Why a Needs Assessment Is Essential for Choosing a Higher Education ERP or SIS

January 29, 2025 |

A scenario that may seem familiar to many: You're at a conference, surrounded by vendors presenting their student information systems (SIS) or enterprise resource planning (ERP) solutions. There are many compelling options, and each vendor is offering an array of features designed to improve operations and student success. With so much innovation on display, it’s tempting to start comparing systems based on the latest tools and capabilities. But without taking the time to conduct a thorough needs assessment first, you might overlook the deeper, more critical factors that will drive long-term success—like how well the system aligns with your institution’s specific goals, workflows, and challenges.

Not all systems were created equal, and what works for one institution may not suit another. Conducting a thorough needs assessment allows you to evaluate how different ERP or SIS solutions align with your specific goals and objectives. Below, we walk through the steps of conducting a needs assessment so you can be sure the system you choose not only meets your immediate needs but also supports your institution’s long-term vision.

Step 1: Identify and Involve Stakeholders

It's not enough to rely on a small group of administrators or IT professionals to determine the best solution; a successful higher education ERP or SIS selection and implementation hinges on the input and collaboration of stakeholders from across the institution.

You’ll want to involve a broad, cross-functional team in the decision-making process. This team should include representatives from departments such as finance, human resources, academic affairs, IT, student services, and more. Engaging these stakeholders early helps uncover pain points, challenges, and inefficiencies that may not be apparent at first glance but are critical to the success of the ERP or SIS. Additionally, by ensuring that all departments impacted by the new system are represented, you ensure the solution will be tailored to meet the needs of everyone.

Step 2: Define the Requirements of Your ERP or SIS

Once you’ve gathered your stakeholders, you can start this next step by evaluating your institution’s current processes and identifying areas that need improvement. This can involve anything from simplifying administrative workflows to improving data security and student engagement.

How do you go about defining requirements? Start by creating a list of questions that will help you pinpoint which core functions your new system must have: What are the most time-consuming or error-prone processes you need to streamline/automate? In what ways do you want the system to support student success (e.g. tracking retention, student advising, etc.)? These questions should help you determine what essential features your ERP/SIS must possess in order to support your institution’s mission and goals.

Step 3: Look Past Bells and Whistles – Focus on Integrations

It’s easy to get excited by flashy features, but the real value of an ERP or SIS is its ability to integrate with key systems like your LMS or financial aid platforms. A solution that integrates well reduces inefficiencies, eliminates data silos, and ensures real-time access to important information, ultimately supporting both operational efficiency and student success. Identify your integration needs early to ensure the system connects smoothly with your existing infrastructure.

Another option: opt for an end-to-end platform. These can dramatically simplify operations across campus by eliminating silos, reducing inefficiencies, and enabling data-informed decision-making.

Step 4: Understand Implementation Costs and Timelines

Implementing a new ERP or SIS is no small task—in fact, implementing these systems can take a long time. Beyond the upfront cost, the process often involves extensive training, data migration, and ongoing support. To avoid surprises, it’s important to set a realistic budget and timeline early on.

Start by reaching out to peer institutions to get a sense of typical costs and implementation timelines. This will give you a benchmark for your own expectations. Next, consult with vendors about their timelines and whether they use in-house teams or outside consultants. Remember, all the features in the world won’t matter if the system isn’t implemented on time or doesn’t integrate well with your existing systems.

Step 5: Differentiate Must-Haves From Nice-to-Haves

Not all systems can do all things. When selecting a higher education ERP or SIS, it's crucial to distinguish between the features your institution absolutely needs and those that are merely nice to have. Identifying your must-haves early in the process will help you eliminate systems from your search. You can then turn to your nice-to-haves to help you make your ultimate decision.

For example: Streamlining enrollment and improving data accuracy might fall into a must-haves column, while features like advanced mobile tools or enhanced collaboration features might be nice to have but are not necessarily critical for your institution’s sustainability.

Set Your Institution Up for Long-Term Success

It’s important to note that the ERP and SIS selection process is a time-intensive one, requiring careful consideration from the needs assessment to final selection. Selecting the right system isn’t just about features or cost—it’s about selecting a solution that aligns with your institution’s long-term goals. By following a structured needs assessment process, involving stakeholders, defining clear requirements, determining integration needs, and setting realistic budgets and timelines, you’ll be better positioned to choose a system that supports both administrative efficiency and student success.