University of Glasgow – Enterprise Systems Portfolio

Oracle APEX • High-Volume Workflow • Applicant Journey Automation

A full postgraduate admissions platform handling thousands of applications annually. Behan Services built automated workflows, integrated with PeopleSoft, and delivered real-time visibility across the admissions lifecycle.

• Reduced manual processing across admissions teams
• Faster admissions decisions with structured workflow automation
• Improved transparency and auditability throughout the process
• Reliable high-volume performance during peak application periods

Oracle APEX • High-Traffic Portal • Decision Management

Modernised undergraduate admissions workflows, replacing spreadsheets and manual checks with a structured, governed platform capable of handling the University’s busiest recruitment periods.

• Peak-season scalability with no performance degradation
• Consistent decision-making through embedded business rules
• Improved data reliability replacing error-prone manual processes
• Embedded business rules ensuring fairness and compliance

Oracle APEX • £20m Annual Funding • Dual Portals

End-to-end system managing student applications and staff decision workflows for over £20m of annual scholarships. Behan Services delivered dual portals – one for applicants and one for decision-makers – with full audit and governance controls.

• Reduced administrative burden on scholarship and funding teams
• Transparent, fair award processes with structured scoring
• Robust audit trails supporting governance and reporting
• Handles major application spikes reliably at peak funding cycles

Oracle APEX • External Integration • Applicant Experience

Portal supporting international CommonApp applicants with integrated data feeds and staff processing tools, enabling a seamless onboarding experience for a globally diverse applicant pool.

• Clean, intuitive onboarding journey for international applicants
• Accurate real-time data through integrated CommonApp feeds
• Strong integration with external systems and internal workflows

Oracle APEX • Financial Modelling • HR & Finance

A sophisticated tool for forecasting salary commitments, progression, and budget impact across the University. Replaced spreadsheet-based modelling with a governed, auditable platform providing real-time scenario analysis.

• Automated calculation engine replacing manual spreadsheet processes
• Real-time scenario modelling for budgeting and planning
• Eliminated spreadsheet risk and version control issues
• Audit-friendly governance supporting finance and HR sign-off

Oracle APEX • High-Risk Compliance • Security-Focused

A secure compliance platform for tracking visa documentation, status, events, and reporting obligations. Built to meet the exacting requirements of UKVI compliance, with data security and auditability at its core.

• Strong compliance workflows aligned to UKVI requirements
• Automated alerts for upcoming visa deadlines and status changes
• GDPR-compliant data handling for sensitive personal information
• Reliable reporting outputs for regulatory audits

Oracle APEX • Data Governance

Tracks personal data assets, locations, risk levels, and ownership across the University, providing a single governed view of data compliance obligations and enabling structured review cycles.

• Improved GDPR readiness across departments
• Single source of truth for personal data assets and risk
• Automated review cycles reducing compliance overhead
• Structured reporting supporting the Data Protection Officer

Oracle Database • Performance • DR • Security

Long-term managed DBA support covering patching, tuning, Data Guard, RMAN backup, and proactive performance reviews. Behan Services provided a stable, expert presence ensuring the University’s Oracle estate operated reliably at all times.

• Stable, secure databases with proactive monitoring and response
• Predictable monthly operations with clear SLAs and reporting
• Proactive issue resolution before problems reached users
• Zero-drama upgrades and patching cycles

Oracle APEX • HR Workflow

Digital replacement for manual PDR processes, providing structured workflows, manager sign-offs, and reporting across the University’s staff population. Made a previously cumbersome process simple, visible, and auditable.

• Eliminated paper-based and manual PDR processes entirely
• Easy to use for both staff and managers with minimal training
• Clear governance and audit trail for HR and institutional reporting

Oracle APEX • HR Workflow • Evidence Tracking

Structured system for managing academic promotions, including applications, panel reviews, and scoring. Replaced fragmented, document-heavy processes with a governed, transparent platform trusted by academic staff and HR alike.

• Fair, transparent decision-making with structured panel scoring
• Easier committee preparation with consolidated evidence and views
• Full audit transparency from application through to outcome