Data Management for Higher Education
Managing institutional data effectively has never been more critical. Colleges and universities collect vast amounts of data from multiple sources—admissions, academics, student engagement, and operations—but integrating and utilizing that data to improve decision-making can be a monumental challenge without the right tools. A data management platform built specifically for higher education, like EAB’s Edify, can transform how institutions collect, organize, and act on their data.
In this guide, we’ll explore everything you need to know about higher education data management. From understanding what a data management solution entails to implementing best practices, data management strategies, and choosing the right platform, this guide will help you unlock the full potential of your institution’s data.
What is a data management platform for higher education?
A data management platform for higher education is a centralized system designed for institutions to collect, validate, integrate, analyze, and act on secured data from across their various departments. It brings disparate systems like student information systems (SIS), learning management systems (LMS), financial databases, and more into a unified ecosystem.
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What is a student information systems (SIS)?
A student information systems (SIS) is a centralized platform of record for student data, integrating and standardizing information that supports both institutional operations and student services.
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What is a learning management system (LMS)?
A learning management system (LMS) serves as the instructional layer of the campus technology ecosystem, translating curriculum and pedagogy into digital experiences that complement the administrative functions of systems like the SIS.
How does a data management platform work?
At its core, a data management platform for higher education works by enabling colleges and universities to:
- Integrate institutional data: Combines data from siloed systems into one centralized location.
- Establish data governance: Ensures data accuracy, consistency, and compliance with regulatory requirements like the Family Educational Rights and Privacy Act (FERPA).
- Delivers analytics and reporting: The platform delivers actionable insights through dashboards, predictive analytics, and customized reporting tools.
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What is the Family Educational Rights and Privacy Act (FERPA)?
The Family Educational Rights and Privacy Act (FERPA) is a federal U.S. law that governs how colleges and universities collect, use, protect, and disclose student education records. It establishes students’ rights to access and request corrections to their records and sets clear limits on when institutions may share personally identifiable student information without the student’s consent.
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- Integration: What It Is, and Why It Matters for Higher Education
- How 76 Data Leaders Are Building Better Data Governance
- Too Much Tech? Here’s How a Data Management Platform Can Help
Here’s a visualization of how platforms like Edify integrate institutional data.
Why is a higher education data management platform important?
A data management platform is important because it improves student outcomes, streamlines operations, enables data-driven decisions, and simplifies regulatory reporting (e.g., IPEDS). These results come from centralized, governed, and timely analytics.
| Benefits | What it enables | Example metrics | Primary stakeholders |
|---|---|---|---|
| Improved student outcomes | Identify students in need of support and intervene early, improving retention and graduation rates | Retention rate, graduation rate, course completion rate, academic probation rate, student engagement indicators | Student success leaders, advising teams, faculty, enrollment management |
| Streamline operations | A unified data management system eliminates redundancies and automates routine processes | Time spent on manual data tasks, process cycle time, staff productivity measures, operational cost savings | Administrative leadership, IT, institutional research, functional unit leaders |
| Data-driven decision-making | Access to accurate, timely, and unified data with real-time analytics, enabling leaders to make faster, more confident institutional decisions | Decision turnaround time, forecast accuracy, enrollment yield, resource allocation effectiveness | Presidents, provosts, cabinet leaders, deans, institutional research |
| Simplified reporting | Reduce the time needed for reporting by storing governed and integrated data in one location | Reporting preparation time, number of data reconciliations, reporting errors, compliance timeliness | Institutional research, compliance officers, finance, enrollment reporting teams |
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What is the Integrated Postsecondary Education Data System (IPEDS)?
IPEDS is the national reporting system that requires colleges and universities to submit standardized data used for federal oversight, public disclosure, and sector-wide comparison.
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What challenges arise when implementing data management in higher education?
Common implementation challenges include data silos, poor data quality, high upfront cost, limited staff buy-in, and security/privacy risks. Address them with integration tools, data validation, scalable deployment models, structured training plans, and strong governance with encryption and access controls.
- Data silos: Higher education institutions often have legacy systems that don’t communicate with one another, resulting in fragmented data. And sometimes, teams or departments are unwilling to share their data. Overcoming silos requires thoughtful collaboration and the use of integration tools to unify data sources.
- Data quality issues: Incomplete, inconsistent, or outdated data can undermine the effectiveness of analytics. Institutions must invest in tools and processes for data cleansing and validation.
- Cost of implementation: Implementing a robust platform can be expensive, particularly for smaller institutions. However, many vendors offer scalable solutions to fit varying budget.
- Staff training and buy-in: Adopting a new system requires cultural and organizational shifts. Institutions must communicate the benefits of a more modern data infrastructure to stakeholders as well as provide comprehensive training to anyone who will be using the data management platform.
- Ensuring security and privacy: With sensitive student data at stake, institutions must prioritize security. Choosing a platform with built-in data governance compliance for universities and robust encryption is essential.
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What is data governance in higher education?
Data governance in higher education is the framework through which a college or university assigns responsibility for data, sets standards for its use, and ensures institutional data is reliable, secure, and aligned with strategic priorities.
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What are best practices for data management in higher education?
Best practices include establishing data governance, prioritize data quality, training cross-functional staff, leverage predictive and prescriptive analytics, and enforcing role-based security. These steps create trusted data, accelerate adoption, and improve decision-making outcomes.
- Establish a data governance framework: Define roles, responsibilities, and policies for managing data across your institution. Ensure there’s a clear chain of command for data-related decisions and accountability
- Prioritize data quality: Set up regular processes to validate and clean your data to ensure accuracy. High-quality data is the foundation of reliable analytics.
- Train your staff: Equip your team with the skills they need to adopt and fully utilize your data management system. Encourage cross-department collaboration on data projects and develop an institutional ownership mentality for your data.
- Leverage analytics for actionable insights: Use predictive and prescriptive analytics to inform decisions on everything from student interventions to budget planning.
- Choose a secure platform: Ensure your system allows for role-based permissions, so that only the people who should access certain data can.
Related: Elevating Security Awareness – Increasing the Relevance and Scalability of End-User Education
What factors should you consider when choosing a data management platform?
Key selection factors include integration capabilities, user-friendliness, customization and scalability, analytics and reporting, security and compliance, and vendor support and reputation. Validate each with demos, references, and objective evaluation criteria.
- Integration capabilities: Ensure the platform can integrate your existing systems—your SIS, LMS, CRM, and other tools—seamlessly.
- User-friendliness: A platform that’s intuitive and easy to use will promote better adoption and reduce the need for extensive training.
- Customization and scalability: Choose a platform that can adapt to your institution’s specific needs and scale as your needs change and grow.
- Analytics and reporting: Evaluate the platform’s analytics capabilities. Look for features like dashboards, predictive analytics, customizable reporting tools, and integration with your existing business intelligence tools
- Security and compliance: Ensure the platform adheres to data security standards and regulatory requirements.
- Vendor support and reputation: Research the vendor’s track record, support options, and customer reviews. A reliable vendor will be a true partner in your success and put in the time to understand your unique environment and goals.
Related: 3 Tactics to Improve Tech Adoption Across Campus
How can data management empower your institution with smarter decisions?
A well-implemented data management platform is a game-changer for colleges and universities of all types, enabling them to unlock the full potential of their data. By centralizing, analyzing, and acting on data insights, colleges and universities can drive better student outcomes, improve operational efficiency, and make informed decisions. As you explore data management solutions for your institution, consider platforms like EAB’s Edify, which is designed specifically for higher education. With robust integration capabilities, advanced analytics, and a user-friendly interface, Edify empowers institutions to take their data strategy to the next level.
By following best practices, addressing implementation challenges, and choosing the right solution, your institution can harness the power of data to thrive in a competitive landscape.
Higher Ed Data Management FAQs
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How does a data management platform like Edify leverage AI to improve data warehousing?
Edify’s suite of AI features—including Query Assist, Data Search Assist, and Query Explainer—helps your team work more efficiently. Edify AI allows users to:
- Ask questions and get clear insights from data anywhere in the platform.
- Review explanations of SQL (Structured Query Language) code in plain language.
- Use plain-language prompts to generate robust, SQL-based reports in a matter of seconds.
Connect with EAB’s Edify team now to see a demo of our AI features.
Can a data management platform like Edify ensure sensitive student and staff data are protected?
Yes. Specifically, Edify provides row-level security and role-based permissions to govern access broadly while ensuring that data is restricted only to those with appropriate permissions to view it.
How long does it take for a staff member to be trained on using a data management platform like Edify?
Edify trainings can vary by role. Most staff can complete core onboarding with advanced modules available as needed. Delivery blends self-paced content, live sessions, and ongoing support. Additional offerings include custom training at the end of each professional services project, and ongoing engagements with best practices, peer networking opportunities, webinars, and more.
Ready to get started?
Take the next step to explore Edify and see how it can transform your institution’s approach to data.