Customer story highlights

• Completed a full upgrade to TechnologyOne’s CiA platform through SaaS+
• Improved automation, reporting, and forecasting with embedded dashboards and real-time insights
• Enhanced staff experience through simplified processes and mobile access
• Strengthened a 30-year partnership driving continuous innovation across OneEducation

About Victoria University

Victoria University is a dual-sector institution based in Melbourne’s west, delivering both TAFE and higher education programs. Established in 1916, it serves more than 45,000 students across multiple campuses in Victoria, as well as in Brisbane and Sydney.

The university offers a broad range of programs and is known for its Block Model of teaching, which structures study into focused, four-week units.

Victoria University website.

The challenge: modernising legacy systems that relied on manual processes

Victoria University’s long-standing Financials environment had supported the institution for decades, but by 2023, it had reached its limits. Many workflows still operated on TechnologyOne’s older Ci platform, creating inefficiencies in reporting, forecasting, and compliance.

“We’ve had TechnologyOne Financials, for the last 30 years,” said Michael Lapolla, Director of Finance Systems and Services at Victoria University.

“I’ve been at VU for 20 years, and I’ve seen the system evolve along the journey.”

Over time, manual reporting and duplicate data entry, as well as limited automation, made it difficult for finance team members to access information quickly or work effectively.

Remaining on the legacy platform meant Victoria University risked falling behind and losing out on modern tools and features. The onset of the COVID-19 pandemic and the resulting shift to remote working also highlighted the need for greater accessibility.

By 2024, the university recognised that a full migration to TechnologyOne’s next-generation platform CiA was essential to unlock new automation and unify its financial systems.

“We moved to SaaS in April 2020 — just as COVID hit — which meant our teams could work from home and access the system on any device,” Mr Lapolla said.

“We now have one platform to build on.”

The solution: building a smarter, more connected financial platform

In 2024, Victoria University completed a comprehensive upgrade of its finance environment, moving to TechnologyOne Financials delivered through the unique SaaS+ model.

The project brought together all financial modules, workflows, and data in a single, integrated environment, giving the university a more connected and efficient way to manage its operations.

Now operating on the CiA platform, the finance team can access real-time data on any device, anywhere, at any time, and gain instant visibility of budgets, reports, forecasts and more.

The upgrade has not only improved accessibility but also laid the groundwork for continued innovation across the university’s finance function in the future.

“Now that we are on CiA and we’re fully utilising it, we’ve gone back to TechnologyOne and said, ‘What does good look like? Actually, what does great look like?’” said Mr Lapolla.

“We’re reviewing our modules, looking at how they’re configured and used — are our processes automated or manual, and are we getting the best from the product?”

Alongside the upgrade, Victoria University introduced a series of platform reviews and health checks in partnership with TechnologyOne. These reviews assess automation, configuration, and system usage to identify opportunities for improvement.

“We always talk about the student experience, but now the focus has come back to the staff experience,” Mr Lapolla said.

“We’re looking at procure-to-pay and how to make it easier for staff to self-serve.

“If we can be an early adopter and get something right with TechnologyOne, it’s a win-win — other universities benefit, and we build something better together.”

The results: automation and deeper financial insights

Victoria University’s Financials upgrade has delivered tangible improvements across the institution’s finance operations, such as automated reporting and faster compliance. Deeper integration with other systems has simplified day-to-day work and strengthened data confidence across the university.

The introduction of automated dashboards in particular has revolutionised the way financial information is shared. Stakeholders now receive embedded scorecards directly in their emails, giving everyone from executives and budget holders through to researchers a clear view of performance at a glance.

Monthly PowerPoint reporting packs are also generated automatically through Publisher, eliminating manual preparation and improving consistency.

With routine tasks simplified and compliance strengthened, finance staff can now focus on higher-value work and strategic initiatives.

“We push out monthly updates so researchers can track their grants and progress in real time,” Mr Lapolla said.

“Compliance is always one of our risk factors, but partnering with TechnologyOne helps us meet those obligations.”

By bringing its finance, student, and timetabling data together within the same SaaS environment, the university has created a unified foundation for collaboration and data-driven decision-making.