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.
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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
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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
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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.
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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.
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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
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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.
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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.
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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.
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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
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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.
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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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