Why Cloud, Why Now? Functional vs. Technical
Out-of-the-Box Configurability Supports Faster Implementation
Before cloud ERP systems came on the scene, trying to reconcile functional processes (how people do things) with technical ones (how technologies do things) was a complex, demanding and often messy process. Technical teams had to devise custom solutions for business processes as well as for different systems to communicate and work well together, often writing code from scratch. When considering the vast range of business functions involved in running universities and colleges and the potential variations within them — everything from ordering lab supplies to setting up payroll — the massive scale of this technical effort (and its inefficiencies) becomes apparent.
By offering built-in features and functionalities that can be configured according to each institution’s requirements, today’s cloud solutions eliminate much of the need for institutions to engage in independent technical development. And as more third-party vendors and applications offer cloud integration, the configuration process becomes even easier.
While implementing a cloud tool isn’t plug-and-play, its integrated applications and built-in features make technical set-up and maintenance much less burdensome. As a result, teams working on cloud implementations can focus more on ensuring business processes deliver needed functionalities and less on the technical infrastructure required to support them.
How Cloud Delivers Functional Features Out of the Box
As the cloud has matured, established vendors such as Oracle and Workday have partnered with numerous organizations to integrate many services institutions use within their cloud platforms. This means that cloud tools now come out of the box with third-party applications such as online document sharing and signing already integrated. The technical team no longer needs to divert resources to build them or provide ongoing support — they only need to configure the tool to enable them.
Let’s take ordering office supplies as an example. Universities can configure their cloud tool to support a self-service model. During cloud planning, the institution’s team identifies approved office supply vendors who are also using the cloud and creates rules and guidelines around who can order supplies and what type. Anyone might be able to order pens and paper, for example, but only certain users might have permission to order large-ticket items such as furniture or computers. The cloud already includes features to support these rules, so the functional team only needs to configure the application accordingly. There is no need to write code or create additional technical infrastructure to enable this process.
This leaves technical teams — both internal staff and outside consultants — more time to focus on exception scenarios, such as modifying templates, building out infrastructure where needed and connecting third-party applications and systems without cloud functionality. Most importantly, this also frees them up to focus on data migrations from legacy systems to the cloud during implementation — a process that still requires intensive technical intervention.
The built-in functionality of cloud tools and integrated applications support additional efficiencies and benefits:
- The centralization of enterprise functionalities across departments and units leads to increased scalability and improved efficiencies. Going back to our office supplies example, the cloud can, for instance, aggregate orders to secure a discount based on volume.
- Built-in features eliminate redundancies and lengthy business processes.
- Users can quickly visualize and appreciate the value of cloud functionality and integrations early during the implementation process.
- Because less technical development is required over the lifetime of the product, teams have more time to dedicate to other projects and activities.
- End users can engage with business processes immediately instead of waiting for technical development to be completed.
A More Efficient Balance
As more businesses move to a cloud methodology and technologies, technical teams don’t need to spend as much time developing and supporting integrations as they did in the past. Meanwhile, cloud vendors are continuously adding integrations and functionalities as they update their platforms, offering even more value to institutions over time. Consultants with close ERP vendor relationships often know ahead of time about useful upcoming integrations that can be applied during implementations.
Using our deep knowledge of cloud products and higher education business requirements, processes and organizational change management, we’re able to get universities and colleges up and running on the cloud quickly while simultaneously identifying the best functionalities and integrations to support their goals. The result is a faster implementation, greater efficiency across the board and an IT staff free to focus on further innovations.
Please contact me to learn more about how I help college and university leaders optimize business processes through cloud technology.
The postings on this site are my own and do not represent Huron’s positions, strategies or opinions.
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