ICT shared services in the higher education sector : foundations, benefits, success factors and issues

Universities are more and more challenged by the emerging global higher education market, facilitated by advances in Information and Communication Technologies (ICT). This requires them to reconsider their mission and direction in order to function effectively and efficiently, and to be responsive to changes in their environment. In the face of increasing demands and competitive pressures, Universities like other companies, seek to continuously innovate and improve their performance. Universities are considering co-operating or sharing, both internally and externally, in a wide range of areas to achieve cost effectiveness and improvements in performance. Shared services are an effective model for re-organizing to reduce costs, increase quality and create new capabilities. Shared services are not limited to the Higher Education (HE) sector. Organizations across different sectors are adopting shared services, in particular for support functions such as Finance, Accounting, Human Resources and Information Technology. While shared services has been around for more than three decades, commencing in the 1970’s in the banking sector and then been adopted by other sectors, it is an under researched domain, with little consensus on the most fundamental issues even as basic as defining what shared services is. Moreover, the interest in shared services within Higher Education is a global phenomenon. This study on shared services is situated within the Higher Education Sector of Malaysia, and originated as an outcome resulting from a national project (2005 – 2007) conducted by the Ministry of Higher Education (MOHE) entitled "Knowledge, Information Communication Technology Strategic Plan (KICTSP) for Malaysian Public Higher Education"- where progress towards more collaborations via shared services was a key recommendation. The study’s primary objective was to understand the nature and potential for ICT shared services, in particular in the Malaysian HE sector; by laying a foundation in terms of definition, typologies and research agenda and deriving theoretically based conceptualisations of the potential benefits of shared services, success factors and issues of pursuing shared services. The study embarked on this objective with a literature review and pilot case study as a means to further define the context of the study, given the current under-researched status of ICT shared services and of shared services in Higher Education. This context definition phase illustrated a range of unaddressed issues; including a lack of common understanding of what shared services are, how they are formed, what objectives they full fill, who is involved etc. The study thus embarked on a further investigation of a more foundational nature with an exploratory phase that aimed to address these gaps, where a detailed archival analysis of shared services literature within the IS context was conducted to better understand shared services from an IS perspective. The IS literature on shared services was analysed in depth to report on the current status of shared services research in the IS domain; in particular definitions, objectives, stakeholders, the notion of sharing, theories used, and research methods applied were analysed, which provided a firmer base to this study’s design. The study also conducted a detailed content analysis of 36 cases (globally) of shared services implementations in the HE sector to better understand how shared services are structured within the HE sector and what is been shared. The results of the context definition phase and exploratory phase formed a firm basis in the multiple case studies phase which was designed to address the primary goals of this study (as presented above). Three case sites within the Malaysian HE sector was included in this analysis, resulting in empirically supported theoretical conceptualizations of shared services success factors, issues and benefits. A range of contributions are made through this study. First, the detailed archival analysis of shared services in Information Systems (IS) demonstrated the dearth of research on shared services within Information Systems. While the existing literature was synthesised to contribute towards an improved understanding of shared services in the IS domain, the areas that are yet under-developed and requires further exploration is identified and presented as a proposed research agenda for the field. This study also provides theoretical considerations and methodological guidelines to support the research agenda; to conduct better empirical research in this domain. A number of literatures based a priori frameworks (i.e. on the forms of sharing and shared services stakeholders etc) are derived in this phase, contributing to practice and research with early conceptualisations of critical aspects of shared services. Furthermore, the comprehensive archival analysis design presented and executed here is an exemplary approach of a systematic, pre-defined and tool-supported method to extract, analyse and report literature, and is documented as guidelines that can be applied for other similar literature analysis, with particular attention to supporting novice researchers. Second, the content analysis of 36 shared services initiatives in the Higher Education sector presented eight different types of structural arrangements for shared services, as observed in practice, and the salient dimensions along which those types can be usefully differentiated. Each of the eight structural arrangement types are defined and demonstrated through case examples, with further descriptive details and insights to what is shared and how the sharing occurs. This typology, grounded on secondary empirical evidence, can serve as a useful analytical tool for researchers investigating the shared services phenomenon further, and for practitioners considering the introduction or further development of shared services. Finally, the multiple case studies conducted in the Malaysian Higher Education sector, provided further empirical basis to instantiate the conceptual frameworks and typology derived from the prior phases and develops an empirically supported: (i) framework of issues and challenges, (ii) a preliminary theory of shared services success, and (iii) a benefits framework, for shared services in the Higher Education sector

Understanding the benefits of IT shared services: Insights from Higher Education Sector

In search of efficiencies and effectiveness demanded by a changing marketplace, universities are rethinking their IT services and are considering shared services options. While studies suggest that a wide range of IT services could be shared across Higher Education Institutions (HEIs) offering many potential benefits, there has been little empirical evidence of the specific benefits that apply to this sector and their relationships. A deeper understanding of shared services benefits will inform decision making in practice while progressing research in this field. Through a series of case studies of shared services in the Malaysian Higher Education sector, 5 key categories of benefits are empirically explored: (i) Economic, (ii) Technical, (iii) Process Improvement, (iv) Strategic and Organizational, and (v) Political benefits. The study identified specific sub-themes for each of these broad, generic benefit categories. In addition, potential relationships between these categories are also investigated to form an early theoretical framework on the complex associations between these different benefit categories that can potentially contribute to the wider shared services research

A conceptual model of business intelligence system adoption for the textile and apparel industry in Pakistan

Textile and Apparel (T&A) industry is the backbone of Pakistani economy, including one-fourth of the industrial sector, and comprises 40% of industrial employees and approximately 60% share of Pakistani exports. Although, industry is striving hard to compete in international market; a persistent stream of innovation is required to maintain its due share in recent quota free global trade of textiles. Business Intelligence (BI) system is one of the most-used buzzwords in the modern business landscape for well informed decision making. In spite of the great synergies and benefits, BI system grant to the businesses and organizations. The adoption level is low with high failure ratio, especially in developing countries. Further, researchers did not propose any theory or model for the T & A industry. This study aims to fill this gap by conducting a Systematic Literature Review (SLR) for identifying the most appropriate factors, theory and model for the current study. Total of 75 studies were selected which were published during the period of 2011- 2020. A conceptual model is developed with most potential factors by using Technology-OrganizationEnvironment (TOE) framework. This conceptual model will guide the policy makers and industry practitioners to integrate and adopt the BI system successfully that would helpful to achieve competitive edge in the international business markets

Research Perspective in Enterprise Architecture

The challenges of aligning IT with business triggered the attention towards Enterprise Architecture (EA). Despite the increase interest of academic scholars in EA, there is scarcity of studies that provide an up to date comprehensive research perspective view. The purpose of this study is to examine the research methodologies and theories utilized in EA studies from 2010 to 2016. The study employed Systematic Literature Review (SLR) as method to explore and analyze the literature of EA. The study revealed the research approaches and data collection methods utilized in EA. It shows that case study approach and interviews are the highly used compared to other research approaches and data collection instruments. Furthermore, it pointed out the low employment of theories in EA studies. The study is contributing to the body of knowledge by providing a foundation for novice researchers in the area of EA through detailed discussions of research methodologies and theories which are expected to support them in designing future studies

Alignment Framework in Enterprise Architecture Development

The challenge of business-IT alignment, the increasing complexity of organizations’ operations and supporting organization transformation are the main drivers for organizations to adopt Enterprise Architecture (EA) concept. Despite the rapid interest in the EA, organizations are facing challenge to realize organizational value out of it. This challenge can be rooted to the lack of the stakeholders needs and concerns consideration in the final developed architecture which result in low utilization or no acceptance of EA. The enterprise architects and the stakeholders are the main players in the development phase of EA. Literature highlighted the need of alignment framework that can support the enterprise architects to align the development of EA with the stakeholders’ expectations. Furthermore, there is a scarcity of academic studies that shed the light on the alignment between the enterprise architects and the stakeholders during the development of EA. Hence, the purpose of this study is to develop a framework that supports the alignment between the enterprise architects and the stakeholders in EA development to ensure a mutual understanding and agreement. The study is guided by the interpretive paradigm to address the research gap through the utilization of a qualitative methodology. The research is using the case study approach to build in-depth understanding of the relationship between the enterprise architects and stakeholders in EA development. The understanding from Multiple Perspectives Theory is used to develop the initial research model to provide initial guidance in data collection and analysis. Currently, the research is at the analysis stage of case study data. The developed framework is expected to support the practitioners in the EA development by uncovering the factors influencing the alignment between the enterprise architects and the stakeholders during the development process. Additionally, the study is building a comprehensive understanding on how the enterprise architects consider the stakeholders needs and concerns in the development of EA

Exploring shared services from an IS perspective: a literature review and research agenda

Shared services have gained significance as an organizational arrangement, in particular for support functions, to reduce costs, increase quality and create new capabilities. The Information Systems (IS) function is amenable to sharing arrangements and information systems can enable sharing in other functional areas. However, despite being a promising area for IS research, literature on shared services in the IS discipline is scarce and scattered. There is still little consensus on what shared services is. Moreover, a thorough understanding of why shared services are adopted, who are involved, and how things are shared is lacking. In this article, we set out to progress IS research on shared services by establishing a common ground for future research and proposing a research agenda to shape the field based on an analysis of the IS literature. We present a holistic and inclusive definition, discuss the primacy of economic-strategic objectives so far, and introduce conceptual frameworks for stakeholders and the notion of sharing. We also provide an overview of the theories and research methods applied. We propose a research agenda that addresses fundamental issues related to objectives, stakeholders, and the notion of sharing to lay the foundation for taking IS research on shared services forward

Exploring Shared Services from an IS Perspective: A Literature Review and Research Agenda

Shared services have gained significance as an organizational arrangement, in particular for support functions, to reduce costs, increase quality, and create new capabilities. The information systems (IS) function is amenable to sharing arrangements and information systems can enable sharing in other functional areas. However, despite being a promising area for IS research, literature on shared services in the IS discipline is scarce and scattered. There is still little consensus on what shared services is. Moreover, a thorough understanding of why shared services are adopted, who are involved, and how things are shared is lacking. In this article, we set out to progress IS research on shared services by establishing a common ground for future research and proposing a research agenda to shape the field based on an analysis of the IS literature. We present a holistic and inclusive definition, discuss the primacy of economic-strategic objectives so far, and introduce conceptual frameworks for stakeholders and the notion of sharing. We also provide an overview of the theories and research methods applied. We propose a research agenda that addresses fundamental issues related to objectives, stakeholders, and the notion of sharing to lay the foundation for taking IS research on shared services forward

Business Intelligence System Adoption Model for SMEs

Many prior studies on the business intelligence system (BIS) adoption stories are coming from the developed countries, while recent adoption stories on the developing countries are usually from Thailand, Singapore and Philippines. Rarely, research focusing on small and medium-sized enterprises (SMEs) being reported, especially from the developing countries such as Malaysia even after the introduction of BIS by Malaysia’s SME in September 2013. Since, SMEs are the primary drivers for national development in Malaysia, the research on the BIS adoption in SMEs is important to promote the resilient growth of SMEs. This study aims to study the BIS adoption theories and determinants as reported by prior researchers and propose the BIS adoption model for SME in Malaysia. The developed research model contains ten, enabling determinants covering four characteristics: technological innovation, environment, organization, and CEO. The findings revealed that out of ten determinants, only six are relevant to the decision-making in BIS adoption

Understanding the benefits of IT shared services: Insights from the Higher Education sector

In search of efficiencies and effectiveness demanded by a changing marketplace, universities are rethinking their IT services and are considering shared services options. While studies suggest that a wide range of IT services could be shared across Higher Education Institutions (HEIs) offering many potential benefits, there has been little empirical evidence of the specific benefits that apply to this sector and their relationships. A deeper understanding of shared services benefits will inform decision making in practice while progressing research in this field. Through a series of case studies of shared services in the Malaysian Higher Education sector, 5 key categories of benefits are empirically explored: (i) Economic, (ii) Technical, (iii) Process Improvement, (iv) Strategic and Organizational, and (v) Political benefits. The study identified specific sub-themes for each of these broad, generic benefit categories. In addition, potential relationships between these categories are also investigated to form an early theoretical framework on the complex associations between these different benefit categories that can potentially contribute to the wider shared services research

Achieving Rigor in Literature Reviews: Insights from Qualitative Data Analysis and Tool-Support

It is important for researchers to efficiently conduct quality literature studies. Hence, a structured and efficient approach is essential. We overview work that has demonstrated the potential for using software tools in literature reviews. We highlight the untapped opportunities in using an end-to-end tool-supported literature review methodology. Qualitative data-analysis tools such as NVivo are immensely useful as a means to analyze, synthesize, and write up literature reviews. In this paper, we describe how to organize and prepare papers for analysis and provide detailed guidelines for actually coding and analyzing papers, including detailed illustrative strategies to effectively write up and present the results. We present a detailed case study as an illustrative example of the proposed approach put into practice. We discuss the means, value, and also pitfalls of applying tool-supported literature review approaches. We contribute to the literature by proposing a four-phased tool-supported methodology that serves as best practice in conducting literature reviews in IS. By viewing the literature review process as a qualitative study and treating the literature as the “data set”, we address the complex puzzle of how best to extract relevant literature and justify its scope, relevance, and quality. We provide systematic guidelines for novice IS researchers seeking to conduct a robust literature review