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Deciding on the Best Faculty Information System for Your Needs: A Guide to Empowering Academic Operations

Implementing a Faculty Information System (FIS) can revolutionize how academic institutions manage faculty information, streamline administrative processes, and enhance collaboration. However, choosing the right FIS is a critical decision that requires careful consideration of specific needs, functionalities, and long-term goals. In this blog post, we will explore key factors to consider when deciding on the best faculty information system for your institution, helping you make an informed choice that empowers your academic operations.

Define Your Requirements

Start by identifying your institution’s specific requirements and objectives. Document the specifics and complexities of your workflows and detail your data needs. Create a comprehensive list of features and functionalities you need, along with system and data integrations. While creating this documentation, be sure to capture everything you need, and don’t worry about asking for too much. It is also useful to prioritize these requirements into lists ranging from most to least important.  It’s unlikely any vendor will meet all of your requirements, however, you want to make sure they can cover those that are most important to you.

Assess User-Friendliness

A user-friendly FIS is crucial for successful adoption and utilization. Evaluate the system’s interface, navigation, and ease of use for administrators and faculty members. Request demonstrations to assess the intuitiveness of the system. Consider whether it aligns with the technical proficiency of your staff and if it requires extensive training or ongoing support.

Scalability and Flexibility

Choose a FIS that can accommodate your institution’s growth and evolving needs. Consider the scalability of the system in terms of faculty size, departments, and future expansions, and assess the flexibility of the FIS in terms of customization options.  Can it meet your needs, or do you need to adapt your workflows to meet the constraints of the FIS?  Can it be easily updated each year as your workflows evolve? Can it support other workflows that you may want to add to the system? Be sure the FIS has integration capabilities with existing systems, such as Peoplesoft or Banner. 

Robust Data Management and Security

Ensure the FIS offers robust data management capabilities, including secure storage and data backup and recovery mechanisms. Data security is paramount, and the system should have adequate measures established to protect sensitive faculty information. The Higher Education Community Assessment Toolkit (HECVAT) is an effective security assessment tool used in higher education that can help your team evaluate the security stance of the vendor. 

Integration with Existing Systems

Evaluate how well the FIS integrates with your institution’s existing systems. Data flow between the FIS and other systems, such as HR systems or course management systems, is important to avoid duplication of efforts and enhance operational efficiency. Ensure that the FIS provides APIs or flat-file data transfer methods that will work within your data ecosystem.

Support and Training

Consider the level of support and training provided by the FIS vendor. Determine the availability of technical support, implementation assistance, and ongoing training resources. Furthermore, assess the vendor’s reputation for customer support and their ability to address any potential issues or concerns that may arise during implementation or daily usage of the system.


The total cost of ownership includes more than initial implementation costs and licensing fees. Maintenance costs and potential future upgrades or enhancements must also be evaluated. Consider the value the FIS provides in terms of time saved, efficiency gained, and improved faculty and administrative experiences. Balance the cost with the system’s features, functionalities, and long-term benefits.


The vendor should be willing to offer references as the evaluation process progresses. Don’t skip this step, as customer references can reveal a great deal about the solution. Additionally, vendors cannot be assessed through demos and presentations. Seek a vendor that has demonstrated competence and commitment to the satisfaction and results of their customers.

Choosing the best Faculty Information System for your institution requires a thoughtful evaluation of your specific needs, user-friendliness, scalability, data management, integration capabilities, support, and cost-effectiveness. Consider collaborating with relevant stakeholders including faculty, administrators, and IT professionals to ensure their input and perspectives are included in the decision-making process. By selecting the right FIS, you can empower your academic operations, enhance collaboration, and unlock the full potential of your faculty, ultimately contributing to the success and growth of your institution.

There’s much more to discuss on this topic. Need assistance with this decision process? We’re here to help you every step of the way! Simply give us a call, and be sure to download our Buying Guide.

Tom Simon is the Chief Executive Officer for Mountain Pass Solutions.
Headshot of Tom Simon

A growth-focused startup software executive, Tom has a proven history of success working with industry giants, including Intel, Kellogg’s, Deloitte Consulting, and Valassis. Developing strategy and tactics to strengthen the internal team and its roadmap, Tom has successfully used his leadership to advance core customer relationships and generate sustainable growth for Mountain Pass Solutions