The Fubas project

During 2022-2024 we are implementing the system Fubas at KI. Fubas will be used to administrate syllabi, catalogue and admissions to doctoral courses. The system is replacing Kiwas that is used for these purposes today.

On this web site you will find general information about the implementation project. We will also produce targeted information to all groups affected by the system change during the course of the project, in order to assure that we are all well prepared when we change to Fubas.

Purpose and goal of the project

The purpose of the change from Kiwas to Fubas is to assure the maintenance of digital support for the administration of doctoral courses. The change is being performed now because Kiwas is an old system that needs to be phased out.

The goal of the project is to complete the system replacement so Fubas can be used from the spring 2024 in the application process to the autumn 2024 doctoral courses. On a general level this means that the project before this is to assure:

  • Access to the system for users and applicants
  • Adaptation of existing work processes to Fubas functions and vice versa
  • Information to and training for users and applicants
  • Migration of selected data from Kiwas to Fubas
  • Creation of system administration organization

Detailed information is listed in our project plan. It only exists in Swedish, but contact us in the project management if you are interested in learning more.

Fubas

Fubas is a newly developed system owned and used by Gothenburg University (GU). The system supports administration of course syllabi and course catalogues as well as application and admission to doctoral courses.

In a report commissioned by the Education Support Office (UFS) 2021, we found that the system on an overall level serves KI:s needs of support for the admissions administration to doctoral courses well. But since Fubas originally is developed for a different organization with partly different needs than us, an introduction of Fubas at KI would mean that although we do not have to change the essentials of our existing work process, it would have to undergo slight adjustments at all levels.

As a result of this report KI decided to engage in a collaboration with GU concerning the use of Fubas. The collaboration gives us access to our own copy of the system, and we will cooperate and agree on all future system development with GU.

Fubas will be used by course organizers and administrators at KI involved in organizing doctoral courses, as well as the doctoral students and other applicants who will apply for the courses.

Concise implementation timetable

Concise implementation timetable
Aktivitet Tidpunkt
Project start February 2023
Develop work processes and adapt interface March 2023 - June 2023
Decision: to go live with system June 2023
Migration of data , perform user training, distribute user rights August 2023 - December 2023
Decision: open system for users January 2024
Decision: end project and assign management to line organization January 2024

Project organization 

Steering group

Chairperson:

Åsa Nandorf, head of Education Support Office

Members:

Lisa Westerberg, associate professor, Department of Microbiology, Tumor and Cell Biology

Vladana Vukojević, associate professor, Department of Clinical Neuroscience

Henrik Jonsson, head of administration, Institute of Environmental Medicine

Fredrik von Feilitzen, head of unit, Development, IT department

Project team

Anna Gustafsson, administrative officer, Faculty Office and International Relations

Catherine Bollö, administrative officer, Education Support Office

Project manager

Juni Francén Engdahl, business developer, Education Support Office

Information during the project

We will during the project produce specific information to all groups affected by the change from Kiwas to Fubas, to ensure that we are all well prepared for the replacement. The information will be distributed through existing newsletters and targeted emails as well as through virtual and physical meetings. We will add more detailed information about this continuously.  

Contact

Juni Francén Engdahl

Project manager
UF Central Administration

Documents - project plan to be published soon