The initial ‘cloud’ was about having a third party like Amazon or Rackspace run/supplement your servers, freeing up time and saving money. Today, it’s mainly about SaaS (Software As A Service). SaaS means using software over the internet rather than installing it on your computer. SaaS started to go mainstream in 2012 when software heavyweight Adobe launched Creative Cloud, making Photoshop and other staples available to use online.
IT Case for SaaS
SalesForce has done an elegant job of making the case for SaaS from a technical point of view:
High Adoption:
SaaS applications are available from any computer or any device – any time, anywhere. Because most people are familiar with using the Internet to find what they need, SaaS apps tend to have high adoption rates, with a lower learning curve.
Lower Initial Costs:
SaaS applications are subscription based. No license fees mean lower initial costs. Having the SaaS provider manage the IT infrastructure means lower IT costs for hardware, software, and the people needed to manage it all.
Painless Upgrades:
Because the SaaS provider manages all updates and upgrades, there are no patches for customers to download or install. The SaaS provider also manages availability, so there’s no need for customers to add hardware, software, or bandwidth as the user base grows.
Seamless Integration:
SaaS vendors with true multitenant architectures can scale indefinitely to meet customer demand. Many SaaS providers also offer customization capabilities to meet specific needs. Plus, many provide APIs that let you integrate with existing ERP systems or other business productivity systems.
Non-Tech Case of SaaS
Better Software:
The average SaaS provider is able to do one or two things really well. If they don’t obsess about them and keep costs down, there is often an alternative only a click away. They will also have worked out the bugs before you have started even looking at their services, as SaaS allows for real-time feedback on how the software is being used.
In the end, faculty and staff tend to prefer SaaS products. There is more updated, understandable documentation available as everyone is on the same (latest) version. Plus, there is less need for support to sit down at an individual’s desk; people hate when IT comes by and takes over their computer.
Budget Friendly:
The cost of SaaS is often calculated on a monthly basis. Most colleges and universities prefer to pay yearly, but this is still much easier to manage than having to pay a large sum upfront, as has been the traditional model.
Change Providers:
With SaaS as an appealing option, it’s harder to lock your college into one particular system. Even Higher Ed giant Blackboard has been replaced by competitors like Desire2Learn. It remains difficult to make major software changes, but it’s no longer impossible. SaaS gives you leverage.
Disadvantages of SaaS
The SalesForce post goes on to smartly say that SaaS is “a way to offload management of non-mission-critical applications”. For some things, it’s fair to maintain a default of running on local servers and possibly building a custom solution. For example, I’m writing this from Toronto. When a Canadian university or college uses a SaaS product based in the USA, where American domestic law applies, they need to consider what that means for international clients. The Snowden leak brought to light a spiderweb of complexity in this regard.
Cybersecurity is real and institutions of higher education are legitimate targets. The key is to have a rational discussion as to what is mission critical. The vast majority of software is not mission critical, yet there is often someone who will fight this logic. Nothing is 100% secure. Depending on your budget, you have to decide whether you will be able to offer better security. For mission critical IT, you need to have an expanded budget as a third party vendor, whether SaaS or not, is likely to cost more in order to fulfill security requirements.
Conclusion
At a university or college, the default should be to look for SaaS alternatives before considering to host software locally or build a custom solution. With the exception of mission critical software, the case in favor of SaaS is often compelling and every month it extends to more areas. Remember, most software is not mission critical. This is where SaaS allows you to do more with the same budget.
Stavros Rougas is a journalist turned co-founder of Expertise Finder, a search engine that connects media with faculty experts. You can follow him on Twitter @StavrosRougas.
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