by: Jo Schneider

Implementing a new system in any organisation can be challenging, but for universities and higher education providers, the stakes are even higher. With complex workflows, numerous stakeholders, and critical data, universities need an approach to system implementation that ensures minimal disruption while maximising efficiency. A well-structured implementation strategy not only enhances operations but also aligns with the institution’s long-term goals.

Implementing systems in higher education requires a methodical, phased approach to ensure minimal disruption while achieving maximum efficiency. By breaking the process into five key stages — Design & Prototype, Build / Configure & Test, Implementation / Go Live, and Support — institutions can smoothly transition to new systems while aligning with their operational goals. Each phase is designed to address critical areas such as data analysis, workflow customisation, integration, and change management, ensuring a comprehensive and strategic implementation process.

1. Design & Prototype

The first stage involves defining and refining the system’s high-level requirements, along with developing a prototype that allows for early feedback and adjustments.

• Drafting High-Level Business Requirements – stakeholders collaborate to outline the core requirements, ensuring the new system aligns with the university’s objectives and operational needs.  
• Process mapping of ‘as is’ and ‘to be’ processes should be developed here so they can be utilised for system requirements, data and integrations, user training, as well as change and comms management. 
• Prototyping the System Solution – A custom system prototype or wireframes are often created in collaboration with core users and other key stakeholders as needed. This facilitating immediate feedback and requirements in a visual form (often helpful for less technical end users). 
• Determine all integration and data needs so that adequate planning and preparation can be put into this part of the process (note this is often a sticking point and can hold your implementation up) 

2. Build / Configure & Test 

With a validated prototype, the next phase focuses on configuring or building the system as needed, followed by thorough testing to ensure reliability and functionality. 

• User Interface and Database Development/Configuration – Depending on the system’s needs, this phase may involve configuring existing software components or building custom elements, focusing on user experience and core functionalities. 
• User Acceptance Testing (UAT) – Stakeholders conduct UAT, focusing on usability and compatibility with existing workflows. Any issues identified during testing are documented and resolved promptly. 
• Resolution of UAT Issues – Feedback from UAT is promptly addressed to resolve any outstanding issues, setting the stage for a smooth transition to go-live. 

3. Implementation / Go Live 

The system goes live with a focus on data migration, user training, and initial issue resolution to ensure a seamless transition. 

• Business readiness assessment should be conducted prior to a go live. This may include rollout of ‘to be’ processes, impact assessments, training plans and reference to the change and communications plans. 
• Rollover to Production Server – The system is moved to a live production environment, ready for daily use across the institution.  
• Integrations are in place and confirmed for go live. 
• Data Migration (if required) – Data from legacy systems is migrated into the new system, maintaining the continuity of records and ensuring accessibility. 
• Basic Staff Training – Staff receive initial training on the system’s functionalities, equipping them to use it effectively from the first day. 
• Immediate Issue Resolution: Any issues that arise during go-live are promptly addressed, minimising disruption to university operations. 

4. Support

The final stage involves a period of dedicated support to ensure a smooth transition and provide ongoing assistance as the system becomes fully integrated. 

• Support Post-Implementation – The vendor and project team provides support depending on warranty agreement assisting with issue resolution, training, and adjustments to optimise the system. 
• Issue Resolution and Training – Ongoing support addresses specific challenges and offers additional training for content and data management, empowering staff to fully leverage the system’s capabilities. 

Stakeholder Engagement and Change Management

Throughout the implementation , ongoing engagement with stakeholders plays a very important role. A strong focus on change management ensures that administrators, academics, students and other users feel informed and supported as they transition to the new system. This approach helps to address any concerns early, encouraging acceptance and readiness for change. Training is woven into each stage, adopting a “train the trainer” model to ensure that knowledge is disseminated effectively across the institution. 

Empowering Universities Through Strategic System Implementation

For universities, a successful system implementation is more than just installing software—it’s about improving operations and achieving better outcomes for students and staff. 

By taking a structured approach that includes careful planning and smooth deployment, institutions can reduce disruptions and ensure staff can fully use the system’s capabilities for maximum benefit. 

At DVE, we take a comprehensive approach to technology implementation, ensuring higher education institutions realise the full benefits of any change. Our expert consultants will work closely with you to understand your specific needs and translate them into tailored solutions. With expertise and experience in implementing systems and technology across universities, vocational education, and TAFE institutions, we provide the guidance and support necessary for a smooth implementation. 

Contact us today at info@dvesolutions.com.au, or go to our website to learn more about how DVE can help https://www.dvesolutions.com.au/services/.