Insights from CANHEIT: How Canadian Universities Are Navigating Uncertainty

At this year’s CANHEIT conference, one message came through clearly: higher education IT teams across Canada are navigating immense complexity. Between tightening budgets, shifting student expectations, and the accelerating pace of digital change, institutions are being asked to reimagine how they deliver core technology services, often with fewer resources and less certainty than ever before.

As a partner to many Canadian universities, we attended CANHEIT 2025 to listen and learn. The sessions, case studies and booth-side conversations offered valuable insights into how institutions are responding to these challenges. What stood out most were the innovative, often data-driven approaches being used to support student equity, manage software ecosystems, and plan IT investment in smarter, more sustainable ways. And the openness to learn from each other and support each other and the sector as a whole during these times.

Here are some of our key takeaways from the conference: what we heard from universities, emerging trends, and how institutions are adapting their strategies to balance cost-efficiency with meaningful outcomes for students and staff.

Data-driven decision making is becoming the norm

One of the strongest themes we heard was a growing reliance on data to guide IT planning and decision making. Institutions are increasingly turning to tools like AppsAnywhere Analytics and other inventory platforms to better understand how their labs, software licenses, and devices are actually being used.

In a LabStats session, the University of Regina, and AppsAnywhere customer, shared how they are monitoring lab and software usage patterns. This enables the IT team to right-size computer labs, support budget requests with evidence, and identify underutilized software. Having this data on hand also helps protect student spaces from being repurposed without a clear understanding of how those spaces contribute to learning outcomes.

As one institution put it, having good data allows them to “make smart decisions about what does and doesn’t get used,” creating the opportunity to reallocate resources without compromising student access or academic outcomes.

Institutions are exploring efficiencies beyond staffing

Several presentations focused on the financial pressures facing higher education, and how IT leaders are being asked to find savings wherever possible. One common message was that while staffing reductions may be part of the broader institutional discussion, many universities are actively looking elsewhere first, especially at hardware and software spend.

At one session, a university shared an analysis showing that the total cost of maintaining a lab computer (including hardware, licensing, energy and facilities) can exceed $5,000 per year. Software costs alone often outpace hardware investments, and it’s not uncommon to find licenses or applications that are underused or redundant.

In one example, an institution discovered it was purchasing thousands of software licenses each year, only to find that a small fraction were being actively used. That insight led to a significant reduction in unnecessary spending, freeing up budget that could be reallocated to more impactful areas.

Several institutions spoke about the importance of taking stock of their full software landscape. Application Portfolio Management (APM) practices, like those presented by the University of Ottawa, are helping IT leaders develop inventories, reduce duplication, and align software more closely with business and academic needs.

Access to technology is deeply tied to student success

Another recurring theme was the impact of IT access on equity and academic achievement. Several universities shared research and institutional data showing clear links between access to campus computing resources and student outcomes, particularly for low-income or first-generation students.

One statistic that resonated shows a clear correlation between public computer usage and GPA, especially for students receiving government support. Other institutions cited access to technology as one of the top three reasons students may drop out.

Computer labs, loaner laptop programs, and virtual access to licensed software remain critical infrastructure for students who may not have reliable technology at home. These resources help bridge digital divides and ensure that students have the tools they need to succeed, regardless of their background or circumstances.

The University of Portsmouth offered a compelling case study: by expanding access to loaner laptops and promoting awareness through creative campaigns, they saw measurable improvements in their National Student Survey scores, particularly around questions related to technology access.

Smarter software delivery supports equity and flexibility

In the context of hybrid and flexible learning, many institutions are working to rethink how software is delivered. With students increasingly working from home or using their own devices, there’s a strong focus on providing seamless, consistent access to academic software, regardless of location.

Computer labs are evolving, but not disappearing. Instead, institutions are looking at how labs, remote access, and virtual delivery can complement one another. Students with suitable home setups may prefer to work from their own devices, but those without benefit greatly from physical campus resources. The key is understanding the usage patterns and needs of different student groups, and designing services accordingly.

We heard several institutions highlight the value of flexible access models and platforms that can scale with demand, reduce administrative overhead, and align software delivery with actual usage.

Planning amid uncertainty requires better visibility

One challenge many attendees raised was the difficulty of long-term planning in an environment shaped by leadership changes, policy shifts, and fluctuating enrollment. IT teams are being asked to respond quickly, adapt systems to new teaching models, and still deliver consistent support to students and faculty.

In this context, tools that provide clear visibility into current usage – whether of labs, licenses, or devices – are proving critical. Data isn’t just helpful for budgeting; it’s becoming essential for preserving services, protecting student equity, and supporting academic programs.

CANHEIT highlighted how institutions are shifting their focus from outputs (like number of licenses) to outcomes (like GPA, graduation rates, and student satisfaction). This shift is helping universities tell a more compelling story about the role of IT in institutional success and to make the case for thoughtful investment in the tools and platforms that matter most.

AppsAnywhere’s role in supporting Canadian universities in their IT innovations

Our key takeaway from CANHEIT 2025 is that Canadian institutions are not standing still. Across the board, IT leaders are finding innovative, evidence-based ways to meet the needs of students and staff while managing complex resource pressures. They’re looking deeply at how technology shapes academic outcomes and taking steps to ensure access is equitable, efficient, and sustainable.

As a partner to many of these institutions, we are humbled and delighted to see our customers showcase their success and derive so much value from our partnership. Whether it’s helping to reduce unnecessary license spend, enabling more flexible access to software, or supporting strategic portfolio management, our role is to help universities align their IT resources with what matters most: student success.

If any of the themes above resonated with you, we would love to share how AppsAnywhere can support you navigate these challenges more effectively.

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