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Codec partner with Ulster University to support its digital transformation journey towards a greener and paperless future

Microsoft Power Platform, Dynamics 365,

Project at a glance

Challenge

With its move to an expanded, state-of-the-art Belfast campus, Ulster University sought to reduce paper to meet environmental and GDPR compliance goals. To better prepare itself for long-term sustainable growth, the University needed to align with the Digital Services strategy to support operations, transformation, and growth; and the University’s People, Place and Partnership strategy to deliver an innovative and sustainable university with a strong academic and international focus.

Solution we designed

The Digital Services portfolio partnered with Codec to implement a comprehensive digital transformation solution using the Microsoft Power Platform and Dynamics 365. Digitising key administrative processes and integrating with existing core University systems, transitioning from paper-based and manual processing activities towards a business process automation future.

Impact we delivered

Ulster University successfully digitised 17 critical business processes across various administrative functions, including Student Administration and Finance. This reduced processing times from weeks to hours in some cases whilst significantly reducing its reliance on paper and substantially enhancing the student and staff user experience.

Introduction

Putting an end to the paper trail

Ulster University faced key challenges in reducing its paper use across administrative processes driven by a series of reasons, including the digital strategies implemented across higher education in the UK, the University’s strategy to transition to a paper-lite and digital-first environment, and to comply with GDPR regulations. These challenges included:

  • Environmental impact of extensive paper usage.
  • Considerable costs for paper storage requirements with the move to the expanded campus, with approximately 9 kilometres of paper records stored at the old Jordanstown campus.
  • Inefficient and time-consuming processes for students and staff.
  • Limited visibility into paper-based processes status and bottlenecks.
  • Lack of in-house resources to solve these challenges.

“We set out to reduce the amount of paper we used, driven also by the need to ensure compliance with GDPR and data-retention regulations. We identified the Microsoft Power Platform as the tool that would allow us to do all that, but did not have the expertise to implement it ourselves. That is when we decided to seek help from Codec.” 

 

Oonagh Kelly,
Project Manager, Ulster University
Solution

Fast track to the digital age with the Microsoft Power Platform

Digital Services partnered with Codec to implement the Microsoft Power Platform and Dynamics 365 across its paper-heavy processes to drive the University’s digital transformation.

The Microsoft Power Platform enables Digital Services to automate processes, improve data management, develop custom applications, and enhance reporting capabilities through varying tools, such as Power Automate, Power Apps and Power BI. These applications are designed to integrate seamlessly with Microsoft 365, Dynamics 365, Azure, and other third-party services, making it easier to create business solutions that scale with organisational needs.

Codec provided expert guidance and execution throughout the digital transformation process, from analysis to development and post-implementation support. This transition brought the following benefits:

  • Digitisation of processes: The Microsoft Power Platform converted 17 paper-based processes into digital ones, including a web-based portal that allowed a more efficient and engaging user experience for students and external users.
  • Full integration with existing platforms: Codec integrated the Microsoft Power Platform and its suite of components with core systems and created bespoke solutions across a range of departments that boosted efficiency and usability, in contrast with the previous paper-based solutions.
  • Phased implementation: The digital transformation programme began with student administration and finance processes, which the University identified as the most impactful and likely reap the biggest rewards.
  • New management portal: Delivery of a new payments portal for external academics and student workers, allowing digital submission of claims for fees and expenses and reduced processing times. 
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Results

A greener, compliant and more efficient University

The digital transformation delivered in partnership with Codec brought significant benefits for Ulster University, not just regarding the project’s intended goals of being paper-lite and digital-first, but also in the efficiency of its processes and staff tasks.

The main benefits included:
  • Eco-friendly and GDPR-ready: By having its records digitally, the University significantly decreased its use of paper, paper storage and printing costs. The robust solutions implemented comply with GDPR and data-retention regulations and allow the University to meet its sustainability and digitisation goals.
  • Improved process efficiency: The digital transformation streamlined processes, eliminated manual data entry, reduced errors, and enhanced real-time access, significantly improving staff productivity and student-response times.
  • Increased focus on value: The digitisation of processes took away tedious, manual tasks from University staff, allowing them to focus on more valuable activities to enhance the student experience.
  • Enhanced student and staff experience: With key administrative processes now online, staff and students have full visibility and access to real-time information on their requests and queries without having to use a single sheet of paper in the process.

“With digitisation, we have been able to reduce our reliance on paper whilst improving data quality, staff and student outcomes, and achieving productivity and efficiency gains. A cornerstone of our strategy is to have technology solutions in place that enable access to information at the right time, on the right device, in context, and in a secure way. Our partnership with Codec and Microsoft are critical enablers in this endeavor”

Mark Taglietti

Chief Digital and Information Officer at Ulster University.

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