The New Mexico Shared Services Enterprise Resource Planning initiative is a ground-breaking collaboration among five independent community colleges – Clovis Community College, Central New Mexico Community College, Northern New Mexico College, San Juan College, and Santa Fe Community College. The group has partnered to identify, select and implement a single, shared technology system that will transform the student experience.
This collaboration is the first of its kind in the nation. A groundbreaking new initiative, with partner colleges voluntarily collaborating on a single, shared technology that will allow more students to enroll in and complete classes, degrees, certificates and programs at any of the participating colleges with a single student record regardless of which college they attend. In time, this partnership will extend to other collaborative projects.
Five independent community colleges collaborating to align student services and key business processes and systems using a common more secure and more efficient ERP as the foundation.
Multiple teams comprised of dozens of representatives from participating colleges with expertise in specific areas collaborated for many months to develop a comprehensive Request for Proposals.
A Request for Proposals was issued in December 2020. Evaluators will review the proposals in February and March. Finalists will be announced in the spring.
Hundreds of faculty and staff from Clovis Community College, Central New Mexico Community College, Northern New Mexico College, San Juan College, and Santa Fe Community College
A small group of presidents and senior administrators came together to explore the possibilities. Part of it was out of frustration with existing systems that did not “talk” with one another, even if they were using the same vendor. The legislature wants higher education to collaborate more and to standardize reporting. The partners had to start at the fundamental level of the ERP. For example, if a registrar leaves, it is especially hard in a small, rural area to replace that person. Now, when a partner provides the appropriate security clearance to another college, they will be able to handle the other college’s processes and help with registrar responsibilities until a replacement is hired. We’ve created trust among our partners that allows us to expose our vulnerabilities so that we can find the best solutions.
Enterprise resource planning (ERP) is business process management software that uses a system of integrated applications to manage the business and automate many back-office functions related to student services, financial administration and human resources.
A Student Information System is a management information system for education establishments to manage student data. Student information systems provide capabilities for registering students in courses; documenting grading, transcripts, results of student tests and other assessment scores; building student schedules; tracking student attendance; and managing many other student-related data needs.
Shared services overall will be more efficient and cost effective. There will be potential cost savings over time. The economy of scale and the fact that five colleges will be on a common “single instance” system further reduces costs. Each college will not have to staff their own individual helpdesk, systems administration and maintenance efforts, for example. This means a significant reduction in current maintenance and operations costs for each college.
While we have no firm cost estimates for licensing and maintenance since we are still in the RFP phase, we know that the costs for modern cloud-based systems are much more cost effective.
The colleges have already begun work using existing institutional matching funds. They are in the process of requesting legislative funding and seeking private donations.
Yes. Once implemented, other community colleges and four-year institutions will be welcome to join the collaboration, which will strengthen the network further supporting students.
We have been more able to collaborate remotely. We have learned how well we can work in this environment. We meet more regularly because we can meet online. Systems have changed and are cloud-based now. We can set up our system the way we want it, instead of doing things the way that existing technology has required that we do it. Now we know that we can do so much better. We have an opportunity to do things how we think the best way is. Everyone will have the opportunity to improve and create a system that works better.
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