St John’s College, part of the University of Oxford, offers a dynamic and supportive academic environment. It combines modern facilities with historic buildings and beautiful gardens. St John’s offers a wide range of extracurricular activities, including sports, music, and drama. The college maintains a strong alumni network, encouraging lifelong connections with its members.
Challenge
St John’s College sought to modernise and streamline its digital infrastructure in support of long-term strategic ambitions. While the College had a clear vision for transformation, it lacked a comprehensive understanding of its existing technology landscape, what systems were in place, how they interacted, and where inefficiencies existed.
Limited documentation meant the audit had to begin from scratch, while fragmented systems and reliance on spreadsheets, email, and disconnected tools created inefficiencies across departments. Without clear visibility into data flows or system dependencies, leadership was unable to effectively plan future improvements.
The College partnered with SUMS Consulting, who invited CCQ Tech to lead the technical assessment.
Solution
CCQ Tech conducted a comprehensive audit of St John’s College’s digital infrastructure to understand how systems, processes, and data flows operated and where improvements could be made.
Following a review of limited documentation, we carried out two days of on-site interviews with both technical and non-technical staff across all departments, supported by remote follow-ups. These sessions explored team responsibilities, software usage, system ownership, and how data was shared, ranging from manual spreadsheet processes to automated integrations. Key workflows were also observed to validate how systems functioned in practice.
The audit produced several core outputs, including a detailed architectural map of system interconnections, data flow diagrams across departments, a comprehensive software catalogue, and targeted technical recommendations to improve integration, reduce inefficiencies, and support strategic planning.
Platforms Assessed
College-Wide Digital Infrastructure
Enterprise Architecture Mapping
Data Flow Analysis
Systems & Software Landscape Review
Process & Workflow Assessment
The Work
Conducted a full audit of St John’s digital infrastructure and data management processes
Interviewed technical and non-technical stakeholders across all departments
Mapped system architecture and end-to-end data flows across the College
Produced detailed data flow diagrams and software catalogue documentation
Identified inefficiencies, process gaps, and integration opportunities
Delivered technical recommendations to support future digital transformation planning
Results
The project provided St John’s College with a clear, institution-wide understanding of its digital environment. With detailed maps, diagrams, and a comprehensive software catalogue, the College can now identify inefficiencies, uncover opportunities, and plan more effectively.
CCQ Tech’s recommendations focused on reducing manual processes, improving system integration, and making better use of existing tools. The College is now well-positioned to move forward with confidence in its digital transformation.