IT Projects Digest: Michaelmas term 2024

There’s so much going on across our digital portfolios and this article can only cover some of the major developments in each area. There is exciting work going on to modernise, digitise and consolidate many of our processes across finance, HR, research, libraries and museums systems. At the same time, important work is being undertaken in our underlying infrastructures to allow this to happen.

Digital Transformation Programme update

The recent update from Professor Anne Trefethen, Pro-Vice Chancellor for People & Digital, looks back over the last year of Digital Transformation and what this means from the University. Key achievements from the past year include the introduction of a new digital governance framework, the launch of the MyOxford student app, and the establishment of the AI and ML Competency Centre to support digital skills development.

Further information: Digital Transformation Webpage, contact the Digital Transformation team or sign up to the Digital Digest newsletter.

Technology Portfolio

The Technology Portfolio is ensuring that key IT infrastructure remains in support and can enable the digital ambitions of the University, as well as improving the University’s ability to mitigate and respond to increasing cybersecurity threat.

Improving Wireless Programme

The Improving Wireless programme, a cornerstone of our Digital Transformation, is continuing its pilot. The team is collecting data on the University's Wi-Fi landscape and refining the implementation process. They are also preparing a business case with costings and a timeline, aiming for a main rollout in 2025.

Further information: Improving Wireless webpages or contact the Improving Wireless team.

Telephony Replacement project

As BT is switching off analogue lines in late 2025, this project will identify and implement appropriate solutions for centrally managed critical and analogue lines. Thank you to the 83 departments and colleges who have already approved an accurate list of the lines required. During Michaelmas term 2024, the team will be assessing options to allow the best solution to be selected, with replacements starting in Hilary term 2025.

Further information: Telephony Replacement webpages or contact the Telephony replacement project team.

Replacement of network switches

The network switches that connect departments and colleges to the University backbone network are approaching end of life and need to be replaced. This year, audit and tender processes took place, and Juniper was selected as the supplier of the new equipment. A 10-site pilot, starting in November 2024 is planned, with the full rollout starting in early 2025 and running for approximately 12 months. Sites will be notified of their date at least 6 weeks prior to the changeover, which is anticipated to take less than one hour to complete.

Oracle Java SE 8 and 11 Licensing

Java is widely installed as enabling software ('middleware') required to run Java-based applications. Oracle Java must have a confirmed licence or be removed. If your device is managed by your local IT team or IT Services, they will check this. Otherwise, check your use of Oracle Java, and note the actions you should take.

Further information: Java overview

Cyber Security Programme

This programme is improving the University’s ability to mitigate and respond to increasing cybersecurity threat. Last year, we launched the new Information Security and Data Protection training for staff and students. We are now working to improve our security tooling and monitoring across the collegiate University and our capacity to meet increasingly strict external compliance requirements around NHS data and financial systems.

Education Portfolio

The Education Portfolio covers a wide range of activities including systems to support teaching and learning, assessment, applications and student welfare.

MyOxford Student App

The MyOxford student app is now available for all on-course students with Single Sign-On (SSO). MyOxford provides quick access to essential University systems and services, acting as a digital companion to student life. Students can get it from the App Store, Google Play and access it via a web browser. Please support the promotion of the app in your area of the University using this communications pack (requires SSO).

Further information: MyOxford project webpage (for staff) and or contact the MyOxford team

Postgraduate on-course applications moving online

Work continues to replace many Graduate Studies Office forms with online forms, digitised approvals and workflows in eVision. In May, two Milestone application forms were moved online. Three more applications for Suspensions are scheduled to move to eVision in November. Briefings for staff are being held in late October.

Further information: On-Course Applications webpage

Exam paper archive moving from October

The University’s digital exam paper archive is moving from the current 'OXAM' service to Search Oxford Libraries Online (SOLO), the online catalogue platform provided by the Bodleian Libraries. From Tuesday 1 October the archive, including papers sat during Trinity term, will be available in SOLO, and access to the existing OXAM archive will cease. If colleagues are using direct links to papers, please make sure you update these links.

Further information: Exam paper archive migrating from OXAM to SOLO and contact the Exam Paper Archive Project team.

Marks Management in eVision

The Marks Management project has launched new functionality in eVision (SITS) in which assessment marks can be uploaded, reviewed and amended, and degree classifications can be calculated, reviewed and amended. This should lead to a reduction in the risk of manual errors, increased confidence in award classification calculations, flexibility to manage local assessment structures, and better management of subject access requests. Following the initial release, the project team would like to open this up to all departments with suitable undergraduate courses.

Further information: Marks Management Project website

Engagement and Dissemination Portfolio

The Engagement and Dissemination Portfolio aims to enable richer and deeper engagement with the collegiate University. The portfolio delivers projects relating to the University’s digital communications, world-leading collections, and development and alumni engagement ambitions.

Transforming Oxford's Digital Communications

The Transforming Oxford’s Digital Communications Programme is part of Oxford’s Digital Transformation. It will transform our digital communications platforms and approach, improving the quality and effectiveness of our communications as well as the experience for content creators.

Enabled by robust platform and content governance and service support models, and a project dedicated to a controlled migration of content, the programme will deliver:

• Oxford Fresco - a stable, secure and flexible new web platform which will be the preferred platform for all the University’s public-facing web content including the University's main website
• OxIntranet - a new intranet platform that will provide an improved digital experience for all staff and students, alongside other digital communications tools

Both platforms are now in development, drawing on findings from ‘proof of concept’ pilots - and plans are being developed to support the migration to the new platforms from 2025.

Gardens, Libraries and Museums (GLAM)

Current initiatives are focused on enabling GLAM to make more of the University’s world-leading collections accessible to students, researchers and the general public; as well as supporting public engagement activities.

Managing Museum collections at Offsite Stores (CSF and CTRC)

This project is providing the digital solutions that will support access to, and management of, the museum objects that will be moved to the Collections Teaching & Research Centre (CTRC) and the Collections Storage Facility (CSF) for storage, digitisation, and viewing by students and researchers.

Galaxy Audience Platform

This project is introducing a new MS Dynamics CRM solution for GLAM, linked to GLAM’s key commercial system (Galaxy), that will enable GLAM to better manage its supporter and member data and to engage in a more joined-up way with its audiences in relation to events, exhibitions, and memberships.

Research Portfolio

The Research Portfolio aims to deliver sustained improvement in the digital services and capabilities that enable world-leading research at Oxford.

Online Research Ethics System

The phased launch of the University’s new online Research Ethics System (Worktribe) for research ethics applications is continuing as planned. This workflow-based system replaces offline methods, simplifying the preparation, submission and administration of applications. The system is being made available to the last tranche of areas from early October. All ethics applications will be submitted via Worktribe by the end of 2024.

Further information: Research Ethics project webpage or contact the Worktribe Ethics team

Oxford Research Management System

The Oxford Research Management System (ORMS) is an ambitious programme that is seeking to implement a new unified research management system. ORMS will provide a single digital solution to manage 'proposal to project' workflows acting as a single source of information for research activity.

Administration Portfolio

Workforce Management

This project is delivering a comprehensive solution within PeopleXD for managing leave and sickness absence, and timesheets for casual and variable hours staff. It aims to replace manual processes, centralise people management in one self-service location, and maximise existing investment in PeopleXD. The project team have engaged with departments to understand the impact of the new system features, and develop a comprehensive rollout plan, which starts from October 2024 with groups of around 25 departments at a time, with HR leads being contacted individually.

Further information: Preparing for Workforce Management rollout in PeopleXD or contact the Workforce Management team

Purchasing Hierarchy project improving purchasing approval

The Purchasing Hierarchy project aims to improve how we operate purchasing approvals. Administrators and finance leads have been invited to a series of workshops to help design future ways of working, focusing on approval limits and levels, Buyer Work Centre approvals, self/auto approval, split coding. This project was initiated in response to feedback from departments about this process and these workshops will build on contributions from over 80 staff members in earlier sessions.

Further information: contact the Purchasing Hierarchy team

‘My Development’

To support the implementation of the University’s Charter for the Career Development of Researchers, a project will be introducing new functionality in PeopleXD called ‘My Development’. This feature will enable researchers and their reviewers to record Career Development Reviews (CDRs) and professional development time directly through HR Self-Service.

The project team are currently engaging with departments to identify early adopters who are interested in implementing this new functionality soon. Communications from the project team will go out to all departments during Michaelmas Term 2024.

Further information: contact the Research Career Pathways team