Comparing Campus Cafe and Ellucian PowerCampus
The right student information system can help small and mid-sized higher education institutions modernize the student experience, grow their program offerings and enrollment, and harness student data insights while also scaling internal operations.
Campus Cafe and Ellucian PowerCampus are among the most popular student information systems on the market, with many schools considering both options. But choosing the wrong system can frustrate users and waste money.
To assist in your school’s decision-making, we’ve created a detailed side-by-side comparison of the two systems to evaluate key factors such as price, features, integrations, support, security and reporting.
Before we dig into the details, here is an important consideration: Ellucian plans to sunset PowerCampus soon, after which time the company will move the platform to “maintenance mode,” discontinuing upgrades and security patches.
The company is attempting to move PowerCampus users over to its other system, Ellucian Colleague, which we’ve also researched as part of our coverage on SIS comparisons.
Student Information System Pricing
A student information system is a significant investment for a school of any size and ideally provides a robust menu of features and support with a reasonable price tag. Since small and mid-sized schools may have more limited resources than larger schools, there are a few key costs to consider when looking at a new system.
Pricing |
|---|
Campus Cafe | Ellucian PowerCampus |
|---|---|
Transparent Pricing | Complex Pricing |
Clear and consistent pricing model with no hidden fees. Schools can budget without worrying about extra costs driving up expenses. | Institutions typically have to navigate an elaborate pricing structure and may encounter hidden costs that inflate budgets. |
Flexible Plans | Additional Fees |
Rather than a one-size pricing model, clients can choose a plan that fits their needs and budgets. Scalable pricing based on full-time employees and adjusts when a school grows or contracts. | Schools may encounter extra costs for adding features, expanded training, integrations, and future support. |
Lower Cost of Ownership | Higher Upfront Costs |
The cloud-based system frees schools from expenses of hosting and maintaining on-site systems and servers, reducing costs and freeing IT staff from time-consuming maintenance work. | Getting a system online is often more labor intensive and could require pricey training and third-party consultants, which could strain smaller schools. |
What Customers Say | |
“[Campus Cafe] has many of the automation features of more expensive platforms. It integrates very well with platforms we were already using and has the best feature-to-price ratio of any platform we looked at.”
– Software Advice Reviewer | “Managing it requires training. It is not easy to administer. The price is very high compared to competing software in the higher education sector.”
– Software Advice Reviewer |
The Bottom Line
Campus Cafe offers a more budget-friendly pricing model than PowerCampus. It’s better for accommodating smaller and mid-sized schools’ changing needs, with options to scale. Campus Cafe’s all-in pricing includes training, implementation, support and customizations.
The Hard Truths About Student Information System Costs
When your school decides it’s time for a new student information system, everyone inevitably asks, “What will it cost?”
Core Features and Functionality to Enhance Higher-Education Operations
The best student information system offers a comprehensive menu of features that improve data accuracy, organization, collaboration and communication. However, there is such a thing as too many options. Small and mid-sized schools can get overwhelmed by an overly complicated system with features they don’t need, want or use, which can hinder user adoption.
Functionality is equally important. A clean, user-friendly design allows more stakeholders to learn and operate the system.
Features and Functionality |
|---|
Campus Cafe | Ellucian PowerCampus |
|---|---|
Comprehensive Feature Set | Basic Feature Set |
A wide range of options to manage core school functions, including a CRM, financial aid module, online course registration, bill pay, scheduling and more, all integrated into a single platform. | PowerCampus includes essential features however schools may have to purchase third-party tools or customizations for certain needs. |
Customizable Workflows | Limited Customization |
Campus Cafe can easily customize workflows to match schools’ processes, enhancing efficiency to keep processes like applications, signatures or payments moving. | Customizing PowerCampus can be more challenging and may require significant technical expertise, leading to higher costs and longer implementation timelines. |
Mobile-Friendly Interface | Less Mobile Functionality |
Campus Cafe’s system is fully mobile-responsive, allowing users on any device permission-based access. Students and staff can gain access from anywhere, adding convenience and flexibility, especially for online learning. | PowerCampus’ mobile responsiveness can be limited, frustrating students and staff who want to use it from mobile devices or when away from campus. |
Cloud-Centric | On-Premises or Hybrid Systems |
The cloud-based system frees schools from hosting on-site servers and maintaining operations and security. Storage, updates and security are handled remotely, and features are seamlessly integrated. | PowerCampus may still require some on-premises components, such as servers, causing higher maintenance costs and increased IT workload. Limited cloud options available and could require the use of managed IT services. |
The Bottom Line
Campus Cafe features a more user-friendly design, offers secure mobile-responsive login, and its cloud-based system reduces expenses and maintenance headaches.
“We have a very straightforward way for people in student services and people in the admissions department to find the data.”
Integration and Scalability Capabilities for Growing Schools
Even the best student information system may not meet all of your school’s needs. An API can help satisfy a particular operational need or provide a specialized function. For that reason, it’s important that a student information system is capable of integrating APIs that enable real-time data exchanges.
Integration and Scalability |
|---|
Campus Cafe | Ellucian PowerCampus |
|---|---|
Extensive, Seamless Integrations | Limited Integration Options |
Campus Cafe is designed to integrate seamlessly with many third-party applications, including Learning Management Systems (LMS), Customer Relationship Management (CRM) tools, finance software and more. This creates a system tailored to each schools’ specific needs. | PowerCampus offers some integrations, but they are reported to not be as plentiful or flexible as Campus Cafe’s capabilities. Schools may have difficulty connecting PowerCampus with third-party applications they rely on for essential functions. |
Scalable Architecture | Scalability Constraints |
As your institution expands program offerings and enrollment, Campus Cafe can scale up to meet growing needs without significant changes to IT infrastructure or additional costs. | Expanding or adding features to PowerCampus may demand complex reconfigurations and result in additional expenses, challenging schools pursuing growth. |
Automated Updates | Manual Updates |
Campus Cafe’s cloud-based system regularly sends updates, ensuring the system features the latest security updates and features with little to no downtown and no active IT work on premises. | PowerCampus users may be required to update the system manually, straining IT staff and potentially taking the system offline. |
What Customers Say | |
“They are very responsive to building out new functionality in the system, and do so at a reasonable cost. We had them build a Google Workspace integration which auto-provisions applicant and student accounts for us!”
– Capterra Software Review | “PowerCampus does not integrate with many solutions and they stopped creating new updates for the platform.”
– Gartner Software Review |
The Bottom Line
Campus Cafe’s ability to seamlessly integrate many popular third-party applications at a reasonable price offers institutions a flexible and affordable solution. The system’s ability to scale up and down means schools don’t have to worry about shopping for a new system again or paying higher upgrade costs.
Reporting and Analytics Tools to Gather, Organize, Process and Analyze Data
Institutions rely on a student information system for extensive internal and external reporting requirements. A user-friendly system lets users quickly and easily generate detailed and precise reports. This facilitates faster decision-making, reduces costs, and improves resource allocation and communication across departments.
Reporting and Analytics |
|---|
Campus Cafe | Ellucian PowerCampus |
|---|---|
Pre-built Library of Reports | Basic Reporting Tools |
One of Campus Cafe’s most popular features is an extensive library of pre-built reports for admissions, finance, operations, financial aid and more. These reports allow staff to start analyzing data and improve decision-making without intensive training or prior experience. | PowerCampus includes standard reporting features, but are not as comprehensive or user-friendly as those in Campus Cafe. Users may need to rely on external tools or custom development to generate more complex reports.
|
Customized Report Builder | Limited Custom Reports |
Some institutions want flexibility to create custom reports tailored to their needs. Campus Cafe includes a robust report builder that is highly intuitive, allowing staff to create reports without expansive technical know-how. | PowerCampus includes some customization for reports but that usually requires more advanced technical expertise or additional services from Ellucian, which can increase costs. |
Real-Time Data Reporting | Batch Reporting |
Campus Cafe’s integrated, cloud-based system updates data in real-time, giving users confidence they’re accessing the most up-to-date information for reporting. | PowerCampus bundles reports into batches and then transmits them, which can lead to lags and errors in reports. This can be a drawback for institutions that need up-to-the-minute insights. |
Export and Sharing Options | Third-Party Solutions Required |
The system’s reports can be easily exported in the most popular formats, including PDF, Excel and CSV. Stakeholders across departments can share reports and dashboards with real-time updates, increasing accuracy and transparency. | For advanced reporting needs, institutions may need to integrate PowerCampus with third-party reporting tools like Microsoft Power BI or Tableau, adding complexity and costs to the reporting process. |
Dynamic Dashboard Analytics | Cumbersome Dashboards |
Users have key information and insights at their fingertips thanks to the system’s dynamic and customizable dashboards. This feature is designed for easy access to key information and individual users can adjust it to their roles and preferences. | PowerCampus features dashboards, but the tool may be more difficult to use and offer limited customization, deterring staff without technical capabilities from accessing the features and limiting the utility. |
What Customers Say | |
“Reports are easily accessible and customizable! This is such a great feature for the Registration Department as we need accurate statistics immediately.”
– Gartner Software Review | “Very limited ability for most functional users to create their own reports. Usually I need to involve report writers with SQL report writing ability.”
– Gartner Software Review |
The Bottom Line
When it comes to reporting and analytics features, Campus Cafe offers users the convenience of pre-built reports and flexibility to create custom reports. Visual dashboards are intuitive and convenient to use, with real-time data that can be seamlessly exported and shared for more efficient operations and accurate collaboration between teams.
These features are all standard, eliminating concerns over extra expenses. The user-friendly system allows institutions to streamline decision-making.
Implementation Process and Customer Support
Getting the system up and running as fast as possible with minimal downtime is paramount for any institution. Launching a new SIS is not just a plug-and-play operation, it’s a comprehensive, multi-step implementation process. Your technology partner should be with you at every step – both on-site and remotely – to ensure a seamless transition.
Implementation and Support |
|---|
Campus Cafe | Ellucian PowerCampus |
|---|---|
Streamlined Implementation | Lengthy Implementation |
Campus Cafe provides a fast and efficient implementation process so your school avoids disruptions to operations. | PowerCampus can require a more time-consuming and resource-intensive implementation process, straining staff and necessitating more IT support.
|
Dedicated Project Manager | Generalized Support |
Each customer is assigned a dedicated implementation project manager who manages the implementation plan. This go-to contact coordinates all the Campus Cafe team resources related to data conversion, software configuration and training. | Support is standardized and may not be tailored to the needs of smaller institutions, leading to potential delays and user frustration. |
User-Friendly Onboarding | Complex Onboarding |
The set-up process is user-friendly and intuitive out-of-the-box, allowing stakeholders, including staff and students, to navigate the system without heavy technical support. | Getting the system operational may require extensive training and support, slowing adoption and increasing expenses. |
What Customers Say | |
“Users are getting comfortable with the system quickly, and with ease, and the system is allowing us to improve the efficiency of our processes in many offices. Implementation in general went far better than we could have imagined.”
– Gartner Software Review | “Since our school implemented Ellucian products five years ago, to the tune of millions of dollars, we’ve had to add two new positions in our office just to handle the tech components.”
– Gartner Software Review |
The Bottom Line
Institutions need hands-on, customized and reliable support to successfully implement a new student information system. Campus Cafe treats each client individually, designing implementation and support for your school’s size and specific needs.
Technical materials are intuitive and accessible. When users need help, Campus Cafe’s experts offer rapid and helpful support, and the community of peers and online resources offer extra levels of engagement.
Team Training and Development for Users
Nothing complicates a new system like users who don’t know how to use it properly. Customized, departmental-specific training helps each key user group learn to navigate the system for their needs, which encourages adoption.
When users can confidently use the system, it reduces the possibility of poor data management and disordered communication. High-quality training – and affordable training for new hires – is crucial for a system’s success.
Training and Development |
|---|
Campus Cafe | Ellucian PowerCampus |
|---|---|
Targeted Training Sessions | Standardized Support |
Learning sessions are designed for each key user group to promote successful adoption. Options for on-site and remote training. | Training sessions for PowerCampus may be more generalized, requiring users in specific roles to self-train and increasing potential for errors and frustration. |
User-Friendly Training Materials | More Reliance on IT Staff |
Campus Cafe’s materials and documents are accessible for staff without extensive technical expertise, making it easier for users to navigate features and troubleshoot without additional support. | PowerCampus often requires extensive configuration and customization to implement, forcing IT staff to be heavily involved in training and possibly necessitating outside consultants to adapt the system to the institution’s needs. |
Strong Community Support | Less Engaged Community |
Campus Cafe has an online community of users who share best practices and tips, enhancing the overall user experience. Schools can connect with Campus Cafe staff and learn from other institutions’ experiences. | While PowerCampus offers support, the community of client institutions may be siloed, limiting access to peer support. |
Hands-On Support | Complex Materials |
Campus Cafe offers small and mid-sized institutions personalized support, working closely with stakeholders to ensure success. Campus Cafe staff can troubleshoot remotely with users in the system for enhanced support. | PowerCampus’ documentation and training materials can be more technically-oriented, frustrating non-technical staff trying to navigate on their own and requiring more support from IT or outside trainers. |
The Bottom Line
Campus Cafe regards its clients as partners and is heavily invested in mutual success. Trainers tailor sessions to each user group and are available for questions and ongoing needs.
Training materials are designed to be intuitive and accessible, ensuring a positive user experience and reducing IT involvement. When stakeholders need help, Campus Cafe’s enhanced technical support team is readily available to meet your school’s specific needs or concerns.
The Verdict: Campus Cafe is Better Suited for Small and Mid-Sized Schools Than Ellucian PowerCampus
Campus Cafe excels in key areas where Ellucian’s PowerCampus falls short. Designed specifically for small and mid-sized institutions, Campus Cafe delivers a flexible, scalable and customizable solution that meets the unique needs of each institution, without paying for unnecessary or overly complex features.
Committed to our clients’ success, Campus Cafe offers comprehensive support throughout every phase of implementation, training and ongoing use.
With transparent pricing, a wide range of integrations and user-friendly features, Campus Cafe is an ideal solution for smaller institutions with limited budgets, unique student needs and staff who need to manage multiple tasks with minimal IT support.
Ready to see why Campus Cafe is the ideal technology partner for your institution? Contact us today for a free demo.
