Student Records System (SRS) platform and associated support services

The direct award was made in compliance with s. 41(1)(a) of the PA 2023 and para 5 of Schedule 5 PA 2023. The justification for this approach is as follows:

Specialised Solution: Ellucian’s SRS is a proprietary system with unique integration to existing University infrastructure. No reasonable alternative could be implemented without disproportionate cost and unacceptable disruption for the following reasons:

Continuity of Service: Ellucian is the incumbent supplier of the University’s SRS. Transitioning to an alternative provider would pose significant risks to data integrity, student experience, and operational continuity.

Integral Technical Integration: The Ellucian SRS is not a standalone product but a deeply embedded, mission-critical platform integral to Oxford Brookes University’s operations. It underpins admissions, enrolment, student records, statutory reporting, and interfaces with numerous internal and external systems. The bespoke integrations, data flows, and compliance mechanisms developed over time mean that no alternative solution could be implemented without wholesale re-engineering of the University’s digital infrastructure. At this point in time, a competitive process is nigh-on impossible without jeopardising service continuity, regulatory compliance, and the student lifecycle.

Time Sensitivity: The University requires uninterrupted service to meet statutory reporting obligations and ensure student support. A competitive tender process at this stage would jeopardise compliance.

Value for Money: The negotiated terms reflect fair market value and ensure ongoing support, upgrades, and compliance with evolving regulatory requirements.

This direct award is made under the Procurement Act 2023 provisions, which permit direct awards where competition is not viable due to:

Technical integration with existing systems

Risks to statutory compliance and operational continuity

The University has applied these provisions to ensure compliance while safeguarding critical services.