October 3, 2014, by Zoë Goodwin

October’s update

Project Transform is a global programme to change the way University staff work together by redesigning current academic administration processes, underpinned by a new comprehensive IT system.

The Project uses the mantra “People, Process, Technology” as it is not merely an IT system implementation. It is about delivering a solution that the people in the University value and feel ownership for, ensuring that the most efficient processes are implemented, supported by the right technology solution.

We have placed students at the forefront of the Project, giving them the guiding voice and the opportunity to shape their University journey.

Please see the latest updates below:


Tim Collins, Transformational Programme Director who joined Project Transform in November 2013 has left the University. Tim demonstrated drive, enthusiasm, and commitment to the project and we are grateful to Tim for the successful establishment and delivery of Project Transform to this stage, and we wish him well for the future.

Karen Cox, Deputy Vice-Chancellor and project sponsor stated: “We are looking to replace this important role and will keep colleagues up to speed with developments in this area as well as interim arrangements. I look forward to continuing to work closely with the senior leadership team as we progress forward with this work. They have done a great job getting us to this point in the set up process and delivering the business plan.

“The University is committed to this work and the approach we have adopted to support its delivery. This will continue. While we recognise the scope and scale of this transformation programme means it is no minor undertaking, we do feel that we have set ourselves up for successful delivery of the project and that this will ultimately benefit the University, its students and staff in the future.”

UEB and Council Committees

The Business Case was approved by UEB on 29th September and will now proceed to Finance Committee on 7th October and Audit & Risk Committee the following day for review. Final approval from the University Council will then be sought on 21st October.


Procurement of a new comprehensive I.T. support system is near its conclusion. Decision letters were sent to the two shortlisted suppliers on the 30th September. See below for details of the next steps.

1st October to 10th October: Standstill period allocated for any legal challenge.

13th October: Engage with preferred Bidder.

21st October: Final approval.

21st October (subject to approval): Contract Award/Order placed – Successful bidder information can be disclosed publicly.

Process Design Update

Workstream Specialists attended the most recent registration process in order to make live observations and to gather feedback. Team members have also been out talking to first year students about their experience of applying and arriving at University.

Change Update

A detailed Change Plan for the immediate months has now been drafted.

Town Halls are being organised across the University between October and March. Project Transform hopes to visit all Schools/Departments to cover the timeline for the project, the broad areas of change, the involvement of each team – Process, Change and Technology – as well as a Q&A session. Please visit the website to see a schedule of these events.

Transform Network

In order to ensure full representation from every School and Department and to cover work from all angles, Project Transform has created and will work closely with a network of both academic and administrative members of staff from all areas. This will be central to the success of this transformational project.

Over 100 staff across the University have now been nominated to be part of the Transform Network and this is expected to grow. A Launch Event has been organised for the 22nd October as well as follow-on training workshops throughout November.

China and Malaysia

Engagement with colleagues from China and Malaysia is continuing and members of the Project Transform team in the UK will be visiting both campuses later this month.


Project Transform welcomes the following individuals who have been recruited onto the project in the last month:

  • Steve Harris (Lean Project Practitioner)
  • Ryan Parker (Global Validation and Delivery Assurance Manager)
  • Charlotte Owen (Student Delivery and Assurance Manager)
  • Mark Cooper (Lean Project Practitioner)
  • Sarah Hyde (Workstream Lead)
  • Anna Ting (Development & Integration Manager)

Further recruitment for other posts is underway.

For more information

The Project Transform website is now live. Please have a look for more information about Project Transform.

Posted in Update