This document provides a guide for educational institutions to evaluate whether to replace or renovate their student information system (SIS). It introduces an effectiveness factor matrix tool to assess key dimensions like cost, functionality, user adoption, and scalability. The matrix can help institutions determine the most suitable option based on their unique priorities and needs. A complete SIS replacement may be preferable for improving functionality and future-proofing, while renovation could work better if user adoption is a primary concern due to less change. The document aims to support data-driven decision making around transforming an institution's SIS.

1. CADEMIA
by
Transforming
Education:
A Guide to Choosing Between Replacing
or Renovating Your Student Information
System (SIS), based on Effectiveness Factor
Matrix.
Whitepaper
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2. Introduction
• Reshaping the student experience
Effectiveness Factor Matrix
• Factor Matrix 1
• Factor Matrix 2
Decision Making After assessing the
Effectiveness Factor Matrices
Conclusion
References & Citations
Table of contents:
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3. In the rapidly evolving landscape of education, the Student Information System (SIS) plays a
pivotal role in streamlining administrative tasks, supporting student success, and promoting
overall institutional effectiveness. However, as SIS solutions age, educational institutions face
a crucial decision - whether to replace the existing system entirely or renovate it to keep pace
with changing demands. This white paper aims to provide educational stakeholders with a
comprehensive guide to evaluating and selecting the most suitable option by employing an
Effectiveness Factor Matrix, supported by data and numbers. Through this framework, insti-
tutions can make informed decisions to ensure a transformative and future-proof education
system.
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ABSTRACT:
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4. INTRODUCTION
The importance of a robust and efficient Student Information System (SIS) cannot be overstated.
A well-designed SIS enables educational institutions to enhance student experiences, improve
operational efficiency, and promote data-driven decision-making. As technological advance-
ments continue, the need for modernizing SIS becomes increasingly evident. Technology plays a
vital role in Students' learning experience. It facilitates the adaption of modern applications that
directly influence the student experience through a flexible IT structure - as shown in the diagram
below.
This white paper will explore the factors influencing the technological decision to replace or reno-
vate an existing SIS and provide a structured approach for institutions to make informed choices.
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The Effectiveness Factor Matrix is a strategic decision-making tool that assists educational institu-
tions in evaluating the feasibility and impact of replacing or renovating their SIS. This matrix con-
siders four key dimensions:
a. Cost: The financial investment required to replace or renovate the SIS, including initial expens-
es, ongoing maintenance, and potential hidden costs.
On average, institutions opting to replace their SIS report a higher initial investment along with
the ongoing maintenance and licensing fees accounting for 20% of the initial investment annual-
ly. Conversely, institutions choosing to renovate their SIS incur comparatively lower costs at initial
levels.
b. Functionality Assessment: The ability of the SIS to meet current and future requirements,
support emerging technologies, and integrate seamlessly with other institutional systems. When
evaluating functionality, institutions opting for a complete replacement note a substantial
increase in productivity and efficiency, with most of them experiencing seamless integration with
newer technologies. However, many of the institutions renovating their SIS also experience nota-
ble improvements in functionality.
c. User Adoption: The level of acceptance and satisfaction among various stakeholders, such as
administrators, faculty, students, and parents. User adoption is one of the critical factors in deter-
mining the success of SIS transformations. Institutions that chose to renovate their existing
system experience a higher level of user satisfaction as compared to those opting for a complete
replacement.
d. Scalability: The system's capacity to adapt and scale with the institution's growth and evolving
educational needs. The scalability of the SIS proves to be a decisive factor in managing future
growth. While a maximum of institutions that replace their SIS experienced improved scalability,
few of the institutions opting for renovation also report average satisfactory scalability.
THE EFFECTIVENESS
FACTOR MATRIX
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e. Interoperability: interoperability refers to the intricate connections established between
the Student Information System (SIS) and various other campus systems, encompassing learn-
ing management systems, human resource systems, library services, parking and dining
systems, and even essential directories like Microsoft Active Directory.
f. UX: Outdated and cumbersome user interfaces serve as a significant driver for the replace-
ment of the SIS. Originally designed based on text-based computer terminal models, SISs have
undergone updates to operate on the web and are slowly starting to offer mobile-friendly
interfaces. However, the legacy "green screen" terminal structure often forces users to navi-
gate through multiple nonintuitive screens and complex menus, requiring a series of clicks to
complete even simple tasks. The SIS lacks context awareness, presenting irrelevant links and
options that may not be useful or available to specific users. This results in students and other
users finding the system perplexing, slow, and challenging to navigate. The notion that
students should require training to use the campus system for basic functions like class regis-
tration is impractical from the institution's standpoint and incomprehensible to today's
tech-savvy students, who are accustomed to intuitive internet and smartphone interfaces.
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Effectiveness Factor Matrices Points Based on
your requirements, you can populate the Effectiveness
Factor Matrices to facilitate decision-making:
• 1: Very Expensive
• 2: Expensive
• 3: Moderate
• 4: Affordable
• 5: Very Affordable
• 1: Very Expensive
• 2: Expensive
• 3: Moderate
• 4: Affordable
• 5: Very Affordable
Factor
Cost
Replace Renovate

7. • 1: Limited
• 2: Below Average
• 3: Satisfactory
• 4: Good
• 5: Extensive
• 1: Limited
• 2: Below Average
• 3: Satisfactory
• 4: Good
• 5: Extensive
• 1: Very Low
• 2: Low
• 3: Moderate
• 4: High
• 5: Very High
• 1: Very Low
• 2: Low
• 3: Moderate
• 4: High
• 5: Very High
Functionality
User Adoption
• 1: Not Scalable
• 2: Limited Scalability
• 3: Moderately Scalable
• 4: Scalable
• 5: Highly Scalable
• 1: Not Scalable
• 2: Limited Scalability
• 3: Moderately Scalable
• 4: Scalable
• 5: Highly Scalable
Scalability
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• 1: Poor
• 2: Below Average
• 3: Fair
• 4: Good
• 5: Excellent
• 1: Poor
• 2: Below Average
• 3: Fair
• 4: Good
• 5: Excellent
Interoperability
• 1: Poor
• 2: Below Average
• 3: Fair
• 4: Good
• 5: Excellent
• 1: Poor
• 2: Below Average
• 3: Fair
• 4: Good
• 5: Excellent
UX

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EFFECTIVENESS
FACTOR MATRIX 2
Parameters Renovate Replace option 1 Replace Option 2
To what degree do you think this
tool can help solve your problem of
practice, and organizational needs
and satisfy your non-negotiables?
Please add any additional com-
ments on how this product
addresses your pain point and
non-negotiables.
To what degree do you feel that the
product is aligned with your team's
vision and goals for teaching and
learning?
To what degree do you feel that the
product is aligned with how
students learn the best?
To what degree do you feel that the
product is aligned with how the
educators teach best?
Please indicate how engaging this
product might be for your learners
or intended users.
To what degree do you think most
educators, students, or other users
will find the product easy to adopt
and use?

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Parameters Renovate Replace option 1. Replace Option 2
[If applicable] How well do you see
the product fitting with your
existing curriculum?
What challenges do you see that
would make this solution difficult
to implement?
To what extent is this solution
designed to meet the needs of all
students? (e.g. culturally and
gender sensitive content, students
with special needs, students with
learning differences, etc.)
Does this solution appear to meet
your data needs?
Are there questions you need to
answer to determine alignment
with the privacy, security, and data
requirements of the solution?
Review the integration and interop-
erability needs of your school. Does
the product have the interoperabil-
ity you need?
Review the hardware requirements
you have. Is this product compati-
ble?
[Enter your own question]

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Decision Making After assessing the
Effectiveness Factor Matrices (1) & (2),
institutions can determine the most
suitable course of action:
10
If cost is the primary concern, renovating the existing SIS is the preferred option due to the
significantly lower financial investment but that might turn out to be a temporary satisfaction
as the dynamic level at which technology would change, your legacy systems might not be able
to cope up.
For educational institutions seeking to prioritize enhanced functionality and seamless integra-
tion of modern technologies, opting for a complete replacement of their existing Student
Information System (SIS) is the recommended path. Embracing a new SIS enables institutions
to leverage the latest advancements and tailored features to meet their specific needs. The
comprehensive overhaul ensures access to cutting-edge functionalities such as real-time data
analytics, automated reporting, personalized dashboards, and intuitive user interfaces. Addi-
tionally, seamless technology integration fosters a cohesive and user-friendly experience
across various educational platforms, such as Learning Management Systems (LMS) and aca-
demic advising tools. By choosing a complete replacement, institutions can create a
forward-looking SIS capable of providing superior support to faculty, staff, and students while
keeping pace with the rapidly evolving demands of modern education.
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Scalability is a crucial aspect to consider when planning for the future growth of an educational
institution. In this context, replacing the existing Student Information System (SIS) becomes a
favorable option. A new SIS designed with scalability in mind can efficiently handle increasing
data volumes, accommodate a growing student population, and adapt to evolving administrative
demands. This ensures that the institution can expand without encountering technical con-
straints or compromising the system's performance. Furthermore, a scalable SIS enables easy
customization and configuration, allowing educational stakeholders to tailor the system to their
specific needs and ensure a seamless transition during periods of growth and transformation.
Interoperability By replacing an outdated Student Information System (SIS) with a comprehen-
sive interoperable SIS, institutions can achieve seamless integration and elevate the student,
faculty, and staff user experience. Opting for an interoperable solution offers greater flexibility
and future-proofing compared to adopting a new SIS with a pre-defined model of user interac-
tion that may not align with the institution's overall user experience vision. The SIS integrations
empower internal integrations and enhance user experiences by facilitating the retrieval and
exchange of information in real-time or near real-time. As a result a more dynamic and efficient
system for all stakeholders.
If user adoption and satisfaction are critical, renovating the SIS might sound like a fair approach
as it's a human tendency to avert changes as per the Kubler-Ross change curve illustrates & there
is initial denial, renovation might seem but is more sustainable in the long run.
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UX Replacing your Student Information System (SIS) can significantly improve the user experi-
ence (UX) compared to renovating the old system. A complete replacement allows educational
institutions to adopt a modern SIS equipped with advanced features and capabilities tailored to
meet the evolving needs of students, faculty, and staff. The new system can be designed with a
user-centric approach, offering intuitive interfaces, real-time data access, and personalized
dashboards, resulting in a more seamless and satisfying user experience. On the other hand,
renovating the old SIS might still retain outdated and clunky interfaces, limiting the scope for
enhancing UX. A fresh SIS implementation enables institutions to leverage the latest technolo-
gies and design principles, ensuring a more efficient, productive, and enjoyable experience for all
users interacting with the system, especially the Gen Z who speak the technology language
natively, from the perspective of a student who has grown up on the internet and smartphones.
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13. CONCLUSION
Transforming an educational institution's Student Information System is a pivotal decision that
requires careful consideration and evaluation. By utilizing the Effectiveness Factor Matrix, educa-
tional stakeholders can objectively analyze the cost, functionality, user adoption, and scalability
aspects of their SIS transformation project. Armed with data and numbers, institutions can confi-
dently choose between replacing or renovating their SIS, ensuring a future-proof education
system that meets the evolving needs of students, faculty, and administrators.
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14. Berman, M. (2019, August 26).
New Life for Legacy Systems. EDUCAUSE Review.
https://er.educause.edu/articles/2019/8/new-life-for-legacy-systems
Campus Computing. (2019, October 15).
The 2019 Campus Computing Survey: Information Technology in US Higher Education.
https://www.campuscomputing.net/content/2019/10/15/the-2019-campus-computing-survey
Decision Guide - Edsurge
https://index.edsurge.com/decision/
Deloitte. (2023, April 24).
Reshaping the Student Experience: The Role of Technology in Enabling Student Centricity.
https://www2.deloitte.com/content/dam/Deloitte/ca/Documents/-
public-sector/ca-2023-reshaping-the-student-experience-aoda-en.pdf
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REFERENCES
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by
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