A quick call with Wouter Peters about the move to the new admin platform
Leiden University is switching to a new system for HR, finance and purchasing on 1 January 2026, after 27 years of using SAP. We spoke to Wouter Peters, Director of ASSC and Programme Director of BAS, about what this means for the university and you as a member of staff.
What is AFAS?
'AFAS will offer the university solid support for its core administration, creating more space for research and teaching. It’s part of our aim to create a good basis. The more centralised support staff receive, the more time they will have to focus on their core tasks.'
Why is AFAS the best choice for Leiden University?
'Our current system doesn’t meet our needs, is outdated and will no longer be supported after 2027. The new user-friendly, cloud-based system is constantly being improved and is supported by a reliable, long-term partner. It also helps streamline operations by improving and implementing clear, consistent processes.'
Does a new system mean new working methods?
'Definitely. Implementing the system is one thing, but we’re also improving our organisational processes. The ASSC is not doing this alone but is working closely with directors of operations and experts across the organisation. We’re deciding on the best way to make this transition.'
Such implementations always have a huge impact. How will you ensure things go smoothly?
'That’s right, but last year we talked extensively with colleagues from other universities who already use AFAS. We learned a lot from them, and the BAS programme teams (Building on Collaboration) are applying those lessons to our implementation.
Working closely with Wiebe Plenter and Govert Schipperheijn from the procurement department, we’ve defined our requirements and regularly refer to them. Over 100 working-group members from throughout the organisation – including functional application managers from the ASSC and faculty and expertise centre experts – are currently setting up the system. Some are also active in their Local AFAS Team.
Our BAS programme focuses on preparing the organisation. Local AFAS Teams have been set up at the faculties, interfaculty institutes and expertise centres to ensure a smooth transition there. They are assessing how the system and new working methods will impact their part of the organisation.
We have a strong programme team with professionals with experience in such implementations, and they are collaborating closely in the Reuvens building. The Executive Board supports our decisions and methods. And our partner AFAS has implemented this system many times before.'
Sounds promising. What are people’s experiences so far?
'This is an overview of everyone involved. Each part of the system is being set up by functional application managers and faculty and expertise centre staff. People who’ve already used AFAS before say it’s easy to work with. And those who had a first look at the system in the 8 April webinar were genuinely enthusiastic.'
What does the new system mean for all the 7,000 other users?
'We will have a very user-friendly system to manage our HR tasks, like leave and absence. It will also be easier to submit expense claims. hat does require some digital literacy, but the system is very intuitive, and works on computers, tablets or phones. This autumn, we’ll explain what is changing and how to log in from 1 January.
For HR staff, the latest CAO rules will be built in, making it much more efficient to work with. For managers, it’ll be easier to access staff data and track ongoing changes. You’ll also have a single overview of HR, purchasing and finance processes.'
What can we expect in the run-up to the new year?
'The Local AFAS Teams and programme staff are working hard on the system setup. During summer, key groups such as HR staff, management assistants and managers will be informed about the upcoming changes. Training will take place this autumn to ensure we’re ready to go live on 1 January 2026.'
BAS Programme
Want to know more about AFAS? For information about the new system, the new working methods and the BAS programme, visit the SharePoint page (in Dutch). If you have specific questions about how it will affect your work, the chairs of your Local AFAS Team can help.
A quick call with
There’s a lot happening at Leiden University. The websites fill with news on a daily basis. In ‘A quick call with’, we ask a member of staff to tell us more about a relevant and topical subject.