Streamlining the Financial and Management Reporting Systems for Higher Education Institutions

Usually instances, one of many duties of the Vice President of Finance for a better schooling establishment is to guide in its efforts within the streamlining of its monetary and associated administration reporting methods, in addition to help within the analysis of educational and administrative expertise planning. This obligation and the surrounding venture associated thereto might be a serious enterprise. It’s going to most certainly require the formation of a particular venture crew consisting of assorted departmental leaders on the establishment who will present a lot enter earlier than a closing suggestion is made to implement a change to the monetary and associated administration reporting methods.

A venture report containing a timetable for implementation with due dates of completion for every section of the venture enterprise ought to be formally developed and permitted, most certainly by the President and Board of Trustees of the school or college. Due to the effort and time required for this enterprise, together with a concerted effort and embracement by the Crew Members required for a profitable implementation, this venture will most certainly be accomplished over quite a few months.

The next data will help you in your endeavor to streamline the monetary and associated administration reporting methods at your faculty or college. This data covers the assorted capabilities of software program/IT answer primarily based methods and merchandise which were developed and accessible via answer suppliers. A lot of this data and the gadgets famous ought to be thought-about in figuring out applicable software program/IT answer suppliers who will help you in assembly and serving the wants of the educational and administrative workplaces of the school or college.

In presenting this data, I’m not advocating any particular software program/IT answer supplier or what route for a revitalized monetary and administration reporting system for a school or college for his or her particular enterprise. However, as extra analysis and investigation is carried out as a Crew effort, I’m positive it is possible for you to to establish an excellent supplier, with a fantastic historical past, with nice platforms of merchandise and sources, and somebody who could be very a lot up-to-date on assembly the wants and calls for in your establishment; not solely right now, however for years to come back in helping you in your want to proceed to develop and prosper.

The important thing steps and processes famous on this article will offer you data for figuring out the “varieties of options, sources and capabilities” it would be best to take into account in deciding what varieties of modifications could also be wanted so as so that you can streamline the monetary and associated administration reporting methods at your establishment. The next is the knowledge in your consideration.

Establish Main Software program/IT Answer Suppliers

A possible checklist of candidates of main suppliers of software program, methods, and providers for larger schooling establishments will must be compiled. You must establish suppliers which were offering these providers over an prolonged time interval, with a confirmed file of offering options which have given schools and universities the ability to fulfill all of their tutorial and administrative wants.

You’ll establish software program/IT answer suppliers which have developed and proceed to enhance and improve their software program, and mixed with their skilled professionals, have a profitable file of implementation, cost-effective operation, with a file of setting a transparent path to future progress for schools and universities throughout the nation.

Ideally, figuring out suppliers who keep a singular concentrate on larger schooling might give them a singular perspective on the trade, permitting them to plan for modifications and making certain their purchasers have the expertise, information, and techniques to be leaders.

The Software program/IT Answer Suppliers Should Have Distinctive Individuals

At each degree of the corporate and throughout every division – from product growth, to assist, to consulting, to providers, to their management crew – the software program/IT answer supplier you select to work with will need to have folks of their group who’re really dedicated to partnering with their purchasers to maximise their success.

Vibrant Consumer Group

You must establish software program/IT answer suppliers who’ve a powerful lively shopper checklist. Their shopper checklist ought to symbolize a group that is without doubt one of the most lively and engaged within the trade, demonstrating constantly excessive ranges of buyer involvement and satisfaction 12 months after 12 months. It would be best to make sure that they make the most of buyer advisory boards to assist form the way forward for their services.

Broad and Deep Product Portfolio

The software program/IT answer suppliers you establish ought to have a household of built-in, confirmed, and progressive merchandise that caters to the wants of educational and administrative workplaces throughout your complete campus and all through the coed lifecycle.

Sturdy Monetary Place

The software program/IT answer suppliers you establish ought to be on strong monetary footing and have a powerful stability sheet. They have to take a long-term perspective, valuing buyer satisfaction and enduring shopper relationships. You must make a dedication, if it makes any distinction to you, if the software program/IT answer supplier you choose is a powerful privately held firm or a publicly held firm. One thing it would be best to take into account is that many publicly held corporations chase quarterly earnings targets and alter possession steadily, and when this happens there may be issues with continuity of providers; whereas a long-term robust privately held firm will most frequently proceed to stay a steady associate with their purchasers and they are often relied upon to stay dedicated to their shopper’s finest pursuits.

Value of Possession

In your seek for the perfect software program/IT answer supplier, you must establish organizations that present probably the most superior, progressive, award-winning options for larger schooling, delivering distinctive worth with one of the best whole value to profit of possession to the school or college.

Answer Suites

You must analysis, overview and take into account the next varieties of answer suites to have in place at your establishment in your pursuit to streamline the monetary and administration reporting methods of the school or college.

  • Enterprise Useful resource Planning (ERP) Programs: It would be best to have in place strong ERP methods which can be constructed to fulfill the distinctive wants of your establishment.
  • Persevering with Schooling (CE) and Workforce Growth (WD): It would be best to take into account having in place CE and WD methods to reinforce enterprise course of efficiencies and institutional progress.
  • Recruitment: It would be best to have in place a completely operational Buyer Relationship Administration (CRM) platform designed to successfully handle recruitment.
  • Retention: Ideally, having a complete retention answer with predictive modeling and a complete alert system to maximise retention charges and facilitate intervention could be a great tool and have to have in use within the administration reporting system on the faculty or college.
  • Development: You want an answer to foster a vibrant group of supporters and champions for each main items and annual donations that the school or college depends upon.
  • Studying Administration System (LMS): You want an built-in LMS to facilitate a collaborative studying setting.
  • Analytics: You’ll want to have institutional intelligence options to assist the establishment measure, observe, and report on key efficiency indicators to optimize efficiency.
  • Person Expertise: You will have highly effective communication platforms and applied sciences together with a Portal, Cell, and Social choices for the school or college.
  • Managed Companies: It would be best to take into account using managed providers to assist the establishment once you would wish it probably the most – each on and off campus.

Software program, Methods & Companies for Larger Schooling

The software program/IT answer suppliers you establish in your search should provide expertise options empowering schools and universities of all sizes and shapes to fulfill the wants of their college students, tutorial, and administrative departments – serving your complete constituent group.

The enterprise useful resource planning (ERP) methods should be versatile, customizable, fully-integrated, and designed to assist drive larger efficiency throughout the campus and past. The ERPs should leverage strong performance and easy controls in order that the varsity operations may be streamlined and optimized from the back-end to the front-end of its operations. The ERPs you utilize should give the efficiency perception you could nurture vital relationships with constituents. Ideally, knowledge entry ought to be accessible anytime and wherever for any licensed customers. Built-in knowledge will promote collaboration, consumer satisfaction, and efficiencies through-out the school or college. Most probably you’ll be targeted on the next areas in streamlining the monetary and associated administration reporting methods:

  • Admissions. Streamlining, simplifying, and automating the admissions processes, in order that the establishment can maintain their concentrate on figuring out and recruiting one of the best candidates for the establishment.
  • Enrollment. Having the ability to set up workflow and communication with the best candidates on the proper time and to get them prepared for a profitable instructional expertise.
  • Monetary Support. Offering prospects and college students with complete monetary help data, giving every the broadest consideration that’s attainable.
  • Tutorial. Having the ability to price range, venture, and plan applications and sources saving the establishment money and time, whereas driving a better chance that every pupil will be capable to full his/her space of research on time.
  • Scholar Companies. Being able to handle a broad vary of pupil information, pupil exercise, pupil profiles, and pupil well being data; offering the very best high quality of pupil life.
  • Finance. Controlling all elements of the establishment’s monetary operations, together with pupil billing, with correct well timed knowledge – so the best enterprise selections may be made.
  • Human Assets. Having the ability to handle all parts, together with worker compensation, and being able to share knowledge with departments throughout the campus.
  • Development. Streamlining and simplifying administration of marketing campaign and donor exercise for each main items and annual donations that the school or college depends upon.

Persevering with Schooling & Workforce Growth

You will have to have a software program/IT platform for persevering with schooling that’s designed to assist the establishment streamline, simplify, and optimize the on a regular basis duties of working a worthwhile persevering with schooling and workforce growth program, together with:

  • On-line registration
  • Course administration
  • Scholar billing
  • Enterprise administration

You want a platform that’s simply deployed that may be built-in with any ERP system or can be utilized as a stand-alone answer.


It would be best to guarantee you might be all the time capable of have available dependable knowledge so you can also make higher selections. The software program answer ought to present a full vary of choices that may revolutionize the way in which you handle your operations and develop technique.

You want the provision of analytics that can present configurable dashboards, alerts, stories, and analytics, so the school or college can achieve the insights wanted to succeed throughout all elements of their operations.

A Want for Data That Covers the Full Scholar’s Life Cycle


You want a Buyer Relationship Administration (CRM) platform that can permit the school or college to spend much less time on administrative duties and extra time partaking with their potential college students and their households. It should be a recruitment instrument that retains the establishment targeted on college students – and on observe with enrollment objectives. The platform ought to include options similar to:

  • Handle lists.
  • Produce and ship private communications.
  • Monitor progress.
  • Seize and replace data.
  • Create and handle occasions.
  • Have the power to handle recruitment efforts from both at your desk or on the highway.


Being able to make the most of predictive modeling methods to help the school or college in figuring out college students who want intervention, whereas there’s nonetheless time to show them round could be a instrument to have in streamlining the administration system. Having a system in place that can routinely subject an alert via the workflow course of when an attrition threat issue seems on a pupil’s profile, thereby alerting the related directors that intervention is required, would little doubt be a wonderful retention instrument to help the school or college’s college students in succeeding. A few of the advantages of getting this functionality could be:

  • Enhance pupil retention charges.
  • Spend much less time figuring out at-risk college students.
  • Intervene earlier to enhance pupil success.
  • Implement the best intervention methods on the proper time.
  • Fulfill mum or dad and pupil expectations for instructional assist.


Having a web-based fundraising answer that is versatile, straightforward, and designed to assist the establishment meet their marketing campaign objectives can streamline and simplify administration of marketing campaign and donor exercise for each main items and the annual donations that the school or college depends upon. It ought to be capable to help everybody within the fundraising crew – from directors to managers and solicitors; so everybody can work smarter and extra effectively. It ought to be capable to be used as a stand-alone answer or as a part of an ERP answer to:

  • Enhance engagement by reaching constituents in methods which can be handy for and acquainted to them.
  • Strengthen constituent affinity with on-line communities and occasions.
  • Develop and leverage key relationships with full constituent profiles.
  • Enhance giving with segmented, focused campaigns and customized communications.
  • Handle the development crew and fundraising efforts with particular person and general progress indicators.
  • Analyze outcomes and plan for the long run with intuitive enterprise intelligence instruments and complete knowledge.

eLearning Instruments

With the deployment of eLearning instruments, the instructors on the faculty or college may have the power to supply extra dynamic, partaking studying environments and develop inventive studying areas that engross the scholars. Having a Studying Administration System (LMS) that integrates fully with the executive system will present the establishment a seamless knowledge trade and up-to-the-minute data. A few of the advantages of getting such a Studying Administration System in place might be:

  • Present college students the ability to entry their programs via any cellular machine.
  • Fulfill the educating and studying calls for of the college and college students with strong performance.
  • Incorporate digital studying objects from a wide range of sources into the course supplies.
  • Combine the entire studying methods.
  • Acquire a low whole value of possession by the college mixed with easy eployment.

On-line Connectivity

As a result of college students right now are on the transfer – and having a want to attend a faculty that gives them the comfort of on-line and cellular purposes that can sustain, it would be best to work with a software program/IT answer supplier that may ship portal, cellular, and social media options that can maintain customers engaged with the establishment all through your complete pupil life cycle. A few of the advantages of portal, cellular, and social media options could be:

  • Portal. Offering the varsity group the knowledge they want after they want it, from any location, whereas safeguarding confidential data.
  • Cell. Providing safe, dependable cellular entry to the school or college knowledge and methods within the refined the setting right now’s college students choose, i.e., good telephones and different cellular units.
  • Social. Having the ability to join with the coed communities the place they stay: on Fb. Partnering with a software program/IT options supplier that has this characteristic developed and in place to be used with the provision of its platform of merchandise will simplify the method of constructing an internet campus group through Fb.

Additionally, having Buyer Relationship Administration (CRM) parts accessible to be used in a portal answer ought to permit you the chance to tailor consumer entry to key data primarily based on totally different consumer roles, similar to:

  • Admissions Officer
  • Development Officer
  • Candidate
  • Scholar
  • Mum or dad
  • College
  • Employees
  • Constituent

Utilizing a Single Vendor because the Software program/IT Options Supplier

As a part of your want to streamline your monetary and associated administration reporting methods it would be best to work with a expertise associate offering probably the most progressive and complete software program suite accessible. This is able to most likely be finest if the providers are offered from a single vendor who will even present strategic and operational providers to maximise the return on this expertise funding by the school or college.

A Crew of Consultants to Help the Establishment on this Endeavor

It would be best to make sure that the software program/IT options supplier has the aptitude at each degree of their firm and throughout every of their departments – from product growth, to assist, to consulting, to providers, to their management crew which can be a Crew of Consultants whose people are dedicated to working with the school or college to maximise their success. This is able to cowl all areas of the venture, similar to:

  • Implementation. Their providers ought to be designed to fulfill the distinctive wants of the establishment and the individuals who use the school or college’s expertise. They need to have a confirmed observe file of getting on time and on price range implementations.
  • Coaching. They need to provide a whole lot of studying alternatives every year in a wide range of codecs, from on-site coaching lessons to self-paced programs the school or college can take anytime and wherever to assist them use their merchandise effectively and successfully.
  • Help. They need to have professional buyer assist personnel who’re devoted to discovering solutions and fixing issues. They need to have a file of resolving nearly all inquiries inside 24 hours.
  • Managed Companies. They need to be capable to ship the IT experience the establishment wants and complete providers they’ll form to fulfill the school or college’s objectives – whether or not you would wish day-to-day assist, venture administration, whole community administration, or managing your expertise for future progress.
  • Government Companies. They need to have skilled consultants who will work with you to create a expertise roadmap to align sources together with your priorities and meet your mission and demanding objectives.

An Actively Engaged Consumer Group

The software program/IT options supplier ought to have a shopper group that is without doubt one of the most actively engaged within the trade, demonstrating constantly excessive ranges of buyer involvement and satisfaction 12 months after 12 months. Ideally, they need to make the most of Buyer Advisory Boards that assist form the way forward for their services, and encourage and assist a bunch of alternatives for interplay and collaboration, similar to Regional Person Teams, Annual Conferences, Advisory Teams, and so on.


Cloud computing is a technique to enhance capability or add capabilities with out investing in a brand new infrastructure, coaching new personnel, or licensing new software program.

Software program as a service (SaaS), generally known as “on-demand software program” is a software program supply mannequin wherein software program and related knowledge are centrally hosted on the cloud. SaaS is often accessed by customers utilizing an online browser. SaaS has grow to be a standard supply mannequin for a lot of enterprise purposes, together with Workplace & Messaging software program, Administration software program, CAD software program, Growth software program, Virtualization, accounting, collaboration, buyer relationship administration (CRM), administration data methods (MIS), enterprise useful resource planning (ERP), invoicing, human useful resource administration (HRM), content material administration (CM) and repair desk administration. SaaS has been integrated into the technique of all main enterprise software program corporations. One of many greatest promoting factors for these corporations is the potential to scale back IT assist prices by outsourcing {hardware} and software program upkeep and assist to the SaaS supplier.

Based on Thomas McHall of the Gartner Group, it was estimated SaaS gross sales in 2010 reached $10 billion, and have been projected to extend to $12.1 billion in 2011, up 20.7% from 2010. The Gartner Group estimates that SaaS income might be greater than double its 2010 numbers by 2015 and attain a projected $21.3 billion.

Whether or not you wish to leverage the cloud for operational effectivity, value financial savings, or enterprise continuity, you must to look to a software program/IT supplier that has an answer to make sure your success. Finally, you must select a hosted software that matches your wants finest in one of many following:

  • Cloud Hosted Purposes. For scalable and versatile software entry.
  • Absolutely Managed Infrastructure and Purposes. For cloud-based internet hosting of the establishment’s purposes with or with out the experience of the software program/IT options supplier’s crew of managed-infrastructure specialists.
  • Digital Infrastructure Internet hosting. For scalable, dependable, and safe catastrophe restoration and enterprise continuity.


On the perfect digital campus, each administrative and tutorial workplace matches the technological sophistication of its socially-networked college students. The digital campus leverages progressive expertise to function at optimum effectivity and the bottom attainable value, ensuing within the highest attainable return on funding. The digital campus leverages the simplest instruments accessible, together with software program and providers, to attain its vital objectives for enrollment, retention, and development. And, at each initiative, the digital campus ensures that its expertise funding is aligned with its institutional mission and objectives. For schools and universities right now, the digital campus is an outstanding mannequin for reaching institutional success in our new century.

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