This project, aligned with the UL Enable IT Strategy, will implement a new system to streamline processes and enhance stakeholder experiences in Student Affairs and UL. The new system will focus on digitalisation to increase efficiencies, while fostering a culture of digital innovation to deliver a world-class experience for students and staff.
What is the aim of the project?
The Student Affairs Division at UL offers extensive support services to students, aligning with UL’s commitment to an outstanding student experience. Organised into 11 service units, Student Affairs collaborate with various UL departments and Student Life/Postgraduate Student Unions. However, Student Affairs lacks a comprehensive digital case management system (CMS) to efficiently manage these services.
The objective of this project is to deliver a CMS for the departments service units (excluding those with separate systems) to effectively record, track, manage, and report interactions with students and stakeholders. This is driven by increasing student numbers, case complexity, and legal obligations.
A CMS will facilitate integrated oversight and support for students, ensuring GDPR compliance and reporting requirements. It will enhance collaboration across Student Affairs and facilitate process efficiency, workflow automation, and secure information exchange. Collaboration will be facilitated through team calendars, task assignments, and shared document access, with stringent security and privacy measures in place.
What does it mean for the UL community?
A CMS will benefit the Student Affairs Division and the University in several ways:
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Student Experience: It will enhance student engagement with support services through streamlined communications, secure appointment booking, and personalised support. This proactive approach will help identify and assist at-risk students, improving their overall experience.
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Staff Experience: Staff will benefit from upskilling and streamlined processes, leading to a better working environment and efficient student support.
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Operational Efficiency: The CMS will improve activity management, automate workflows, and provide real-time data for better decision-making. It will enhance reporting, track student cases, and manage interactions with stakeholders, leading to consistent and efficient service delivery.
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Risk Management: The system will improve handovers, and mitigate risks associated with single points of failure. It will ensure compliance with the Disability Act 2005 and GDPR by securely managing and sharing student data.
