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Benefits of Implementing an ERP
  Top 10 Benefits an ERP Implementation Can Bring to Your Institution
 Kay Roman

                                                                    on their campus. We have rank ordered the most
 An Enterprise Resource Planning (ERP) system                       often voiced benefits on the mind of those who will
 implementation project will likely be among the                    be involved in the projects. These items range from a
 most complex and demanding endeavors a higher                      desire to see the institution be able to provide better
 education institution will attempt. A project of this              customer service to a more personal desire to work
 size requires significant commitments of money,                    with a more user-friendly system.
 time, and human resources from departments
 across the institution.                                            Top Ten Benefits
                                                                    While every institution’s top ten lists will vary, we
 While a certain level of anxiety is common when                    have identified a typical list of benefits from
 planning and preparing for an ERP implementation,                  institutions preparing to implement an ERP system.
 many institutions experience a sense of excitement
 in anticipation of the benefits that come with a                   Table 1 below outlines this list in rank order from the
 modern ERP system. In this article we explore of                   most frequently heard to the least frequently heard
 the most commonly mentioned benefits of a new                      benefits. We have also indicated the percentage of
 ERP that were identified by institutional                          institutions reporting each concern in their top ten.
 stakeholders.
                                                                   Top 10 Benefits
 Why Understand the Benefits                                       Rank    Benefit
                                                                                                         % of Institutions
 Understanding how an ERP can positively impact
                                                                                                         Reporting this as
 your institution will help you prepare your                                                             a Top 10 Benefit
 stakeholders for an ERP implementation. You can                    1      Enhanced Technology                 91%
 build your communications around our top-ten list of
                                                                    2      Efficiency                          91%
 benefits to illustrate the paybacks your institution will
                                                                    3      Integrated Information              66%
 get from the project and prepare your institution for
                                                                    4      Reporting                           66%
 what lies ahead.
                                                                    5      User friendly                       66%
 This article reports on data collected from hundreds               6      Access to Data                      50%
 of stakeholders in twelve higher education                         7      Customer Service                    50%
 institutions1 preparing to implement an ERP solution               8      Functionality                       41%
                                                                    9      Communication                       25%
                                                                    10     Security                            25%
 1 A description of these institutions as well as description
 of our data collection method is given in the Post Script to
 this article.

©2009 Collegiate Project Services                      www.collegiateproject.com                               Page 1 of 3
Common Benefits
Although each institution is unique, we have found commonalities in the benefits shared by project stakeholders.
For example, we typically see the greatest concentration of responses in the first three categories: enhanced
technology for the institution to help compete technologically; increased efficiency and effectiveness of processes;
and integrating and streamlining information.

To help further understand the benefits identified, the list below includes typical comments we gathered in our
interviews and on-line surveys of stakeholders whose institutions are preparing for the implementation of an ERP
system.

Rank     Concern               Typical Responses

  1      Enhanced                   Current legacy system is archaic
         Technology for the         Current system can’t meet technology needs.
         Institution
                                    Will put us technically on a par with other schools
                                    We will have the speed we need to keep up with operations
                                    We have been growing on a large scale with our programs, students, employees,
                                    but not the technology
  2      Efficiency in              A new system will eliminate labor-intensive manual processes and current
         Processes                  duplication of efforts
                                    A new system will streamline critical business processes for many departments
                                    Will make data collection better and more efficient
                                    More efficient use of bright people in our office
                                    Don’t have to enter things by hand
  3      Integrated,                A major benefit of a new system will be replacing multiple, disconnected
         Consistent                 databases with a single, integrated system.
         Information                Integrating different systems and data sources.
                                    There is the hope that [the system] will be integrated with other systems so that
                                    information will not have to be entered into several systems.
                                    Easier integration and interfacing to internal and external entities
  4      Easier Reporting           An advantage of a new system will be improved and more customizable reporting
                                    A great desire for improved reporting capabilities to be better equipped to
                                    respond to complex requests for data.
                                    Need to be able to generate reports without asking IT
                                    We hope that users will be able to run their own reports and that they will be able
                                    to have better access to their data and the ability to manipulate and report on the
                                    data
  5      User Friendliness          A new system will provide easier access to information and overall improvements
         of the System              in its use by students, faculty and staff
                                    Easier to use for functional staff
                                    Current system is a dinosaur to use
                                    There is an expectation that the system will be easier to access
  6      Access to Data             Increased self-service for data needs
                                    Eliminate bureaucracy by providing branch campuses direct access
                                    Real time data.
                                    Better access to information and decision making
©2009 Collegiate Project Services                     www.collegiateproject.com                                Page 2 of 3
Rank     Concern               Typical Responses

  7      Ability to Provide         Provide better and more timely services to students
         Better Customer            Offer greater range of student services with more flexibility (e.g. Web-based
         Service                    services)
                                    Improved services for staff, faculty and students
                                    Speedier and more applicant friendly service
  8      Increased                  Current system is not robust enough
         Functionality              Eliminate problems with out-grown data tables
                                    Less workarounds
                                    Better functionality for users
  9      Better                     Improved communication between institutions and regional campuses
         Communications             Promotes more collaboration
         Across the
                                    Enhanced communication to students; better communication across campus;
         Institution
                                    better system for communicating with students


  10     Increased Security         A new system will improve data integrity and security
         of Data                    Data restrictions can be enhanced



Knowing the potential ERP project benefits that stakeholders within your institution may foresee is the first step in
rallying support for your implementation. Once you understand what may most excite your institution, you can take
the next step and begin to emphasize the importance of the project.



A POST SCRIPT                                                    How We Collected Our Data
                                                                 We used two primary methods for data collection:
Where We Collected Our Data                                      personal interviews with campus stakeholders and
Our research includes a sampling of 12 diverse higher            online surveys distributed via email. Both methods
education institutions planning to implement an ERP              were tailored to the individual participant’s role at the
software solution. The sample represents a mixture               institution: technical, administrative, executive, or
of different types of institutions ranging from four-            academic.
year institutions to two-year institutions. Our research
also includes those institutions that offer graduate             On average we conducted 60 interviews at each
degrees and PhD programs.                                        institution, varying by size and complexity.
                                                                 Approximately 60% of interviews were conducted
Ten schools were located in the South. One school                with administrative or executive staff, 30% with
was located in the West. Two schools had locations               technical staff, and 10% with academic staff.
in the Caribbean and one had a location in the                   Typically a much larger number of stakeholders were
Northeast.                                                       invited to participate in an online survey to maximize
                                                                 flexibility and time efficiencies.     On average we
Despite the diversities among these institutions, they           received 100 completed online surveys at each
all had one thing in common: facing the unknowns                 institution.
of an ERP implementation.
                                                                     If you found this article helpful and would like to read
                                                                     more, please go to our website at
                                                                     www.collegiateproject.com and browse our ERP Library.


©2009 Collegiate Project Services                   www.collegiateproject.com                                     Page 3 of 3

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Erp benefits

  • 1. Benefits of Implementing an ERP Top 10 Benefits an ERP Implementation Can Bring to Your Institution Kay Roman on their campus. We have rank ordered the most An Enterprise Resource Planning (ERP) system often voiced benefits on the mind of those who will implementation project will likely be among the be involved in the projects. These items range from a most complex and demanding endeavors a higher desire to see the institution be able to provide better education institution will attempt. A project of this customer service to a more personal desire to work size requires significant commitments of money, with a more user-friendly system. time, and human resources from departments across the institution. Top Ten Benefits While every institution’s top ten lists will vary, we While a certain level of anxiety is common when have identified a typical list of benefits from planning and preparing for an ERP implementation, institutions preparing to implement an ERP system. many institutions experience a sense of excitement in anticipation of the benefits that come with a Table 1 below outlines this list in rank order from the modern ERP system. In this article we explore of most frequently heard to the least frequently heard the most commonly mentioned benefits of a new benefits. We have also indicated the percentage of ERP that were identified by institutional institutions reporting each concern in their top ten. stakeholders. Top 10 Benefits Why Understand the Benefits Rank Benefit % of Institutions Understanding how an ERP can positively impact Reporting this as your institution will help you prepare your a Top 10 Benefit stakeholders for an ERP implementation. You can 1 Enhanced Technology 91% build your communications around our top-ten list of 2 Efficiency 91% benefits to illustrate the paybacks your institution will 3 Integrated Information 66% get from the project and prepare your institution for 4 Reporting 66% what lies ahead. 5 User friendly 66% This article reports on data collected from hundreds 6 Access to Data 50% of stakeholders in twelve higher education 7 Customer Service 50% institutions1 preparing to implement an ERP solution 8 Functionality 41% 9 Communication 25% 10 Security 25% 1 A description of these institutions as well as description of our data collection method is given in the Post Script to this article. ©2009 Collegiate Project Services www.collegiateproject.com Page 1 of 3
  • 2. Common Benefits Although each institution is unique, we have found commonalities in the benefits shared by project stakeholders. For example, we typically see the greatest concentration of responses in the first three categories: enhanced technology for the institution to help compete technologically; increased efficiency and effectiveness of processes; and integrating and streamlining information. To help further understand the benefits identified, the list below includes typical comments we gathered in our interviews and on-line surveys of stakeholders whose institutions are preparing for the implementation of an ERP system. Rank Concern Typical Responses 1 Enhanced Current legacy system is archaic Technology for the Current system can’t meet technology needs. Institution Will put us technically on a par with other schools We will have the speed we need to keep up with operations We have been growing on a large scale with our programs, students, employees, but not the technology 2 Efficiency in A new system will eliminate labor-intensive manual processes and current Processes duplication of efforts A new system will streamline critical business processes for many departments Will make data collection better and more efficient More efficient use of bright people in our office Don’t have to enter things by hand 3 Integrated, A major benefit of a new system will be replacing multiple, disconnected Consistent databases with a single, integrated system. Information Integrating different systems and data sources. There is the hope that [the system] will be integrated with other systems so that information will not have to be entered into several systems. Easier integration and interfacing to internal and external entities 4 Easier Reporting An advantage of a new system will be improved and more customizable reporting A great desire for improved reporting capabilities to be better equipped to respond to complex requests for data. Need to be able to generate reports without asking IT We hope that users will be able to run their own reports and that they will be able to have better access to their data and the ability to manipulate and report on the data 5 User Friendliness A new system will provide easier access to information and overall improvements of the System in its use by students, faculty and staff Easier to use for functional staff Current system is a dinosaur to use There is an expectation that the system will be easier to access 6 Access to Data Increased self-service for data needs Eliminate bureaucracy by providing branch campuses direct access Real time data. Better access to information and decision making ©2009 Collegiate Project Services www.collegiateproject.com Page 2 of 3
  • 3. Rank Concern Typical Responses 7 Ability to Provide Provide better and more timely services to students Better Customer Offer greater range of student services with more flexibility (e.g. Web-based Service services) Improved services for staff, faculty and students Speedier and more applicant friendly service 8 Increased Current system is not robust enough Functionality Eliminate problems with out-grown data tables Less workarounds Better functionality for users 9 Better Improved communication between institutions and regional campuses Communications Promotes more collaboration Across the Enhanced communication to students; better communication across campus; Institution better system for communicating with students 10 Increased Security A new system will improve data integrity and security of Data Data restrictions can be enhanced Knowing the potential ERP project benefits that stakeholders within your institution may foresee is the first step in rallying support for your implementation. Once you understand what may most excite your institution, you can take the next step and begin to emphasize the importance of the project. A POST SCRIPT How We Collected Our Data We used two primary methods for data collection: Where We Collected Our Data personal interviews with campus stakeholders and Our research includes a sampling of 12 diverse higher online surveys distributed via email. Both methods education institutions planning to implement an ERP were tailored to the individual participant’s role at the software solution. The sample represents a mixture institution: technical, administrative, executive, or of different types of institutions ranging from four- academic. year institutions to two-year institutions. Our research also includes those institutions that offer graduate On average we conducted 60 interviews at each degrees and PhD programs. institution, varying by size and complexity. Approximately 60% of interviews were conducted Ten schools were located in the South. One school with administrative or executive staff, 30% with was located in the West. Two schools had locations technical staff, and 10% with academic staff. in the Caribbean and one had a location in the Typically a much larger number of stakeholders were Northeast. invited to participate in an online survey to maximize flexibility and time efficiencies. On average we Despite the diversities among these institutions, they received 100 completed online surveys at each all had one thing in common: facing the unknowns institution. of an ERP implementation. If you found this article helpful and would like to read more, please go to our website at www.collegiateproject.com and browse our ERP Library. ©2009 Collegiate Project Services www.collegiateproject.com Page 3 of 3