The university currently uses a legacy student information system to manage all student data such as admissions, registration, grades, transcripts, financial aid, billing and more. This system is outdated and does not integrate well with their NetSuite ERP system which handles the university’s business operations such as accounting, procurement, inventory, payroll and more. To improve efficiencies and data sharing, the university is planning to implement a new cloud-based student information system that has built-in integrations with NetSuite.
By integrating the new student system with NetSuite, student data like applications, admissions decisions, course registrations, grades, financial aid awards etc. would be automatically synced between the two platforms in real-time. This bi-directional integration would eliminate redundant data entry and reduce the risk of data errors. For example, when a student registers for classes, their course schedule and related tuition charges would automatically sync to NetSuite where invoices could then be generated. Payments received against invoices in NetSuite would similarly update the student’s account in the new student system.
The integration would be implemented using the built-in web services and APIs available in both the student information system and NetSuite. Common data formats like XML and JSON would be used to synchronize relevant student and financial data between the two systems. Periodic scheduled jobs would be configured to run in the background to detect changes in either system and trigger a sync. Real-time triggers could also be set up to immediately sync specific transactions like tuition payments.
Master data like students, courses, academic programs etc. would be initially imported from the legacy system into the new student information system. Then through the integration, this master data would flow into NetSuite reference tables to be available across modules. Ongoing changes to master data in either system would remain synchronized. Key student attributes like name, student ID, program, year level etc. would serve as matching keys to link records across systems.
On the financial side, metadata around items, item types, billing plans, invoice templates etc. would need to be mapped between NetSuite and the student system for seamless charging of tuition and fees. Student account balances in the new system would always match billing receivables in NetSuite. Automated workflows for financial clearance and registration holds based on account status would be triggered from NetSuite data.
The integration would also facilitate financial aid processing between the two platforms. Awards given out in the student system would update payment records in NetSuite. Financial aid funds received by the bursar’s office would similarly reduce receivable balances for applicable students. Advanced capabilities like automated disbursement posting based on scheduled release dates could further streamline the process.
From an reporting perspective, the seamless availability of transactional student and financial data across systems would improve visibility and decision making. Key performance metrics could be derived by running reports on consolidated data from both NetSuite and the student information system. Critical operational and financial reports needed by various university departments and leadership would be readily available without hassle.
The integration is expected to greatly optimize business processes, reduce operating costs and improve the student experience overall. With real-time access to accurate student data, the university can offer improved self-service options, reduce processing times, and proactively address issues. Automating manual tasks would free up valuable staff resources that can be reallocated to more strategic roles. With over 100,000 students, even small efficiencies can add up to significant savings over time.
By integrating its new student system with the existing NetSuite ERP, the university aims to unify operational and financial data across systems, streamline core administrative functions, and leverage technology to deliver a better experience for students, faculty and staff. Over the long run, the integrated platform approach would future-proof operations and enable innovation through access to rich institutional data.