MINISTRY OF CULTURE, SPORTS & TOURIS MINISTRY OF EDUCATION & TRAINING HANOI UNIVERSITY OF CULTURE DO TIEN VUONG RESERACH OF INFORMATION SYSTEM FOR TRANING AT TECHNICAL UNIVERSITIES IN VIETNAM Major: Library and Information Science Code: 62320203 DOCTORAL THESIS SUMMARY HANOI, 2016 The thesis is completed at: Hanoi University of Culture Supervisors: Assoc Prof Ph.D Nguyen Huu Hung Reviewer 1: Assoc Prof Ph.D Tran Thi Quy University of Social Sciences and Humanities, Vietnam National University - Ha Noi Reviewer 2: Assoc Prof Ph.D Mai Ha Ministry of Science and Technology Reviewer 3: Assoc Prof Ph.D Nguyen Thi Lan Thanh University of Culture This thesis will be defended at the university evaluation committee, held at: Hanoi University of Culture No 418 La Thanh Road, Dong Da District, Hanoi Time: … hour… date……month …… year 201… This thesis is available at: - National Library of Vietnam; - Library and Information Center, Hanoi University of Culture INTRODUCTION The reasons for choosing this subject In these years of national renewal, Education and Training play an extremely important role in social life Education and Training are considered the responsibilities of the Party, the State and the entire population Along with Science and Technology, Education and Training are also considered the top national policies, the decisive factors in economic growth and social development, contributing significantly to the progress of industrialization and modernization of the country Therefore, the Vietnamese Party and Government are particularly interested in innovation and development of Education and Training, expressed in many legal documents which were promulgated, as in Resolution 29/NQ/TW Conference TW8 (XI) dated 4/11/2013 The Prime Minister’s Directive No.02/CT-TTg also stressed : “Any country, Vietnam is not an exception, education is the foundation for the development of industrialization and modernization” To develop Education and Training, Information and Library activities play an important role Under the angle of state management, Ministry of Education and Training issued Decision 65/2007/QD-BGDĐT on the criterion of educational quality evaluation in Universities, in which standard number for libraries specified: “Libraries of the Universities are full of books, textbooks, reference in Vietnamese and foreign languages to meet the demands of cadres, teachers and learners Electronic libraries connected to the Internet, useful in teaching, studying and researching science effectively However, in fact, the current network of Information and Library agencies has many inadequacies, reflected in every aspect; from the organizational models, operational modes to the specific professional processes At Universities, although the Information and Library organization has been operating for many years, there are still many shortcomings in its capacity, a fundamental cause of this situation is that Universities work separately and not as a system They not cooperate or share resources to improve the quality of information assurance for information users The theoretical and practical system of Information and Library activities show, Information System is an effective tool to solve the problem of ensuring information for economic and social activities Around the world, many countries have programs to support universities in developing Information Systems for training on the basis of integration and cooperation, using all resources of the member units For these reasons, the author has chosen the subject “Research of Information System for training at technical universities in Vietnam” in the thesis of information library science 2 History of research issues The subject of Information System has attracted the attention of many scientists around the world There are also many typical theoretical studies published by authors S O'Bien and Haag, M Cummings and J Dawkin The scientific basis of Information System is theoretical system with its foundation is the work of three renowned scientists such as: L Von Bertalarffy, Kenneth E Boulding and Stefferd Beer The problems of the theory and practice of the Information System, the applications of Information System in the field of economy, social, education and training, Science and Technology has attracted the attention of many scientists In recent years, the research of Information and Library system has also attracted the attention of researchers, such as G Salton, T.D Wilson; F.W Lancaster and C.W, Cleverdon In Vietnam, the research on the Information Systems was started in the 1980s and published by authors Ngo Trung Viet, Phan Huy Khanh concentrating on the basic knowledge of system, information, information system, information system analysis and design The research on the organization and management of information systems in the field of Science and Technology, Education and Training were also implemented, involved significant thesis of authors Nguyen Huu Hung, Doan Phan Tan, Vương Thanh Huong va Dang Tran Khanh Generally, these works fill with value in both theory and practice and can be refered to build the Information system For technical universities in our country, Information and Library system is still a new research contains many scientific and practical problems: Organisation, operation and process haven’t been studied completely This thesis helps to solve these problems Research aims and tasks 3.1 Research aims The research clarifes scientific evidences, practical basis and proposes a model of Information and Library system for training at Technical universities in Vietnam 3.2 The research tasks To achieve these aims, the thesis addresses the following objectives: - Research overview and systematize the theoretical basis of Information and Library system and the practical basis of Information Systems at Technical universities - Research, analyze and assess the current status of components of the Information system at Technical universities in Viet Nam - Recommend solutions and models in operating model of Information system at Technical universities in Viet Nam Research targets and scopes 4.1 Research targets: Information and Library systems at the Technical universities in Vietnam 4.2 Research scopes - Spatial (regional) research: The thesis used data of 16 Technical universities in Vietnam - Time research: From 2010 to now, Technical universities have been effectuating the entire renovation in Education and Training, moving training methods from annual to credits Methods of research 5.1 Methodology The thesis uses the methodology of dialectical materialism, historical materialism as well as grasps thoroughly viewpoints, guidelines and policies of the Party and the State on Information and Library activities 5.2 Specific Methods - Method of analysis and synthesis material: To assess the views of scholars, schools of theoretical and draw the studied issues, the added issues and new researches - Method of modeling: To propose a model of the Information system at Technical universities in Viet Nam based on the results of the research - Method of system analysis: To review the system, find out the structures and characteristics as well as other specific issues related to the system - Method of sociological survey: Use the survey method through questionnaires and experts method + Survey method by questionnaires: Conduct to choose sampling survey + Interview the experts, scientists, managers of library and information industry, IT, education to clarify the research issues - Statistical method: To handle survey data the current situation of components of the Information system at Technical universities in Viet Nam, Use the statistical forms to illustrate research issues To conduct the survey by questionnaires, the thesis has conducted to choose sampling surveys: Fellows sampled according to geographical features of the country's regions (North, Central and South) In each region, the survey samples were selected on the principle of stratification based on these criteria: Technical universities that have a large and medium scale in training; Universities that are prestigious and have long history of training, team of highly qualified teachers, a big number of information users, modern IT infrastructures, abundant information resourses, regional universities, local universities specialized training in science and technology The results of sample survey included 16 Technical universities, in which 10/20 Technical universities in the North, 2/6 Technical universities in the Central and 4/12 Technical universities in the South Respondents of inteview and investigation included samples: Forms of survey leaders of Information and Library agencies at Technical universities Forms of information demand investigation of information user groups: Managers; Lecturers, Researchers; Regular University Students - 16 forms were issued to leaders of Information and Library agencies at Technical universities and gathered in 16 (100%) - The number of demand investigation forms of information user groups at Technical universities: + 160 forms were issued to Managers (randomly selected 10 Managers every university) and gathered in 155 (96.9%) + 300 forms were issued to Lecturers, Researchers (randomly selected 19 Lecturers/Researchers every university) and gathered in 257 (85.7%) + 1.200 forms were issued to Regular University Students and gathered in 1.142 (95.2%) Theoretical and practical meaning of the thesis 6.1: Theoretical meaning The thesis helps to clarify some theoretical and practical issues of Information systems at Technical universities; justify models and approaches to build Information systems fit with training systems at Technical universities, raise the quality of training, scientific research and transfer technology among universities 6.2 Practical meaning The results of this research provide points to help the State management agencies in higher education, library and information sectors and leaders of universities, library and information agencies in planning and developing construction for Information and Library system at Technical universities in Viet Nam Besides, the results of the thesis are also a reference for research, learning and operation of information officials at Technical universities in Viet Nam The layout of the thesis Besides the introduction, conclusion, recommendation, references and appendices, the thesis is structured into three chapters: Chapter Theoretical and practical basis of Information systems at Technical universities Chapter Status of components of information systems at Technical universities in Viet Nam Chapter Recommend models and solutions for implementing Information systems at Technical universities in Viet Nam Chapter THEORETICAL AND PRACTICAL BASIS OF INFORMATION SYSTEMS AT TECHNICAL UNIVERSITIES 1.1 Theoretical basis of information systems at technical universities 1.1.1 The basic concepts 1.1.1 Information There are many different concepts and approaches about information In the thesis, information is understood as material, data, knowledge and advocacy existing in the process, storage, search and streaming….Information using creates understanding and alters the behaviors and activities of people in society Information is recorded, stored on a tangible medium such as papers, magnetic tapes, computers, servers… It can be generated, processed, transmitted, searched, copied, duplicated and even distorted and destroyed 1.1.1.2 System The system is understood as a set of interactive elements into a structure to fulfill a common goal under the impact of the environment The system also encompasses the meaning of organization forms orderly to form a perfect whole For each system, a superior nature is called “dominant” but no a stand-alone element has 1.1.1.3 Information system In the thesis, the system information is understood as a set of information units, organized according to a certain order, has interaction with each other, performs the function and process information to that organization The system information is created by component groups: Organizational component group that collects information units with a mutual relationship Functional component group that operates functions such as: collecting, processing, storing and providing information Guaranteed component group that ensures the operation of the system, including humans; technical infrastructure, information technology infrastructure, financial and information resources These groups have the same relationship with each other to perform the functions: gathering, processing, storing and distributing information/documents and provide a feedback mechanism to achieve the goals, requirements of the organization 1.1.1.4 Information systems at technical universities Information systems at Technical universities in this thesis are essentially Information and Library system at Technical universities These information systems have data flow to be rotated and managed To Professor TD Wilson, UK, Information systems of universities include factors related to the implementation of functions: collecting, processing, storing and providing information from the source, documentation to ensure information for information users, improve the effectiveness of teaching and training Professor G Salton of Cornell University, the United States says that there are three approaches to solve the construction of Information and Library system at present First, keep the old system and automate some tasks or operational processes in Information and Library agencies Second, build a system based on cooperation and integration of current systems/ Information and Library agencies to use all resources of the member units to tackle the task (goal) of the system Third, build a completely new Information and Library information with fundamental change all stages, from the organizations, processes to means In fact, the second approach is common and easy to fit in the construction and modernization of current Information and Library systems The formulation is based on the network of Information and Library agencies available, make use of all resources such as information resource in universities and integrating processes in the Information and Library agencies at universities Information systems at Technical universities have dual functions: First, is a tool to manage information as an asset and resource of university This information is in the form of published and not published in accordance with the training programs of member universities Second, is a tool to help participate in the process of improving the quality of education and scientific research at universities Information and Library systems at Technical universities support teaching, learning and researching by ensuring timely information for users To ensure the objectives of information systems, Technical universities should improve operational efficiency of the Information and Library agencies, must address issues such as: Ensuring the operation of the Information and Library agencies at universities on a unified mechanism; Organizing Information and Library processes on the basis of ensuring interoperability in terms of information library in the stages with the appropriate procedures and uniform standards; comprehensive approaching to the modernization on the basis of rational use of technology From the above premises, Information systems at Technical universities in the thesis is understood as a set of Information and Library agencies that are organized and operated under a unified mechanism to perform the duties such as collection, process, storage and provide information from sources published and not published to ensure information and satisfy the needs of different information users in training and studying and scientific research at universities In terms of structure, this system consists of three components: organizational system components, functional components (operating systems) and guaranteed components to ensure the operation of the system (human, facility physical and IT infrastructure, finance, information resources, legal) These components have a mutual relationship with each other to implement the information 1.1.2 The components of information systems at Technical universities From concept of information systems at Technical universities, the systems are defined by three main components: organizational system components, functional components (operating systems) and guaranteed components to ensure the operation of the system) These components have a mutual relationship with each other to operate and develop the systems 1.1.2.1 Organized system components The organized components of systems at Technical universities include Information and Library agencies that perform functions related to library and information activities such as: Collecting, processing, storing and providing information to the users, These agencies make up the system As every organizational system, to operate university information system, unified operating mechanism are needed through regulations include provisions, binding rules for each member organization in the system, ensure the rights and responsibilities of each university participating in the system 1.1.2.2 Functional components (operating) system Functional components (activities) of information systems at Technical universities toward the implementation of the small objectives of the Information systems (actually the functional modules of the system) as: Collecting, processing, storing and supplying information for the users at universities 1.1.2.3 Guaranteed components Guaranteed components are tools, means and conditions for implementing the small goals of the information systems at Technical universities In these systems, guaranteed components mainly include: human, facility physical and IT infrastructure, finance, information resources 1.1.3 Factors affect Information and Library systems at Technical universities Manpower, Perception of leadership, Information 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 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 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 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 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 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, and 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 information users groups, equivalent to 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 not operate systematically; new activities not follow the local mechanism with spontaneous, faint, discrete characters and 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 RDA…etc 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 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 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 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, library information activity procedures such as collecting, processing, storing and providing the information The interaction increase of components in the system will reduce duplication of information, increase the cover and the full extent and save the fund 3.1.2 Objectives and tasks of system 3.1.2.1 Objectives Derived from functions and tasks of universities, actual library information activities, information system, the technical universities shall achieve the following objectives: General objectives: Firstly, ensure collecting and obtaining the information from foreign and domestic technical documents, especially at universities which are members of the system; Secondly, cooperate among universities to improve information processing, management, creating and exploiting specific information service products; create and expand link, exchange of information resources to foreign technical universities, primarily to universities at nations in Asia - Pacific area Specific objectives: Firstly, improve the activity efficiency of each library information agency; secondly, develop the information system for the technical universities and bring the information knowledge to the Users to help them use in maximum information resources, information service products etc 3.1.2.2 Objectives of information system at technical universities In order to obtain the above objectives, the information system shall achieve the following main duties: Build the information resources; create common information space; give training Information staffs and Users 19 3.1.3 Organizational structure and operational mechanism of system 3.1.3.1 Organizational structure Executive board Advisory Council Information system management board at technical universities Office located at Ta Quang Buu Library HUST Information users - Managers; - Lecturers; Researchers - Students Information extraction Working groups Partners - Foreign technical universities; - Publishers; - Information, service suppliers; - Sponsors; - Software companies; Integrated data information system between library information agencies (LIA) LIA in A technical university LIA in B technical university LIA in C technical university LIA in D technical university LIA in E technical university LIA in F technical university Information from the faculties, institutes and centers Information from the faculties, institutes and centers Information from the faculties, institutes and centers Information from the faculties, institutes and centers Information from the faculties, institutes and centers Information from the faculties, institutes and centers Note Information exchange Information Information management flow Advice Information resource Direction Figure 3.1: Model of information organization at technical universities In the system, organize the activity coordination between universities to achieve the defined objectives The organizational structure of information system at the technical universities includes: The information system of technical universities operates in Vietnam legal framework and under Ministry of Training and Education (MOET) To maintain the sustainable development, the system should have an official legal basis to ensure that the system has a clear legal status to conduct its activities such as contributing the fund to participate the system, sign the contract of service supply…etc MOET shall coordinate with advisory system management board to complete, propose and issue the legal documents on establishment and 20 organizational rules of information system at the technical universities System management board comprises: System executive board: it is elected in general conference of members comprising a Chairman (The Chairman may be Rector of Hanoi University of Science and Technology (HUST); system office is located in the university which owns the Chairman), Members of system executive board are mainly representative leaders of technical universities as core members The executive board selects HUST as the center of system; information system office of technical universities can be located at Ta Quang Buu Library, HUST an independent unit from the member units with functions to assist the Executive Board; the working groups are personnel, library staff and specialists of library information agencies of member technical universities The information system will integrate the data between member library information agencies The library information agencies of system shall assign to contact the system office in system activities framework The Chairman of Executive Board is responsible for managing the activities of Board, chairing meetings of system and reporting to the governing body for the system activities The Advisory Council: its members are decided by the Executive Board The Advisory Council will advise Executive Board to select the information sources, electronic databases on science and technique, technology; select the information and service suppliers, integrated library software; develop the system operation mechanism etc The partners of information system: all organizations and individuals relating to the system activities such as technical universities, foreign technology, publishers, service providers , software companies, sponsors etc Information users including objects: managers; lecturers/ researchers and students of technical universities exploiting the information system 3.1.3.2 Operational mechanism (operation) of information system at technical universities The mechanism means how to perform between library information agencies in the system; it shows the coordination each other in management, administration and operation of the system, namely: uniformly coordinate system activities; uniformly build the sustainable finance; Mechanisms for human resources in the system; Mechanisms to create, share the information resources and use the information products and services 21 3.1.3.3 Elements and data flow in information system at technical universities * The elements of information system at technical universities The integrated data information system between library information agencies of technical universities: These agencies have the relationship in terms of information; developing and sharing of information resources, database between the agencies shall be uniform and work together in the entire system, avoid duplication of information and save the cost Thus, determining the information system at the technical universities in Vietnam is constituted by library information agencies in universities * Data flow in information system at technical universities It is necessary to clearly understand the data flow of system, flow of data input/ output, system operating information resource Based on rotation direction of information sources, they can be divided into: up information flow (information for training, information, documentation); down information flow means the information directed by superior management bodies; horizontal information flow (endogenous information source) 3.2 Solutions to implement the information system model for Vietnam technical universities After presenting the system organization model: organizational structure and operational mechanism, in order to apply this model applied in the practice, the author would like to offer solutions for ensuring effectiveness of information system operation at technical universities 3.2.1 Legal environment (Rule on system operation) To operate the information system at technical universities, it is necessary to have the legal conditions (regulations) specifying functions, tasks, rights and obligations of each library information agency such as: The general provisions of information system at technical universities; duties and rights of each unit in information system at technical universities; participate, coordinate under the direction of MOET and leaders of technical universities 3.2.2 Strengthening information resources Firstly, it is necessary to share the information resources in the system by specific sanctions; secondly, research, build, develop, share open course ware (OCW) which is a trend in information resource space of universities in the world and our country Especially, in the context where most technical universities in Vietnam is implementing the credit system training method, the creation of OCW in information resources will enable users freely to access, give comments and share materials without charge; thereby to 22 improve the quality of teaching - learning, scientific research and knowledge transfer at universities Thirdly, it is necessary to have the plan to strengthen the information resource by positively selecting, processing and fully exploiting the valuable information resources to Users and in accordance with training major and practical development of technical universities; fourthly, strengthen the information resources in various forms including linking and sharing the information resources between the library information agencies as an important factor 3.2.3 Information products and services 3.2.3.1 Diversifying information products It is necessary to diversify the information products to improve the operation efficiency of information system The member library information agencies in the system shall issue the coordination mechanism and take the duty to build (Create) information products which ensure the scientific character, save the costs for use in the entire system We focus on researching the proposal of building some common information products and services such as: Information publications; improving the quality of library websites 3.2.3.2 Improving the quality of information services Copy supply service; information search service and selected information dissemination service 3.2.4 Improving the quality of human resources For the library information staffs: Regularly organize the short-term courses, knowledge fostering courses and skills in information system to staffs working in information collecting, processing etc For the IT staffs: Improve the professional qualifications and management skills of IT staffs in the library information agencies These staffs shall supplemented new knowledge under a modern approach 3.2.5 Training information users: The Users access to the information system via LAN / WAN of system The system is installed with the ability of load balance with many application servers to ensure access frequency, with large number of users to access multiple systems to the database server 3.2.6 Information technology infrastructure To increase the investment in IT infrastructure, Websites and library management software shall integrate, synchronize and standardize the IT in the information system: Because the library information sector is associated with IT in digital operation and library network link such as: Protocol Z3950; OAI storage standard; Open Archives Initiative - Protocol for Metadata (OAI- PMH) etc 23 3.2.7 Finance First, fund for establishment, maintenance and development of a shared database of science and technology will be guaranteed by members' contribution; Secondly, the investment fund for training and fostering professional human resources for the system; Thirdly, fund for regular operation of system: build, develop, update and buy science and technology sources; participate the link to share domestic and international information system; Sub-conclusion The thesis proposes the overview model of information system at Vietnam technical universities on base of organizational link and the library information agencies integrate the operational process to make better use of resources of each member university In addition to the model, it also offers the solutions to apply the information system model at technical universities into practice such as: Develop the legal environment; strength to share the information resources, information products and services; human resources; upgrade IT infrastructure, Building the information system at technical universities is a permanent duty and spends many stages which require a uniform direction, investment and test and calibration steps during implementation process 24 CONCLUSION AND RECOMMENDATIONS Conclusion The information system at technical universities is an important tool to contribute to improve the quality of education, scientific research and technology transfer The research results of thesis clarify the following main issues: The library information activities at Vietnam technical universities are now operated under the autonomous process without the interaction with each other in terms of information Therefore, it can be said that the information system at technical universities so far has not been formed Real library information activities at technical universities in last time have created some premise factors to the system, they are: part of system organization, part of system function (operation) and part of ensuring that library information activities Built information system at technical universities is the systematic integration of these factors Based on the theory of system, survey results and inherited experience of other countries, the thesis proposes model of information system at technical universities including organizational structure, system operation mechanism along with solutions to implement the model: legal environment; information resources; information products and services; human resources; IT infrastructure etc The system information at technical universities is an important component of the information system for serving higher education activities in order to improve the quality of training and human resources for the social sector This is an open system consisting of components with interactive relationship with each other and interacts with the surrounding environment Recommendations For the Ministry of Education & Training (MOET) - MOET shall consider the information system in each university is a constituent element of the system - education reform measure, improving the quality of education - MOET shall develop and promulgate regulations on strategic guidance to build information system in universities under majors such as: Engineering Science, Economics, Law, Agriculture, Forestry, Medicine, in which Engineering Science, technology shall make a breakthrough - MOET shall direct to build the information system development strategy in higher education system in Vietnam, legal corridor to ensure the conditions for funding, IT infrastructure, and human resources for operated information system For leaders of technical universities - The administration board shall have the plans and strategies to build the information system in each member university - The universities build common rules for managing and operating the system - Supply material resources including facilities-equipment-IT infrastructure; human resources; finance…etc to realize the strategy of MOET to the universities 25 LIST OF WORKS PUBLISHED Do Tien Vuong (2009), "Some software library integrated electronics in Vietnam", Journal of Culture and Arts, (301), tr 82-85, 88 Do Tien Vuong (2009), "Some of the advanced technology used in current library", Journal of Culture and Arts, (306), tr 73-76 Do Tien Vuong (2011), "The standard of the library management system integrated (ILMS)," Library Journal Vietnam, (28), tr.42-44, 52 Do Tien Vuong (2012), "Some problems of building a library information system in universities in Vietnam today", Journal of Education (296), tr.7-9 Do Tien Vuong (2012), "information dissemination system in selective universities in Vietnam", Journal of Culture and Arts, (342), tr 72-75 Do Tien Vuong (2013), "Studies linked model information resource sharing between libraries University technical block in Vietnam," Vietnam Library Journal, (39), p 36-40 Do Tien Vuong (2013), "facilities - information technology infrastructure at the University Library technical block in Vietnam today," Library Journal Vietnam (43), tr.26- 32 Do Tien Vuong (2013), establishment of the module information to find and exploit information in the technical universities in Vietnam block, Proceedings of Workshop information technology in Vietnam Education: Integration or transformation, scientific research Institute of Education of Vietnam, Hanoi Do Tien Vuong (2014), "The theory and application system in library information systems technical universities in Vietnam", Library Journal Vietnam (49), p 35-40 10 Do Tien Vuong (2014), "Human resources in library information systems technical universities Vietnam currently serves credit system", Journal of Information and Data, (6), tr 28-34 11 Do Tien Vuong (2014), organizational structure management apparatus of the university library Vietnam, Proceedings of scientific conferences Vinh University, tr.354-364 12 Nguyen, Do Tien Vuong (2015), Development of digital resources in university libraries Vietnam, Proceedings of the scientific conference Nha Trang University, p 1-11 13 Do Tien Vuong (2015), "A number of factors impact on information systems technical universities in Vietnam", Journal of Special Education in May, tr.71-74 14 Do Tien Vuong (2015), "The organizational model of information system in the library of the University of Technology of Vietnam", Journal of Education period August 1, p 57-60 [...]... 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... 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;... 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. .. 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... 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. .. and centers Information from the faculties, institutes and centers Information from the faculties, institutes and centers Information from the faculties, institutes and centers Note Information exchange Information Information management flow Advice Information resource Direction Figure 3.1: Model of information organization at technical universities In the system, organize the activity coordination between... 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. .. data information system between library information agencies (LIA) LIA in A technical university LIA in B technical university LIA in C technical university LIA in D technical university LIA in E technical university LIA in F technical university Information from the faculties, institutes and centers Information from the faculties, institutes and centers Information from the faculties, institutes and... information to find and exploit information in the technical universities in Vietnam block, Proceedings of Workshop information technology in Vietnam Education: Integration or transformation, scientific research Institute of Education of Vietnam, Hanoi 9 Do Tien Vuong (2014), "The theory and application system in library information systems technical universities in Vietnam", Library Journal Vietnam (49),... technical universities in Vietnam is constituted by library information agencies in universities * Data flow in information system at technical universities It is necessary to clearly understand the data flow of system, flow of data input/ output, system operating information resource Based on rotation direction of information sources, they can be divided into: up information flow (information for training, ... operating information resource Based on rotation direction of information sources, they can be divided into: up information flow (information for training, information, documentation); down information. .. in information system at technical universities * The elements of information system at technical universities The integrated data information system between library information agencies of technical. .. 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