Reserach of information system for traning at technical universities in Vietnam

Information products: University library information agencies in

technical universities have created information products as: Electronic

information publications; Scientific reports at all levels; Symposium

Proceedings; Database of Masters thesis, PhD thesis; Online Database,

Offline Database. In such Information products, surveys show that almost

information users care about using information publications; Database.

Information service: in technical universities, now provide

information users quite varied and rich, specific information services: Find

information in folder; Find information on CD-ROM; Find information on

Internet; Provide documents; Advise, exchange information; Selective

dissemination of information; Reference services; Photocopy and printing

documents.

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on users, Revolutionary of Science and Technology, Economic, Cultural and Political education; Training environment. 1.1.4 Requirements, principles and methods of building information system for technical universities 1.1.4.1 Requirements of information system Originating from training requirements, the Information system of technical universities must meet the following requirements: Modernity and systematicity ; Sustainability and scientificity; Openness and development; Target- orientation: Conciseness and logicality; Professionalism; Timeliness and flexibility of information; Safety, security. 8 1.1.4.2 Principles of information system construction Building Information system includes various principles, of which the following principles need to be observed: highest leadership principle; new math principle; system access principle; open system principle; principle of reliability assurance 1.1.4.3 Method of library information system construction There are 3 major methods of studying system building: Modeling method: is the method reappearing characteristics of researched objects by a model when major research to such object cannot be done. Black box method: This is the study method when knowing output, input of the system, but not master its structure; System analysis method considers systematic approach from levels: Overview (macro), details (microfinance) and approach associated with the process. With limitations in research object and complexity of the problem, suitable for Vietnam conditions, to build model of information system organization in the thesis, the author uses the modeling method in combination with the system analysis method. The thesis has surveyed and brought models of main parts of the Information system such as: in terms of organization, functions, interactions among system assuring components. 1.1.5 Operational effectiveness of information systems in technical universities The thesis gives out some different opinions about effectiveness: Following F. W. Lancaster: Effectiveness is measured by level of demand satisfaction of information userss. Information userss pay attention to final results of the information system other than how the information system operates. Pr. T.D Wilson: Effectiveness of the information system is defined by criteria of success, effectiveness, benefits, performance and costs. In conditions of the thesis, the author considers effectiveness through evaluating system components: system organization part, system function (operation) part and part ensuring system operation. 1.2. Practical bases of information system in technical universities 1.2.1 Innovation of higher education and issues to building information system for training Ministry of Education and Training issued the regulation of university training and regular college according to the credit system, starting from school year 2007 – 2008 which takes training schedule into Vietnam education system, HCMC University of Technology is the first university applying this training type, following by University of transport 9 and communications and other university of economy in the country also apply training according to the credit system. Generally requirements on education and training system innovation is mentioned fully in Decree 29 of The Central Executive Committee. 1.2.2. Characteristics of technical universities in Vietnam 1.2.2.1. Functions, obligations of universities Following UNESCO, the higher education performs four functions: First, prepare students to enjoy research and teaching activities; Second; provide advanced training course to meet manpower needs for the society; Third, promote international cooperation via internationalization of scientific research activities, creation of affiliate network of scientific ideas; Four, expand education chances for everyone, meet various issues of the lifelong education. Regulations of university define, universities in general and technical universities in particular perform obligations and rights under regulations in Article 28 of Law on Higher education as follows: Build strategies, plans to develop higher-education foundations; Develop training activities, international cooperation, and assurance of higher-education quality; Develop training programs by identified objects; ensure connection between the program and the level of training Organization structure; recruitment, management, construction, training for teachers, management staff, officers and employees; Perform mode of information, report and under inspection and check of Ministry of Education and Training, relating departments and Provincial People's Committees where higher-education establishments place. Develop cooperation in training and science research with universities, science organizations and foreign enterprises. 1.2.2.2. Training sectors of universities In addition of the revolution of modern science and technology and analysis trend, there is trend of integrating making science and technology (S&T) sectors have common S&T foundations. Therefore, technical universities, including multidisciplinary training schools such as University of Technology, or specialization such as University of transport and communications, Construction, Irrigation also have many same subjects/studying sectors. 1.2.2.3. Scope of training Technical universities are active to research and develop to perform training by social needs, especially moving yearly training forms unto training by credit. Many sectors increase annual training scope in order to 10 meet S&T manpower for the economy of many components, many universities diversify the types of training, open many new major, new technology, and advanced training programs. 1.2.2.4. Lecchers and scientists Technical universities have teachers and scientists: Academician, Professor, Associate Professor, PhD, Dr. of S&T, Technology. Many teaching staff of universities have published reports on international scientific journals of reputation: A&HCI/SSCI/SCI, SCIE, ISI, SCOPUS,... 1.2.2.5 Characteristics of information system in technical universities Information needs of information users in the field of engineering, technology are often highly accurate expression, with a volatility according to speed development and technical innovation cycles and technology; Currents in the fields of engineering, technology has rapid growth, consolidation is highly concentrated, become obsolete faster than other knowledge industries; Type of document is more diverse, beside published and non- published document types, a significant making up of the group specialized format documents such as standards, patents, technical reports, drawings, technical documents,... Language of information document in the fields of engineering, technology has tighter structure, in which uses many formulas, models, charts, drawings 1.2.3 Roles of information system in technical universities The information system of universities plays mediating role between system and environment, in order to provide enough information, exactly and in time to ensure information for information users in the system. The information system renovates teaching – learning method: To teach and learning with high effectiveness, increasing self-study time of students with support of University library information agency is very necessary. In conclusion, it can be said that, the information system in technical universities keeps important role in improving capacity to ensure information in universities and having a positive impact in training and science research, in time as measure of the efficiency of the training activities of these universities, contributing to improve quality of S&T manpower training suitable with requirements of the society and of engineering, technology industry. 1.2.4 Experience in organizing information system in technical universities in the world In the world, in countries with advanced education, universities have experiences in information system research, construction and operation. 11 There are many types of information system, in scopes of various organization and operation methods. Fellows perform study cases for three representatives: Information system of US technical universities; Information system of Australia technical universities; Information system of Singapore technical universities. Sub-conclusion The information system in technical universities is a collection of University library information agency which is organized and operated according to an agreed mechanism in order to perform obligations of collection, solution, storage and information provision from published and non-published document information resources with the goal of ensuring the information serves the universities’ training. In terms of structure, the information system is structured by three component groups: System organization part, system function (operation) part and part to ensure system operation, such parts have mutual relationship with each other in order to perform information processes. Construction of information system in technical universities are governed by and subject to the influence of the practical problems as natures of universities: Function, obligations; training sectors; scope of training; teachers and characteristics of information system in technical universities. In order to find experience on organization and system operation mode, then consider to apply to build information system in technical universities in the current period, fellows have researched information system organization experience in some universities in the world: US universities, Australia universities and Singapore universities. 12 Chapter 2 STATUS OF INFORMATION SYSTEM COMPONENTS IN VIETNAM TECHNICAL UNIVERSITIES Library information activities in many technical universities have time accompany the existence of universities. Because information system activities in technical universities just only in each university in last time, such technical universities have not yet established the information system. However, today some component factors of the system have been established. In this chapter, we survey system components: System organization part, system function (operation) part and part to ensure system operation and offer extensive evaluation of these components. 2.1. Status of information system organization in technical universities Today in Vietnam universities in general and technical universities have not built the common information system but initially formed two networks University library information agency. These are Union Library Association of Northern universities and Union Library Association of Southern universities. 2.1.1. Functions, obligations and name of library information agency in technical universities University library information agency has function serving teaching, studying, training, science research, advanced application development of S&T and management of universities by using and exploring documents in the library (handwritten documents, printing, photocopying, engraving on all materials, electronic documents, Internet,). University library information agency has following obligations: Advise the Director, Rector of the University (hereafter called as “Rector”) to build planning, long-term and short-term activity plan of library; organize to coordinate all information systems, documents, libraries in university; Add, develop information resource in domestic and abroad to meet demands of teaching, studying, science research and technical transfer of universities; Organize, handle, arrange, store, maintain, control documents; build appropriate reference system; establish network access and information search automation; build databases; Study, apply advanced S&T and IT achievements into library work; Name of University library information agency is very diverse. The survey shows that popular name of the agency is: Library associated with University name agency 8/16 (making up 50%); Name of Learning 13 Resource Center associated with University name agency 1/16 (making up 6.3%); Followed by Library information center associated with University name agency 6/15 (making up 37.5%), 2.1.2 Organization of University library information agencies University library information agencies surveyed in 16 technical universities have organization structure as subdivisions of the university managing board. This is suitable with regulation in article 5 on organization structure of university library “as unit in organization structure of university including library leader and specialized departments (teams) under the university managing board”. 2.2 Status of information system activities in technical universities Library information activities include process: information collection, information solution, information storage and information service product provision to information users. 2.2.1 Information collection Information collection in University library information agencies in technical universities based on internal adding policies, in which information is collected from various sources. Such sources depending on level of solution are classified into three information level: level 1, 2 and 3. Information sources are collected and exploited by aspects such as: document types; According to the information objects; According to an overarching theme. To choose information sources, libraries of technical universities base on following criteria: reputation; purpose; coverage and topicality of the information. 2.2.2 Information solution Now, University library information agencies often apply some information solution forms as: Classification, the subject, the keywords, and summary. Survey reports collect following results: In information solution forms applied in University library information agencies, document classification is the most popular information solution system, followed by cataloging description, the keywords, a summary, the theme. About profession, University library information agencies apply professional standards of Ministry of Culture, Sport and Tourism in 2007 is cataloguing reading machine MARC21, UK-US cataloguing description AACR2 and classification DDC. 2.2.3 Information storage Surveys show that, 100% University library information agencies stores information through two types: Traditional information storage and modern information storage. 14 In modern information storage environment, almost information is storage in database. In schools of database, number collection can be searched, exploited through Web or can read all in LAN network in University library information agencies of universities. So that, today, library website is the main information gate helping information users find, exploit information most effectively. 2.2.4 Provide information products and services Information products: University library information agencies in technical universities have created information products as: Electronic information publications; Scientific reports at all levels; Symposium Proceedings; Database of Masters thesis, PhD thesis; Online Database, Offline Database. In such Information products, surveys show that almost information users care about using information publications; Database. Information service: in technical universities, now provide information users quite varied and rich, specific information services: Find information in folder; Find information on CD-ROM; Find information on Internet; Provide documents; Advise, exchange information; Selective dissemination of information; Reference services; Photocopy and printing documents. 2.3 Parts to ensure information system operation in technical universities 2.3.1 Technical facilities, infrastructure and information technology, finance 2.3.1.1 Technical facilities Survey results show that, Technical facilities in University library information agencies are equipped quite well, University library information agencies has quite large area, number of reader seats is large, meeting requirements of information users; equipment is equipped modern serving specialization work and library management work. 2.3.1.2 Information technical facilities University library information agencies are invested strongly into building Information technical facilities, such as host, stations, Wireless and integrated library administration software. 2.3.1.3 Finance Funding source for current Information system operation almost is funding supplied by the State. Besides, University library information agencies also expand other financial channels such as: donations of local, international organizations, and socialization, collect from services of library as exploiting information resource and selling information publications. 15 2.3.2 Manpower of library information Staff potential of University library information agencies is evaluated by targets of quality, quantity and structure of staff. Based on survey data, analysis results of library information manpower in University library information agencies in technical universities are divided into aspects: Age and gender; Qualifications, training programs. 2.3.3 Information userss 2.3.3.1 Natures of information userss In universities, information userss are all teachers, science research staff, employees, fellows, higher-education students, students in universities. Universities can divide into 3 information users groups, equivalent to 3 characteristics using information resource in University library information agencies is leading officers and managers; teachers and studying staff and students. 2.3.3.2 Information demands Demands of information users on using covering topics in universities. Demands of information users on using information resource of University library information agencies of other University library information agencies. Demands of information users on building the information system in technical universities in Vietnam. 2.3.4 Information resources In University library information agencies in technical universities, surveys carried out collection, establishment and managing an information resource various, including printing document capital such as: Books, magazines, maps, science research result report, scientific symposium proceedings, master thesis, doctoral dissertation, report the results of scientific research. Electric information resource including: Electronic journals, electronic books, Database, number collections, CD. Surveys show that information resource connecting and sharing among University library information agencies is the essential requirement. Now: there are 14/16 universities (making up 87.5%) taking part in University Library Associations for training work by the form of workshops, professional courses organization. 2.3.5 Legal environment Higher education and university library information activities are interested by the Party and State in recent years which are shown in two following legal document groups: Legal documents relating to higher education and legal documents relating to university library information activities. 16 2.4 Overall assessment of the information system components in technical universities 2.4.1 System operation components 2.4.1.1 Achieved results Library information agency organization is interested to invest by Ministry of Education – Training, departments and technical universities on a better. Almost domestic technical universities have organized University library information agencies and under Board of Rectors. 2.4.1.2 Remaining issues Components of system organization: Depending on economic potential, mission function and knowledge of leaders of each technical university, organization size and different forms, asynchronously in the Governing, different organization structure, because of under managing unit of the different universities. 2.4.2. System operation components 2.4.2.1. Achievements Library information activities have been recently focused, especially after changing yearly system training form into credit system one. Most are stages in library information process from collecting, processing and storing the information and providing the information which partially met Users’ demands. 2.4.2.2. Unsettled issues System operation components: The Library and Information Agencies do not operate systematically; new activities do not follow the local mechanism with spontaneous, faint, discrete characters and do not show the positive interaction of library information system such as: Collecting information (self-supplement) and sharing information resource is also independent in strategy of creating the information resource and duplicate information in many agencies. Document supplement fund is still limited. Information processing of library information agencies is not uniform in application of international standards for processing such as DDC, AACR2, MARC21 toward RDAetc. and IT standards make data users difficult to find out the information and sharing information among library information agencies Information storage is dispersed in many places: In the physical store of library information agencies; although there is the content store, agencies have not built the cooperation mechanism for information storage. Providing information products and services is only conducted within an agency, Users do not exploit the information products and services at other libraries in technology universities; In recent years, the universities have limited to make investment for the library information 17 activities; there is no investment policy and cooperation mechanisms in library information activities between the universities. 2.4.3. Components to ensure the system operation 2.4.3.1. Achievements Human resources; Information users; technical infrastructure, information technology infrastructure; Information resources; information product and service system; awareness of stakeholders. 2.4.3.2. Unsettled issues In addition to these achievements, components to ensure the system operation also have following some problems: Human resources; Information users; technical infrastructure, information technology infrastructure; Information resources; information product and service system; awareness of stakeholders. 2.6.3. Reasons Firstly, due to the awareness of role of library information activities of educational managers, library field, technical universities, and library information activities are not focused yet. Secondly, technical universities do not have the training mechanism such as intensive training courses in information extraction, IT, digital content administration...etc. Thirdly, financial condition of universities does not allow investing comprehensive information library activities. Sub-conclusion Development of library information activities in past time in technical universities has formed some component elements as premise of information system in universities such as organization of library information agencies, information resources and other factors to ensure the library and information activities such as facilities, staffs. The recent library information operation in technical universities is done under the autonomous mode. Therefore, in order to proceed to build the information system at technical universities, coming time, it is necessary to solve some fundamental issues such as establishing organizational system model, developing the systematic mechanism of activity coordination in effective integration of elements to ensure the operation in member technical universities of the system. 18 Chapter 3 PROPOSED MODEL AND SOLUTIONS TO IMPLEMENT THE INFORMATION SYSTEM MODEL FOR TECHNICAL UNIVERSITIES IN VIETNAM 3.1. Proposed model of information system for technical universities in Vietnam 3.1.1. Orientation of model The information system for technical universities in the future is an integration system of library information agencies, processes and resources. On the basis of applying system theory, communication system model will be considered, oriented to the integration of organizational structures,

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