Planning

Student Case Management System

UNIVERSITY OF HUDDERSFIELD

This public procurement record has 1 release in its history.

Planning

01 Dec 2025 at 14:05

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The University of Huddersfield is currently in the planning stage for a procurement process concerning a Student Case Management System. This process, identified under OCDS ID "ocds-h6vhtk-05ec00", is in a scoping phase rather than a formal tender. The university, a sub-central government authority, seeks to modernise its student support services with this initiative. Based in Huddersfield, United Kingdom, the university invites interested parties to engage by completing a questionnaire by 12pm on 19th December 2025. Following this, selected organisations will be invited to product demonstration meetings in January 2026. This initiative covers software and information systems, with a focus on educational packages.

This market engagement presents growth opportunities for businesses specialising in comprehensive software solutions for educational institutions. Companies experienced in developing robust case management systems with integration capabilities, customisable workflows, and intelligent enquiry handling will find this process particularly relevant. The project seeks to foster improvement in student service delivery, making it a competitive space for innovators in educational and regulatory software solutions. It provides a platform for businesses to showcase their capability in delivering seamless, supportive, and secure student management solutions, thereby accessing long-term opportunities in the higher education sector.

How relevant is this notice?

Notice Information

Notice Title

Student Case Management System

Notice Description

This is not a tender exercise. This is a scoping phase and not part of any formal procurement process and there is no commitment to carry out such a process at this stage. Participation or non-participation in this PME exercise shall not prevent any supplier from participating in any future procurement process, nor is it intended that any information provided shall place any supplier at an advantage or disadvantage in any future procurement exercise. The University of Huddersfield (UoH, we/our, the University) is exploring options for a Student Case Management (SCM) system to improve and modernise our student support offer. For the purposes of the PME we invite potential partners to complete the linked questionnaire based on the primary and secondary enquiries below. Primary Enquiries We would like to focus on and gain insight into the following aspects of your product and offer: 1. Case Handling Scope - How far does your system support case management for the following areas: * Regulatory Casework: Complaints, Disciplinaries, Misconduct, Appeals, Fitness to Practise, Attendance Monitoring, OIA Case Reviews * Academic Tutoring: Academic Skills Tutoring, Personal Academic Tutoring Support * International Office: Immigration and International Student Case Management, UKVI case monitoring * Student Services: Wellbeing, Disability, Attendance and Engagement Support 2. Case and Enquiry Handling - Creating an Intelligent Front Door * How does your system manage enquiries and cases? * Does it support integration with existing enquiry management systems, specifically our existing TopDesk system? * Can workflows be customised for different case types and escalation paths? * How does it create an online intelligent front door that can triage and route enquiries, and integrate with physical and telephone service desks? 3. Integration Capabilities * An overview of your integration capabilities and existing connections to student record systems, finance systems and other university applications such as student portals * Your support for APIs or middleware for custom integrations? 4. Product Pricing and Implementation * Your pricing model for the SCM system? Please include: o Product licensing: Is it per institution, per user, or another model? o User licensing: How do you handle different user roles (e.g., staff, students)? * What are the typical implementation costs and timelines? * What is your implementation approach? o Do you offer phased rollouts or full deployment? o What support and training do you provide during implementation? Secondary Enquiries Additionally, we would like to explore how your product addresses the areas detailed below, as well as any additional benefits and functions your product offers: 1. Streamline the student case management lifecycle from initiation through to resolution. 2. Provide students with secure access to a centralised support channel for timely help and guidance. 3. Offer role-based access and control to ensure only authorised users can view or edit sensitive information. 4. Enable documents to be captured, stored, organised, and retrieved securely. 5. Support staff communication with students and stakeholders through integrated messaging tools (e.g., email, SMS, notifications). 6. Facilitate creation, assignment, updating, and closure of cases, capturing key actions and outcomes seamlessly (including appointments and events). 7. Track and report on case activity, resolution times, case types, and outcomes to support decision-making and continuous improvement. 8. Integrate with key university systems e.g., Student Records and other support systems. 9. Maintain an audit trail of all changes, actions, and users involved in each case for accountability and compliance. To view this notice, please click here: https://neupc.delta-esourcing.com/delta/viewNotice.html?noticeId=996122722

Planning Information

1. Interested parties can access the questionnaire via https://forms.office.com/e/5e1yddVEAD If you are unable to access the questionnaire via this link or prefer to submit an offline version, please email M.Fitzgerald@hud.ac.uk to request an offline version of the questionnaire. Please note it is our preference for the questionnaire to be completed online, 2. Completed Questionnaires (either Online or Offline) should be submitted and received by UoH no later than 12pm 19th December 2025. 3. UoH will invite selected organisations to an initial product demo meeting related to the primary and secondary enquiries above. These are currently scheduled to take place in January 2026. Please note that while we aim to engage with a broad range of suppliers, it may not be possible to invite all interested parties to a product demo meeting. Participation in this exercise is voluntary, and there is no obligation for UoH to meet with every supplier who expresses an interest and submits a completed Questionnaire. 

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05ec00
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/078512-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

48190000 - Educational software package

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
1 Dec 20253 days ago
Submission Deadline
Not specified
Future Notice Date
19 Dec 20252 weeks to go
Award Date
Not specified
Contract Period
30 Jun 2026 - 1 Jul 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF HUDDERSFIELD
Contact Name
Mike Fitzgerald
Contact Email
m.fitzgerald@hud.ac.uk
Contact Phone
Not specified

Buyer Location

Locality
HUDDERSFIELD
Postcode
HD1 3DH
Post Town
Huddersfield
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE44 Calderdale and Kirklees
Delivery Location
TLE44 Calderdale and Kirklees
Local Authority
Kirklees
Electoral Ward
Newsome
Westminster Constituency
Huddersfield

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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