentioned, send us a message.

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Originally posted by Matthew Winn on LinkedIn. Be sure to follow him there to catch all his great industry insights.