Changing the way priorities are set in IT development

In January 2023, a new process for managing University-wide IT projects was decided. The purpose of the new process is for the entire University to be part of prioritising which digital operational development projects will be carried out.

“The process was developed to clarify that all parts of the University can help determine which University-wide IT projects get priority,” says Caroline Sjöberg, University Director.

Multi-step process

The new model involves working in parallel on making an inventory of needs and carrying out feasibility studies for projects that have been prioritised previously, while also carrying out development projects that were started following feasibility studies.

The first step is an inventory and prioritisation of needs within each of the disciplinary domains, the University Library, and the University Administration with support from University IT Services (UIT). Following this, these needs are compiled and a then review panel prioritises them. The review panel consists of the IT Director, the heads of the disciplinary domain offices, the Library Directory and the Planning Director. The University Director then decides on which feasibility studies will be carried out after dialogue with the University Management.

After a decision is made, terms of reference are drawn up for the feasibility studies for each prioritised need. One of the ideas behind this process is that the feasibility study should clarify what resources are required to satisfy the development need, and should also provide the decision data for whether or not the project should be carried out.

Following the feasibility study, a decision then needs to made on whether the development project will go ahead or not. These decisions are made as part of the routine work with the operational plan and budget.

First round of feasibility studies

A first round of three feasibility studies and a University-wide digital operational development project started in 2025 after a needs inventory and prioritisation and is expected to be completed in spring 2025:

• management of research data
• digital marking of written exams
• work processes and case management
• assignment to implement an IT system for resource and staffing planning.

For research data management, a report has been produced proposing a more detailed investigation into the possibility of a University-wide, long-term funding model for storing research data.

The feasibility study for digital marking of written exams tested scanning exams on paper into a digital written exam system. The idea is to make marking exams completed on paper more efficient, as well as being able to offer students with special needs the option to complete digital exams on paper instead.

The feasibility study on work processes and case management aims to develop proposals on which work processes and case flows are suitable for digitalisation.

Decision to go ahead

When the above three feasibility studies are complete, which will be soon, they will form the basis for setting priorities in the operational plan and budget for 2026.

“Based on their respective goals and conditions, these three feasibility studies have resulted in a sound basis for continuing this work and serving as recommendations for the next steps. This facilitates future operational planning. The process has thus served its purpose well of creating a structure for capturing needs and priorities,” says Caroline Sjöberg.

Resource system to be launched in March

The last part from the first round of the needs inventory, IT systems for resource and staffing planning, will be carried out directly as an assignment. The University has chosen the IT system Retendo for the technical solution. Retendo is an IT system already in use in many other Swedish higher education institutions.

Work is now underway to adapt Retendo to the University’s activities, which includes adding terms that we use in education and for staff. It is planned to launch Retendo in March 2025 for users within the University, with the departments that have registered interest gradually being brought into the system.

Next round of feasibility studies

In the second round of needs inventories, which was carried out in autumn 2024, 62 proposals were submitted in total. On 28 April, the University Director Caroline Sjöberg decided to draw up terms of reference for four feasibility studies after preparation and proposals from the review panel, and to propose that the Vice-Chancellor should decide to conduct a fifth feasibility study:

• long-term storage of research data based on proposals in the report made in the first round of feasibility studies
• system support for HR processes when the Primula contract expires in 2028
• potential streamlining of inventory work and the management of fixed assets
• the need for economic forecasts at the University and opportunities and limitations in the existing system support for economic forecasts.

The fifth feasibility study would be carried out by the University Library and therefore has handed over to the Vice-Chancellor for decision:

• the need for a verified historical staff directory.

“These feasibility studies have been prioritised because they are strategically important for meeting the needs of our activities and they also have in common that they affect large parts of the University. The priority needs also give us opportunities for efficiencies and improving quality through introducing new technologies and new ways of working. They are thus an important step in our work with the University’s digital transformation,” says Caroline Sjöberg.

The above feasibility studies will be carried so that a decision on their implementation in development projects can be made in connection with the 2027 budget and operational plan.

Anders Berndt