Ownership, Buy-In, and Bandwidth
One of the first things to think about is ownership. Who will actually operate the system once it is live? In some cases, software lives primarily with system administrators. In others, it requires active participation from faculty, staff, and administrators alike. When multiple groups are expected to engage with a platform, meaningful buy-in becomes essential. Without shared understanding and commitment, even well-designed systems can struggle to gain traction.
Closely tied to ownership is bandwidth. Implementing complex systems such as assessment, planning, or accreditation software takes time and sustained attention. Institutions often underestimate the internal effort required to build out structures, prepare data, and support users through new workflows. When that effort is not adequately resourced, implementation timelines can stretch, momentum can fade, and confidence in the system can erode.
It can be helpful to pause and ask:
- Who will own and manage the system day to day?
- Do stakeholders across campus understand how the software supports their work?
- Has sufficient time and staffing been allocated to implementation?
- Data Readiness and Process Alignment
Data readiness is one of the most important and most overlooked aspects of implementation. Nearly every vendor will say the same thing: what you put into the system is what you will get out of it. Messy or inconsistent data inevitably leads to messy or inconsistent reporting.
Before implementation begins, institutions should consider what format their data is currently in, what format it needs to be in, and whether it is accurate, consistent, and up to date. One effective approach is to think backward. Start with what you want to see at the end, whether that is reports, dashboards, or evidence for decision-making, and then work in reverse to determine the steps needed to get your data into a shape that supports those outcomes.
Just as important as the data itself is the process behind it. Implementing new technology without clear, repeatable processes often leads to confusion and frustration. Software can support good practice, but it cannot create it on its own.
Procurement, Funding, and Institutional Readiness
Even when there is excitement and readiness across campus, procurement logistics can slow progress. Contracting delays, unclear approvals, or misaligned funding timelines can stall momentum and impact adoption.
Aligning early with procurement teams, confirming budget allocations, and understanding contracting timelines can help keep the process moving forward smoothly and prevent unnecessary delays once a decision has been made.
Technology Ecosystem and Integrations
It is also essential to think about how a new system fits into your existing technology ecosystem. The word “integration” can mean very different things depending on the context, so clarity matters. Be explicit about what integration means to your institution and ensure your vendor defines it the same way.
Conversations should include how data moves between systems, whether through APIs or import and export processes, who is responsible for maintaining those connections over time, and what level of involvement is expected from IT. While APIs can be powerful, some institutions prefer more controlled or stable data-transfer methods that require less long-term upkeep. Institutional policies vary, so confirming requirements and approvals early can prevent surprises later.
Learning From Past Challenges
Past experience can be just as informative as future plans. If your institution has implemented similar software before and struggled, that history is valuable. Being open about what did not work allows vendor partners to better understand your campus culture and apply strategies that support adoption and sustainability. Reflecting honestly on previous challenges also makes it easier to put safeguards in place to avoid repeating the same pitfalls.
Understanding Development and Enhancement Cycles
Another important, and often overlooked, consideration is how a vendor approaches product development. New features do not appear overnight, and institutions are sometimes surprised by how much time, research, testing, and iteration go into meaningful development.
When evaluating a software partner, it is worth asking clear questions about what the development cycle looks like. How are new ideas gathered? How are feature requests evaluated and prioritized? What steps are involved between an idea being raised and a feature being released into production? Understanding this process helps institutions set realistic expectations internally and avoid frustration when requests cannot be implemented immediately.
Just as important is communicating these realities to end-users from the start. When faculty and staff understand that development is a thoughtful, deliberate process rather than an instant response, it becomes easier to build trust and patience around system growth.
Asking the Right Questions of Vendors
The questions you ask vendors matter. Beyond features and pricing, it is important to understand what is included in training and implementation, where vendor responsibility ends and internal responsibility begins, and what ongoing support looks like.
Ask about response times, whether support is handled by real people, how long-term clients are supported after go-live, and how often the platform is enhanced. Speaking with current clients who have worked with the software for several years can provide insight that no demo or proposal can offer
A successful software purchase is less about selecting the most feature-rich tool and more about choosing the right partner and preparing your institution for change. When people, data, and process are aligned from the start, technology becomes a powerful support rather than a source of friction.
Here at SPOL, we believe successful software adoption starts with partnership. We work closely with institutions to support every stage of the journey, from thoughtful planning and data preparation to implementation, training, and long-term success. Our flexible platform is designed to meet campuses where they are, while our team focuses on helping institutions build sustainable processes, drive meaningful engagement, and turn data into actionable insight. By combining powerful technology with hands-on support, SPOL helps institutions move beyond compliance and toward continuous improvement.
