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

Thus, the research building URP model for Vietnamese universities as a new theoretical and practicalissues in the field of management information systemscience.. The researchobjective T

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

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 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

Chapter 4:Building University Resource Planning - URP model (Testing at the Hue

College of Economics - Hue University)

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

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

through strategic alliances as SAP have created conditions for the Victoria University expands program outside, especially in Southeast Asia and Hong Kong

1.1.4 Advantages and disadvantages of ERP application trend in universities

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:

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:

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

URP model for universities

in Vietnam

ERP Model Organizational structure Operating model Functions

…

Other factors Financial capacity The scale of training The level of autonomy

… Figure 1.3 The research model of thesis

CHAPTER 2 THEORETICAL BASES OF ERP SYSTEM

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

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

self-governance 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

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:

Table 2.2 The modules of the ERP system for universities Summary of modules of ERP model for the universities of suppliers

Human Resource Management Human Resource Management Human and Salary Resource Management Financial Management Budget and Financial

Management

Financial Management Procurement Management Accounting

Student Financial Management LearnerFee Management Account Management Financial Aid Management Grants Management for

Grantee Recruiting and Admissions

Management Learner Lifecycle Management Student Information System Student Gradebook

Management

Learner Achivement Measurement and Tracking Student Profile Management Academic Advisement System Teaching and Learning

Student Records Management Educational Performance

Contributor Relations Management

Grants Management for

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

in the SAP ERP system for universities is the field of science research management,

including the profit and non-profit

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

CHAPTER 3 THE NECESSITY BUILDING AND APPLICATION URP MODEL IN VIETNAMESE UNIVERSITIES AT THE CURRENT PERIOD

3.1 Description of the expert interviewed survey

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

Managers Lecturers

Credit Registration Management 28.3% 25.0% 53.3%

Human Resource Management 18.3% 15.0% 33.3%

Scientific Research Management 30.0% 13.3% 43.3%

Other Management Softwares 16.7% 13.3% 30.0%

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

Valid

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

Deployed and used> 6 years

Deployed and used4-6 years

Deployed and used1-3 years

Is/will be deployed and put into use

Not to mention

in applying

Human Resource Percent 36.7% 16.7% 18.3% 13.3% 15%

Learner Profile Percent 36.7% 33.3% 11.7% 1.7% 16.7%

Credit Registration Percent 35% 40% 15% 1.7% 8.3%

Scientific Research Percent 21.7% 15% 23.3% 13.3% 26.7% However, the asynchronous, discrete deployment makes usage has many difficulties and inadequacies Can clearly see by the survey results in Table 3.14:

Table 3.14 Survey results the inadequacies in the use of management softwares

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%

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:

Managers Lecturers

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%

Increase the amount of information provided to university

31.70% 30.00% 61.70%

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

Managers Lecturers

General

Management

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%

Procurement Management 23.30% 31.70% 55.00%

Documents Form Management 35.00% 40.00% 75.00%

Scientific Research Management 43.30% 45.00% 88.30%

Training and

Graduate

Management

Enrollment Management 40.00% 45.00% 85.00%

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%

Sharing data throughout university 41.70% 41.70% 83.30%

Well supported for students in learning process 41.70% 41.70% 83.30%

Well supported for lecturers in the teaching process 40.00% 41.70% 81.70%

Support

Grantors Management 8.30% 11.70% 20.00%

Alumni Management 36.70% 25.00% 61.70%

Healthcare Management 16.70% 11.70% 28.30%

Library Management 43.30% 43.30% 86.70%

Dormitory Management 23.30% 26.70% 50.00%

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

4.1.2 Analyze steps ofprocess

4.1.2.1 Define objectives of the URP model 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

4.1.2.2 Overall building URP model 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

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

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

Figure 4.2 University Resource Planning (URP) Model

General Management

- Human Resource Management

- Financial Management

- Asset Management

- Documents Form Management

- Portal

- System Access Account Management

Training and Graduate Management

- Student Profile Management

- Mark Management

- Diplomas Management

- Scientific Research Management

- Testing and Quality Accreditation

- E- Learning

- Enrollment Management

- Training Programs Management

- Scheduling Management

- Credit Registration Management

- Examination Management

Training Support

- Library Management

- Academic Advising

- Alumni Management

- Dormitory Management

- Healthcare Management

- Support Services Management

COMPUTER NETWORK INFRASTRUCTURE

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4.2 Analyze functional and duty of the subsystem and functions

4.2.1 General Management Subsystem

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

Human Resource Management Human Resource Management

Budget and Financial Management Financial Management

Procurement Management Asset Management

Procurement Management System Access Account Management Portal

Learner Fee Management

Grants Management for Grantee

Enrollment Management Learner Lifecycle Management Student Profile Management

Learner Achivement Measurement and

Diplomas Management Teaching and Learning Training Programs Management

Scheduling Management Credit Registration Management

E - Learning Educational Performance Analytics Examination Management

Testing and Quality Accreditation Research Planning and Execution Scientific Research Management

Researcher Visibility

Grants Management for Grantors

Donation Management

Alumni Management Library Management Dormitory Management Healthcare Management Support Services Management Academic Advising

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