IT projects in higher education: the importance of establishing a budget & timeline from the outset

Competition for research funding, and between different higher education institutions, means that should an IT project overrun, the impact on a University department or faculty can be substantial from both a budget and reputational perspective. This piles the pressure on IT project managers, who bear the brunt of responsibility and can find themselves with difficult questions to answer if things don’t go according to plan. 
 
When all eyes are on you to get the job done, the one thing you must be sure of is that your IT partner works with you to establish a thorough plan from the outset. The last thing you want is to end up with the budget in tatters, elongated timelines and the work still incomplete. Having to go to the faculty dean, funding body or board to ask for a time or budget extension because things haven’t gone to plan is the stuff of nightmares.

For added reassurance, it is worth giving serious consideration to the appointment of an IT partner who specialises in higher education to help support you with your project. A reputable, trusted partner will always work with you to establish a budget and timeline prior to the launch of the project. This will ensure that you can successfully manage expectations within your institution and begin the transformation with a clear view of when each stage will be achieved and the whole project finalised.

Research and funding hanging in the balance

It is understandable that higher education IT managers may feel nervous about undertaking projects without specialist support from an external IT partner. Reports suggest that larger IT projects run approximately 45% over budget and 7% over time, with many failing because they lack the support they need. If projects run over it can have a serious impact on students and researchers who may be bound by strict deadlines to complete work dictated by terms, curriculums and research funding bodies. 
 
A good IT partner will help you set realistic schedules and factor in contingency plans for any roadblocks that may be encountered along the way. Even during times of austerity, with the right support and management, IT projects can still come in on time and within pre-set cost parameters. 

While your project is still in the planning phase, your IT partner should take the time to talk to you to get a full understanding of your objectives, available resources and expectations. They should work closely with you as your external partner, evaluating any potential risks or barriers to smooth execution to avoid budget and time spill-over, and maximise project success.

Understanding of the higher education sector is critical

Having accurate budget and time scales before a project gets underway can help you secure stakeholder buy-in and funding. It will also result in heightened trust when everything goes to plan, which goes a long way towards gaining support when it comes to future IT projects. 
 
Drawing on their extensive experience in the higher education sector, your chosen IT partner should have a good idea of how much your project will cost to complete, how long it will take, where they will source specialist technology from, and the steps involved. 

They will be able to outline scope and reduce uncertainty, using their knowledge of the industry for things you may not have considered, and allow a buffer for any unknowns. An experienced partner will also know what to do if things should go wrong and how to minimise the impact and fix any issues quickly so that costs don’t escalate.

Look for an IT project partner whose support includes regular check-ins

Good communication is key to a successful IT project in higher education. Frequent communication and reviewing helps avoid scope creep and enables the internal and external team to together assess how the project is progressing. Using this method, any necessary gear or direction changes will be identified and corrected to ensure your project stays on track. 

To find out more about how Novatech can support you with your next higher education IT project, get in touch.