Project organisation for introducing new Ladok at KI

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Most of Sweden's universities currently use Ladok and all of these will change to the new Ladok-system. Just like the other universities, Karolinska Institutet has a local project responsible for the implementation of the new system.

The implementation project has a clear focus on working processes and the involvement of the users.

Project organisation

The local implementation project at KI consists of a steering committee, a project manager as well as working groups consisting of area experts.

Project manager

Project manager

Juni Francén Engdahl

Organizational unit: Education Support Office
E-mail: juni.francen.engdahl@ki.se

Steering committee

The steering committee has an overview of the project's development and is responsible for ensuring that the project reaches its goals within the set time and cost constraints. They are responsible for defining and deciding on major issues in the project's structure. In addition, they will make the major decisions on how the system is to be used here at KI.

Åsa Nandorf President (delegated responsibility from the University Director)
 
Christopher Sönnerbrandt  Head of Student Administration Unit
Matti Sällberg Head of Department
Åsa Misic Head of Administration
Lena Nilsson-Wikmar Departmental Educational Coordinator
Gustaf Risling  Project Manager IT Department
Robert Harris Central Director of Doctoral Studies
Ingrid Palmér Director of Planning
Pontus Dannberg Student representative, MF

The project consists of people from many parts of the university to get broad knowledge within the project from all aspects of educational administration. The group is, among other things, responsible for preparing background material for the steering committee in order for the committee to make well-grounded decisions.

Timetable

  • February – May: All educational administrators will get training in result management.
    Teachers and examiners will be offered a webbased training
  • February – May: Targeted information meetings for existing and new users
  • August – October: Training in the new system for all users
  • 13 – 17 November: Current Ladok-system will be shut down and replaced by the new system

Project goals

In addition to the following milestones, the ambition during the project is to have good communication with the users through close dialogue and participation as much as possible. The new system will hopefully result in better service for all students and easier administration processes for our staff, which may lead to greater support for the education as a whole.

Some of the project's milestones:

  • All data will be transferred from the existing system to the new Ladok
  • New processes and management practices will be developed
  • All users of the new system will be offered training
  • All integrations to adjacent systems will be reprogrammed to fit the new system
  • New support organisation will be developed

Included in the project

The project consists of many different components, including:

IT and integrations

Ladok is integrated with a variety of systems. Since the technology for the new system is completely different from our current Ladok, all the integrations must be reprogrammed. External companies will reprogram some of the integrations and our local IT department will also reprogram some of the integrations.

Register maintenance

Our current Ladok-data needs comprehensive register maintenance, before it can be transferred over to the new database, since the new system is much more rigid and does not allow for any errors or incomplete data entry. Much has already been done, but there is still a lot of work left. Register maintenance will be done all the way through until we start using the new system.

Training in the new system

Training is, of course, a large part of the project. All existing users must be trained in the new system as well as new user groups such as students and teachers. The training material will largely be produced by the main project and will be adapted to the specific user group with instructional videos and written material. It is an ambition of the main project that the system should be as self-explanatory as possible so the system can become accessible without extensive training.

Process management

The new Ladok will provide uniform support for all forms of education; hence, new names and processes have been created. In addition, the project will develop new processes locally for KI, as well as suggestions for new student administrative rules and new management practices.