OuAAM: Frequently Asked Questions

The Outreach and Access Activity Management (OuAAM) project will deliver a platform and supporting business processes for the management of outreach, providing the foundations for a more consistent and standardised approach across the University and, once fully rolled out, enabling a unified view of all outreach data.

You can learn more about the OuAAM project via the FAQs below:


The project has reached the end of the analysis and planning phase, and the project team have compiled detailed information on the required scope and delivery activities, including resources and costs.  The proposal to proceed is now awaiting funding approval but, as this has not yet been secured, in the interim Undergraduate Admissions and Outreach (UAO) will continue with their existing processes.

The first phase of implementation will deliver the core solution required to manage the UNIQ programme (residential events held in the Easter and summer vacations).  A roadmap has been developed which provides a suggested roll-out to early adopter colleges and/or departments who can utilise the same functionality as UNIQ to manage residential outreach events.

At the project outset, a number of potential solution options were considered and discussed with the Project Board.  These included Salesforce, Oracle Service Cloud, Microsoft Dynamics 365 and Data Harvesting.  The following rationale was used to determine the selection of Microsoft Dynamics 365, subject to validation following detailed requirements gathering:

  • Microsoft Dynamics 365 is the best strategic fit.  The University is choosing Microsoft products for more and more services (Outlook, SharePoint, Office), and building solutions in Dynamics for a number of functions, e.g. Case Management, ADSS, and Travel Insurance
  • The University has strong expertise in the development of Dynamics solutions in-house, reducing risk throughout design, implementation and support
  • Some Outreach Officers already use other Dynamics based solutions, such as ADSS, so the interface will be familiar
  • The product is secure and highly flexible, allowing for custom development to sit alongside/integrate with the product as standard
  • The University has an existing agreement with Microsoft, making commercial negotiations easier and quicker
  • In the Destination CRM 2015 Market Leaders Report, Dynamics beat Salesforce to the top spot based on an assessment against key criteria: functionality, five-year cost for maintenance, customer satisfaction and company direction

Phase 1 requirements have been gathered from key stakeholders in UAO for UNIQ and we are also taking input from college and departmental outreach officers, including representatives from:

Colleges - Worcester, University, St Peter’s, Mansfield, St Edmund Hall, Merton, Wadham
Departments – Department of Medieval & Modern Languages, Department of Computer Science, Department of Statistics

It is not anticipated that there will be a charge for using the solution, subject to final confirmation.

The OuAAM project change ambassadors are representatives from colleges and departments who have volunteered to support the project.  They provide us with valuable input into our requirements gathering and journey mapping.  You can find a list here: Project Decision Making

The projects are unfolding and developing in parallel. Marianne Talbot (UAO) is a member of both the Consortia and OuAAM working groups, so we can make sure we keep our efforts aligned over the coming months.

The Instructional Design team will be creating the training solution that will support the project deployment. The solution provided will be learner-centred, focusing on making learning efficient, appealing and effective, and will be realised through a combination of both modern and traditional methods. Training needs analyses and design workshops will be conducted to help formulate the right solution, more information on which will be provided in due course.

The details of the integrations are still being finalised, but yes, the two solutions will be integrated.  Activity and participant information will be passed from the OuAAM solution to HEAT.  The OuAAM solution will need to bring in reference data (for example schools and activity types), from HEAT but this is still being defined. Data will then be brought back from HEAT on such things as student destinations to aid analysis of our outreach activities.  Further information on this topic will be added in due course.

We don't know yet but options will be discussed with the Working Group, and we will provide you with further information, via this website, in due course.

In the first instance, please email the project mailbox at ouaam@it.ox.ac.uk


Education IT Programme
Location: Gibson Building
Email: edu-it@it.ox.ac.uk
Tel: 01865 (6)13437