Getting access

There are many IT systems at Deakin for a range of tasks and functions, but you won't be required to use all of them. Your supervisor or work area will let you know which systems are needed for your role, and what training is appropriate (formal or on the job). 

We’ve captured most of the systems here so that you know what they're used for, what area of the University is responsible for it, and how to access it.

What you'll need

To access Deakin systems, you'll probably need the following:

  • Your staff ID number
  • Username and password for systems
  • Manager or Head of Organisational Area approval

Systems used by all staff

SystemResponsibilityDescription
DeakinSyncDeakin eSolutionsA personal online workspace for staff and students. General information as well as an intuitive interface to keep everything together. Tools to manage your inbox, your calendar, and your life. Collaborate with others, anywhere, anytime. DeakinSync has various tabs that link you to login for most of the Deakin online systems, and it's the portal through which you can access the staff wiki.
Deakin Staff WikiDeakin eSolutionsThe wiki, or intranet, houses all the internal facing web content. Username and password required but ‘single sign-on’ means you shouldn’t have to authenticate every time.
Email & Calendar (Microsoft Outlook)Deakin eSolutionsAvailable on any computer or mobile device using the Outlook Web App. Your email and calendars are also integrated into DeakinSync.
OneDriveDeakin eSolutions(Office 365). Used to easily share files and folders. Training is available via eSolutions if you need it.
Service NowDeakin eSolutionsThis is the system that eSolution uses for IT Service management and business workflow. It is also used by some other areas of the University.
Skype for Business (Lync)Deakin eSolutionsA communication and collaboration tool that lets you use your computer or mobile device to make calls, instant message, video-chat, schedule online video meetings/webinars, screen-share with colleagues and students. Deakin uses this system for phone calls instead of telephone handsets.
TRSDeakin eSolutionsTime Recording System used by some areas of the University to maintain timesheets and manage time in lieu arrangements.
VMPDeakin eSolutionsVirtual Meeting Point. Video-conferencing. Screen-sharing.
STARDivision of Student AdministrationStudent Timetable Allocation and Registration is a personalised timetabling system that allows students in campus based units to register online for classes and seminars. Students access STAR via StudentConnect prior to each Trimester to register their preferences for activities. They are then sorted and allocated to a clash free timetable.
Syllabus PlusFacilities ServicesThe scheduling system for all University teaching spaces and some other shared spaces. It is used to coordinate all classes and other teaching activities as well as major events, conferences, building works and maintenance. Deakin University staff may book campus teaching rooms and other spaces for University business such as meetings, information sessions and training. Bookings for meeting rooms not listed in Syllabus Plus may have their own Outlook calendar.
DeakinPeopleHuman Resources DivisionDeakinPeople is the University’s Human Resources Management System (HRMS) where staff details and position information is stored. You use it to enrol in training, book leave, see your payslips, change personal details including emergency contacts, and so on. Login via DeakinSync or refer to DeakinPeople Help for assistance.
IBM WatsonOffice of the DVC (Education)IBM Watson is accessed through DeakinSync, a one-stop personalised dashboard that aggregates essential information for every student. So while students are checking unit updates and emails in DeakinSync, they can seamlessly ask Watson their day to day questions. Watson is designed predominantly for students but staff are encouraged to use for enquiries and for directing students to.

Systems used mainly by academic staff

SystemResponsibilityDescription
CloudDeakinDeakin eSolutionsDeakin’s cloud learning environment
DeakinAirDeakin eSolutionsThe university's dedicated online video service.
RMENETDeakin ResearchPart of Deakin’s Research Management System and will allow you to view individual research project details, HDR students under supervision, and run research reports.
DRODeakin ResearchDeakin Research Online is Deakin's research repository, which describes and preserves the research output produced by Deakin University researchers, staff and higher degree research students. Visit DRO via the Library website.
ElementsDeakin ResearchElements is Deakin's system for capturing research publications.

Systems used mainly by general staff

SystemResponsibilityDescription
Squiz MatrixDeakin eSolutionsA web content management system enabling the creation of web pages and providing search, analytics, integration, editing, development and storage functionality for the management of Deakin University's public web pages. Required to be a registered user.
BRUCEDivision of Student Administration - Student Management SystemsBetter Repository for University Curriculum Enquiries is a data repository providing a web interface enabling storage, administration, editing and management of University Course materials to display within course search information, unit guides and handbooks.
CallistaDivision of Student Administration - Student Management SystemsCallista SMS is the Universities application provisioning the management of student records during the student lifecycle; from initial contact with the University through inquiries and admission, enrolment, fees, assessment, progression, management of student activities, finances, course completion, graduation and reporting functionality to obtain key data parameters for analysis. This is used by Student Admission and Enrolment, Student Finance Fees and Scholarship, DSA Exams, Customer Service and Faculties. Required to be a registered user.
CRMDivision of Student Administration - Student Management SystemsThe Customer Relationship Management system helps manage customer relationships across sales, marketing and service activities thereby improving how they interact with their customers. Used by Deakin International, Division of Student Administration and Marketing.
DFMSFinanceThe Deakin Financial Management System (DFMS) encompasses financial accounting, research grant accounting, and financial and management reporting.
Fraedom (previously known as TEMS)FinanceA travel and expense management system for managing travel preapprovals, travel itineries, corporate credit card acquittals, and to reimburse staff for work-related out of pocket expenses.
SmartfleetCampus ServicesAn external online fleet vehicle booking system used to manage Deakin University's central pool vehicles.
TRIM RMLibraryTRIM RM is the University's central repository for information that isn’t held in current business systems and is the mandatory repository for key organisational information. It supports Deakin’s regulatory requirements to create, manage, store, secure and dispose of information correctly. Any Deakin staff member can be granted a Trim RM licence, following training.
IBM Cognos AnalyticsStrategic Intelligence and Planning UnitA web-based business intelligence toolset used for reporting and analysis. It includes dashboard visualisations, report authoring and ad-hoc analysis tools.
Report StudioStrategic Intelligence and Planning UnitProfessional report authoring tool for standard reporting and dashboard development.
Query StudioStrategic Intelligence and Planning UnitSupports ad-hoc analysis and simple report development.
TM1Strategic Intelligence and Planning UnitPlanning, budgeting and forecasting tool, data in TM1 is stored and represented as multidimensional OLAP (online analytical processing) cubes.
SPSSStrategic Intelligence and Planning UnitA computer application that supports statistical analysis of data. It allows for comprehensive data access and preparation and development of comprehensive statistical models.