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Identity access management

Replacing our current identity management and user provisioning solutions with a single identity and access management service. 

Project overview

The University currently relies on several older, separate systems to handle staff and student identities and access management to essential services like Google, timetables, payslips, and HR information. This can often lead to a fragmented and confusing experience. 

The Identity Access Management project will see the replacement and retirement of these legacy systems with a unified service which provides a simple and intuitive process for our staff and students to create, manage and utilise their online University identity. This means a simpler, more secure, and consistent process for everyone at the University to manage their online identity from their first day until they leave.

When?

This project will be delivered in planned phases. During the summer discovery phase, we will assess our existing systems to understand current problems and user needs, and gather requirements and improvement ideas for our new identity and access management service. 

Our progress and milestones for the  year are:

  1. Tender process and appointment of a discovery partner: Hippo Digital were appointed in Spring 2025
  2. Discovery: engaging with staff and students across the University: Summer 2025
  3. Business case and procurement of our new IAM service: Autumn 2025

Where?

An improved identity and access system will benefit all staff and students at the University by making managing their online identity easier. The project is focused on unifying legacy systems into a single, intuitive platform to streamline and secure the digital experience for everyone at the University. 

During the discovery phase we will engage with staff and students across the University so we can fully understand their requirements of the new system.

Why?

Having multiple systems is confusing for staff and students and creates a disjointed experience. By implementing one system for identity management and access it will be easier for those with multiple ‘identities’ to access particular systems, for example PhD students who also deliver teaching, and reduce the number of two-factor authentication prompts. The project is about more than just a technical upgrade; it's about making daily university life smoother and more secure.

Benefits

  • It will be easier for those with multiple linked identities to access the systems they need. 
  • Improved security by ensuring that access levels are set accurately and regularly reviewed.
  • A simplified account management process for staff and students.
  • Easier to onboard new systems and services that are needed by the University and provide a better single sign-on experience.
  • A single two-factor authentication method which would reduce the requirement for users to complete two-factor authentication confirmations multiple times.   
  • Removing legacy systems and infrastructure makes our processes and support less complex and time consuming. 

If you have any questions about this project please email the project team via its-iam-project@york.ac.uk