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How the University of Lincoln created a single source of truth and transformed the student experience with TechnologyOne
The University of Lincoln has transformed its student administration and finance operations by replacing disconnected systems, manual processes and fragmented data with a single integrated TechnologyOne platform.
Driven by a vision to enhance the student experience, the initiative grew beyond a technology implementation into a university-wide digital transformation. Alongside modernising core systems, it has streamlined processes, improved visibility across the student lifecycle and created a strong foundation for future AI-enabled innovation.
Today, TechnologyOne provides the University with a trusted, connected platform that supports better decision-making and a more seamless experience for staff and students alike.
Customer story highlights
- Migrated more than 20 years of legacy student and finance data from multiple systems
- Eliminated siloed data and disconnected workflows
- Reduced manual application processing and administrative workload
- Automated previously manual processes, including student communications
- Positioned the University to leverage AI and self-service capabilities
About the University of Lincoln
The University of Lincoln is a leading UK higher education institution committed to delivering an outstanding student experience through innovation, technology and academic excellence.
Serving thousands of students, the University continually invests in digital transformation to improve operational efficiency, streamline services and provide staff and students with the tools they need to succeed.
The challenge: Overcoming fragmented systems and legacy data
Before implementing TechnologyOne, the University relied on disconnected systems and manual processes to manage student and financial information. Years of legacy technology created significant challenges around data quality, reporting and visibility.
"We had over 20 years of unstructured, unvalidated data from three previous systems," said Steve Green, Head of Digital Information Services, University of Lincoln.
Finance and student administration also operated independently, making it difficult to gain a complete view of university operations.
"The finance system used to be entirely separate to our student system. It tended to run on a series of spreadsheets," said Mr Green.
Admissions teams faced similar challenges, spending significant time manually matching supporting documentation to applications before assessments could begin.
"We used to spend many hours trawling through inboxes trying to match documentation to applications in order to assess those applications," said Stephen Gilliatt, Deputy Academic Registrar, University of Lincoln.
To support future growth and deliver a better student experience, the University needed a modern platform that could bring together its people, processes and data.
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Learn moreThe solution: Building a single source of truth
The University partnered with TechnologyOne to implement an integrated SaaS platform connecting student administration, finance, workflows and reporting within a single environment.
Migrating decades of legacy data was one of the project's biggest challenges, requiring close collaboration between the University's teams and TechnologyOne's implementation specialists.
"Being able to use TechnologyOne's skills and experience, along with the knowledge that we've got of that data from the university, to get that migrated successfully into TechnologyOne was possibly the biggest challenge, and one of the things that I feel is the greatest success," said Mr Green.
That collaborative approach continued throughout implementation, with both organisations working as one team to ensure the solution met the University's needs.
"It never felt like us and them. We were fully integrated," said Mr Gilliatt.
For Alex Jones, Academic Registrar at the University of Lincoln, the partnership was about more than delivering a technology project. It was about creating better outcomes for students.
"We were creating something together and working to build something that was going to be great for our students," said Mrs Jones.
The results: Integrated processes and greater efficiency
Today, TechnologyOne serves as the University's single source of truth, bringing together student, finance and operational information into one connected platform. By replacing disconnected systems, the University has removed bottlenecks, improved visibility across the student lifecycle and given staff access to a consistent, real-time view of information.
"We use TechnologyOne as our one source of truth. The system's able to reduce workflows and bottlenecks that used to exist from siloed systems and siloed data. Everybody's looking at the same data, and everybody's aware of the status of the students and where we should be in the journey," said Mr Green.
The impact has extended well beyond reporting. Application processing is faster, administrative effort has been reduced and, as the platform has matured, the University has continued to unlock new operational efficiencies.
"We've seen great efficiencies in processing time and the amount of resources that's needed as well," said Mr Gilliatt.
Automating processes to focus on higher-value work
TechnologyOne has also enabled the University to automate a range of previously manual administrative tasks, freeing staff to spend more time supporting students.
"We've managed to send out a number of different letters for things like council tax that used to be a very manual process and is now completed automatically from the system," said Mr Green.
The University's wider digital transformation strategy focuses on embedding technology across every aspect of university operations, creating efficiencies while improving the student experience.
Data-driven decision making through insight and analytics
By moving core services onto TechnologyOne's SaaS platform, the University has gained richer reporting capabilities and real-time access to information that supports strategic planning.
"We can provide more intelligent data about the student journey, the finances the organisation finds itself in, and we can do some really clever predictive analysis through our dashboards and data warehouse planning," said Mr Green.
This improved visibility enables leaders to make more informed decisions around recruitment, financial performance and long-term operational planning.
Looking ahead: AI-powered experiences for staff and students
Having established a connected digital platform, the University is now exploring how TechnologyOne's AI capabilities can further improve staff productivity and enhance the student experience. Early benefits are already emerging through greater staff efficiency and expanded opportunities for student self-service.
"We're really excited to use TechnologyOne's new AI capabilities and look at how we can further leverage both the data and the functionality to improve what the students are experiencing at the university. We're seeing staff efficiencies now from using those tools, and we're seeing an improvement in the opportunities for self-service for students," said Mr Green.
For Matt Cavill, Chief Digital Officer at the University of Lincoln, AI represents the next stage of the University's digital transformation, adding another layer of intelligence to the connected platform.
"That layer of AI over the top of that brings a whole new dimension," said Mr Cavill.
Looking ahead, the University expects TechnologyOne's platform to fundamentally change how staff work, reducing manual administration so they can focus on delivering greater value to students.
"We're looking to make them more efficient, make them more effective, remove workarounds, make things more automated. Instead of day-to-day transactional activities, [staff can] look at how they can really improve things and create innovative ways to contribute to the student journey," said Mr Green.
A partnership built for the future
The University of Lincoln's transformation demonstrates how modern technology, high-quality data and a collaborative partnership can create lasting organisational change.
Through its partnership with TechnologyOne, the University has established a connected platform that streamlines critical processes, improves operational efficiency and provides the foundation for future AI-enabled innovation. With trusted data supporting every stage of the student lifecycle, the University is well positioned to continue enhancing the student experience while driving operational excellence for years to come.
Ready to transform your student experience?
TechnologyOne partners with universities across the UK to streamline student administration, finance, HR, and enterprise operations through a single SaaS platform.
Discover how TechnologyOne can help your institution improve efficiency, enhance student engagement, and unlock the value of your data.
Book a Higher Education demo or contact us to learn more.
Frequently asked questions (FAQs)
Learn more about our products and solutions by reading some of our FAQs below.
TechnologyOne’s Student Management is an end-to-end SaaS+ product designed to manage the entire student lifecycle—from recruitment and enrolment to progression, graduation, and alumni engagement.
By integrating all student data in one secure, cloud-based platform, institutions can streamline operations, improve retention rates, and deliver a seamless student experience.
Yes. Student Management is a core component of the OneEducation solution and integrates seamlessly with other products such as Financials, Human Resources & Payroll, Curriculum Management and DxP Student.
Student Management features include course and unit management, enrolment processing, learning and development tracking, timetabling integration, assessments, CRM tools and reporting.
TechnologyOne Financials is an integrated financial management solution that enables automation, compliance, and seamless transaction processing, including eInvoicing capabilities.
With Financials, you can unlock full visibility of your financial data and improve performance with real-time insights.
Learn more about the features of TechnologyOne Financials here.
TechnologyOne Financials includes general ledger, accounts payable and receivable, asset accounting, budgeting, forecasting, procurement, cash management, eInvoicing, and automated reconciliation. It also features real-time reporting and built-in compliance tools.
SaaS+ is TechnologyOne’s all-inclusive enterprise solution, providing a fully managed, end-to-end digital transformation experience. Unlike traditional SaaS offerings, SaaS+ includes everything from software implementation, upgrades, support, and security, all for a single annual fee.
For more details, visit the SaaS+ information page .
Essentially, there are three different forms of ERP software:
- Software as a Service, or a cloud distribution model (also known as SaaS)
- A licensing model, also known as ‘on-premise’
- A hybrid model
TechnologyOne utilises a SaaS model. Using this model, the software is hosted on the cloud and accessed via the internet. This eliminates the need for on-premise infrastructure, reducing IT overheads and ensuring scalability.