Demystifying Web-Based Software
By: Andrew McKenzie
There is quite a bit of noise in the marketplace about “cloud computing” and Software as a Service. This article provides some background information about why people are excited about Web-based software, applications that we have noticed schools are bringing online, and some thoughts about what your school could be doing to take advantage of them.
In 2001, U.S. home Internet penetration was about 50%, but only 13% of these users had high-speed connections (mostly cable and DSL). In 2009, home Internet penetration had grown to 70%, but 90% of home Internet users now have fast connections. The prevalence of high-speed Internet connectivity has lead to an explosion in the adoption of Web-based software tools for individuals and institutions. Schools have begun to leverage online tools for a wide range of applications, even applications that had previously been located on computers at the school, such as Student Information Systems (SIS) and Website Content Management Systems (CMS).
Advantages of Web-Based Software
Web-based software is available from any computer with a browser and an Internet connection. However, that’s not actually its biggest advantage (unless you need to work on the road or at home).
1. Innovation Cycles
Web-based software can also be updated more frequently and more reliably, which means the pace of innovation of Web-based products usually outstrips the typical “shrink wrapped” product. New versions of Microsoft Office are released every three years, but Web-based software can be updated monthly.
2. Pricing Model
The way online software is priced is closely related to its innovation cycle. Many online applications are provided on a “Software as a Service” (SaaS) model, which often means subscription fees; users finance their purchase of future versions on an ongoing basis. This allows companies to roll out improvements incrementally and focus less on up-selling clients to the latest version of their software. In some cases, the SaaS model allows you to purchase a license based on the features you want and the number of users on the system, potentially saving money.
3. Web 2.0 Connectivity
While there are many, many “definitions” of Web 2.0, it boils down to connecting applications together seamlessly using standards. Web 2.0 standards, for instance, allow you to push content to users with RSS feeds and add events to their personal calendars with iCalendar feeds. Embedding a YouTube video or Flickr feed on a Website, posting to a Twitter feed from your Website CMS, connecting your alumni database to a Google map…all of this functionality leverages the fact that the applications are online and communicating in real time.
Applications That Are Moving Online
1. Website Content Management
Web-based Content Management Systems allow school Websites to become the hub of school communications. The Websites can input information from a wide variety of sources (see below) and also publish information using the type of Web 2.0 standards that require an always-on solution.
2. Student Information Systems
While some Student Information Systems remain hosted on campus, at a minimum, these applications are adding Web interfaces so that users can access (and even update) some of the information available. The most forward-looking systems are incorporating Web services so that other systems (see above) can pull data out of the system and present it on the Website.
3. Online Communities
While most modern CMS and SIS products offer password-protected areas where users can communicate and access information, there are stand-alone systems that allow you to build free online communities. In some sense, Facebook is a type of online community. But, while it has the ability to connect your school to Facebook users, it has many limitations (and distractions) that make it impractical to use as a “gated” online community.
4. Productivity Software
Google, Oracle, and Microsoft are already battling in this space. Google has even developed a browser and an operating system to move word processing, spreadsheets, and presentations online. Schools have the potential to save a tremendous amount of money by keeping an eye on this space, since many of the applications and storage are provided for no cost or little cost.
5. E-mail
We have noticed that many schools are no longer hosting e-mail accounts and are instead using Gmail. This is another space that schools should be paying close attention to for cost-saving and improved features.
6. Video
Although YouTube gets a lot of press, many companies are offering the ability to post and share videos online, including Yahoo, Flickr, Vimeo, Hulu, Turveo and others. Regardless of your online presence, you have lots of options for video.
7. Photos
Just like video sites, there are a lot of options for online photos, including Flickr, Photobucket, Snapfish, smugmug, Shutterfly, Kodak, and Picasa.
Other applications that are moving online include facilities management, event management, teacher pages, and teacher conference scheduling; the list just keeps growing. While you may be able to group these solutions with a few vendors, the trends are clear across the board.
The movement of applications online represents a huge opportunity for schools to revolutionize how they communicate. Which of these solutions is right for you? Make a list of your communications goals. Make a list of the systems you use to communicate. Evaluate how each is using Web-based functionality to achieve your goals. Where they are not, begin to explore your options. You may find that you can dramatically improve your effectiveness without a concomitant budget increase.
Andrew McKenzie is director of sales and marketing for Silverpoint.net, which provides Web solutions for schools.
