Frequently Asked Questions

An Enterprise Resource Planning (ERP) system is a central software platform that connects and runs an organization's core business operations. U-M’s ERP is used for finance, human resources, and student business.

U‑M currently uses three separate ERP systems: M-Pathways, UM Health-Sparrow ERP and UM Health-West ERP.

M-Pathways is U‑M’s long-standing business management system for finance, human resources and student administration, used by thousands of people every day.

M-Pathways has served the university well, but it is more than 25 years old. The vendor plans to end support for this aging product. It requires heavy customization and maintenance and is based on an outdated, non-cloud-based technology, making it increasingly difficult and costly to maintain. A new system will also allow U-M to integrate the regional network.

In addition, the broader higher education and healthcare landscapes have shifted. Modern, cloud-based ERP systems offer stronger security, improved data and reporting, more standardized interfaces, and regular updates that help institutions stay current with regulations.

Continuing to rely on aging, fragmented systems increases risks and limits the university’s ability to adapt.

The broader market is moving to cloud-based systems because they can offer stronger security and privacy, regular security and software updates, improved data and analytics capabilities, ease of use, and reduced compliance burden.

A modern ERP will unify core functions and create more consistency for users across the university.

It will:

• Replace multiple systems with one unified platform.
• Strengthen data security and privacy.
• Improve reporting and analytics.
• Simplify and standardize business processes.
• Reduce the burden of maintaining customized systems.
• Deliver a more intuitive user experience.
• Provide easier access to information.
• Provide more automation and reduce the compliance burden.
• Allow for more seamless system updates.

This work is about more than technology. It is an investment in the long-term stability and effectiveness of the university’s business processes.

A modern ERP will help U-M:

• Reduce operational risk.
• Support future growth.
• Provide better tools for decision-making.
• Align with peer institutions that are moving to cloud-based systems.

U‑M is currently in the pre-planning phase. This will be followed by phases for planning and implementation of finance and HR management systems. Phases for student administration will follow.

The move to a new ERP is complex and will occur in phases. It is expected that this will take somewhere between 3-5 years.

ERP modernization is a multi-year effort that will be implemented in phases. The exact phasing and sequencing has not been determined and is dependent on the selected software and implementation partners.

Migrating data from existing systems to a new ERP is a significant effort that includes reviewing, validating and preparing information before it is moved. The project team will work with partners to establish enterprise-wide standards for data conversion and migration. Units will play an important role in reviewing and validating the data they own. Additional guidance about timelines, responsibilities and available support will be shared as implementation planning begins.

Many modern ERP platforms include artificial intelligence (AI) capabilities designed to improve efficiency and support decision-making.

Potential uses may include:

• Assisting users with routine tasks
• Automating repetitive administrative work
• Identifying anomalies or trends in data
• Improving search and information retrieval
• Supporting reporting and analysis

AI is intended to assist employees. Any AI capabilities adopted by the university will be evaluated carefully to ensure they align with institutional policies for security, privacy, accessibility and responsible use. Additionally, AI capabilities are designed to operate within existing security permissions and role-based access, meaning users can only access information they are authorized to see.

The ERP is one part of a larger technology ecosystem. Modern ERP platforms use APIs and integration tools to securely exchange information with other enterprise systems, meaning many systems — including research, academic, healthcare, identity management and departmental applications — will continue to exchange information with the ERP through secure integrations.

As implementation planning progresses, existing integrations, including integrations with unit-based systems, will be identified and evaluated to determine how each should be handled in the future environment. Some integrations may need to be updated, replaced, consolidated, or retired, while others may continue with modifications to align with the new ERP platform. The university will work with affected units to understand business needs, assess technical requirements, and minimize disruption during the transition.

U‑M currently uses three separate ERP systems: M-Pathways, UM Health-Sparrow ERP and UM Health-West ERP.

ERP modernization aims to improve the user experience while supporting the university’s essential business needs.

Many core business capabilities will likely remain, while other processes may change to take advantage of modern capabilities and industry best practices. In some cases, familiar processes may be redesigned to improve efficiency, simplify workflows or reduce manual work.

During implementation, the project team will work with stakeholders to evaluate requirements and identify where business needs can be met through standard system capabilities or appropriate configuration.

U-M is a large, decentralized institution with diverse academic, research, clinical and administrative operations. The ERP modernization effort must consider supporting that complexity throughout planning.

Modern ERP platforms offer significant flexibility through configuration, workflows, security roles and reporting. At the same time, this project should reduce unnecessary variation by adopting common business processes where appropriate.

Project teams will work with stakeholders to understand unique operational requirements and determine where standardization creates value and where specialized approaches remain necessary.

Modern ERP platforms are designed to provide more timely, consistent and accessible information.

Expected improvements include:

• More self-service reporting
• Interactive dashboards
• Improved access to real-time information
• More consistent enterprise data
• Reduced reliance on manual spreadsheets and shadow systems

Specific reporting capabilities will depend on the final solution and implementation decisions, but improving access to reliable information for decision-making is a key goal of the program.

Not every employee will experience the same level of change, as it will vary depending on team role and responsibilities. Some employees may see only modest changes to familiar tasks, while others may adopt new workflows, reporting tools or approval processes. Examples of documentation the project team plans to provide throughout the program are listed below:

• Training and learning opportunities
• Communications tailored to different audiences
• Documentation and job aids
• Change management resources
• Ongoing support before and after implementation

The goal is to help every unit successfully transition while minimizing disruption to university and health system operations.

Yes. ERP modernization is an institution-wide effort, and the success of the program depends on input from faculty, staff, students, and partners across the enterprise. Units across the Ann Arbor, Dearborn, and Flint campuses, as well as Michigan Medicine, will be represented throughout the process, and their feedback will help shape key decisions.

Additional opportunities for engagement will be shared throughout the life of the program. To ask questions or share concerns, please email [email protected]. The project team regularly monitors this inbox and will respond within 2–3 business days.