Choosing Between Replacing or Renovating Your Student Information System

1. CADEMIA by Whitepaper Transforming Education: A Guide to Choosing Between Replacing or Renovating Your Student Information System (SIS), based on Effectiveness Factor Matrix. www.academiaerp.com

2. Table of contents: Introduction • Reshaping the student experience Effectiveness Factor Matrix • Factor Matrix 1 • Factor Matrix 2 Decision Making After assessing the Effectiveness Factor Matrices Conclusion References & Citations www.academiaerp.com 02

3. ABSTRACT: In the rapidly evolving landscape of education, the Student Information System (SIS) plays a pivotal role in streamlining administrative tasks, supporting student success, and promoting overall institutional effectiveness. However, as SIS solutions age, educational institutions face a crucial decision - whether to replace the existing system entirely or renovate it to keep pace with changing demands. This white paper aims to provide educational stakeholders with a comprehensive guide to evaluating and selecting the most suitable option by employing an Effectiveness Factor Matrix, supported by data and numbers. Through this framework, insti- tutions can make informed decisions to ensure a transformative and future-proof education system. www.academiaerp.com 03

4. INTRODUCTION The importance of a robust and efficient Student Information System (SIS) cannot be overstated. A well-designed SIS enables educational institutions to enhance student experiences, improve operational efficiency, and promote data-driven decision-making. As technological advance- ments continue, the need for modernizing SIS becomes increasingly evident. Technology plays a vital role in Students' learning experience. It facilitates the adaption of modern applications that directly influence the student experience through a flexible IT structure - as shown in the diagram below. This white paper will explore the factors influencing the technological decision to replace or reno- vate an existing SIS and provide a structured approach for institutions to make informed choices. www.academiaerp.com 04

5. THE EFFECTIVENESS FACTOR MATRIX The Effectiveness Factor Matrix is a strategic decision-making tool that assists educational institu- tions in evaluating the feasibility and impact of replacing or renovating their SIS. This matrix con- siders four key dimensions: a. Cost: The financial investment required to replace or renovate the SIS, including initial expens- es, ongoing maintenance, and potential hidden costs. On average, institutions opting to replace their SIS report a higher initial investment along with the ongoing maintenance and licensing fees accounting for 20% of the initial investment annual- ly. Conversely, institutions choosing to renovate their SIS incur comparatively lower costs at initial levels. b. Functionality Assessment: The ability of the SIS to meet current and future requirements, support emerging technologies, and integrate seamlessly with other institutional systems. When evaluating functionality, institutions opting for a complete replacement note a substantial increase in productivity and efficiency, with most of them experiencing seamless integration with newer technologies. However, many of the institutions renovating their SIS also experience nota- ble improvements in functionality. c. User Adoption: The level of acceptance and satisfaction among various stakeholders, such as administrators, faculty, students, and parents. User adoption is one of the critical factors in deter- mining the success of SIS transformations. Institutions that chose to renovate their existing system experience a higher level of user satisfaction as compared to those opting for a complete replacement. d. Scalability: The system's capacity to adapt and scale with the institution's growth and evolving educational needs. The scalability of the SIS proves to be a decisive factor in managing future growth. While a maximum of institutions that replace their SIS experienced improved scalability, few of the institutions opting for renovation also report average satisfactory scalability. www.academiaerp.com 05

6. e. Interoperability: interoperability refers to the intricate connections established between the Student Information System (SIS) and various other campus systems, encompassing learn- ing management systems, human resource systems, library services, parking and dining systems, and even essential directories like Microsoft Active Directory. f. UX: Outdated and cumbersome user interfaces serve as a significant driver for the replace- ment of the SIS. Originally designed based on text-based computer terminal models, SISs have undergone updates to operate on the web and are slowly starting to offer mobile-friendly interfaces. However, the legacy "green screen" terminal structure often forces users to navi- gate through multiple nonintuitive screens and complex menus, requiring a series of clicks to complete even simple tasks. The SIS lacks context awareness, presenting irrelevant links and options that may not be useful or available to specific users. This results in students and other users finding the system perplexing, slow, and challenging to navigate. The notion that students should require training to use the campus system for basic functions like class regis- tration is impractical from the institution's standpoint and incomprehensible to today's tech-savvy students, who are accustomed to intuitive internet and smartphone interfaces. Effectiveness Factor Matrices Points Based on your requirements, you can populate the Effectiveness Factor Matrices to facilitate decision-making: Replace Renovate Factor Cost • 1: Very Expensive • 1: Very Expensive • 2: Expensive • 2: Expensive • 3: Moderate • 3: Moderate • 4: Affordable • 4: Affordable • 5: Very Affordable • 5: Very Affordable www.academiaerp.com 06

7. Functionality • 1: Limited • 1: Limited • 2: Below Average • 2: Below Average • 3: Satisfactory • 3: Satisfactory • 4: Good • 4: Good • 5: Extensive • 5: Extensive User Adoption • 1: Very Low • 1: Very Low • 2: Low • 2: Low • 3: Moderate • 3: Moderate • 4: High • 4: High • 5: Very High • 5: Very High Scalability • 1: Not Scalable • 1: Not Scalable • 2: Limited Scalability • 2: Limited Scalability • 3: Moderately Scalable • 3: Moderately Scalable • 4: Scalable • 4: Scalable • 5: Highly Scalable • 5: Highly Scalable Interoperability • 1: Poor • 1: Poor • 2: Below Average • 2: Below Average • 3: Fair • 3: Fair • 4: Good • 4: Good • 5: Excellent • 5: Excellent • 1: Poor • 1: Poor UX • 2: Below Average • 2: Below Average • 3: Fair • 3: Fair • 4: Good • 4: Good • 5: Excellent • 5: Excellent www.academiaerp.com 07

8. EFFECTIVENESS FACTOR MATRIX 2 Parameters Renovate Replace option 1 Replace Option 2 To what degree do you think this tool can help solve your problem of practice, and organizational needs and satisfy your non-negotiables? Please add any additional com- ments on how this product addresses your pain point and non-negotiables. To what degree do you feel that the product is aligned with your team's vision and goals for teaching and learning? To what degree do you feel that the product is aligned with how students learn the best? To what degree do you feel that the product is aligned with how the educators teach best? Please indicate how engaging this product might be for your learners or intended users. To what degree do you think most educators, students, or other users will find the product easy to adopt and use? www.academiaerp.com 08

9. Renovate Parameters Replace option 1. Replace Option 2 [If applicable] How well do you see the product fitting with your existing curriculum? What challenges do you see that would make this solution difficult to implement? To what extent is this solution designed to meet the needs of all students? (e.g. culturally and gender sensitive content, students with special needs, students with learning differences, etc.) Does this solution appear to meet your data needs? Are there questions you need to answer to determine alignment with the privacy, security, and data requirements of the solution? Review the integration and interop- erability needs of your school. Does the product have the interoperabil- ity you need? Review the hardware requirements you have. Is this product compati- ble? [Enter your own question] www.academiaerp.com 09

10. Decision Making After assessing the Effectiveness Factor Matrices (1) & (2), institutions can determine the most suitable course of action: 1 If cost is the primary concern, renovating the existing SIS is the preferred option due to the significantly lower financial investment but that might turn out to be a temporary satisfaction as the dynamic level at which technology would change, your legacy systems might not be able to cope up. 2 For educational institutions seeking to prioritize enhanced functionality and seamless integra- tion of modern technologies, opting for a complete replacement of their existing Student Information System (SIS) is the recommended path. Embracing a new SIS enables institutions to leverage the latest advancements and tailored features to meet their specific needs. The comprehensive overhaul ensures access to cutting-edge functionalities such as real-time data analytics, automated reporting, personalized dashboards, and intuitive user interfaces. Addi- tionally, seamless technology integration fosters a cohesive and user-friendly experience across various educational platforms, such as Learning Management Systems (LMS) and aca- demic advising tools. By choosing a complete replacement, institutions can create a forward-looking SIS capable of providing superior support to faculty, staff, and students while keeping pace with the rapidly evolving demands of modern education. 10 www.academiaerp.com

11. 3 If user adoption and satisfaction are critical, renovating the SIS might sound like a fair approach as it's a human tendency to avert changes as per the Kubler-Ross change curve illustrates & there is initial denial, renovation might seem but is more sustainable in the long run. 4 Scalability is a crucial aspect to consider when planning for the future growth of an educational institution. In this context, replacing the existing Student Information System (SIS) becomes a favorable option. A new SIS designed with scalability in mind can efficiently handle increasing data volumes, accommodate a growing student population, and adapt to evolving administrative demands. This ensures that the institution can expand without encountering technical con- straints or compromising the system's performance. Furthermore, a scalable SIS enables easy customization and configuration, allowing educational stakeholders to tailor the system to their specific needs and ensure a seamless transition during periods of growth and transformation. 5 Interoperability By replacing an outdated Student Information System (SIS) with a comprehen- sive interoperable SIS, institutions can achieve seamless integration and elevate the student, faculty, and staff user experience. Opting for an interoperable solution offers greater flexibility and future-proofing compared to adopting a new SIS with a pre-defined model of user interac- tion that may not align with the institution's overall user experience vision. The SIS integrations empower internal integrations and enhance user experiences by facilitating the retrieval and exchange of information in real-time or near real-time. As a result a more dynamic and efficient system for all stakeholders. www.academiaerp.com 11

12. 6 UX Replacing your Student Information System (SIS) can significantly improve the user experi- ence (UX) compared to renovating the old system. A complete replacement allows educational institutions to adopt a modern SIS equipped with advanced features and capabilities tailored to meet the evolving needs of students, faculty, and staff. The new system can be designed with a user-centric approach, offering intuitive interfaces, real-time data access, and personalized dashboards, resulting in a more seamless and satisfying user experience. On the other hand, renovating the old SIS might still retain outdated and clunky interfaces, limiting the scope for enhancing UX. A fresh SIS implementation enables institutions to leverage the latest technolo- gies and design principles, ensuring a more efficient, productive, and enjoyable experience for all users interacting with the system, especially the Gen Z who speak the technology language natively, from the perspective of a student who has grown up on the internet and smartphones. www.academiaerp.com 12

13. CONCLUSION Transforming an educational institution's Student Information System is a pivotal decision that requires careful consideration and evaluation. By utilizing the Effectiveness Factor Matrix, educa- tional stakeholders can objectively analyze the cost, functionality, user adoption, and scalability aspects of their SIS transformation project. Armed with data and numbers, institutions can confi- dently choose between replacing or renovating their SIS, ensuring a future-proof education system that meets the evolving needs of students, faculty, and administrators. www.academiaerp.com 13

14. REFERENCES Berman, M. (2019, August 26). New Life for Legacy Systems. EDUCAUSE Review. https://er.educause.edu/articles/2019/8/new-life-for-legacy-systems Campus Computing. (2019, October 15). The 2019 Campus Computing Survey: Information Technology in US Higher Education. https://www.campuscomputing.net/content/2019/10/15/the-2019-campus-computing-survey Decision Guide - Edsurge https://index.edsurge.com/decision/ Deloitte. (2023, April 24). Reshaping the Student Experience: The Role of Technology in Enabling Student Centricity. https://www2.deloitte.com/content/dam/Deloitte/ca/Documents/- public-sector/ca-2023-reshaping-the-student-experience-aoda-en.pdf So what are you waiting for? Let’s discuss this now: Contact us now! contact@serosoft.com CADEMIA by +91-9993577766, +1 (315) 809-6119 www.academiaerp.com