Research in building University Resource Planning - URPmodel applying in Vietnamese universities - Testing at the Hue College of Economics, Hue University

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1 2 INTRODUCTION 1. The necessity of the thesis Along with the growth of the higher education market, the ERP solution suppliers in the world has focused on researched and proposed models for this area. These leading suppliersas ERP ORACLE, SAP, PeopleSoft has been successful with ERP models for many large universities around the world in developed countries such as UK, USA, Germany, etc ... After Directive No. 58 of the Political Bureau, the issue of computerization of the management in the the university was deployment by the Ministry of Education and Training and universities across the country. Most recently, Resolution No. 36 of the Political Bureau has confirmed the urgent request of the application of IT in general management and management education and training in particular. Those are the basic advantages of the policy guidelines for the application of the new management model of the world such as ERP in management in Vietnameseuniversities. However, the Vietnameseuniversities were mainly based on the application of each individual modules. This fact creates many problems due to the lack of uniformity, the lack of connection between the modules together. Some universities are also studying the application ERP model but all just stopped at the initial study, not given a model that is actually suitable for the management in Vietnamese universities. In addition, between universities and business organizations have many differences as well as one of the main difficulties for the application of ERP system in the universities. The researches related to this issue in the world very little. In Vietnam, this issue is even more rare and not much interest. Thus, the research building URP model for Vietnamese universities as a new theoretical and practicalissues in the field of management information systemscience. From which,the author has chosen “Research 3. Objects and scope of research - Objects of research: URP model for Vietnamese universities and basic management processes in universities in Vietnam. - Scope of research: Vietnamese universities, in whichinterviewed experts in 8 universities in Vietnam during 2011-2014. 4. Research method To achieve the objectives set out, the thesis has used the qualitative research method and quantitative research method, such as documents, interviewing experts and statistical method, the method of developing management information systems. 5. The contributions of the thesis * New contributions in terms of academic and theoretical aspect - The thesis gave essentially theoretical research results regarding the building URP model applying for Vietnamese universities. - Based on research experiences in application ERP model in management of the universities all over the world, the author have proposed solutions as well as processes to apply the URP model to enhance effective management of universities in Vietnam. - The authors proposed theoretical URP model for universities in Vietnam to support the management in the current development and international integration stage. The proposed model consists of 3 modules: General Management, University and Graduate Training Management subsystem, Support subsystem with 23 different functions cover the whole management areas in the university. * The new findings, proposals drawn from the research and surveys results of the thesis - Based on the survey, interview results with experts from eight universities in Vietnam, the thesis evaluated the situation of applying informatics in Vietnamese universities in the current period. From that, the thesis made a new proposal on building and applying the URP model to support the management of universities in Vietnam. - The author experimenting the proposed URP model at Hue College of Economics Hue University with 5 functions: Human Resource Management, Asset Management, Credit Registration Management, Mark Management, Leaner Profile Management. All 5 functions using an unified and centralized database. Experimental model gave good results, allowing the management of the university achieve more effectively. - The proposed URP model in this thesis can be used for the universities in Vietnam as a base model to improve the application of information technology in management. 6. The layout of the thesis Besides the introduction, conclusion and list of tables, graphs, references, list of research projects of the author, the thesis consists of 4 chapters: Chapter 1:Overview of the projects related to the thesis Chapter 2:Theoretical basis of the application of ERP system in the universities Chapter 3:The necessity of building and applying URRP model applications in Vietnames universities in the current period in building University Resource Planning - URPmodel applying in Vietnamese universities - Testing at the Hue College of Economics, Hue University”as the subject for PhD thesis. 2. The researchobjective The overall objective of the thesis is to study and building URP model apply for Vietnamese universities and testing this model at the Hue College of Economics - Hue University. The specific objectives are: - Systematically researched the need to innovating management in Vietnamese universities in the current integration stage. - Systemized the theoretical and practical issues of apply the ERP system forr universities around the world and drew the lessons for Vietnam. - Researched and analyzed theneed of apply the ERP system to support management in Vietnamese universities. - Building URP model for Vietnamese universities. - Testing URP model at the Hue College of Economics - Hue University by full developing and operating some functions of this model. 3 4 Chapter 4:Building University Resource Planning - URP model (Testing at the Hue College of Economics - Hue University) through strategic alliances as SAP have created conditions for the Victoria University expands program outside, especially in Southeast Asia and Hong Kong. CHAPTER 1. OVERVIEW OF THE PROJECTS RELATED TO THE THESIS 1.1. The outside projects 1.1.1. The situation of research in applyingERP in the world 1.1.4. Advantages and disadvantages of ERP application trend in universities There have been many researches in evaluated the success of the application of ERP in enterprise management activities. The critical success factors of ERP implementation including: top management support, clear business vision, fully integrated processes and business functions of a business. However, some important factors related to the reengineering of business processes and integrating the various core processes in ERP systems. Many companies use powerful information systems such as ERP to handle complex business applications, such as managing the customer service on large range. The reason became very popular ERP is that it can improve operational efficiency and business performance of the enterprise. 1.1.2. The benefits of ERP for the enterprise Based on analyze research papers related to the benefits gained from the use of ERP systems, the author found a set of benefits that businesses can expect to apply. The author provides a list of five different types of benefits according to five main aspects, include: Activities, Management, Strategy, Infrastructure Information Technology and Organization. In addition to studying the benefits achieved when an ERP system went into operation, the authors also considered the periods of benefit as well as the factors that affect the benefits that ERP systems provide. 1.1.3. Reality application of ERP in universities all over the world The leading ERP vendors as SAP, SunGard SCT, Datatel also began turning to this potential market. In the early of the 21st century, the market share mainly concentrated in the hands of these companies. In recent years, after many acquisitions and mergers, Oracle, SAP and Microsoft are dominating market ERP solution providers for the universities. They have been successful with ERP models for hundreds of large universities in the US, UK, Germany, etc .. The university in the US is the first in applying the ERP for management. From the success at the American universities, many universities in Europe has been gradually approaching and implementing ERP systems. The German government take the lead in implementing ERP systems in the universities, reengineering organizational structure based on the information system. Eastern European countries such as Slovenia, Romania has been gradually implementing ERP in the higher education institutions. From the success in the US and Europe, Hawking with SAP has applied ERP system based on faculty members, then merged the SAP R/3 into the training process of Victoria University, Australia. Experiences in ERP implementation process There have been the researches in evaluated of the similarities in the organizational structure and activities of enterprises and universities, which may apply the ERP system that previously only available to businesses in support universities management. The first is the relationship of similarity between universities and business organizations. Next is the reengineering management processes of a universities when apply ERP model in support of the management. In addition, there are also major issues and challenges when implementing an ERP system in universities. That is the challenges of technology, engineering, functionality, retain old personnel and recruiting new personnel. Further, there is a shortage of professional ERP vendors specifically catering for the higher education market. Besides, the procurement strategy of the universities had a large influence on the application of ERP. 1.2. The researches related to the thesis in the country 1.2.1. The situation of ERP application in Vietnam Theoretically, the research of ERP in the country is limited, mainly the experimental report, the lessons learned from the deployment of the ERP systems in business organizations or the success or failure factors of ERP in Vietnam. In the coming period, with the appearance of more independent consultants, in and outside countryERP solution suppliers and experiences with ERP implementations will contribute to promoting the development of ERP application in the enterprise management in Vietnam. 1.2.2. Ability to research in applying URP model in universities management in Vietnam The ERP application in the universities is a worldwide trend. There have been many successful universities with different ERP models. Many lessons have been learned, the factors determining the success of an ERP project has also been studied. These are favorable conditions for universities in Vietnam apply ERP in the university management. Therefore, the research and building URP model is absolutely necessary and in accordance with the training and education management innovation policies ofthe Government and Ministry of Education and Training in general and higher education in particular. Ability to research this issue is entirely feasible in terms of investment in infrastructure is increasing and the computerization is strongly going on in the universities. 1.3. Research Design As summarized by Moon about the research papers published on journals from 2000 to 31/05/2006, there are 313 ERP relevant articles published on 79 magazines. The research papers can be categorized into the following groups: (1) Deploying ERP: 135 articles; (2) Using ERP systems: 44 articles; (3) Extending ERP functions: 5 37 articles; (4) The value of ERP: 24 articles; (5) Trends and Expectations: 55 articles; (6) Education and Training: 18 articles. In the field of ERP in the university environment much less, mainly refers to the advantages and difficulties in the implementation process in the universities, the benefits gained from the implementation units. In Vietnam, the researches were published on the journal about ERP is not many, mainly the articles summarized the ERP implementation experiences, the factors of success or failure ERP implementation in Vietnam. From the importance of the issue, from the the number of research on this issue is very limited; it is a new issue, a gap in the the research environment in Vietnam, the author chose this research direction in order to find an appropriate URP model for the Vietnamese universities. 1.3.1. Research questions In order to achieve the objective of building the URP model, the author needs to answer the following questions: - What are the similarities and differences between the structure and operation of businesses and universities? What do they impact on the ERP modelapplication? - How the experiences in ERP model application in universities of countries on the world impact on the ERP model application in Vietnameseuniversities? - How do the other specific factors to Vietnam's education policies (policies on training, recruitment, management ...) impact to the application ERP model to universities in Vietnam? - How about theneeds of building URP models apply in universities management in Vietnam? - What are the required functions for an URP model apply in universities management? Once these questions had been answered, the author would get the necessary bases to build URP model and testing in practice. 1.3.2. The proposed research hypothesis In addition to answering these questions, the author also proposed research hypothesis to support the process of research and building URP model. The research hypothesis helped author assessed the effects of the elements, the different factors to the building URP model. 1.3.3. Research model In the research model, the author identified the objective factors and impact factors of the model, as follows: - Objectivefactor: URP model for universities - Impact factors: ERP model for enterprises; Other factors Can be modeled as follows: 6 ERP Model Organizational structure Operating model Functions … URP model for universities in Vietnam Other factors Financial capacity The scale of training The level of autonomy … Figure 1.3. The research model of thesis 1.3.4. Sampling and data collectionmethods The thesis is done based mainly on the qualitative analysis methods. Qualitative analysis was implementation in the initial phase of the the research to evaluate the possibility of building URP model for universities. In the next phase, the author interviewed experts about the need of building URP model for Vietnamese universities through opinions of leaders, faculty of several universities in the country. Then, the author analyzed the requirements, from which proposed URP model for the universities. Based on survey existing of Hue College of Economics management system, the author build 5 functions in new model and experiment to test the proposed model. 7 CHAPTER 2. THEORETICAL BASES OF ERP APPLICATION TO THE UNIVERSITIES 2.1. The trend of ERP application in universities on the world 2.1.1. Changes of the universities in the the current period 8 SYSTEM In the competitive context of the globalization, like the state institutions and private companies, universities can not remain aloof from the great changes of society. First, the impacts from inside and outside the system, such as the diversion of the higher education on the world from the elite to the massof training. Second, the trend of the market factors affecting: According to this view, the universities are not a business or private organization producing regular goods, service. The third is diversification trend of the type of establishment of higher education: universities today are similar with the joint-stock company. Reality has shown that universitieshave been changing, changing in the new situation to continue to develop. The changing first strongly took place in the United States. The autonomy of the United States has created an environment to nurture competition, encouragement of scientific research, innovation and creation. Through the achievements of the universities in Singapore, we saw that operational mechanism of reputation universities is converted into corporatizationmechanism. In the UK, each university was registered under a company form belong the UK Government with specific code number. The close cooperation with the business and operate under the business model will promote the universities to develop in a practical way and less theory. Australian universities are recognized as selfgovernance firms by law, although these institutions established by the government but not the public authorities of the state. So, the majority of theoretical as well as practical research and realistic about university administrator have shown that the trend university operating as a business to ensure investment efficiency combined with “market access” flavor to adapt to the market economy but avoid commercialization by under the support, supervision and regulation of the state is the optimal operating model on the world today. Besides the similarities in many respects, between universities and businesses also exist many differences. These differences originated from the products created by each type.Unlike manufacturing firms, educational institutions in some way is a service organization that its product is a commodity. But because of the profound impact on society, such goods shall be regarded as a special goods, is deeply influenced by the public benefit nature and basically has to be considered the public benefit. So the universities is an important part in the structure of the national infrastructure system with the main responsibility is to create special goods serving society, that is human. In the globalization environment, along with the rapid development of science and technology, position and role of universities becoming more important in the economy - society. To satisfy the new requirements, respond to the rapidly changing external environment, the universities has made adjustments and changed accordingly. These changes have made the university become one of the most complex in all types of organizations in the world because it is the existence, combining of a lot different types of structures, such as state political organizations, government offices, establishments providing public services, production and sales organizations, etc ... Same as the unit provides goods service to the community, but the basic difference of university compared with businesses not only in the object it servesthe products, it makes but also the consumers using its products. The university serves many affiliated partner groups with dissimilar needs, from government to civil society organizations, professional, businessmen, technicians, school staff, community, students, parents, etc. Therefore, the operating organization, administration and management in university also have many unique differences compared with political, social organizations and enterprises in economic. Uniformity in cognitive, university administrator considered as a state administrative offices or a enterprise organization businessesfor profit have led to dangerous failure. Moreover, this failure also entail unforeseen losses for the wholeinfrastructure system of that country. 2.1.2. Comparing organizational, operation model of university and business Going into research model of university organization and business, can clearly recognize the similarities and differences between university and production organization in terms of both organizational structure and how it works . Can see these through the analysis of aspects related to the different aspects of university and business. To conform to the research, the author selected business model is a joint stock company, because this is a dominant model on the ability to develop and expand, in order to compare with the university on the world and Vietnamese universities. The comparison refers through the elements of the organizational structure, the role of the components in the organization, how it works, etc ... In terms of organizational form, because there is a separation between ownership and usage rights, so the general trend is to have a University Council next Management Board, almost like the Administrative Council next Board Director of the joint stock company. Principal of university has a role as a chief executive officer (CEO) and president of University Council like president of Administrative Council. Thesimilarities in the structural organization can clearly see when look at both the organizational and the university chart in Figure 2.1 and Figure 2.2. However, as discussed above, the universities and production and business institutions are different from the public benefits of which they assumed. Product created by universities is human. This product is also the customer to the university and would be a consumer of the product from the universitylatter. Because of the main complex relationship has created complexity in the organizational structure and teaching activities in university. Besides the functional departments to undertake the 9 management, administration and faculties with lecturers perform manufacturing operations like at business, then the universities "produce" special product make up a variety of different organizations, with a range of the business processes related to this particular product. 2.2. Requirements of completion the universities management in new context 2.2.1. The objective requirements from the new context Because there are many similarities between universities and businesses, so Lockwood said that, the universities will have to face many problems are common to most modern organization. These issues will lead to changes in the universities all over the world. When the universities have common problems like business organizations, the standard tools of organizational analysis and modern organizationmanagement including the computer systems used by large corporations on the world - can be applied similarly in the universities. With the assistance of ERP, the universities can satisfy the new global market, meet the growing requirements, satisfying local demand with better practices and more effective. 2.2.2.Changerequirements to integrate and develop from the universities itself To respond to these changes in terms of government policy, improve operational efficiency, reduce duplication of resources as well as different economic - society factors, in addition to reduced activities under the traditional structure and aims to act as a more modern, flexibility organization, the universities turned to iT solutions as a core of the new strategic direction. A part of strategy is applied modern technology to reduce duplication of efforts and resources, improving the provision of management information and organization performance. Advances in information technology constantly reshaping business processes for many organizations, including higher education institutions. The main advantages of the ERP system for higher education institutions, according to the ECAR: - Improving access to information for planning and management in educational institutions; - Improve services to lecturers, students and workers; - Low-risk business; - Increase revenue and reduce costs by improving efficiency. 2.3. Research university management model of large ERP vendors on the world * About the necessary functions: The functions of ERP model of three vendors can be compared through Table 2.2: 10 Table 2.2. The modules of the ERP system for universities Summary of modules of ERP model for the universities of suppliers Oracle SAP Microsoft Human Resource Management Human Resource Management Human and Salary Resource Management Financial Management Budget and Financial Management Procurement Management Financial Management Accounting Student Financial Management LearnerFee Management Account Management Financial Aid Management Grants Management for Grantee Learner Lifecycle Management Student Information System Recruiting and Admissions Management Student Gradebook Management Learner Achivement Measurement and Tracking Academic Advisement System Teaching and Learning Student Profile Management University Community System Student Records Management Educational Performance Analytics Research Planning and Execution Researcher Visibility Contributor Relations Management Grants Management for Grantors Grants Management Donation Management Platforms and Technology Looking at the comparison table above can be seen that the SAP’s ERP model is quite bulky with many functions, each function assumed many interrelated tasks, from information management, analysis situationto the planning. Going into analysis necessary functions, we can see that all 3 solutions of 3 vendors have the general functions. In addition, SAP and Oracle also have functions related to the fields of financial aid for students, finding grants for students. While SAP has Students Lifecycle Management function undertake many tasks related to the learning process, student support, the Oracle is corresponding also has a small but relevant functions, take on the functions like SAP.However, the strengths of SAP are support systems for managers in tracking and measuring the performance of learners, educational performance analytics so that support for the decision. Strengths addition 11 12 in the SAP ERP system for universities is the field of science research management, including the profit and non-profit ... CHAPTER 3. THE NECESSITY BUILDING AND APPLICATION URP MODEL IN VIETNAMESE UNIVERSITIES AT THE CURRENT PERIOD 3.1. Description of the expert interviewed survey 2.4. Compare ERP model for business and ERP model for universities After analyzing, comparing the ERP model for the university of three world leading suppliers such SAP, Oracle and Microsoft Dynamics, the author continued researching the similarities and differences between ERP model for business and ERP model after change to suit the requirements of the university. In this section, the author choose the products of the same supplier as SAP. ERP model for universities is the SAP Business Suite and ERP model for business is SAP Business ByDesign. The differences between the two models are quite great, stemming from differences in manufacturing processes, products and customers, supply of each type of organization. This is one of the important basis to help author build URP model for universities in Vietnam in the latter part of the thesis. 2.5. Lessons learned for ERP application into universities in Vietnam Research experiences in ERP model application in management university of the countries on the world, we could draw the following lessons: 2.5.1. The determination and support the ERP project of leaders To successfully implement an ERP system in a university, support of top managers is a decisive element, the most important success factor. 2.5.2. Having visibility, objectives and comprehensive and clear plan Must have good projects, have visibility, comprehensive and specific plans, identifying clearly and uniformly goals, objectives and requirements, selecting and pre-feasibility assessment is the key factor for the successfully ERP implemented projects. 2.5.3. Building process management restructuring plan, control and manage changes There are two different access strategies for implementing an ERP system. In the first approach, the organization must restructure management processes to fit the functionality of ERP systems. The second approach to customizing ERP functional packages to fit the existing management processes. 2.5.4. Building strong enough project team ERP project implementation team should include representation from all functional units of the organization, familiar with the process management, internal operations, fromspecialist technicals to senior executives. 2.5.5. Training and coaching users ERP system will change the way to work of everyone in the entire organization. Therefore, training users is essential and it is important that let users know those changes as well as training them to use the new system. To clarify situation of the management information systems application in universities as well as the need to adopt a URP model in support of the management and administration, the author conducts an interview on experts include the leaderships, the management staffs, the lecturers of the universities, who knew clearly the situation of application and demand for management information systems. In particular, the author conducted interviews with 60 experts from eight universities in the country. Experts interviewed were divided into 4 groups of two objects are managers and lecturers. The contents the survey focused on the following issues: - The level of usage computers, computer networks and management software serves tasks everyday. - The management softwares used and the time of implementation existing management softwares of the universities. - Advantages and disadvantages in the process of using management softwares, particularly software systems built individually. - Assessments of the experts on the benefits as well as difficulties in adopting ERP systems in universities. - Assessment the needs and the necessary functions of the URP model needs to have as well as the priority of each function, URP model deployment plan in universities. - URP model for Vietnamese universities and the basic components of this model. - The process of implementing the URP model for Vietnamese universities. Based on the results of the survey that collects the opinions of experts using interview combined with questionnaire, the author will have the specific analysis and give appropriate assessments for building URP model in the next chapter. All the tables and diagrams in this chapter are analyzed, processed with the support of SPSS and Excel software. 3.2. Analyzing the results of the experts interviewed survey Regard to softwares, particularly the management softwares, there is a difference between the userobjects, as shown in Table 3.10: Table 3.10. Survey results of using the management softwares Management Software User Object Total Managers Lecturers Mark Management 35.0% 33.3% 68.3% Credit Registration Management 28.3% 25.0% 53.3% 13 14 Human Resource Management 18.3% 15.0% 33.3% Human Resource Percent 36.7% 16.7% 18.3% 13.3% 15% Scientific Research Management 30.0% 13.3% 43.3% Learner Profile Percent 36.7% 33.3% 11.7% 1.7% 16.7% Salary Management 10.0% 5.0% 15.0% Scheduling Percent 31.7% 35% 11.7% 1.7% 20% Scheduling Management 20.0% 10.0% 30.0% Credit Registration Percent 35% 40% 15% 1.7% 8.3% Other Management Softwares 16.7% 13.3% 30.0% Mark Percent 40% 36.7% 13.3% 1.7% 8.3% Never used 3.3% 6.7% 10.0% Scientific Research Percent 21.7% 15% 23.3% 13.3% 26.7% Even though the number of interviewed participants have not used many management softwares (mainly reason due to the universities have not fully applied the softwares to support the operations in various fields) but the majority (85% experts) are evaluating the softwares they use are convenient and very convenient, well support in their daily activities. Only one case assessment process using these management softwaresis inconvenient. Specific results in Table 3.11: Table 3.11. Convenient level when using the management softwaresUnit: person Convenient level Frequency Percent Valid Percent Cumulative Percent Very convenient 14 23.3% 23.3% 23.3% Convenient 37 61.7% 61.7% 85.0% 8 13.3% 13.3% 98.3% Inconvenient 1 1.7% 1.7% 100.0% Total 60 100.0% 100.0% Valid Normal Through two survey results in Table 3.10 and Table 3.11 could see that most users are satisfied with the management softwares are being applied in universities. However, the number of users has been low due to universities not applying the necessary modules of all management activities and daily operations. Specifically about the situation of management software application in the surveyed universities shown in Table 3.12: Table 3.12. Survey results on management softwares deployment time Deployment time Fields Salary Valid Percent 18.3% 5% Table 3.14. Survey results the inadequacies in the use of management softwares Inadequacies User Object 5% 18.3% Total Managers Lecturers Duplicate and FragmentedData 38.33% 35.00% 73.33% Costs and Human resources Wasting 31.67% 31.67% 63.33% The management processes overlap 35.00% 43.33% 78.33% The sharing of data were difficult 36.67% 41.67% 78.33% Other 3.33% 1.67% 5.00% Through the analyzed above, the use of individual systems face many inadequacies, difficulties for not only the managers but also teaching staff. In recent years, along with the the trend to apply the ERP systems in enterprises, Vietnamese universities has been studied ERP systems from which could apply a comprehensive management solution in universities. Through the survey, the author also wants to have more information from experts in the universities about the benefits will be achieved when implementing ERP systems in the universities. Specific results shown in Table 3.15: Benefits Deployed Deployed Deployed Is/will be Not to and and and deployed mention used> 6 used4-6 used1-3 and put in years years years into use applying 53.3% However, the asynchronous, discrete deployment makes usage has many difficulties and inadequacies. Can clearly see by the survey results in Table 3.14: User Object Managers Lecturers Total The self-contained and standardized business process 40.00% 40.00% 80.00% Well supported for university planning and management 45.00% 43.30% 88.30% Eliminating duplicate data Increase the amount of information provided to university 36.70% 35.00% 71.70% 31.70% 30.00% 61.70% 15 16 Sharing data throughout university 41.70% 41.70% 83.30% Grantors Management 8.30% 11.70% 20.00% Well supported for students in learning process 41.70% 41.70% 83.30% Alumni Management 36.70% 25.00% 61.70% Well supported for lecturers in the teaching process 40.00% 41.70% 81.70% Healthcare Management 16.70% 11.70% 28.30% Library Management 43.30% 43.30% 86.70% Dormitory Management 23.30% 26.70% 50.00% E - Learning 40.00% 40.00% 80.00% Online Survey 35.00% 36.70% 71.70% 1.70% Other 5.00% 6.70% Table 3.15. The expert survey results on the benefits achieved in implementing ERP The issue is to have a dedicated model, suitable for the characteristics of Vietnamese universities. Thus created the peace of mind in the resource planning systemsapplication in the universities, to most effective support the management and business processesinuniversities. Stemming from that reason, the author wants to build theURP model accordance with the requirements of the Vietnamese universities.To accomplish this, the author conducted a survey about the necessary functions in the management and administration activitiesin universities, from which has an overview of the URP model. The author intends to divide the modules of the URP model into three main subsystems: General Management; Training and Graduate Management; Training Support. Survey results on the necessary modules as shown in Table 3.19: Table 3.19. The expert opinion survey results on the necessary functions of the URPmodel Subsystem General Management Training and Graduate Management Function User Object Total Training Support Although many difficulties exist, but with the trend of applying and developing IT, management information systems in universities at present, 100% of the experts agree that the application of ERP in universities is really necessary. CHAPTER 4. BUILDING UNIVERSITY RESOURCE PLANNING URP (TESTING IN HUE COLLEGE OF ECONOMICS - HUE UNIVERSITY) 4.1. Proposed URP model apply for universities in Vietnam 4.1.1. URP model building process To proposethe URP model can cover management activities in a university, the author underwent a five steps process: Define objectives,Overall building URP model, Information exploited strategy in URP, Building technology platforms for URP model, Testing and put URP in operating. Managers Lecturers Human Resource Management 45.00% 46.70% 91.70% Financial Management 41.70% 46.70% 88.30% Asset Management 38.30% 40.00% 78.30% The objectives of URP model for universities will be similar objectives that ERP provides to businesses, that is the uniform and comprehensive management of all activities of the university on the basis of the only one shared database. Procurement Management 23.30% 31.70% 55.00% 4.1.2.2. Overall building URP model Documents Form Management 35.00% 40.00% 75.00% Portal 38.30% 41.70% 80.00% Scientific Research Management 43.30% 45.00% 88.30% Enrollment Management 40.00% 45.00% 85.00% Based on the analyzed above, the author found that URP model would be an extension of the ERP model for enterprise organizations. The model is divided into three subsystems serving each different areas: General Management Subsystem; Training and Graduate Management Subsystem; Training Support Subsystem. Can be generalized the University Resource Planning (URP) model in Figure 4.2. Student Profile Management 48.30% 50.00% 98.30% Scheduling Management 46.70% 50.00% 96.70% Credit Registration Management 46.70% 50.00% 96.70% Examination Management 33.30% 48.30% 81.70% Mark Management 46.70% 46.70% 93.30% Tuition and Fee Management 45.00% 45.00% 90.00% 4.1.2. Analyze steps ofprocess 4.1.2.1. Define objectives of the URP model 4.1.2.3. Information exploitingstrategy in URP Stemming from the idea as ERP model, the subsystems and functions in URP modelswill share a unified database throughout the university. The use of one database will help these subsystems, functions sharing data and information with each other easily. The phenomenon of duplicate and fragmented data will be solved, both redundant but still lacking situation in information systems applied individually, each part before is no longer. 18 17 4.1.2.4. Building technology platforms URP model is built mainly based on the web, some functions are designed based on winform to provide powerful features with high security. URP model includes many tightly integrated subsystems and functions, helping efficiently manage the entire operations andbusinesses took place in the university. 4.1.2.5. Testing and put URP in operating To be able to make an appropriate assessment and adjustments, the URP model will be operated to testing. This is the time for the system to work with test data and really processes that users handling everyday. The testingof system also aims to examine the data conversion from the old system, check the errors that may occur during operation. In addition, the testing will examine the decentralization of accounts for different types of users, to ensure that users decentralization mechanism as well as the system security. General Management Training and Graduate Management Training Support - Human Resource Management - Enrollment Management - Financial Management - Asset Management - Student Profile Management - Testing and Quality Accreditation - Scheduling Management - Training Programs Management - Library Management - Dormitory Management - E- Learning - Alumni Management - Documents Form Management - Examination Management - Credit Registration Management - Healthcare Management - Portal - Mark Management - Scientific Research Management - Academic Advising - System Access Account Management - Diplomas Management COMPUTER NETWORK INFRASTRUCTURE SHARE DATABASE Figure 4.2. University Resource Planning (URP) Model - Support Services Management 19 20 4.2. Analyze functional and duty of the subsystem and functions 4.2.1. General Management Subsystem Donation Management Alumni Management Library Management Dormitory Management Healthcare Management Support Services Management Academic Advising This is the subsystem supports the administrate, manageand operate based on six functions related to business processes of the university. 4.2.2. Training and Graduate Management Subsystem This subsystem is divided into 11 functions take on the entire training of a university, from the time students start learning in university until students complete training program. The functions spreading from the enrollment until the awarding of diplomas. There are also functions related to scientific research, distance training. 4.2.3. Training Support Subsystem This is a group of functions to undertake activities to support learning, teaching of lecturees as well as learners. This subsystem consists of six functions related to the various support services. 4.2.4. Compare URP model and ERP model of SAP Table 4.1. Compare SAP ERP model and URP model Mô hình ERP của SAP Human Resource Management Budget and Financial Management Procurement Management Mô hình URP Human Resource Management Financial Management Asset Management Procurement Management System Access Account Management Portal Learner Fee Management Grants Management for Grantee Learner Lifecycle Management Learner Achivement Measurement and Tracking Teaching and Learning Educational Performance Analytics Research Planning and Execution Researcher Visibility Grants Management for Grantors Enrollment Management Student Profile Management Mark Management Diplomas Management Training Programs Management Scheduling Management Credit Registration Management E - Learning Examination Management Testing and Quality Accreditation Scientific Research Management 4.3. Selecting testing functions and unit 4.3.1. Selecting testing unit The selection of the Hue College of Economics - Hue University to do testing unit of URP model application stems from several causes. First, the condition of infrastructure of information technology of this universityis quite finishing, ensure that the deployment of applications favorably. Second, Board of Manager support and determined to improve the efficiency of the management of the university through the application of advances in technological information and information systems. Third, many lecturers and experts with experiences in the use and deployment of information systems ready to participate in the information technology projects of the university. 4.3.1.1. On the conditions of infrastructure and technology In recent years, the university’s Board of Manager has strongly invested in the development of IT infrastructure and IT applications. Technical infrastructure for IT, computers and digital equipments, networks, transmission lines are particularly concerned investing and upgrading, so efficiency has improved. 4.3.1.2. Situation of application and deployment softwares In the period 2010 - 2014, the university has focused on investing in IT applications in service teaching, scientific research and management of the university. The university spent a total of 673.9 million VND for the application of 14 subsystem related to different fields of management. 4.3.1.3. Overall assessment of situation of IT application In recent years, the development of IT applications in the university basically meets a certain requirements. However, the asynchronousdevelopment process, lack of an overall strategy led to some difficulties and limitations in the deployment of applications to serve the operations of the departments, centers and affiliated faculties as well as management and administration activities of the leaders. 4.3.2. Selecting testing functions Based on the URP model was proposed, the author useddeveloped information system tools to analyze, build 5 major functions as: Human Resources Management, Asset Management, Credit Registration Management, Profile Management and Mark 21 22 Management. After conducting building5 function, the author conducted testing at the Hue College of Economics - Hue University to evaluate and draw experiences. The author has selected building, testing 5 this function because these are important functions of each subsystem, with an intimate relationship with each other and take on the management and operation of one major activities in universities: training activity. These functions can closely exchange data with each other in the process of operating and manage training activities of the university. The functions are currently used in the university: Human Resource Management, Financial Management, Student Profile Management, Credit Registration Management. Conceivably the independent operation of these functions through Figure 4.8: Human Resource Management Financial Management Student Profile Credit Registration Management Management 4.4. Building some functions and testing at the Hue College of Economics Hue University The process of building 5 functions were presented in detail in section 4.4 and the 3, 4, 5, 6 and 7 appendix of the thesis content. 4.5. The results of the implementation of functions During implementing the URP model at Hue College of Economics, the lessons learned of ERP applications in universitymanagement on the world that the author has researched and summarized in Chapter 2 has been effectively applied and brought many practical benefits. 4.5.1. The direct results from the testing of the functions URP model includes 3 subsystems with 23 functions were tested application with 5 important, closely related functions at the Hue College of Economics - Hue University. These functions are: Human Resource Management, Asset Management, Student Profile Management, Credit Registration Management and Mark Management. The testing process has achieved some positive results. 4.5.2. The beneficiaries from the implementation of the URP system's functions Database Database Database Figure 4.8. The management softwares situation at the Hue College of Economics In the URP model that the author proposed, 5 functions will share a centralized and unified database. This is also the objective that URP model desire to achieve when implemented in practice. Here, the author will replace the Financial Management function with Asset Management function. Can see the change when applying the URP model in Figure 4.9: Human Resource Asset Management Management Student Profile Credit Registration Mark Management Management Management Centralized and Unified Database Figure 4.9. The new functions deploying in the URP model As well as ERP in the enterprise, URP brought many practical benefits to universities, especially in the centralized management for large universities with multiple campuses in widely separated. URP allows these universities to operate through the internal network and the Internet with centralized data structure. The dispersed users with multiple levels of different access rights (Board of Manager, manager of departments and faculties, lecturers staff, students) in many places can update the data and obtain necessary information for their business needs through networked personal computer. 23 24 CONCLUSION integrated trend and Vietnam's economic - society development strategy. The results of the thesis contribute a common voice in proposing solutions to improve efficiency of management and raising the Vietnamese universities in the region and on the world in the coming years. The research results of the thesis about the University Resource Planning(URP) model for universities management are a contribution not only on theoretical issues for the building management models in the universities, but also a valuable reference for companies thatconsulting, implementing universities manage solutions, for the universities intend to use the information systems in planning in order to improve the quality of university management and operating activities. However, the thesis also exists a certain limitations. First, there is currently notuniversity in Vietnam to adopt a complete ERP model in the management, so there is not the practical assessment toauthentic. In addition, the theoretical URP model that the author proposed hasmany functions can not be assess in practice because during research thesis, the author can only complete 5 of 23 functions of URP model. Some functions actually needed in the present but some functions can only be applied later when the Vietnamese universities are really autonomy and the rights in decision on the university management issues. The author hope that the URP model proposed is an useful reference for the universities in the future. Especially the functions of the URP model are put into use will significantly contribute to improve the efficiency of management of universities in Vietnam. With the desire to build a University Resource Planning(URP) system to support, provide best performance for the management and administration of Vietnamese universities as the benefits that ERP brought for enterprises, the author has conducted research and propose a URP model with 23 functions divided into three subsystems that correspond to the fields of management functions of a university in Vietnam. In this thesis, the author has obtained following results: - Systematize the basic theoretical issues about the roles and benefits of the ERP model as well as research, analysis the trend of ERP model applications in universities in developed countries on the world, from which to draw lessons learned for the application of ERP solutions in the universities in Vietnam. - Analyze and assessthe characteristics that make the differences between Vietnamese universities compared with universities around the world, and assess the innovation undertakings, policies in recent times of the Government and Ministry of Education and Training in order to facilitate the application of informatics solutions for the management of universities in Vietnam. - Giving assessmentof the situation of information technology, information systems applicationsin management at the universities through the survey on 60 experts at 8 universities in the country. Simultaneously, through this survey, the author also received a strong consensus on the application of the comprehensive solution as URP in universities as well as subsystems and functions that this model needs to have, the priority for these essential functions. - Based on the research of ERP solutions of large vendors like SAP, Oracle and Microsoft Dynamics applyfor universities, combined with practical and characteristic of Vietnamese universities, authorproposed URP model to undertake necessary management functions in the present as well as the expansion and development of the universities later. - Applying the basic theories of building management software and based on URP model proposed, the author conducted building of 5 important and intimately related together functions in the model: Human Resource Management, Asset Management, Student Profile Management, Credit Registration Management and Mark Management. These functions are built on networks with Client/Server structure, in winform and webform with .NET architecture.These functionshave nice interface, support features such as analysis, assess results invisually graphical form, helping managers understand the actual situation of the management activities, from which to make decision timely and maximum support for teaching and learning of teachers, students in universities. - Conducting the testing functions at the Hue College of Economics - Hue University to draw the assessment about URP model applied to the Vietnamese universities. The modelis highlypractical on three aspects: organization, operation and technology to accelerate the process of computerization of the management in universities in the industrialization and modernization direction, in line with the world 25 WORKS LIST OF AUTHORS 1. Tuan Nguyen Thanh (2012), ‘Trends of ERP (Enterprise Resource Planning) model application in the management of universities on the world and lessons learned for Vietnam’, Proceeding of the International Scientific Conference ‘Innovation governance model of the economic sector universities in Vietnam’, Hanoi, 12/2012. 2. Tuan Nguyen Thanh (2013), ‘Research the ERP (Enterprise Resource Planning)model application in universities management in Vietnam. Testing at the Hue College of Economics - Hue University’, Scientific Research Project level Hue University, Code: DHH12324, Head of research. 3. Tuan Nguyen Thanh (2014), ‘Building the University Resource Planning (URP)model for public universities in Vietnam’, Journal of Economics and Development, National Economics University, No. 210 (II), 12/2014, pp. 70-78. 4. Tuan Nguyen Thanh (2015), ‘Improve efficiency of universities management: International experiences and solutions for Vietnam’, Journal of Science, Hue University, Volume 101, Number 02, pp. 235 - 248.
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