Project Implementation of Ladok ISP

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

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

Information to the pilots (KBH & FyFa)

KBH and FyFA will be pilots for the new system during the spring semester. With the help of a reference group, among other things, the system has been configured according to the needs that have emerged. However, a pilot enables an additional quality assurance step with the possibility of influencing any adjustments that should be made before the autumn when all of KI will start using the system. 

Here is information that relevant employees at KBH and FyFA need to know before the pilot: 

• The work of moving existing ISPs will begin on February 20th. From this date onwards, it will not be possible to make changes to ISPs in the current system belonging to KBH and FyFa. Other institutions that are not part of the pilot can work as usual with their ISPs.
• IMPORTANT: Only the most recently established ISPs will be moved. Therefore, ensure that they are established before February 20th. ISPs which are not established will not be migrated, and willl need to be moved manually by the supervisor and the doctoral student at a later stage.
• When the above is complete, the Ladok ISP will be opened up for use by KBH and FyFa, tentatively during the first week of March.
• Previously established ISPs that are not moved to Ladok will be archived by the project group. Where they will be placed will be determined together with the Archive and Registry unit during the spring.
• For ISPs where the doctoral student will be defending their thesis before 2026-11-01, you can continue to use the current system if you wish. This is because the current system will remain in place until then. If you wish this, you need to notify the project group so that these can be unlocked. Affected users at KI will automatically gain access to the Ladok ISP.
• Co-supervisors will receive KI accounts for the sole purpose of being able to log in to Ladok. Further information will be provided at a later stage.
• Manuals will be available before the start. A system demonstration will be arranged on March 4th at 10:00 – 11:30
• Support sessions will be arranged every Friday at 10:30-11:30 during the month of March. As usual, it will also be possible to get help by contacting isp@ki.se
• The above dates may be adjusted if the test criteria that have been set are not met during the project's ongoing test phase.