Higher education institutions face increasing pressure to adapt to the evolving needs of their students, faculty, and staff. Embracing Software as a Service (SaaS) platforms has emerged as a pivotal strategy for modernizing campus systems. However, transitioning to new technologies presents both challenges and opportunities, requiring careful planning and collaboration.
This article explores the SaaS transition journeys of Vernon College in Vernon, TX, Anne Arundel Community College (AACC) in Arnold, MD, and Albert Einstein College of Medicine in Bronx, NY, shared during the recent "Ellucian SaaS Innovator Panel: How Leaders are Embracing Future-Proof Technology."
The panel:
- Dr. Criquett Scott Chapman, VP of Student Services, Vernon College
- Dr. Richard Kralevich, VP of Information and Instructional Technology at AACC
- Shailesh Shenoy, Assistant Dean for Information Technology at Albert Einstein College of Medicine
Each higher education innovator unpacked themes of strategic alignment, trusted industry partnership, change management, impact on student experience, and cost savings.
Why Modernize to SaaS Now?
SaaS adoption in higher education is often driven by the need to align IT capabilities with institutional goals, improve operational efficiency, and enhance the student experience. By replacing outdated systems with scalable, integrated solutions, institutions can:
- Streamline processes for students, faculty, and staff
- Improve data management and decision-making
- Increase reliability, security, and system performance
- Enable future-ready innovations, such as AI integration
SaaS Transition Strategies in Higher Education
A common theme among all the panelists was the importance of communication and stakeholder engagement. Effective communication has been key to managing change and ensuring successful implementation through proactive communication, involving stakeholders in the testing process, and aligning the transition with strategic plans. By keeping stakeholders informed and involved, these institutions have built confidence in the new system and addressed concerns during the transition.
At Vernon College, a 2-year public Minority Serving Institution (MSI), the primary objective for moving to SaaS was to enhance the student experience.
"Our student experience is a high priority," said Dr. Criquett Chapman, VP of Student Services. "There were certain business functionalities that we needed in our SIS."
In Texas, institutions use the Texas Guided Pathways framework focusing on student retention and completion, which consists of four pillars:
- Map pathways to meet student end-goals
- Help students choose and enter a pathway
- Keep students on their pathway for retention
- Ensure students are learning
Vernon College aimed to streamline processes and improve communication with students through a SaaS platform. The new system's intuitive design and integration with other technologies, such as the Learning Management System, have significantly improved user experience. This transition has facilitated better data management and aligned the college's operations with the Texas Guided Pathways framework.
Dr. Richard Kralevich, VP of Information and Instructional Technology at AACC, emphasized change management during its transition. Recognizing the inevitability of the move to SaaS, the 2-year public institution prioritized understanding stakeholder needs and concerns. By treating the transition as a change management initiative, AACC built trust and fostered collaboration across departments.
The college also distinguished between technology and process issues, ensuring appropriate solutions were applied. This strategic approach has enabled steady progress, with a go-live date set for the end of 2025.
Shailesh Shenoy, Assistant Dean for Information Technology at Albert Einstein College of Medicine, faced unique challenges due to its specialized academic and operational requirements. The private medical school needed a cohesive system to support its research-intensive environment and complex financial reporting needs.
The college ensured the new system met its community's diverse needs by involving stakeholders in the testing process and collecting feedback. This inclusive approach facilitated a smoother transition and generated excitement and buy-in from faculty, staff, and students. The college will go live with its SaaS platform by the end of this year, marking a significant milestone in its modernization journey.
"We're looking at a 25% reduction in total cost. That's pretty remarkable." Shenoy said. "We're going to recover our total implementation expenses in about 30 months."
Throughout the panel discussion, we polled attendees to understand where they stand in their SaaS journey. Their responses painted a clear picture of the diverse experiences and concerns institutions face when considering ERP modernization.
When asked about their SaaS journey, the majority (61.4%) of attendees identified as being in the early stages, just getting started and learning the basics. About a quarter (24.3%) felt they had gained some footing and were diving deeper, while 10% were actively working on projects with growing experience. A small group (1.4%) was nearing completion and preparing for launch, and 2.9% had successfully transitioned and were now mastering advanced concepts.
Concerns about ERP modernization varied, but the biggest challenge (51.6%) was the potential impact on customized business processes. Financial considerations and change management were equally pressing for 15.8% of respondents, while 11.6% were focused on resourcing needs, and 5.3% cited other factors.
Finally, we asked attendees how clearly they understood their path to SaaS for their ERP/SIS system. Nearly half (47.3%) said they have some ideas but need more direction, while 28.4% admitted they are still figuring out where to start. Another 17.3% have a plan but are refining the details, 5.4% feel confident in their next steps, and just 1.4% consider themselves fully prepared and ready to execute.
These insights highlight the varying levels of SaaS readiness and the key concerns institutions face, reinforcing the need for partnering with a vendor who has significant expertise in guiding institutions through their transition.
Benefits and Challenges of Transitioning to SaaS Solutions
Transitioning to SaaS solutions offers significant advantages, including improved reliability, security, and user experience. Consolidating disparate systems into a single user interface streamlines access to information and enhances data-driven decision-making. Integrating AI capabilities further boosts system efficiency and effectiveness. These benefits come with financial commitments, so budget constraints must be carefully managed.
Despite the initial costs, the return on investment (ROI) is substantial, driven by cost savings and the ability to repurpose staff for more meaningful tasks.
"There are no magic bullets in this process," Dr. Kralevich said. "I would imagine that a lot of our considerations as we went through the process are the same thing that you and your teams are evaluating right now. We look at infrastructure and security and how we improve all those things."
Transitioning to a SaaS platform is crucial for modernizing operations and enhancing the student experience. Institutions can successfully navigate this transition by prioritizing stakeholder engagement, aligning IT initiatives with institutional goals, and addressing technology and process challenges. The case studies of Vernon College, AACC, and Albert Einstein College of Medicine provide valuable insights for institutions embarking on similar modernization journeys.
Learn more about how our solutions drive institutional success by putting learners first in this three-part on-demand webinar series.
SaaS Innovators Series
Map Your Modernization Investments to Strategic Outcomes
Watch Stormie Wells, Director of Business Strategy and Operations at Ellucian to learn how to transform your institution's strategy into actionable results, addressing challenges and maximizing the value of your programs.
How to Harness the Power of a SaaS Platform for Institutional Success
Discover how Ellucian's SaaS platform can empower your institution for the future by enhancing communication and leveraging AI, automation, and analytics
SaaS Innovator Panel: How Leaders are Embracing Future-Proof Technology
Learn from higher education leaders who successfully partnered with Ellucian for SaaS modernization, gaining insights on strategies, implementation, and transforming the campus experience.
