Governance, data and the rising cost of standing still

Insights from UK universities on improving financial governance and decision-making with TechnologyOne Financials.

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Data as a strategic asset

Data quickly emerged as a defining theme. Rather than being treated as a by-product of systems, it needs to be recognised as a strategic asset.

Getting the right information to the right people at key moments in the student journey can make a meaningful difference to retention, operational efficiency, and revenue.

Participants framed digital strategy in two broad phases:

• Getting the foundations right: improving core system hygiene, reducing duplication and waste, standardising processes, and enabling smoother, more intuitive workflows.
• Using innovation to stand out: applying technology in ways that genuinely enhance the student experience and institutional reputation, whether through better lecture capture, more seamless digital interactions, or smarter services.

Tackling system complexity and fragmentation

Leaders were candid about the challenges created by legacy systems, fragmented processes, and unclear data ownership. Many institutions have historically “said yes to everything,” resulting in complex technology landscapes that limit agility and drive up costs.

The discussion centred on simplifying technology estates, streamlining workflows, and enabling better decision-making across student, finance, HR, and corporate functions.

There was also a strong sense that the digital campus deserves the same care and attention as the physical one. Key moments, from enrolment to accessing support, should feel seamless, whether they happen face-to-face or online.

Achieving this depends on a reliable digital backbone, clear data governance, and a baseline level of data literacy across the organisation.

Leadership, collaboration and organisational readiness

The partnership between CIOs and COOs was widely seen as critical to successful transformation. Aligning priorities, being clear on roles, and creating space for constructive challenges all help digital initiatives gain traction.

As several participants noted, “there is no such thing as an IT project; they are all business projects”.

Digital transformation requires a whole-organisation effort, touching teaching, learning, administration, and the wider student experience.

The group also looked ahead to emerging technologies such as AI. Discussion centred on how institutions balance traditional learning models with career readiness and new forms of credentialing, and how systems need to adapt to support these shifts while maintaining academic integrity and student engagement.

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Looking ahead

Despite the scale of the challenge, the overall tone was optimistic. When done well, digital strategy can bring academic and corporate operations closer together, simplify processes and improve organisational agility.

“Harnessing the collective strength of the institution, as we did during Covid, would be incredibly valuable. When everyone is united behind a shared goal for the greater good, it proves that meaningful change is not only possible, but achievable,” said one university leader.

Key takeaways included:

• Put students and their data at the heart of decision-making, rather than shaping processes around systems.
• Strengthen core systems and processes first to create a sustainable base for future innovation.
• Recognise that digital transformation is a shared, sector-wide effort requiring collaboration, clear governance, and aligned priorities.

Ultimately, the role of universities is evolving. Those that succeed will be the ones that combine operational discipline with smart investment and thoughtful use of data and technology, all in service of better student and institutional outcomes.

TechnologyOne launches Guide, extending AI beyond organisations to communities and students

TechnologyOne launches Guide, extending AI beyond organisations to communities and students to deliver faster services and personalised support.

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Turning digital strategy into better student outcomes

To support this shift, TechnologyOne recently launched Guide, a new product designed to help universities turn digital ambition into practical outcomes for students.

Guide builds on the principle of rationalising the platform and adopting best-practice processes rather than adapting systems, simplifying the digital backbone universities rely on.

With these foundations in place, institutions can begin to harness the power of agentic AI in meaningful ways.

Guide acts as a conversational digital companion for students, enabling them to access services, complete tasks, and receive personalised guidance and support through a single interface connected directly to university systems.

Rather than navigating multiple portals and forms, students can simply ask for what they need while the system interprets intent and completes actions across enterprise workflows.

For universities, this is the next step in digital transformation: moving beyond system modernisation to deliver smarter services, more proactive student support, and a more connected institutional experience.

Learn more about Guide here