Rektorite Nõukogu projektitaotlus

Universities of Estonia, EEA and Norway Grants Estonia Date: 21.12.2023 Letter of Commitment for the “Feasibility Study for Joint Next-Generation Study Management System for Estonian Universities” The University of Oslo hereby confirm our commitment to this project, and will partake as described in the application. The University of Oslo has a long running track record as developer, operator and provider of national IT-systems for higher education; including the National Student Application System (SO), the National Student Administrative System (FS), the national student eID (Feide) and the Current Research in Norway system (Cristin). All these systems were developed at UiO and has either grown into national services, or were designed and ordered to become national systems by the Ministry of Higher Education and Research. Today, the responsibility of operations and further development has been moved from UiO to a new Directorate (Sikt) that has a role as a national IT-provider for higher education. As Sikt is a reasonably new organisation we still claim that UiO will be the best collaborative partner for Universities of Estonia in this project. UiO has always focused on in-house development and competence to enable long-running world class IT-support for research, education and dissemination. The UiO IT-department has approximately 350 highly skilled employees todays, and is a very strong actor in Norwegian IT fpr higher education. We strongly support this project suggested by the Universities of Estonia. Yours sincerely, Svein Stølen Arne Benjaminsen Rector University director University of Oslo University of Oslo  Project title: title: Feasibility S tudy for J oint Next-Gen eration Study Management System for Estonian Universities Project Promoter: Universities Estonia Project Partner(s): Estonian Academy of Arts Estonian Academy of Music and Theatre Estonian University of Life Sciences Tallinn University Tallinn University of Technology University of Tartu Donor project partner(s): University of Oslo University of Iceland Total maximum eligible project cost: 150 760 € Project grant rate: 100% Project grant amount: 150 760 € Estimated duration: 12 months Justification Study management systems (SMS) are integr al part in organizing studies, enhancing learning, and delivering study-related information and services to students, higher education institutions, and the government. Initially designed as mostly administrative tools, IT systems have evolved to increase the support for learners , from the beginning to the end of their academic journey. While the current emphasis remains on managing specific or recurrent study events within a single institution, there's a growing recognition of the need to foster lifelong learning experiences across different higher education institutions over time . To what extent can the broader student-centered approach align with the need to support study processes within institutions , is a question of both international and domestic significance. On an international level, universities share a mission to provide enhanced learning experiences. However, discussions about resources, regulations, and policies have been primarily national, with a few exceptions like credit transfers. This project aims to collaboratively explore the potential of IT systems in education, sharing ambitions for the kind of support IT systems could provide for learning as well as institutional cooperation , and reflecting on current SMS development experiences and lessons learnt . In Norway FS, or Felles studentsystem , has been a pivotal student information system (SIS) in Norwegian higher education since 1996. It aids in various educational processes, from planning studies to completion and results. Used by students, faculty, administrators, and developers, FS is integral also to the Norwegian Universities and Colleges Admission Service NUCAS admission process . Developed by Sikt - Norwegian agency of shared services in education and research , FS is currently utilized by 36 organizations in Norway's higher education sector, encompassing most universities , including University of Oslo , university colleges, and the Norwegian directorate for higher education and skills. In Estonia, the university sector currently utilizes three di fferent study management systems. These systems are either developed in-house by universities or sourced externally . The oldest one has also been in place since the 1990s. While their primary functions are largely similar, there are differences in scope and technological implementation. Keeping s eparate information systems for each university is on one hand more costly, but on the other hand more flexible in both design as well as development . Joint systems require more standardization but could potentially provide greater synergies for students, especially if they transfer between institutions, and for the sector in general, if it facilitates academic cooperation by pooling study offers or enhancing the development of joint learning and teaching opportunities , for example. The proje ct a ims also to provide platform for exchang ing insights on the latest advancements within our institutions and collaboratively address challenges, irrespective of the specific development model or scope of a given SMS. Some of t he examples include ensuring system security, data protection and archiving , inclusiveness strategies and enhancing digital services for various stakeholders . The project aims to understand and leverage the potential of IT systems in supporting holistic, student-centered lifelong learning experiences across multiple institutions, considering both domestic and international perspectives. By analyzing systems like Norway's FS and comparing it with Estonia's diverse study management systems, the project seeks to identify best practices, challenges, and opportunities for enhanced inter-university cooperation, optimized resources, and the delivery of improved digital services to various stakeholders. Project promoter The project promoter is Universities Estonia, a non-profit association established by all public universities in Estonia to foster collaboration , initiate joint activities and represent mutu al interests . All planned activities will be carried out in close partnership with all member universities. Target groups The project brings together university leadership, as well as specialists from academic affairs and IT departments. Additionally, given the close linkages with information systems provided by the Ministry of Education and Research, we will also include specialists from there to ensure comprehensive involvement and cooperation. University of Oslo can also provide contacts at Sikt for more detailed technical discussions, if necessary. Planned activities There are three main domains of activities planned: First , a comprehensive mapping exercise of existing Estonian information systems used to support teaching activities, will be conducted primarily by universities . This mapping will catalog the features of these systems in a standardized format , allowing also for comparison with FS in Norway . Furthermore, the analyses will identify the challenges and problems faced with the current systems, from functional , technical and resource perspective. Lastly, the analyses will map out the goals and aspirations of different universities for future information systems, providing a bases for strategic perspective of the sector . This information will be gathered through a mix of group interviews , and potential quantitative research. This process is also used to build more focused and structured discussions with University of Oslo and other colleagues from Norway. Secondly, a study visit to University of Oslo will be carried out with two purposes – le arning in depth about FS through the prism of a university involved and hold a collaborative forum to discuss the challenges of our respective systems and the potential for future development s . Of particular relevance to us is the fact that FS is currently undergoing a modernization process, projected to be completed by 2026. The goal is to extract key learnings that can guide the renewal of similar systems for both countries. We have agree ment with the Digital Services Office of University of Oslo to organize a seminar type of visit, which would enable both, exploring FS as well as accommodating more broader discussions. Third, a second part of analyses will be conducted to suggest potential cooperative SMS development models , with specific recommendations for Estonian u niversity sector, but also for wider discussion and use . This includes pros and cons and decision making criteria between d esigning a new system ( or possibly leveraging an existing platform ), i ntegrating a system from another country ( if p lausible ) a s well as e valuating the feasibility of implementing an off-the-shelf product. I n-depth look will be taken into the roles, decision-making bodies, and resources involved . The results of the analyses will be presented in an international seminar targeting the leadership of Baltic and Nordic university leaders as well as public officials leading the digital developments , especially in Estonia, Norway and Iceland . The results of the project will be direct ly used for the next steps in developing joint SMS for public universities in Estonia . Based on the feasibility report, the choice will be made on the specific cooperation and management model for joint SMS as well as the scope and roadmap for joint SMS . The results will also be used to foster m ore broader understanding of the role joint SMS can have in providing digital education services and supporting collaboration among institutio ns of higher education. The project will contribute to building the network of staff from academic affairs, IT departments as well as leadership among public universities in Estonia and with University of Oslo together with the colleagues they can bring to the discussion from other institutions in Norway . The results of the project would be beneficial for colleagues in other countries as well. For example, universities in Latvia are facing rather similar situation and colleagues from University of Helsinki have expressed interest in continuing discussions on these matters . The project would give us also an opportunity to develop solid background papers for some larger issues related to the digitalization of higher education for further national and international discussion . There are three networks that we would use to continue international discussion and knowledge transfer on this topic after the project: Nordforum , an informal collaborative initiative between organizations developing SMS in four Nordic countries and the Netherlands. Since we do not have yet an organization with similar responsibilities, Universities Estonia has participated in the network engaging colleagues from two biggest universities in Estonia. This network will meet in April, where possibly Denmark will introduce their new SMS and several related matters will be discuss ed. The contacts and agenda of this network will be used already during the project. European University Association wants to promote digital innovation in universities. They seek to share good practices and common challenges to be addressed by European policies and funding instruments to better support universities' digital initiatives. Universities Estonia is a collective member of EUA and takes part of the digitalization agenda. Nordic-Baltic informal network of Rectors’ Conferences. In recent years, Nordic University Association (NUS) and Baltic Rectors’ Conferences, including Universities Estonia , have initiated an informal network of Secretaries Generals to prepare and discuss topics relevant to the associations. Universities Estonia will share the results of the project with this network of Rectors’ Conferences. The Board of Universities Estonia, consisting of rectors from all public universities, will guide and oversee the entire initiative. To foster robust connections with university IT departments and to establish ongoing collaboration strategies beyond this project , we intend to hire a part-time project manager from one of the two biggest universities. Additionally, a portion of the Universities Estonia’s staff time and the existing network of Heads of A cademic A ffairs department s will be allocated to support this initiative . Expected outcomes: Report of the m apping exercise , describing and assessing current challenge s , analyz ing SMS development strategies and outlin ing shared aspirations for these systems . Study visit and peer learning seminar in University of Oslo . Report of the f easibility study providing options and informed recommendations for the joint study management system project. Dissemination seminar and leadership discussion for Nordic and Baltic colleagues at the end of the project. Indicative budget: Indicative budget Unit cost Units Total Conducting and presenting of mapping exercise of current SMS in 6 public universities in Estonia and mapping of expectations of different stakeholders in the sector In total approximately 550 hours of commissoned work from 2 IT system analyst 49500 1 49500 Study- visit to University of Oslo Travel and stay of 2-3 persons from each university and project manager 1500 15 22500 Other costs of the organisation of the visit 5000 1 5000 Lunch-to-lunch dissemination seminar at the end of the project The travel and stay of up to 8 people from Norway and Iceland 1500 8 12000 Other costs of the seminar for approximately 30 people 5000 1 5000 Network meetings and discussion of the progress 4 smaller working and progress reporting seminars 1200 4 4800 Conducting and presenting feasibility study outlining advantages and disadvantages of various aspects of joint SMS, evaluation of resources needed ( both finantial as well as human resources ) roadmap for next steps and possible timeline for the development of joint SMS Approximately 400 hours of commissoned work from 2 IT system analyst 36000 1 36000 Administration and project management Part- time project manager and secretariat of Universities Estonia in total 100 0 € x 12 months x 1.338 taxes 1330 12 15960 150760 Due to time constraints, conducting a dedicated tender for this project is probably not feasible. Therefore, we propose utilizing one of the multi-year tender contracts held by our member universities, which meets the following criteria: The tender specification allows for the analysis of cooperation possibilities between universities. The contracted firm does not have a conflict of interest, as they are not currently responsible for the main development s of any study information systems. This is crucial to ensure an unbiased exploration of the pros and cons of different cooperation and management models. The firm has experience and an understanding of university processes, particularly education , as well as a comprehensive knowledge of various information systems, databases, and their interactions. We have identified at least one existing contract that we can leverage for this project. However, if the project proposal receives a positive outcome, we will also explore ongoing tendering processes to select the best possible option for assembling a capable and proficient team to conduct both, the mapping exercise and feasibility study . We are confident , that we are able to complete the project within the available timeframe. The budget for mapping exercise and feasibility study are calculated based on hourly rates of commissioned IT system analysts, currently 70-75 euros +VAT per hour . The amount of hours was discussed with the University of Tartu, based on their recent experience of commissioning other analyses for different IT systems. The amount of hours prognosed is rather large due to the fact that we need to gather information and incorporate into the analyses 6 different universities with their sta keholders and conduct document analyses, focus group interviews as well a s individual interviews in all 6 universities. Universities Estonia has experience in a standardization exercise , mapping education processes in our member universities and based on that we estimated the need for the t otal time necessary. The amount of funds proposed in the budget was also validated with University of Tartu. The preliminary timeline of the project: January- May First network meeting for kick-off Conducting the m apping exercise May/June Study-visit to University of Oslo June Second network meeting , progress report and follow-up of the study visit June- October Conducting of feasibility study 2 netwo r k meetings – one in August and the other one at the beginning of October End of November or early December Dissemination seminar and the discussion of the results . December Decisions of the Board of Universities Estonia for next steps.