Higher education can navigate AI transformation by prioritizing people, addressing technological change through empathetic strategies, and empowering professionals to embrace innovation.
Higher education stands at a critical technological crossroads. As artificial intelligence (AI) promises to reshape learning, research, and administration, institutions face a challenge far more complex than simply implementing new tools. The real transformation lies in understanding and supporting the people who will use these technologies.
Research from Prosci reveals a nuanced landscape of AI adoption across organizations. A comprehensive study involving 1,107 professionals from various sectors uncovered critical insights that are particularly relevant to higher education.Footnote1
The Human Side of AI Adoption
Contrary to popular belief, the most significant barriers to AI implementation are not technological—they're human. Prosci's research found that 56 percent of organizations struggle with human factors during AI integration (see figure 1). This statistic underscores a fundamental truth: Technology is only as effective as the people who use it.
Unique Challenges for Higher Education IT Professionals
Digital Infrastructure Transformation
The digital transformation of higher education is far more than a technological upgrade—it's a strategic reimagining of institutional capabilities. IT professionals now find themselves at the intersection of technological innovation and organizational strategy, facing unprecedented challenges in infrastructure management.
Consider the intricate landscape of enterprise-wide digital transformation. Traditional IT infrastructure models are becoming obsolete and are being replaced by dynamic, AI-powered ecosystems that demand a holistic approach to technological integration. This transformation isn't simply about implementing new tools but about creating adaptive technological frameworks that can evolve with institutional needs.
Key considerations include the following:
- Legacy system integration: Most institutions operate on complex, decades-old technological infrastructures. AI-driven transformation requires more than simple replacement—it demands sophisticated migration strategies that maintain operational continuity while introducing cutting-edge capabilities.
- Cross-departmental technological alignment: AI technologies cannot exist in silos. IT teams must develop comprehensive strategies that bridge technological capabilities across finance, human resources, facilities management, and academic operations.
- Scalability and flexibility: The AI-enhanced infrastructure must be designed for current needs and future institutional evolution.
Enterprise Resource Planning (ERP) Modernization
ERP modernization represents one of the most critical and challenging digital transformation projects for higher education IT professionals. ERP modernization is not merely a software upgrade but a fundamental reimagining of how institutional resources are managed, tracked, and optimized.
The AI-enhanced ERP is a living, adaptive system that goes far beyond traditional resource management. It requires IT professionals to think like strategic partners, not just technical implementers. The challenges associated with moving toward a more adaptive system are multifaceted:
- Data migration and integrity: Transitioning from legacy systems involves more than moving data—it requires comprehensive data cleansing, validation, and strategic mapping.
- Organizational change management: Successful ERP implementation is 80 percent about people and processes and only 20 percent about technology. IT teams must become change leaders, not just technical implementers.
- Predictive capabilities: Modern ERP systems leverage AI to provide predictive insights, transforming them from record-keeping tools to strategic decision-making platforms.
Cybersecurity and Operational Resilience
In an AI-driven landscape, cybersecurity is no longer a defensive strategy—it's a dynamic, predictive discipline. IT professionals must reimagine security as an adaptive, intelligent system that anticipates and mitigates risks before they emerge.
The AI-enhanced security approach includes the following features:
- Predictive threat detection: Moving from reactive to proactive security models
- Adaptive network protection: Creating intelligent systems that learn and respond to emerging threat landscapes
- Comprehensive compliance management: Developing frameworks that ensure technological innovation meets complex regulatory requirements
Technology Governance and Strategic Alignment
Perhaps the most sophisticated challenge lies in aligning AI technologies with institutional strategic objectives. This type of alignment requires IT professionals to become true organizational strategists, bridging technological capabilities and institutional vision.
Effective institutional governance involves the following tactics:
- Developing comprehensive AI integration frameworks
- Creating cross-functional technology strategy teams
- Balancing innovation with operational stability and risk management
- Ensuring ethical use of AI technologies across institutional functions
The most successful IT leaders will be those who can navigate these complex transformations and understand that digital transformation is fundamentally about empowering institutional potential, not just implementing new technologies.
Why Change Management Matters More Than Ever
The path to successful AI integration is fraught with challenges. Prosci research shows that technical implementation is merely the first step. The critical factor is how people adapt, learn, and embrace new ways of working.
Change management in AI adoption is about ensuring a smooth transition by focusing on the following key areas:
- Creating a compelling vision for technological transformation
- Addressing fears and uncertainties
- Providing comprehensive support and training
- Ensuring that technology serves human potential rather than replaces it
Organizational Insights
Prosci research across various sectors reveals a striking pattern. Organizations that approach AI adoption with a people-centered strategy see dramatically different outcomes compared to those that focus solely on technological implementation.
Key findings highlight the importance of several critical areas:
- Leadership visibility and support
- Transparent communication
- Continuous learning opportunities
- Empowering professionals to shape AI integration
One of the most significant findings was the impact of the organizational approach. Organizations with "very smooth" AI implementations strongly encouraged employees to try new tools, while struggling organizations discouraged technological exploration.
This research underscores a critical truth: AI adoption is not just about technology but about creating an organizational culture that embraces innovation, supports learning, and bridges the gaps between different levels of an organization.
The key to success lies not in mandating AI use but in creating an environment where professionals feel empowered to explore, learn, and integrate new technologies in ways that enhance their work (see figure 2).
Credit: Prosci Research Hub, © 2023
Practical Steps for Higher Education Leaders
- Develop a clear AI strategy: Create a comprehensive approach that goes beyond technology implementations. Focus on how AI can enhance academic and administrative capabilities.
- Invest in people, not just in technology: Allocate resources for training, support, and professional development. Help faculty and staff understand how AI can augment their work, not replace it.
- Foster a culture of continuous learning: Encourage experimentation, provide safe spaces for skill development, and celebrate innovations that emerge from AI integration.
- Establish ethical guidelines: Develop robust frameworks for responsible AI use that align with the academic values of integrity, transparency, and intellectual exploration.
The Road Ahead
Higher education stands at a pivotal moment of transformation. AI is not just a technological shift—it is a fundamental reimagining of how higher education professionals learn, research, and operate. Success will belong to those institutions that approach this transformation with empathy, strategic thinking, and a deep commitment to human potential.
Prosci Change Management Certification: Your Strategic Advantage
For IT professionals and technical administrators seeking to lead successful digital transformations, the Prosci Change Management Certification offers a critical toolkit for success. Prosci's research-backed certification provides participants with several important resources:
- Comprehensive strategies for managing technological transitions
- Advanced techniques for navigating organizational change
- Proven frameworks for AI adoption and digital transformation
- Insights from more than twenty-five years of change management research
EDUCAUSE members receive discounted access to our Change Management Certification, which is designed specifically for higher education. Click here to learn more and see available dates.
EDUCAUSE Strategic Partners
EDUCAUSE Strategic Partners work closely with EDUCAUSE staff and community members on key areas of higher education and technology to help strengthen collaboration and evolve the higher ed technology market. Learn more about Prosci, 2025 EDUCAUSE Strategic Partner, and how they're partnering with EDUCAUSE to support your evolving technology needs.
Notes
- "AI Adoption: Driving Change with a People-First Approach," Prosci, last updated May 8, 2025. Jump back to footnote 1 in the text.