Modernizing Legacy Systems in Higher Education

The Legacy Challenge in Higher Education Technology

Legacy systems — those older, foundational technologies that many universities and higher education institutions still rely on — are a bit like a comfortable old coat.

They may still fit, but they’re slightly worn out and definitely not designed for today’s needs. Many higher education institutions struggle with maintaining these systems while trying to adopt newer technologies.

For IT professionals and decision-makers in higher education, the challenge is clear: How do you modernize without completely discarding systems that still work?

The answer lies in integration. By using an iPaaS (Integration Platform as a Service) to connect legacy systems with modern technologies, universities can link the old with the new, allowing you to keep using existing technology while improving compatibility with new applications.

Instead of an expensive full-scale replacement, integration platforms let you extend both the life and functionality of legacy systems.

Why Integration is Critical: Avoiding the Technology Trap

Old systems, such as student information systems (SIS), library management systems, or payroll and HR platforms, can be costly to maintain and even harder to replace. Many universities still rely on these systems, which were built years ago and may no longer fully support modern processes.

A common challenge for higher education institutions is point-to-point integrations — where systems are connected directly to one another, often in a messy, ad-hoc way. This setup creates a fragile network where if one system fails or is updated, it disrupts everything else.

A common challenge for higher education institutions is point-to-point integrations — where systems are connected directly to one another, often in a messy, ad-hoc way. This setup creates a fragile network where if one system fails or is updated, it disrupts everything else.

That’s where integration comes in. Integrating legacy systems with modern applications through an integration platform offers several benefits:

• Reduce costs: Integration means you don’t have to start from scratch. By connecting old systems with new ones, universities can extend the life of their existing technology while avoiding the high costs of full system replacement.
  
  
• Avoid tech debt: Point-to-point connections can lead to a tangled mess of systems that are difficult to manage and even harder to fix when things go wrong. This creates “tech debt” — problems that pile up and become more expensive to resolve later. Integration through an iPaaS simplifies this by creating a more organized and interconnected system.

Without integration, universities risk falling behind in the digital transformation race. But what’s the best way to achieve this? 

How iPaaS Simplifies Legacy Integration for the Educational Sector

An iPaaS solution, integration-platform-as-a-service, like Frends can act as a universal translator between your old systems and new applications.

Here’s how it helps:

• Unified integration platform: Instead of managing multiple integration tools, iPaaS offers a single platform that can handle all your integration needs.
• Low-code development: With iPaaS, universities don’t need a team of developers to create and manage integrations. IT teams can create and oversee integrations with less technical expertise.
• Automation capabilities: iPaaS automates repetitive processes, like data transfers and system updates, freeing up time for more important tasks.

In short, iPaaS makes it easier, faster, and less expensive to connect legacy systems with modern software. But how does this look in real life? Let’s take a look at a real-world example: Aalto University.

Case study: How Aalto University Integrates 60 Systems with Frends iPaaS

Aalto University, Finland's second-largest university, faced a common challenge among large institutions: managing a complex network of systems and applications to serve its 13,000 students and 4,000 staff members.

With over 60 systems in place, maintaining smooth communication between all the different moving parts was no easy task.

Aalto turned to Frends iPaaS to meet their integration needs. With the unified integration platform, they were able to:

• Integrate over 60 systems, handling 51,000 daily and 1.65 million monthly executions.
• Replace costly, open-source platforms that used to require developer expertise for even basic maintenance.
• Manage and control integrations in-house, without relying on third-party vendors.
• Automate key processes, such as routing IT support requests using AI, reducing the need for manual intervention.

Patrick Maltusch, Head of Integration at Aalto University, highlights how Frends iPaaS improves their IT operations: "With Frends, we can manage everything ourselves, even without deep technical expertise."

Aalto’s integration story shows how universities and other educational institutions can breathe new life into legacy systems with the help of iPaaS.

Complete Renewal or Legacy Modernization?

So, how do you figure out if you need to fully update your outdated systems or simply use integration to keep your current ones running smoothly? It comes down to a few key factors:

1. System Stability

If your legacy systems are still stable and meet most of your institution’s needs, iPaaS integration is often the most practical and cost-effective solution. This approach allows you to keep core systems while gradually adding modern functionalities without disrupting your operations.

2. Cost Constraints

Full system replacements are not only expensive but also time-consuming. If you’re facing budget constraints, using iPaaS to modernize what you already have can extend the life of your legacy systems.

3. Flexibility Needs

If your institution is growing, or if your needs are rapidly changing (for example, implementing new student services or remote learning tools), integration offers flexibility. You can add new services and features as needed, without waiting for a full system replacement.

4. Technical Debt

If your legacy systems are creating significant maintenance headaches, or you’re struggling with point-to-point connections that are hard to maintain, it might be time for a broader overhaul. However, even in these cases, integration can often serve as a bridge, helping to phase out old systems gradually without a sudden, costly replacement.

In many cases, integration is the smarter first step. It allows universities to modernize at their own pace, adding new capabilities without the disruption of completely overhauling their infrastructure. However, if your systems are on the brink of failure or no longer meet your institution's needs, a full renewal may be the only option.

Next Steps for Legacy Modernization in Energy

If your university is struggling with outdated technology but isn’t ready for a complete overhaul, integration through an integration platform like Frends is your best friend.

Here are some steps to consider:

• Audit your systems: Identify which legacy systems are essential and which can be phased out.
• Choose an iPaaS solution that is already used for higher education integrations: Look for a platform that offers ease of use, automation capabilities, and scalability.
• Start small: Begin with a single integration project before rolling out to more complex systems.
• Automate where possible: Let the platform handle repetitive tasks and make sure everything runs smoothly.

With the right integration strategy, your university or higher education institution can move forward while keeping the best parts of the past.

Read more: Frends iPaaS for Higher Education