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Project, Educational Planning in Ladok (UPL project)

KTH's current system support for course and programme planning, Kopps, will be replaced with new functionality for education planning in Ladok. The project is expected to be completed by 1 June 2025 and Ladok will be used for educational planning for the first time in the autumn term 2026 admission round. On this page you can read about the project and follow the timetable.

The functionality for education planning in Ladok will replace Kopps, which has been used as KTH's system support for course and programme planning since 2005. The project also maps processes for education planning that currently take place outside system support, such as determining educational plans, to see if these processes can use Ladok as system support in the future.

The project started 3 November 2022 and is planned to be completed 1 June 2025. Further down the page you can read updates about what's currently happening in the project.

Changed implementation date

The steering group for the project decided on 6 September 2023 to postpone the planned implementation date to switch to education planning in Ladok by one year, from 31 May 2024 to 1 June 2025. This is mainly because there is not enough good functionality for programme management in Ladok and the Ladok consortium has now initiated a project to improve this functionality. This means that KTH will use Kopps for another year for programme planning.

Project objectives

  • Functionality for educational planning in Ladok has been introduced within KTH.
  • Processes for educational planning in Ladok are developed in collaboration with representatives of KTH's schools and other parts of VS.
  • System support for supplementary functionality not supported by Ladok is implemented at KTH.
  • Technical solution for local storage of educational information as well as distribution of educational information to website and integrations is developed and implemented.
  • Course and educational plans as well as other relevant information from Kopps are secured and available.
  • A decommissioning plan for the course and program planning system Kopps has been drawn up and decided.
  • Implementation completed (anchoring, communication, user training, manuals, authorization assignment and handover to administration) and users are well acquainted with the functionality for training planning in Ladok.

The project objectives have also been broken down into a WBS (Work Breakdown Structure) with different work packages that more clearly show the parts of the project. A network plan linked to the WBS has also been drawn up where you can see the links between the various work packages and what the schedule looks like. All work packages have an owner who is responsible for keeping the schedule.

Timetable

  • The preliminary study was started in August 2022, which conclude in a project directive. The steering committee for IT sub-portfolio education approved the project directive on 2/11-2022.
  • Then the planning phase started which resulted in a project plan. The project plan was approved by the project's steering committee on 8/2-2023. Due to the new implementation date a new project plan was approved on 10/1-2024.
  • The implementation of the project is expected to last between 9/2-2023 to 31/5 2024 when the project is planned to end.
  • After the project has ended, lessons learned from the project are drawn for future projects, the results must be disseminated to stakeholders, a final report must be written and a review of the project costs is made. This is expected to be ready 1/10-2024

Latest news on the project

Here is the status of which work packages are in progress and a summary of the results from the work packages that have been completed. This page is updated about once a month with current status.

Ongoing work

  • Changed processes – Patrik Gärdenäs
  • The course and program catalog adapted to documented requirements – Joel Månsson
  • Investigation and decision on migration and storage of educational information – Jessica Klarström

Finished work

Current analysis of existing functionality - Nina von Zeipel

In this work package, the fields in Kopps and Ladok regarding educational planning and how they should be handled during the transition to Ladok have been analyzed. This has resulted in a 40-page report where the results are now transferred to different work packages for further handlin

Process mapping - Karin Hellmalm

Four major workshops were held during the spring semester of 2023 with participants from the schools and VS to map out the various processes regarding course and educational programs, from the idea of a new course to making the course open for application.

The areas covered were Program Course, Independent Course, Doctoral-level Course, and Educational Program. Two smaller workshops were also held on Commissioned Courses and Admission Rounds.

This resulted in new and revised process models that will now form the basis for work within work package 1.2 KTH Joint Processes.

Documented needs for change (Course and program catalog) - Anna Classon

The goal of this work package has been to see how KTH’s students choose their courses, how they experience this process, and how the course and program catalog supports this.

Below is a brief summary of the results:

"It has been found that students have a very difficult time finding the educational plan. They do not find the educational plan via KTH’s website, but also have difficulty finding it using Google. They do not find the right educational plan because they do not search with the same terminology as in the course and program catalog, and also have difficulty finding the plan for the right cohort among all search hits. Some do not manage to distinguish which cohort they are entering, which means that they risk reading about the wrong courses.

Students also have difficulty making a well-founded course selection. Several students experience the information in the educational plan as inadequate. Some students lack information about the number of higher education credits for elective courses. Students state that they receive information about course selection within the program from several sources: in the educational plan, orally, by email, or in brochures. Information from multiple sources and in multiple places makes it difficult to know which information is correct.

Students primarily rely on the course names in the course list when selecting elective courses or ask other students for tips on courses. To know if they want to take the courses, they read information on course selection, but do not feel that it is enough to create a good picture of the course. Better information on how the course relates to other courses and how good it is in terms of content is obtained by talking to other students.

Doctoral students have an extra hard time with their course selection because they do not receive information about when courses can be searched, have difficulty finding information about their courses on the website, and do not receive sufficient information about which courses are recommended or when courses are recommended to be taken. Doctoral students find it difficult to register for courses. To sign up, they need to email the course manager and hope to get a place on the course."