ID081 Streamlined and Standardised Systems Architecture

The Idea

The University recognises the sector is changing due to financial pressures and increased competition for students. One response is creating a strategic and agile approach to investment, aligning technology capability to strategic direction, whilst minimising operating costs. To achieve this the University could use the HE Reference Model (HERM), widely used in over a thousand universities globally and curated by the HERM Working Group in collaboration with EDUCAUSE, UCISA, and EUNIS. 

The HERM framework provides a summary of recognised capabilities that Universities in the UK require and could be used to identify which systems provide the best value for money, i.e., streamlining the current systems architecture and informing future investment decisions, whilst balancing cost against functionality. Currently, the University has 458 applications registered, some of which have the same/similar functionalities, e.g. room bookings are currently spread across four applications. 

The resulting University wide systems architecture would be modernised, simplified and easier to maintain. However, there may be some compromises required where some core systems offer less functionality than a specially designed system, e.g., SCIMS could provide the core elements of Curriculum Management, but may not include the latest features provided by a bespoke system. 

Taking this approach to align the University’s systems architecture would also open future possibilities to develop shared services with other Universities using a consistent and recognised framework.

Why This Idea Should Be Considered

Using the HERM framework would allow the University to reduce its number of systems and applications over a period of time, but with a clear target framework to inform decisions and roadmaps. It would simplify both staff and student interactions as there would be a reduced number of engagement points, as well as reducing IT licence and maintenance costs. 

As a recognised framework for business capabilities this approach would also support a wider Service Design approach to the University’s operations, i.e., focusing on people, processes, information as well as technology. Effectively, it enables the technical and business roadmaps to be aligned. It is through this service design approach (a University Design Authority) that decisions between costs and functionality should be made, with all relevant stakeholders provided with the opportunity to contribute and inform these decisions. 

With technological and business alignment, this approach would inform future investment decisions, e.g. via Strategic Investment Fund. 

How We Would Implement This Idea

Initial step would be to review the University’s current systems and applications, which would be facilitated by IDS, but must include representatives from impacted services/departments to ensure that decisions are informed by all the relevant experts and not purely from a technical perspective. Product Management can support business areas to provide advice as to the potential technical solutions that best meet the needs of the business, whilst also providing an overview of all service provision, i.e., identifying economies of scale and maximising the functionality of existing systems. An indicative RACI matrix for potential roles and responsibilities is provided below, subject to agreement as each initiative may be of varying scale and therefore should be tailored: 

This approach could be further embedded through the University’s procurement processes and provide guidance for received requests through IDS’s Demand process. 

The same principles could be used to support SIF decision-making prior to commissioning of projects and programmes.

What Success Would Look Like

This approach would provide a shared Vision and understanding of digital approach through a common framework and language across both technical and non-technical areas of the business. 

Success would deliver streamlined/simpler services to students and staff through a reduced number of systems. 

It would reduce maintenance costs in both time and money, whilst also removing duplication of licensing costs related to similar systems and applications, creating a leaner business operating model. 

It would provide a robust sector specific framework on which to future proof the University through effective planning and decision making.