Category: Higher Education

Data is an Asset

Data is a critical asset to higher education institutions, especially in today’s digital age where vast amounts of data are being collected and analyzed to inform decision-making. According to the Education Data Initiative, college enrollment peaked in 2010 and statistics indicate enrollment has declined 9.6% by 2020. In addition, the U.S. Census Bureau indicates the number of postsecondary eligible 18-year-olds will decrease starting in 2025. Data is continuing to play a critical role for postsecondary institutions to remain competitive, to make informed decisions about programs, to bring about strategic decisions and to allocate resources effectively.

Over the past decade, technology use in postsecondary education has increased significantly, driven by factors such as the growth of online and blended learning, the adoption of learning management systems (LMS), the use of mobile devices and apps, and the integration of data analytics and artificial intelligence (AI) tools. The more technology used, the greater the sources of information for analysis, and thus increasing complexity. Managing data effectively will be mandatory to leverage data effectively.

Data Governance is a Crucial Aspect of Data Management

Data governance refers to the management of data assets to ensure accuracy, availability, integrity, and security. It encompasses policies, procedures, and practices that define how data is collected, stored, accessed, and shared across an organization. In higher education, data governance ensures that data is being used effectively to support student success, research, and institutional effectiveness. The Educause 2023 Horizon Action Plan recognizes the importance of data governance and recommends that higher education institutions prioritize this area.

There are several reasons why data governance is essential to higher education.

• First and foremost, it ensures data accuracy and consistency. With so many data sources and systems in use across campuses, it is essential to have a standardized approach to data management to avoid inconsistencies and errors in reporting. This ensures that data is reliable and trustworthy, which is crucial when making decisions that impact students and the institution as a whole.
• Second, data governance promotes data security and privacy. Higher education institutions collect and store vast amounts of sensitive data, including student records, financial information, and research data. Data governance policies and procedures help ensure that this data is secure and protected from unauthorized access or use.
• Third, data governance enables effective decision-making. By establishing clear guidelines for data collection, analysis, and reporting, institutions can ensure that data is being used effectively to support decision-making at all levels of the organization. This can lead to better student outcomes, more efficient operations, and improved institutional effectiveness.
• Finally, data governance promotes transparency and accountability. By establishing clear policies and procedures for data management, institutions can ensure that all stakeholders understand how data is being used and why. This promotes trust and accountability, which is essential in an era where data-driven decision-making is becoming increasingly prevalent.

In conclusion, data governance is critical to higher education institutions. By ensuring data accuracy, consistency, security, and privacy, promoting effective decision-making, and promoting transparency and accountability, data governance enables institutions to use data effectively to support student success and institutional effectiveness. As recommended by the Educause 2023 Horizon Action Plan, higher education institutions should prioritize data governance to ensure they are making the most of their data assets.

Eastern European organized cybercrime organizations are intentionally targeting US Higher Education institutions with ransomware attacks because they believe that these organizations are vulnerable and easy targets. The goal of these attacks is to encrypt the organization’s data, making it inaccessible to the users, and then demand a ransom payment in exchange for the decryption key.

Higher education institutions are particularly vulnerable to ransomware attacks because they have large amounts of sensitive information, such as personal data, research data, and financial information, stored on their networks. They also have limited budgets and resources, which makes it difficult for them to implement and maintain effective security measures. Additionally, many higher education institutions have outdated systems and software, which are more susceptible to exploitation.

The cost-effective approach to preventing ransomware attacks on higher education institutions involves a combination of technical and non-technical measures.

Educause recommends institutions implement a comprehensive security framework that includes the following elements:

       • Network security: This includes the use of firewalls, intrusion detection systems, and antivirus software to prevent unauthorized access to the network.
       • Endpoint security: Including the use of antivirus software and other security tools on end-user devices, such as computers and smartphones, to protect against malware infections.
       • User awareness: Instituting training and communication educating users on safe computing practices, such as avoiding suspicious email attachments and not downloading software from untrusted sources.
       • Data backup and recovery: This involves regularly backing up important data and having a disaster recovery plan in place in case of a security breach.
       • Incident response plan: Institutions need a plan in place for responding to security incidents, such as ransomware attacks, to minimize the impact of the attack and reduce the recovery time.

Gartner recommends that institutions also implement the following measures:

       • Application control: Protocols controlling the execution of software on end-user devices to prevent the execution of malicious software.
       • File integrity monitoring: This involves monitoring the changes to files on the network to detect and prevent unauthorized changes.
       • Security information and event management (SIEM): Systematically collecting, analyzing, and reporting on security-related data to detect security incidents and respond to them.
       • Vulnerability management: Regularly scanning the network for vulnerabilities and patching them to prevent exploitation.

In addition to these technical measures, it is important for higher education institutions to have a culture of security, where data security is considered a top priority and all employees are trained on safe computing practices.

As Eastern European organized cybercrime organizations continually target US Higher Education institutions with ransomware attacks, the large amounts of sensitive information stored on their networks are vulnerable. A cost-effective approach to preventing these attacks involves a combination of technical and non-technical measures, such as network security, endpoint security, user awareness, data backup and recovery, and incident response planning. It is important for higher education institutions to have a culture of security and to educate their employees on safe computing practices.

The role of technology in education has been growing rapidly in recent years, and higher education institutions have been embracing it to improve student success. Information Technology (IT) and data analytics are two tools that higher education officials can utilize to understand the factors that drive student success and allocate resources effectively. In this blog, we will explore how higher education officials can use IT and data analytics to improve student success and the potential benefits these tools can provide educational institutions.

Tracking Enrollment and Retention Rates

One of the most important aspects of higher education is student enrollment and retention rates. Higher education officials can use data analytics to track these rates and gain insights into the effectiveness of their recruitment and retention strategies. By analyzing student data, such as their academic performance and engagement with various programs and services, administrators can develop interventions to support students who are at risk of dropping out.

For example, the University of Maryland University College (UMUC) used predictive analytics to identify students who were at risk of dropping out. The analytics tool used student data such as grades, attendance, and engagement to identify students who were struggling. Based on this information, UMUC developed a student success program that provided customized support to these students. As a result, UMUC saw an 11% increase in retention rates and a 2.3% increase in graduation rates.

Evaluating Student Services

Student services such as tutoring, advising, and counseling are critical for student success. Higher education officials can use data analytics to evaluate these services’ effectiveness and identify improvement areas. By analyzing student usage data and feedback, administrators can allocate resources more effectively and provide better support to students.

For example, the University of Iowa used data analytics to evaluate its tutoring program. By analyzing usage data and feedback from students, the university identified areas for improvement and made changes to the tutoring program. As a result, the university saw a 19% increase in student participation in the tutoring program and a 10% increase in student satisfaction.

Monitoring Financial Performance

Higher education institutions are under constant pressure to manage their finances effectively. Data analytics can help administrators monitor the institution’s financial performance, such as revenue, expenses, and cost per student. This information can help administrators make data-driven decisions about resource allocation and identify areas for cost savings.

For example, the University of Kentucky used data analytics to monitor its financial performance. By analyzing data such as revenue, expenses, and enrollment, the university identified areas for cost savings and developed strategies to reduce expenses. As a result, the university was able to save $48 million over a five-year period.

Predictive Analytics

Predictive analytics can help higher education officials identify students who are at risk of dropping out or falling behind in their studies. By analyzing student data such as grades, attendance, and engagement, administrators can intervene early to support students and improve their chances of success.

For example, Georgia State University used predictive analytics to identify students who were at risk of dropping out. Based on this information, the university developed a student success program that provided customized support to these students. As a result, the university saw a 22% increase in graduation rates and a 6% increase in retention rates.

Personalized Learning

IT applications can be used to provide personalized learning experiences for students. By analyzing student data and preferences, administrators can develop customized learning pathways that meet each student’s unique needs and interests.

For example, Arizona State University used an adaptive learning platform to provide personalized learning experiences to students. The platform provided customized content and assessments to each student by analyzing student data and preferences. As a result, the university saw a 7% increase in student retention rates and a 5% increase in graduation rates.

Research-Based Data

Research-based data supports the potential benefits that IT applications can provide to educational institutions. A study conducted by the EDUCAUSE Center for Analysis and Research found that institutions that effectively use data analytics are more likely to have higher retention rates, graduation rates, and improved student satisfaction. Additionally, a National Center for Education Statistics report found that institutions that use data analytics to support student success are more likely to have higher graduation rates.

It is clear that IT and data analytics can provide significant benefits to higher education institutions. Higher education officials can improve student success and allocate resources more effectively by tracking enrollment and retention rates, evaluating student services, monitoring financial performance, using predictive analytics, and providing personalized learning experiences.

In addition, tracking enrollment, retention, and graduation rates, evaluating student services, and monitoring financial performance through data analytics can be extremely beneficial to educational institutions’ administration. Here are some key benefits of using data analytics for these purposes:

The role of technology in higher education has grown tremendously in recent years, with IT infrastructure playing a crucial part in the daily operations of universities. For higher education CFOs, maintaining a robust IT department can be challenging, and outsourcing to Managed IT Services can sometimes offer a more cost-effective and efficient alternative. According to Educause,  MSPs can provide institutions with greater flexibility, scalability, and cost savings, as well as support for compliance and regulatory requirements. Similarly, Gartner suggests that MSPs can help higher education institutions stay current with emerging technologies and improve the efficiency and effectiveness of their IT operations. Here are some key examples of when higher education CFOs should consider using a Managed IT Services provider:

Limited Internal IT Resources
Higher education institutions often have limited internal IT resources, making providing comprehensive IT support and services difficult. According to Educause, MSPs can help fill the gap by providing additional resources to support the institution’s IT needs.

Lack of In-House Expertise
CFOs may find that their in-house IT teams lack expertise in certain areas, such as cybersecurity or cloud computing. Gartner suggests that MSPs can fill this knowledge gap by providing specialized expertise.

Need to Focus on Core Competencies
According to Educause, higher education institutions must focus on their core competencies, like providing education, research, and community services. Outsourcing IT management to a managed services provider allows the institution to focus on its core competencies while leaving IT management to experts.

Cost Savings
According to Gartner, MSPs can often help higher education institutions reduce costs associated with IT management by providing economies of scale and more efficient IT operations.

Compliance and Regulatory Requirements
Higher education institutions are subject to various regulatory and compliance requirements, such as HIPAA and FERPA. MSPs can help ensure institutions follow these requirements by providing regular security audits, threat management, and incident response services.

Scalability
As higher education institutions grow and evolve, their IT needs may also change. According to Gartner, MSPs can help institutions scale their IT operations as needed, ensuring they always have the resources necessary to support their IT needs.

New or Emerging Technologies
As Gartner points out, the field of IT is constantly evolving, and new technologies are always emerging. A managed IT services provider can help CFOs understand new technologies’ potential benefits and costs and assist with implementing and managing these new solutions.

According to Educause and Gartner, higher education CFOs should consider using MSPs when facing limited internal IT resources, lack of expertise in certain areas, need to focus on core competencies, need for cost savings, compliance requirements, scalability, and new or emerging technologies. MSPs can bring the necessary expertise, resources, and scalability for the IT department to thrive and support the institution’s growth.

Practical Advice and Recommendations

Before outsourcing IT operations, higher education CFOs should consider the following recommendations:

1. Define the scope of services: Clearly outline the specific IT functions and services to be outsourced, and ensure that the Managed IT Service provider can meet these needs.

2. Evaluate potential providers: Thoroughly assess them by reviewing their experience, technical expertise, and client testimonials.

3. Establish performance metrics: Set clear performance metrics and service level agreements (SLAs) to ensure the Managed IT Service provider is held accountable for delivering the expected quality of service.

4. Plan for a smooth transition: Develop a transition plan to minimize disruption to university operations during outsourcing.

Outsourcing IT functions to Managed IT Services can offer significant benefits for higher education institutions, including cost savings, access to expert technical resources, and improved security and compliance. However, it is crucial for CFOs to carefully assess their university’s specific needs and circumstances before deciding to outsource. By following the practical advice and recommendations outlined in this post, higher education CFOs can make informed decisions about outsourcing their IT operations to Managed IT Services.

As the world of esports continues to grow, colleges and universities are beginning to take notice of the potential benefits of incorporating esports programs into their curriculum. From increasing enrollment to providing students with valuable skills, esports programs have the potential to have a positive impact on higher education institutions. 

One of the most significant benefits of esports programs is the potential to increase enrollment. According to a report by Inside Higher Ed, colleges and universities with esports programs have seen an increase in enrollment, particularly among male students. The report states that “colleges are finding that offering esports programs can help them attract and retain students who might not otherwise be interested in attending college.” This is also supported by a recent study by EdTech Magazine, which found that colleges and universities that have implemented esports programs have seen an increase in enrollment and retention. 

But it’s not just about the enrollment numbers, esports programs can also provide students with valuable skills that are in high demand in the workforce. Esports requires a combination of teamwork, communication, strategy, and critical thinking. These skills are transferable to many different industries, including game development, streaming, and marketing. According to a report by AV Network, “esports programs offer students the opportunity to develop and enhance skills that are in high demand in today’s job market, such as teamwork, communication, problem-solving, and critical thinking. These skills are not only important for success in the esports industry but also for a wide range of other industries.”

Furthermore, esports programs can also provide a pathway for students to pursue careers in the rapidly growing esports industry.   According to Fortune Business Insights “The global eSports market is projected to grow from $1.44 billion in 2022 to $5.48 billion by 2029, at a CAGR of 21.0% in forecast period, 2022-2029. (https://www.fortunebusinessinsights.com/esports-market-106820).  As the industry continues to grow, so will the demand for professionals with expertise in areas such as game development, streaming, and marketing. This is supported by another recent study by SportsEngine, which found that “colleges and universities that offer esports programs are providing students with a pathway to careers in the rapidly growing esports industry.”

Another benefit of esports programs is the opportunity to foster a sense of community and belonging on campus. According to a report by the Higher Education Video Game Alliance, “esports can be an effective way to create a sense of community and belonging for students who may not otherwise find it in traditional student groups.” This is especially important for non-traditional students who may not have the same opportunities to participate in traditional sports or extracurricular activities.

In addition, many colleges and universities are beginning to offer scholarships for esports programs, providing students with the opportunity to earn money to pay for their education while also participating in their passion for esports. This is a great way to attract and retain students who may not have the financial means to attend college otherwise.

Furthermore, esports is a way to keep students engaged and motivated to stay in school. Esports program provides students with an opportunity to experience the same level of competitive excitement and camaraderie as traditional sports, while also providing a pathway to careers in the esports industry.

However, it is important to note that implementing an esports program is not without its challenges. One of the biggest challenges is the lack of funding for esports programs. Many colleges and universities struggle to secure funding for their esports programs, which can limit their ability to provide students with the resources and support they need to be successful. Additionally, it can be difficult for schools to build the infrastructure and support systems needed to sustain an esports program in the long term.

In conclusion, higher education institutions should consider implementing esports programs to improve enrollment and retention. Esports programs can provide students with a unique opportunity to develop valuable skills, pursue careers in the esports industry, and improve the college experience especially for non-traditional students. 

Higher education institutions are constantly looking for ways to improve student retention rates, and analytics can provide invaluable insights into how to do that. Through predictive analytics, colleges and universities can identify current and potential students who may be at risk of dropping out or not completing their degrees on time. By utilizing data-driven methods to identify warning signs such as a lack of engagement or poor grades, administrators can take proactive steps to address these issues before they become too serious.

For example, Degree Analytics is a company that offers an AI-based platform that tracks student data to predict risk factors. It collects information from admissions applications, transcripts, course records, and surveys – then uses machine learning algorithms to analyze the data and send targeted interventions when students are deemed at risk of leaving. These personalized interventions (such as targeted emails, text messages, or phone calls) enable institutions to reach out directly to students in need more quickly and effectively than ever.

Another way higher education institutions can use analytics to improve student retention is by creating personalized education plans for each student. By combining analytic tools with existing university resources, administrators can develop a comprehensive plan tailored to each student’s academic goals and strengths. This will enable them to get ahead in their studies faster and more effectively and stay on track toward graduation.

Finally, analytics can aid higher education institutions in developing better communication strategies between faculty and students – allowing them to understand better what’s working well (and where there’s room for improvement). By tracking what topics are discussed during lectures or which teaching techniques tend to lead to improved performance among different learners, faculty members can adjust their approach accordingly – leading to more successful outcomes in the classroom.

In summary, there’s no doubt that using analytical processes can help higher education institutions increase their student retention rates – enabling them to retain more students and create a better college experience overall. Several companies have already developed powerful platforms that utilize sophisticated analytical techniques; such tools allow administrators to take advantage of these benefits immediately and see marked improvements over traditional methods.

Enterprise Resource Planning (ERP) systems have revolutionized how organizations manage resources, streamline processes, and make data-driven decisions. They deliver various benefits, from enhanced efficiency and visibility to standardized processes, increased customer satisfaction, and reduced costs. According to a report by Panorama Consulting Solutions, large organizations have embraced ERP systems, with 81% of organizations with annual revenues over $1 billion and 68% of organizations with annual revenues between $500 million and $1 billion implementing them. The adoption rate for organizations with annual revenues between $50 million and $500 million is steadily increasing, currently at 26%.

Despite the numerous advantages of ERP systems, the critical aspect of post-implementation maintenance is often overlooked. Failing to maintain and update the system can lead to it becoming outdated, unstable, vulnerable to security threats, and ultimately requiring significant investments in time, money, and expensive labor to replace. As such, it is essential to establish a comprehensive maintenance plan and system maintenance life cycle to ensure the system remains stable and secure and performs optimally.

A well-designed maintenance plan specifies the schedule and procedures for regular maintenance activities, such as updates, backups, and security checks. It should be reviewed and updated regularly to account for system requirements or business needs changes. Key components of the maintenance plan include regular system updates, data backups, security checks, performance monitoring, and user training. In addition to the maintenance plan, organizations should establish appropriate environments and a system maintenance life cycle to support their maintenance activities.

The system maintenance life cycle typically comprises four stages: planning, analysis, implementation, and evaluation. During the planning stage, the maintenance plan is created, including the schedule for regular maintenance activities and the resources required to carry them out. The analysis stage involves examining the system to identify potential issues or conflicts that may arise during the maintenance process. In the implementation stage, maintenance activities are performed, and changes are thoroughly tested in a non-production environment before being deployed to the production environment. Finally, in the evaluation stage, the effectiveness of the maintenance activities is assessed, and any necessary adjustments are made to the maintenance plan.

System maintenance can be divided into patch maintenance, upgrades, and enhancements. ERP vendors typically provide patches and upgrades to keep their systems current and secure. Patches are relatively easy to install and address specific bugs in processes or legal changes mandated by legislation. On the other hand, upgrades usually consist of monthly or quarterly maintenance/minor upgrades and a major upgrade every three years. Major upgrades can take several months to install but are essential for keeping systems up-to-date and running smoothly. Enhancements involve adding new features or functionality to the system, ranging from simple to complex.

A robust ERP maintenance strategy experiences fewer issues, better system performance, and lower total cost of ownership (TCO) over time (Source: Deloitte, “Optimizing ERP Maintenance and Support”). This highlights the importance of investing in a comprehensive maintenance plan and adhering to a well-defined system maintenance life cycle.

When implementing an ERP system, organizations should also consider the potential risks and challenges associated with system maintenance. These may include data migration issues, integration complexities, and employee resistance due to changes in work processes. To mitigate these risks, organizations can follow best practices such as involving key stakeholders in planning, establishing clear communication channels, and providing adequate user training and support.

Successful implementation of an ERP system does not end with its deployment. Organizations must recognize the importance of ongoing maintenance to ensure the system remains stable, secure, and effective in delivering the desired benefits. By establishing a comprehensive maintenance plan and system maintenance life cycle, organizations can optimize the performance of their ERP systems, reduce costs, and improve overall efficiency.

Another critical aspect of ERP maintenance is monitoring and measuring the system’s performance. Key Performance Indicators (KPIs) can help organizations track their maintenance efforts’ effectiveness and identify improvement areas. By regularly analyzing these KPIs, organizations can make informed decisions about resource allocation, prioritize maintenance activities, and ensure their ERP system continues to deliver value.

Organizations should also consider leveraging advanced technologies, such as Artificial Intelligence (AI) and Machine Learning (ML), to enhance their ERP maintenance efforts. These technologies can help automate routine maintenance tasks, predict potential issues before they escalate, and optimize system performance. By embracing these innovative solutions, organizations can stay ahead of the curve and ensure their ERP systems remain reliable, secure, and efficient.

In addition to these strategies, organizations should foster a continuous improvement culture and encourage employees to participate actively in the maintenance process. By involving end-users in identifying system issues, organizations can ensure that their maintenance efforts address real-world problems and lead to tangible improvements in system performance. This collaborative approach can also help build a sense of employee ownership and commitment, leading to higher user satisfaction and system adoption.

Organizations should remain vigilant about the ever-evolving cybersecurity landscape and protect their ERP systems against emerging threats. Regular security audits, vulnerability assessments, and penetration testing can help identify potential weaknesses in the system and provide valuable insights for strengthening its defenses. By prioritizing security in their maintenance efforts, organizations can safeguard their critical data and business operations from the risks posed by cybercriminals.

The ongoing maintenance of an ERP system is crucial to its ability to deliver value to the organization. By developing a comprehensive maintenance plan, adhering to a well-defined system maintenance life cycle, and leveraging best practices and advanced technologies, organizations can optimize the performance of their ERP systems and drive continuous improvement across their business operations. 

About Columbia Advisory Group:
Columbia Advisory Group (CAG) is a leading Information Technology (IT) consulting firm. CAG’s team has assessed and helped improve the performance of more than 300 technology organizations and IT departments, including many higher education institutions, state agencies, and Fortune 50 customers. Practice specialty areas include Infrastructure, IT Service Management, Cybersecurity, and A/V Services. CAG improves business outcomes with IT insights and expert technical support. Based in Dallas, Texas, CAG works extensively with clients throughout the U.S. Contact us at info@columbiaadvisory.com.

References:

1. Panorama Consulting Solutions. (2018). “2018 ERP Report” [PDF file]. Retrieved from https://www.panorama-consulting.com/resource-center/erp-report-archive/2018-erp-report/ This report provides statistics on ERP system adoption rates and trends across different industries and organization sizes.
2. Deloitte. (n.d.). “Optimizing ERP Maintenance and Support.” Retrieved from https://www2.deloitte.com/content/dam/Deloitte/xe/Documents/technology/erp/ME_PoV_Optimizing_ERP_maintenance_and_support.pdf This document from Deloitte provides insights and best practices for optimizing ERP maintenance and support to improve system performance and reduce total cost of ownership.
3. Brehm, H., Heinzl, A., & Markus, M. L. (2001). Tailoring ERP systems: a spectrum of choices and their implications. Proceedings of the 34th Annual Hawaii International Conference on System Sciences. doi: 10.1109/HICSS.2001.927045 This research paper discusses the challenges and risks associated with ERP system maintenance and provides recommendations for tailoring ERP systems to meet specific organizational needs.
4. Ahmad, M., & Cuenca, R. P. (2013). Critical success factors for ERP implementation in SMEs. Robotics and Computer-Integrated Manufacturing, 29(3), 104-111. doi: 10.1016/j.rcim.2012.04.019 This research paper discusses critical success factors for ERP implementation in small and medium-sized enterprises, including the importance of ongoing maintenance and user training.
5. Gartner. (2020). “Magic Quadrant for ERP Systems.” Retrieved from https://www.gartner.com/en/documents/3989363/magic-quadrant-for-cloud-erp-for-product-centric-enterpr This report by Gartner provides an overview of the ERP market, including trends, vendor analysis, and recommendations for ERP system selection, implementation, and maintenance.