Most research organizations will outgrow their in-house systems as they evolve and advance. But how do you know when you’ve reached the tipping point? When is the right time to implement a hosted platform vs. keeping your homegrown system?
Industry trends
As seen in the 2022 Grant Management System Report and covered previously in our blog, the use of homegrown systems for research administration continues to decline.
More companies are looking for a single company or technology vendor who can manage everything for them. They want systems to incorporate all the data, reports, and analysis they need, as well as helpful communication integrations and more. Research leaders also express that they’re tired of the upkeep costs for homegrown systems, which can require trained staff and higher overhead.
Challenges of a homegrown system
It’s easy to see why these trends are happening. Homegrown systems can slow the speed at which organizations can evolve, grow, and innovate. Instead of focusing on your core competency or research area, users of homegrown systems must spend resources on maintaining the system.
Here are some of the most common challenges with homegrown systems:
- Silos: Data and communication can easily get stuck in departments, which diminishes the teams’ abilities to collaborate and work with the most up-to-date information.
- Manual entry: Homegrown systems often require a lot of administrative work to keep them updated and functional. Manual entry is prone to error and prevents your team from focusing on higher-strategy tasks.
- Disparate systems and communication: Not only can information be siloed, but you might be unable to transfer data between systems or share communication with the necessary teams.
- Outdated technology: Obsolete technology can slow down your team, make training difficult, and preclude integration with newer innovations and devices as you evolve.
- Too many workarounds: Most homegrown systems eventually are forced into workarounds to make them function long-term. These workarounds can slow people down, become lost after employee turnover, or simply stop working.
What an integrated research hub solves
Implementing innovative, modern technology has many benefits. Most importantly, it can evolve with your organization. Outsourcing a platform also means you have a vendor who can manage any issues rather than relying on your research administration team.
Here are other benefits of transferring to an integrated research hub from your homegrown platform:
- A hub model allows all the “spokes” to connect. Integrated technology ensures everyone on your team has the transparency they need. They have real-time information and aren’t hindered by workarounds or silos.
- A centralized platform gives your team “one point of truth,” meaning everyone knows they’re always working with the latest updates, reports, and data.
- Integrated data, reports, and analytics ensure your teams can get the analysis they need whenever they need it. No more requesting or printing reports and waiting for hours or days to get the information you need.
- Communication is streamlined. An integrated technology hub enables your team to communicate seamlessly, no matter what team they’re on or where they’re based.
- Collaboration is simplified. When you have a centralized, cloud-based hub with all your workflow and data safely integrated, your team can more easily collaborate without slowing down their work.
- Information can be accessed remotely. Depending on your organization’s needs, team members can access data or report remotely, enabling teams to collaborate across sites or even work from home if their roles allow it.
- Security is tighter. Homegrown systems are notorious for risking data breaches and other security issues. You can easily find a vendor who meets your privacy and security requirements and trust your data is safe.
