The One4all ERP system for Higher Education Institutions, an integrated IT platform based on Microsoft Dynamics 365/AX, is an advanced tool that will be implemented at the University of Gdańsk. It will make effective management of data collected at the university possible. The system will cover and integrate such areas and departments as Finance, HR and Payroll, Projects, Sales, Fixed Assets, Budgeting and Controlling, Data Warehouse and Business Intelligence.

In the tender announced in January 2020 for the Integrated ERP-class Information System supporting the management of the University (Enterprise Resource Planning'), the offer of Arcus Systemy Informatyczne Sp. z o.o. was selected. After the completion of the implementation, the system will streamline work and will cover mainly the departments of the Central Administration of the University of Gdańsk - in total ca. 150 employees. ERP based on Dynamics system enables the integration of the system with other, including Internet services (e.g. integration with banking systems). Additionally, it is characterised by flexibility, which enables the system to be configured to the needs of the university.

- 'Advanced IT systems, which help to organise and automate the flow of processes, are today's solutions necessary for efficient management of an organisation's resources. To streamline and organise this issue at the University of Gdańsk, a decision was made to implement a new, innovative ERP class system. Systems of this class constitute the most advanced group of systems that support management processes,' - says, prof. dr hab. Piotr Stepnowski, Rector of the University of Gdańsk.

The introduced solutions will automate many processes in HR and finance management, facilitate and accelerate the work of employees in these departments, enabling them, among others, remote access to the system.

- 'Thanks to replacing several hitherto functioning, dispersed and non-integrated systems with a single solution, data will be collected systematically, and the flow and processing of information combined with automation of processes will significantly improve the quality and time of performed tasks,' - emphasizes dr hab. Aneta Oniszczuk-Jastrząbek, prof. UG., Director of the Centre for Communication and Promotion of the University of Gdańsk. - 'The system selected in the proceedings will be able to be extended in the future with new functions for other areas of UG activity. For the next 5 years from the moment of implementation, the system will be maintained, updated and developed by the Contractor.'

This system will allow information to be collected and processed in one place, eliminating the need to enter data into other systems or to later process files to extract cross-sectional information. It will also increase the reliability of the data, which will not have to be processed by other sources/places in the system where there is a possibility of error. The ERP system will allow for better results through real-time data transfer, while the optimization of internal and external processes, using the modules offered, will allow for automated data exchange, better organization and greater usability.

One4all for Higher Education will be implemented by Arcus SI company, which for over 20 years has been one of the leading Polish suppliers of IT tools. It has extensive experience in the education sector - the solution to be implemented at the UG has already been implemented at such universities as Koźmiński University, Adam Mickiewicz University, Silesian University of Technology or Poznań University of Technology.

- 'The scientific environment needs a modern organisational structure, supported by the latest technologies. We are glad that another university decided to use the Arcus SI proprietary solution - one4all platform based on Microsoft Dynamics 365, which is the only solution of this kind in Europe. The system dedicated to the management of activities of higher education institutions will certainly provide comprehensive support and integration of processes taking place at the University of Gdańsk. It is a big step towards digitalization and further development of the University with the support of state-of-the-art technologies,' - says Maciej Czernaś, President of Arcus SI.

According to Microsoft data, Dynamics 365 ERP system is used by over 2.5 thousand large global companies. The system is used in all market sectors and translated into more than 30 languages.

On May 13, 2021, the University of Gdańsk held a meeting initiating the project, during which the Contractor presented the preliminary work schedule and the methodology of the planned implementation. The first stage will be a pre-implementation analysis during which the timetable will be determined and the manner of implementing particular functionalities will be specified. The second stage of the project will be the so-called implementation of the system, and the third, which will end in 2023, will be the production start of the system - its launch, acceptance and maintenance. Training for UG employees in the use and functionality of the system is scheduled for the second half of 2022.

The total cost of the project amounts to PLN 9,899,532 gross, out of which PLN 4,258,000.00 will come from the ProUG Project.