Strategies for Seamless Technology Integration in Educational Institutions

Miloš Topic, Vice President for IT & Chief Digital Officer, Grand Valley State University

Miloš Topic, Vice President for IT & Chief Digital Officer, Grand Valley State University

Milošpossesses a dedication to leadership and innovation, with a strong focus on people, vision, and shaping the future. His journey encompasses a wide range of responsibilities and experiences, spanning customer experience, business development, product design, project and portfolio management, information security, network and system engineering and administration, as well as programming and development.

Please tell us about the journey that you've had so far and your roles and responsibilities atGrand Valley State University.

I have been in the field of information technology for over 25 years, beginning my career in small startups on server system administration. Later I transitioned into development, programming, coding, web design, cyber-security, network administration and engineering. My academic foundation includes an undergraduate degree in computer science and math, a Master's of Science in information systems, and a MBA. I have completed my PhD in business administration where my dissertation focused on the role of Chief Information Officers (CIOs) in driving innovation within higher education. I have worked at three different universities, encompassing both large and small, public and private institutions. I worked in New Jersey for over 20 years, and for the last three and a half years, I have been serving as the Vice President for IT and Chief Digital Officer at Grand Valley State University in Michigan.

My current role encompasses two major components. Firstly, I oversee and lead the IT organization providing leadership and strategic direction.Secondly, I collaborate with diverse leaders across the university and the community in modernizing and reimagining, and redesigning the future of educationmaking each day both dynamic and exciting.

What are the challenges you encounter when communicating with or collaborating with other leaders to implement new technologies?

The approach may vary depending on factors such as the team involved, the functional area, and the desired outcome. However, certain key principles remain consistent. It's crucial to have a clear understanding of why a project or process is being initiated and what the desired outcome is, as success is measured against these objectives. It is imperative that everyone involved comprehends the purpose and how it aims to address the identified needs.Information technology often plays a role in co-creating, designing, and leading certain aspects of the work. However, the design of workflows or processes is based on input and specifications from various functional areas such as marketing, branding, human resources, and finance. So it's vital to gather all relevant stakeholders early on.

“Technology should act as the golden thread seamlessly connecting all facets of a company's operations, enhancing functionality without disruption. It should offer flexibility and freedom, empowering individuals to accomplish tasks from any location.”

Effective communication is another cornerstone that involves utilizing various mediums such as video, audio, emails, in-person meetings, and virtual platforms like Zoom or Teams. The diversity in communication channels acknowledges that different individuals resonate with different methods.

Moving forward technical issues and data integrity concerns may arise when implementing changes. Cultural resistance to change is also a factor, as people generally prefer comfort and familiarity over the discomfort of embracing something new. Recognizing the innate resistance individuals and cultures may have towards change, it becomes essential to skillfully communicate and invite them to join the transformative journey. The successfulnavigation of these challenges ensures a positive impact on the overall outcome of the transformation.

Is there a project initiative that you've been part of recently and how did you pivot your approach to streamline that entire process?

Over the past month, we successfully implemented Workday, our new ERP system for HR, payroll, and finance. This significant project involved the dedication of hundreds of people over 18 months, focusing on process improvement, data integrity, and system validation. Despite encountering challenges, the overall transition has been commendable, marking one of the largest software undertakings for our university in the last two decades.

As we enter the post-implementation phase, our focus is on stabilizing and optimizing the system. This involves collaboration with stakeholders to identify areas for process enhancement and coordinating efforts across various disciplines such as HR, payroll, finance.User acceptance is a critical aspect of this ongoing process and overcoming this resistance requires burning bridges to old tools and technologies, preventing a fallback to familiar but outdated methods. This ensures that the new system becomes the only viable option, pushing users to embrace the change. Effective change management, led by organizational leaders, plays a pivotal role in setting expectations, communicating effectively, and engaging the entire organization in the ongoing transformation.

What technological trends do you anticipate could significantly disrupt the field of education?

One of the most prominent topics in today's conversations is artificial intelligence (AI). However, amidst the widespread enthusiasm, it's crucial to look at the nuances surrounding it. Over the past year and a half, there has been an explosion of companies and brands proclaiming their products and services as AI-driven, when, in reality, they are not. This trend needs to be acknowledged and scrutinized. I also believe that some areas of businesses or universities adopt solutions without fully understanding the problems they aim to solve. Technology is forced into the equation before properly identifying and addressing the underlying issues, which isn't conducive to progress.

I firmly believe that unless a company is inherently tech-centered, technology should permeate every aspect of its operations, serving as the golden thread that connects all elements seamlessly. It should not disrupt but rather enhance functionality. Technology needs to provide flexibility and freedom, empowering individuals to accomplish tasks from any location. Drawing from my own experiences, I participated in competitive sports during my youth, and at the end of the game if nobody talks about the referees, then they have done a good job. Similarly, technology should enable and empower people to achieve success and scale new heights without adding complexity to their lives.

Any specific piece of advice that you'd like to share with your fellow peers or other industry leaders?

I would make three suggestions. First, immerse yourself in new tools and technologies by experimenting with them hands-on. Don't merely read about them; become a practitioner and embrace the learning process. Second,broaden your horizons by engaging with diverse organizations, industries and conferences beyond your regular circle. Exposing yourself to different perspectives and ideas can spark innovation and bring fresh insights back to your own work. Third, don't hesitate to reach out to individuals you admire for guidance and mentorship. Seeking advice from those further along in their careers can provide valuable insights and save you time in your professional journey. While not everyone may be available, persistence can lead to meaningful connections that propel your growth.