Project Implementation of Ladok ISP
The current ISP-system will be replaced by Ladok ISP during 2026.
Background
Since 2020 KI is using the system e-ISP to support the establishment of individual study plans (ISPs). The system is hosted by Lunds Data center (LDC) and is managed by University of Gothenburg. It is used by KI, GU, KTH, LiU, LTU, LU and MAU.
Corresponding functionality to support the establishment ISPs has also been available in Ladok for some time. Against this background, KI wants to switch to Ladok in order to reduce the number of systems and integrations. Ladok is also considered more future-proof as it is based on national cooperation between a much larger number of higher education institutions than the current solution. Against this background, a feasibility study was carried out to investigate whether the new ISP functionality in Ladok meets KI's requirements, which it did. In August 2025, a decision was made to initiate this project.
Important dates and information
On the ISP in Ladok page you will find more information about the system. There you can also watch a recorded demo of the system and look at manuals.
June 18
On this date, it will no longer be possible to make changes to ISPs in the current ISP system. The ISP system will be closed and the work of transferring ISPs to Ladok will begin.
Only the doctoral student's most recently established ISP will be transferred to Ladok.
September 1
In September, the transfer to Ladok is expected to be complete and you will be able to start working with your ISPs in Ladok.
During the period June 18 – September 1
When the current ISP system has closed, no new individual study plans can be created for newly admitted doctoral students.
One of our pilot departments, KBH, has created a word template that they have kindly shared. This document may be used for a newly admitted doctoral student who can then fill in all the information while the system support is closed and then use it as a basis when creating their new ISP in Ladok. This template is sent out to all doctoral education administrators at the departments, and you can also find it below under documents on this page.
It is important to know that there will be e-mail notifications from Ladok while our robot migrates all the ISPs from the old to the new system. Please create a folder for these e-mail notifications and a rule that refers these emails to that folder, so that you are not disturbed by the notifications.
Old ISPs that are now in the ISP system will be archived at KI in collaboration with the Archive and Registry. More information about this will follow.
Doctoral student and main supervisor
- If you are working with an ISP now, make sure it is established before June 18th.
Only the latest established ISP version will be transferred to Ladok. - If you are working with an ISP that is not established before 18/6, you will need to update your ISP manually in Ladok when the transfer is complete and the new system opens.
- If you are defending your thesis before 1 November, you do not need to use the new function in Ladok. Just make sure that you have your ISP established in the current ISP system before June 18th and that you have downloaded it in pdf form with all the attachments. Please note that these ISPs will also be moved to Ladok.
Study Director
In Ladok, the administrator does not receive any notifications. If the administrator is to assist with the review prior to establishing the ISP, you must find a way of working together so that they receive information when it is time for review.
Manuals, authorization and support
Those with authorization in the current ISP system will automatically be granted authorization to Ladok ISP. External co-supervisors will be given KI accounts for the sole purpose of being able to log in to Ladok.
Manuals are already available. Manual for doctoral students, supervisors and directors of studies can be found here. Manual for administrators can be found here.
Demos of the system will be arranged prior to the launch. Times and dates will be published here in the future.
Support meetings will also be arranged after the launch. As usual, it is always possible to seek assistance by contacting isp@ki.se
Goals
The implementation is expected to have the following effects:
- Reduced costs as the current e-ISP with associated integrations to Ladok can be phased out.
- Increased usability as users can work in one and the same system (Ladok)
The project has the following goals and sub-goals:
- Introduce ISP functionality in Ladok at KI consisting of the following sub-goals:
- Determine how supervisors and co-supervisors (authorizations and accounts) should be managed. This is because co-supervisors do not currently have KI accounts.
- Based on the work in the previous feasibility study, determine how the business processes should be set up in Ladok.
- Configuration of Ladok ISP to achieve decided business processes
- Availability of information and training material
- Production launch
- All active ISPs transferred from GU's ISP to Ladok ISP consisting of the following sub-goals:
- Instructions for KI's RPA process (robot) have been developed
- Migration of all ISPs with a lifespan extending beyond the turn of the year 2026/2027.
- Availability of information material regarding what has been migrated and what must be handled manually by the departments.
- Decommissioning of current ISP systems consisting of the following sub-goals:
- Ensure that closed ISPs are archived
- Decommissioning of integrations that are no longer needed,
- Decommissioning of the current ISP system
Time plan
| What? | When? |
|---|---|
| Decision point: Project start | September 2025 |
| Process development and system preparation | September 2025 - January 2026 |
| Develop manuals and other information materials | December 2025 - February 2026 |
| Decision point: Start pilot? | February 2026 |
| Pilot migration | February 2026 |
| Pilot trials with two departments | starting from March 2026 |
| Decision point: Proceed with full start? | June 2026 |
| Migration | June 2026 - August 2026 |
| Full start | September 2026 |
| Decomissioning of the current ISP system & archiving of closed ISPs | October 2026 - December 2026 |
| Decision point: Project closure | December 2026 |
Project Organization
Steering group
Chairman:
Åsa Nandorf, Head of Office, Education Support Office
Members:
Fredrik Strålind, IT Specialist, IT-Stab, IT Office
Fredrik von Feilitzen, Head of Unit, Development and IT Management, IT Office
Gottfried Gemzell, Team Manager, Department of Physiology and Pharmacology
Joakim Jedholt, Head of Unit, University Library
Matti Nikkola, Head of Education, Department of Cell and Molecular Biology
Sandra Brogårde, Head of Administration, Department of Women's and Children's Health
Project Manager
Mathias Pettersson, Education Support Office
Project Group
Björn Miksch, Object Specialist Ladok, Education Support Office
Catherine Bollö, Object Specialist ISP, Education Support Office
Eva Ringnell, Objekt Specialist Ladok, Education Support Office
Reference Groups
Business Processes:
Caroline Rådestad, Educational Administrator, Department of Women's and Children's Health
Eva Noréns, Education Officer, Department of Medicine, Solna
Ingeborg van der Ploeg, Coordinator, Faculty Unit for Education
Karin Vågstrand, Coordinator, Faculty Unit for Education