Ahead of the digital curve: Transforming HR in Higher Education
Partnering with a leading UK university to modernise HR operations, enhance efficiency, enable data-driven decision-making, and lay the groundwork for a broader ERP transformation.
Highlights
Client Industry and Background: A UK higher education institution with 3,500 employees and 20,000 students, looking to be ahead of the digital curve.
Primary Challenge: A short delivery window to replace a legacy HR system; limited data access and highly manual processes with siloed teams and resistance to change.
Consulting Approach & Solution: A people-led approach to change with a collaborative discovery phase and a detailed procurement and evaluation, defining a clear roadmap for future growth.
Outcomes: A comprehensive business case with strategic recommendations, projected savings of £125k per year, 5 FTE time savings, and a 20% boost in HR staff satisfaction by 2028.
Background
Our client, a leading UK university with over 3,500 employees and 20,000 students, embarked on a transformation to modernise its HR systems and processes. As a prominent institution with a strong academic reputation, the university sought to improve operational efficiency, enable data-driven decision-making, and create a robust foundation for potential future ERP alignment. The objective was to reduce administrative burdens on HR teams, improve effectiveness and free up time to focus on student-centred initiatives. Within an industry context, the University faced declining domestic and overseas student numbers and tight budget constraints.
Challenge
The University faced a critical need to replace its legacy HR system within a tight timeline, ahead of the existing contract’s expiration. Legacy system limitations, staff resistance to change, and complex stakeholder interests introduced challenges to gaining engagement and implementing cultural shifts. With highly manual, siloed processes and varied opinions on the future ERP roadmap, it was essential to secure buy-in, manage resources, and align on a cohesive vision for a modern, adaptable HR solution.
Approach
Phase 1:
Enfuse conducted a detailed discovery phase, running dynamic interactive workshops, stakeholder interviews, and employee surveys to understand pain points and informing detailed requirements documentation for the new system. Personas were developed to maintain a user-centric approach, ensuring a deep understanding of end-user needs. We undertook comprehensive market research and industry benchmarking to inform the procurement strategy, alongside creating a detailed integration map of the current system infrastructure.
Phase 2:
Enfuse led the procurement and evaluation process to identify the preferred supplier while launching a continuous service improvement project hub within the HR Division, to drive efficiencies beyond system replacement.
We developed a change management and communications plan and conducted impact and readiness assessments, driving awareness of the change, building trust and engagement, and promoting adoption and adaption.
Impact
Our work provided the university with a robust, well-justified business case for its HR transformation, along with detailed implementation and resourcing plans for the next project phase and an evaluation of strategic risks and potential benefits.
As a result of our personable and people-focused approach to change, we built and maintained significant buy-in and support for the change across HR, alongside developing key alignment with IT teams, for the overall benefit of the institution.
The expected outcomes include staff time savings equivalent of 5 FTE, £125,000 in annual financial savings, and a projected 20% increase in HR staff satisfaction by 2028. These achievements position the university to pursue its broader ERP vision and support its strategic objectives through streamlined, data-driven HR operations.
Enfuse brings a tailored framework designed specifically for large-scale HR transformations. Reach out to Tom Backhouse to learn more about how we partner with universities to drive impactful, sustainable change across the transformation lifecycle.
