University of Nottingham
Reimagining operations to lead the digital shift in higher education
UK universities face mounting financial pressure. The combination of the cost-of-living crisis, decline in international enrolments, and evolving student expectations are reshaping the sector. Now more than ever, technology is the key to seamless, efficient operations.
Partnering with the University of Nottingham, we delivered the largest, most complex Enterprise Resource Planning (ERP) project in UK higher education history – setting the stage for lasting technology-driven transformation.
Rising to complexity across the sector
Recognising the urgency of transformation, the University of Nottingham set out to streamline operations for better cost control, risk mitigation, and improved support for staff and students. Key to this was identifying the right technology to support the University’s transformation, including an ERP system to unify finance, HR, and procurement.
With 144 years of operations to untangle, implementing change of this scale was no small task. The University needed to unite its three key stakeholder groups (academics, researchers, and professional services staff) with their differing business needs and priorities. We joined forces with the University to guide their transformation.
Nottingham, like other universities across the UK, is at a critical juncture. We realised we needed an integrated finance, HR, and payroll system to help with our transformation, but that finding and implementing the right system could be difficult. PA supported us through the process, providing advice to the programme team and assurance and confidence to the University Executive Board and Council. With support from PA, ‘UniCore’ has been implemented with minimal disruption and delay.”
Blending visionary leadership with hands-on expertise
We formed a partnership with the University that spanned four years – from procuring the right technology solutions to implementing its digital core ERP system.
With decades of experience in large-scale business transformation, we brought a unique blend of expertise in business design, operating strategy, programme delivery, technology, analytics, and data. Every step of the process was designed to align with the University’s strategic goals – ensuring measurable and sustainable impact.
Guiding a competitive procurement to unlock real value
Understanding the University’s needs was key. Drawing on our deep cultural understanding of the higher education sector, we engaged stakeholders across the organisation to understand their needs, priorities, and build consensus around decision-making. This enabled us to identify opportunities for a new way of working that could be supported by a cloud-based, efficient, “off the shelf” ERP system.
Our stakeholder engagement spanned every level of the University, including the executive board. This ensured a competitive procurement process, guiding the University to select the best systems integrator and technology combination. In parallel, we shaped a robust business case, swiftly approved by the board. After successfully supporting procurement, the University turned to us to lead the ERP implementation.
With the ERP and system integrator in place, the University needed experts in large-scale, tech driven change to implement with confidence. Our deep sector experience, collaborative approach, and singular focus on successful delivery made us the ideal partner.”
Establishing the groundwork to launch change
The sheer complexity and scale of ERP implementation – coordinating multiple suppliers, managing requirements, and uniting diverse stakeholders – demands a structured approach. We set the pace from the outset with clear progress reporting, keeping stakeholders informed and decisions on track. We also built on the strong relationships formed during the procurement phase; using our knowledge of the selected ERP solution and the understanding of the winning suppliers’ bids, we were able to help mobilise the programme. Above all, the speed of our approach enabled the University to move decisively – ensuring everyone on the programme had a shared understanding of the objectives, their roles, and overall plan.
From there, we led key aspects of technical integration, leading the design and test phases, collaborating closely with university teams, the system integrator, integration partner, and third-party suppliers. Together, we defined an end-to-end architecture with scalable integration designs.
To sustain momentum, we adopted a programme leadership style that was inclusive and collaborative. We created a culture where psychological safety and wellbeing were as important as delivery. This helped foster a ‘one team’ culture – reinforcing collaboration across internal teams and external suppliers. A distinct branded identity helped drive engagement and inspiration.
Creating a ‘one team culture’ was vital to our success; building a strong team bond across the whole team (including suppliers) was a key motivational factor which propelled the team to deliver. We wanted everyone to feel connected to our common goal, so we created open and transparent communication channels and dedicated events to foster a feeling of community.”
Delivering data confidence with robust migration
In parallel with our integration role, our experts established a data management strategy and delivery plan, backed by detailed templates and structured migration cycles. These were fundamental to ensuring a seamless data transition across HR, finance, and procurement systems.
We also conducted rigorous testing, executing multiple migration cycles to validate accuracy. Prior to go-live, we defined the University’s approach to cut-over and service transition based on a comprehensive cut-over plan and taking multiple suppliers through the go-live process.
As the go-live decision approached we defined the university's approach to assessing readiness. We created a three-way assessment bringing views from the project, users and the teams who would support the new world together. The decision-making process relied on using practical measures to provide objective assessments of readiness. This approach gave the University Executive Board a fact-based recommendation and created greater buy-in to the final decision.
Reaching new heights in higher education transformation
With its ERP system live, the University is setting a new benchmark for the sector. With our support, it has successfully navigated the largest and most complex ERP project in UK higher education, uniting HR, finance, and procurement teams to enhance clarity and control over operations. But the impact goes far beyond these core functions. Our work has laid the foundation for the University’s future organisational redesign, empowering it to drive lasting transformation.
PA has given us the confidence to fast-track our digital transformation. Today, we’re prepared for the future, equipped to navigate ongoing change, and supported by processes that enhance the experience for our staff and improve the quality of education for our students.”
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