Customer story highlights

• Introduced real-time updates and instant timetable changes for students and staff
• Improved system stability, reducing downtime and data loss
• Increased productivity and access through a secure, cloud-based platform
• Unified finance, student, and scheduling systems into a single SaaS platform

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: Unreliable systems and lost productivity

Victoria University previously relied on a legacy on-premise system that didn't meet its needs. Staff experienced frequent data losses and system stability challenges from a complex on-premise architecture, which made it more difficult to efficiently manage timetables.

“The system would go down several times a week,” said Nutan Atendra, Timetable Manager at Victoria University.

“Staff were frustrated, and it made it hard to do our jobs.”

The on-premise version of Syllabus Plus also depended on a single browser, limiting accessibility and flexibility for users

When TechnologyOne acquired Scientia in 2021, the university recognised an opportunity to modernise the legacy system with a modern SaaS platform that could support continuous uptime and allow timetabling updates to be shared instantly across the university.

“It reached a point where the old system was holding us back,” Ms Atendra said.

“We needed a more stable environment that would let us focus on improving the timetable, not fixing it.”

The solution: A cloud-first approach to timetabling

Victoria University transitioned to TechnologyOne’s Timetabling & Scheduling, as part of their adoption of the OneEducation SaaS ERP solution.

The move replaced its on-premise system with a single, reliable, SaaS environment that provides real-time access for staff and students.

As part of the broader transition to TechnologyOne’s SaaS ERP, the university also upgraded to the next-generation platform, CiA, enabling staff to work on any device, anywhere, at any time.

The implementation was fast-tracked, with the project signed in December 2023 and completed by May the following year. Despite the compressed timeline, the transition was smooth thanks to strong collaboration between TechnologyOne and the university’s project teams.

“We hit the ground running,” Ms Atendra said.

“We implemented two major systems at once, but having the new platform in the cloud meant access was easier, and the training load was lighter because the core product was still familiar.”

The move also introduced TechnologyOne’s Publish tool, which allows students and staff to access live timetables from any device. Publish includes new features such as real-time change notifications and timetable subscriptions, replacing a legacy interface that required frequent manual updates.

“Going live with the new tool was a big change for our staff and students,” Ms Atendra said.

“The interface is cleaner and more intuitive, and people can now subscribe to timetables or export them in different ways.”

Chief Digital Officer and Executive Director of Campus Services, Stuart Hildyard, said the project was built on the university’s existing OneEducation foundation and supported its distinctive Block Model, which schedules one subject every four weeks in ‘blocks’.

“Timetabling is critical to our Block Model,” Mr. Hildyard said.

“Getting it right means students can balance study and work, and the cloud platform helps us deliver that experience more effectively.”

The results: Real-time updates and improved experience

The move to TechnologyOne’s SaaS Timetabling & Scheduling has transformed how Victoria University manages its timetable. With the system now hosted on a modern, connected SaaS platform, staff can make updates instantly and see those changes reflected across the university within seconds.

As a result, it greatly improved staff productivity and the student experience. Administrators no longer rebuild data or manage errors, and students receive up-to-date class information through automatic notifications.

The system’s accessibility also removes the need for VPN access, making it easier to log in and work from anywhere.

“Any timetable change flows instantly into Publish for students,” Ms Atendra said.

“Previously, the old tool refreshed every 15 minutes or more, but now it’s pretty much immediate.

“It used to take up to half an hour for some users to open. Now we just log in and it’s there. It’s faster, more flexible, and much easier to use.”

Staff have found the modern interface intuitive, with cross-browser access, multiple tabs, and improved dashboards. These enhancements have reduced frustration and increased confidence in data accuracy.

The result is a much more reliable platform that saves time, ensures there are less errors, and delivers real-time information to staff and students alike.

“The stability of the system is a big winner. We’re dealing with less frustration, and people have more confidence in what they’re working with.” Ms Atendra said.