Projects and Programmes Digest: Michaelmas term 2025

Our current digital and IT projects reflect Oxford’s ongoing investment in digital transformation to deliver secure, connected, and user-centred digital services.

Across our five portfolios, we are strengthening the University’s technology foundations - modernising telephony and network infrastructure, enhancing cybersecurity, and improving shared IT services - while supporting innovation in teaching, learning, and research.

New tools and systems are streamlining assessment, examination, and application processes, and enhancing how spaces, content, and data are managed. From the launch of OxIntranet to advances in identity management, these initiatives are shaping a more integrated, resilient, and collaborative digital environment across the collegiate University.

• Technology Portfolio Projects and Programmes
• Education Portfolio Projects and Programmes
• Engagement & Dissemination Portfolio Projects and Programmes
• Research Portfolio Projects and Programmes
• Administration Portfolio Projects and Programmes

Technology Portfolio Projects and Programmes

The Technology Portfolio ensures that key IT infrastructure remains supported while advancing the University’s digital ambitions. It also enhances the University’s ability to mitigate and respond to the growing cybersecurity threat.

Telephony Replacement Project

The University is modernising its telephony service by moving to Microsoft Teams Phone in the 2025-6 academic year.  Learn more about this change at Modernising the University's telephony service and look out for communications from your college or department in the coming year.

Shared Infrastructure Services Programme

The Shared Infrastructure Services Programme is enhancing Oxford’s IT infrastructure through shared, efficient, and secure services. Current priorities include developing a shared device management platform using Microsoft Intune, launching a pilot IT apprenticeship scheme, creating a new ITSS induction and development programme, and improving the IT support experience through tools like the User Lookup system. Together, these initiatives promote collaboration, consistency, and resilience across the University.

More detail: Shared Infrastructure Services Programme Update

Identity Improvement Programme (IIP) 

This term the Identity Improvement Programme (IIP) is focusing on turning pilots into practical tools while preparing to transition into a long-term Identity Service. Priorities include feeding group data into the CRM, creating a trusted identity data source, supporting secure data access for research computing, and enabling the MyOxford student app to deliver tailored services and information. In order to deliver on these priorities, capabilities being built include roll-up groups, governance of group memberships, and clearer responsibilities between the wider university and IT Services. The IIP is an enabling service - its real value lies in helping projects like CRM, the OxIntranet, research computing and MyOxford deliver their benefits.

Cyber Security Programme

Key priorities this term include expanding Tanium coverage within departments, faculties, and colleges to improve visibility of devices and their update status, introducing a new governance, risk and compliance (GRC) tool to make security and data checks easier, and trialling data loss prevention technology for email. We will also be consulting on a refreshed cyber transformation plan and roadmap. 
 
Focus areas include more attack-resistant multi-factor authentication (MFA), broader vulnerability scanning, and improved incident response preparedness. With growing threats such as ransomware and phishing, all members of the University are encouraged to use Sophos anti-virus, complete the updated Information Security and Data Protection training (now including a module about safe AI use), and keep systems up to date with security patches. These initiatives aim to simplify processes, increase visibility of security risks, and enhance the University’s cyber protection. IT providers should also note that Windows 10 is now out of security support as standard. 

Upgrading Frodo Internet Switches

Oxford University is upgrading its network infrastructure by replacing ageing 'FroDo' switches - the gateways connecting departments and colleges to the University’s core and the wider internet. The new Juniper switches will deliver faster, more reliable, and more secure connections to support teaching, research, and digital collaboration. Following a successful pilot, large-scale installations begin in October, continuing through 2026 to strengthen Oxford’s digital backbone for the future.

More information: Upgrading FroDo internet switches: enhancing Oxford’s network for the future

Education Portfolio Projects and Programmes

The Education Portfolio is currently supporting around 20 ongoing projects, aiming to pave a sustainable pathway for technological innovation within Oxford’s teaching and learning, improve the user experience for students, academics and administrators, and allow them to navigate Oxford’s emerging digital environment. 

New Exam Timetabling Solution  

The University will replace CMIS, the current exams timetabling system, with EventMAP’s Optime Exam to modernise exam timetabling and related operations, such as exam papers, invigilators and adjustments. Expected benefits include earlier, clearer timetables for students and for colleges and departments, and fewer manual workarounds for the Student Assessments Team and colleagues across the collegiate University. An initial release is planned for the 2026/27 exam period, with a phased rollout thereafter. A dedicated project team will support colleagues throughout the transition.

Contact the project team if you’d like to know more.

Physical Teaching Spaces Audit Service

The Teaching Spaces Audit Service, available later in Michaelmas term, will provide an opportunity for departments to assess their teaching environments against shared standards for inclusive, technology-enabled spaces. An assessment, in turn, will enable departments to understand where enhancements to their teaching spaces could make significant improvements to the overall teaching experience for both staff and students.

Delivered with the Centre for Teaching and Learning and the IT Services Audio Visual Service, it combines AV/IT and pedagogical expertise to assess how spaces support effective teaching. Building on the Digital Transformation Programme's Physical Teaching Spaces project, the service offers tailored reports and recommendations to guide improvements and future investment in high-quality learning spaces.

Graduate on-course application form has moved online

From 7 October, applications for a change of programme of study (GSO.28) can now be completed online in eVision, marking the final milestone in the On-Course Applications project. With all graduate forms and workflows now managed in eVision, processing times have been significantly reduced and administrative effort greatly simplified. Students and approvers benefit from clear visibility of each application’s progress, while data is stored and shared more securely. Departments, colleges, and academics have given highly positive feedback, highlighting the smoother, faster, and more transparent experience delivered by this successful project completion.

Research Degrees Examination Management (RDEM) in eVision

In Michaelmas term 2025, Research Degrees Examination Management (RDEM) in launched to better support the management and administration of postgraduate examinations. 

The introduction of the new system also enables the implementation of new postgraduate research examination regulation changes which went into effect from 12 October 2025. 

The project team are currently running briefings for staff, please contact them to find out more RDMSproject@it.ox.ac.uk

Financial Declaration Form (FDF) - Online Process 

The Financial Declaration Form will be moving into eVision for offer holders applying to courses starting in Michaelmas 2026 or later. A Town Hall session was held in September - please visit the Financial Declaration Form website to watch the recording of the event and to find out more. 

End-to-End Assessment Review – Outcomes and Recommendations 

The End-to-End Assessment Process Review, which concluded in March, aimed to develop a holistic overview of the entire process of taught awards assessment administration and identify areas for improvement. Thank you to all of you who took part in workshops and interviews to inform this activity. 

The outcomes and recommendations from the review are now available on the Summative Assessment Digital Initiatives webpages. Look out for an update in Hilary term on how this work will be taken forward. 

Engagement and Dissemination Portfolio Projects and Programmes

The Engagement & 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 & alumni engagement ambitions. 

Transforming Oxford's Digital Communications 

The Transforming Oxford’s Digital Communications programme is delivering new platforms that improve how the University communicates and shares information. Guided by Oxford’s Digital Content Strategy, the programme aims to ensure consistent, high-quality communications and a joined-up digital experience for all users. 

The initial offering of OxIntranet has just gone live, providing a secure, user-friendly space for internal content such as news, training, and policies. This initial launch focuses on University-wide staff content, with more divisions, departments, and colleges joining as the platform grows over time. 

Fresco, the new Web Content Management System (CMS), is also preparing to launch with its first group of sites, offering improved functionality and supporting the transition from Mosaic which is nearing end-of-life.  

Find out more at the upcoming programme briefing for Transforming Oxford’s Digital Communications on 23 October. 

Museum of Natural History – Digital Asset Management System (DAMS) 

The Museum of Natural History is implementing a new Digital Asset Management System (DAMS) using ResourceSpace, the same system recently implemented at the other Oxford museums. The new system is expected to go live this November. Work has been focused on asset migration, integration with the EMu collections management system, and staff training. The new ResourceSpace DAMS will improve long-term preservation, streamline access, and provide consistent, secure digital asset management across Oxford’s museums. 

Research Portfolio Projects and Programmes

The Research Portfolio aims to deliver sustained improvement in the digital services and capabilities that enable world-leading research at Oxford. Our areas of work include research excellence, research computing, end-to-end research systems and open access.

Oxford Research Management System (ORMS)

The business case for the Oxford Research Management System (ORMS) (link to OxIntranet requires SSO) has been approved and work has started on implementation. Read an update (link to OxIntranet requires SSO)

Research Computing Programme

Progress continues across Oxford’s unified research computing roadmap, bringing together the development of the flagship AI GPU system, the Trusted Research Environment (TRE), and the supporting data centre works.

The dedicated TRE delivery team is now in place, with three members in post and the final two due to start by early December. The TRE will provide a secure, compliant environment for research involving sensitive data and forms a key part of Oxford’s wider research computing ecosystem.

The Research Computing Service Development business case has now been approved by the Research Portfolio Committee for this year’s funding, going to IDC later in October for final approval. The flagship high-performance system will be procured and delivered this financial year. This system will be hosted in the new direct-liquid-cooled data hall within the Shared Data Centre, providing the power and cooling needed for next-generation AI and GPU workloads.

A departmental workshop will be held on 4 November to gather final feedback on the system design before tender release. This follows earlier consultation and user surveys undertaken with departments across divisions. To ensure that user voice continues to shape service development, a new Research Computing Advisory Board (RCAB) is being formed, led by Alex Fraser.

Together, these initiatives will deliver the first phase of a unified, sustainable research computing service supporting Oxford’s diverse research community.

For more information please contact the Programme Manager.

Research Facility Management Software Solution

The Research Facility Management Software Solution project aims to deliver a single, institution-wide platform that standardises and streamlines how research facilities are catalogued, booked, and charged for.

The project forms part of a wider initiative led by the Research Facilities Community of Practice to strengthen facility management, governance, and operational consistency across the University. It was initiated following an audit that revealed inconsistencies in the management and use of TRAC (Transparent Approach to Costing)-listed facilities, highlighting opportunities for improvement.

The new system will address these gaps by reducing financial, compliance, and health and safety risks, and by replacing manual, fragmented processes with an integrated, data-driven solution. Linked with core business systems such as Oracle, it will enhance transparency, accuracy, and efficiency in reporting, invoicing, and asset tracking - supporting better decision-making and improved value for money.

Vendor shortlisting and presentations are underway, with supplier appointment by the end of 2025 and implementation among early adopters in the Medical Sciences and MPLS Divisions in Trinity term 2026.

Administration Portfolio Projects and Programmes

The Administration Portfolio aims to enhance the University’s operations through digital technologies. It provides many of the University’s critical support functions including Finance, HR, Assurance and Estates.

People and Finance Service Transformation 

The People and Finance Service Transformation (PFST) programme aims to transform People and Finance services through the delivery of a single, cloud-based system and effective use of technology, including AI and automation. The transformation is underpinned by service redesign, using end-to-end reviews to ensure both services are effective and user-focused. 

The programme is currently focusing on developing high-level service model designs for both HR and Finance working closely with the newly implemented Shared Leadership Groups (SLGs), as well as starting to work with the University’s Purchasing Department to tender for the system. At the same time, the programme is refining its timelines, plans and approaches, as well as delivering in the first workstreams, which include updating the University’s purchasing hierarchy and starting to review services such as Talent Acquisition, which includes resource planning, recruitment and onboarding.   

Purchasing hierarchy project 

The launch of the Purchasing Hierarchy project has been rescheduled to March 2026 due to a number of unexpected complexities arising during testing. In consultation with departmental representatives on the project board, a range of factors was considered in deciding how long to delay the launch. While the technical solution is expected to be ready by the end of Michaelmas term, a later launch will better support departments and ensure a smoother transition.

User testing will take place after the Christmas break. Training material and guidance documentation will also be rolled out in the new year, supporting a smooth and well-informed transition for all users. 

Workforce Management  - leave and absence in PeopleXD

The majority of University departments and units are now using PeopleXD to manage leave and absence, following a successful rollout this year, with the project team ensuring a smooth transition and providing departments with the necessary tools and resources to support this transition. Staff are also now able to use the PeopleXD app to access HR Self-Service to view their payslips and book leave.  

New Display Screen Equipment (DSE) Assessment Platform

A new online platform, Healthy Working Plus, is being launched across the University to help staff set up their workstations safely and comfortably. It combines online training with a self-assessment to reduce the risk of discomfort or injury. The new system also streamlines administration and improves data quality. Departments are rolling it out this term so wait to hear from your local DSE Coordinator for details and support.