=Paper=
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|storemode=property
|title=The Information System as a Tool to Manage R&D at the National Academy of Pedagogical Sciences of Ukraine
|pdfUrl=https://ceur-ws.org/Vol-848/ICTERI-2012-CEUR-WS-paper-20-p-82-95.pdf
|volume=Vol-848
|dblpUrl=https://dblp.org/rec/conf/icteri/ZadorozhnaPT12
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==The Information System as a Tool to Manage R&D at the National Academy of Pedagogical Sciences of Ukraine==
https://ceur-ws.org/Vol-848/ICTERI-2012-CEUR-WS-paper-20-p-82-95.pdf
The Information System as a Tool to Manage R&D at the
National Academy of Pedagogical Sciences of Ukraine
Natalya Zadorozhna1, Basyl Petrushko1, and Sergey Tukalo1
1
Institute of information technology and learning tools,
9, М. Berlynckоgo St., 04060, Kyiv, Ukraine
nzalert@list.ru, vassoz@gmail.com, kolobox@bigmir.net
Abstract. This paper is devoted to the results of R&D entitled "Scientific and
methodical support for an information system based on the Internet to manage
R&D at the National Academy of Pedagogical Sciences of Ukraine,"
0109U002139. The objective is development of technique and technology to
build an information system to manage R&D. An information system towards
this end was created and was launched in 2011. It is the first stage of
deployment of electronic document management at the academy. This system
provides documentary support to manage R&D at research institutions. It is
designed as a corporate Internet portal (http://planning.edu-ua.net) on Microsoft
Office SharePoint Server 2007 platform with added applications and document
templates developed specifically to support R&D workflows in this system.
Keywords: information system, R&D Management, conceptual model, portal,
MS SharePoint, electronic document management
Key Terms: Academia, Development, Management, Process, Research
1 Introduction
Implementation of information systems designed to management science and
education is well timed because this contributes to the modernization of science and
education in Ukraine. It corresponds to the actual for Ukraine the problem of forming
a modern information society that legally defined in the Law of Ukraine "On main
principles of information society development in Ukraine for 2007-2015" dated
January 9, 2007 № 537. The main problem arising from this Law is to build national
information systems, including information systems of management in education area.
Create an corporate information system of National Pedagogical Sciences of
Ukraine (hereinafter referred to as “NAPSU”) is a practical step to build similar
systems.
This paper describes methodology and tools to create information system to
manage R&D at the National Academy of Pedagogical Sciences of Ukraine
(hereinafter referred to as “R&D Management”).
Information System as a Tool to Manage R&D… 83
2 Overall System Characteristic
The goals of this information system are to manage R&D at the National Academy of
Pedagogical Sciences of Ukraine (hereinafter referred to as “R&D Management”) and
the automation of documentary support for “R&D Management” in research
institutions in accordance with the state regulations for research. It should provide the
data and documents uploaded by "R&D Management" to officers and researchers in
the Presidium and Research Institutions at the National Academy of Pedagogical
Sciences of Ukraine (hereinafter referred to as “NAPSU”) based on a permissions
policy with varying powers.
2.1 Goals and Objectives
The objectives of "R&D Management" are to design a system as a corporate Internet
portal (http://planning.edu-ua.net) on the Microsoft Office SharePoint Server 2007
platform. The front-end portal is designed as a SharePoint site. The back-end portal
includes the SharePoint basic tools for documents and workflows with added
applications and document templates developed specifically for the "R&D
Management."
"R&D Management" is the first step to create a corporate portal for electronic
document management in the NAPSU. Such a system will provide conditions to
migrate from a paper-based document management system to electronic document
management system. This migration to an electronic document management system is
well timed because the legislative and normative base is already in existence at the
state level in Ukraine. Thus, "R&D Management" is a practical step to implement the
state ICT policy to manage scientific and educational areas. The "R&D Management"
essentially will promote the everyday use of ICT, reduce the time taken to process
R&D documents, enhance the productivity of the researchers and thus be more
balanced in the use of labor resources in the organization and implementation of the
researches.
2.2 Subject Domain of the “R&D Management”
The main activity of the institutions of NAPSU is scientific research. Currently,
research management is going through the paper documents that are sent in duplicate
from research institutions to the Presidium of NAPSU. Research management at the
research institutions of NAPSU is regulated by the "Statute regarding implementation
of research in the National Academy of Pedagogical Sciences of Ukraine" document
(released 2011). This Statute is developed under the laws of Ukraine "On scientific
and scientific and technical activity," "Regarding scientific and technical
examination," "On innovative activity," the state standard of Ukraine SSTU, a 3973-
2000 "System of development and imputing of products in production, rules of
implementation of research works," General Charter of the National Academy of
Pedagogical Sciences of Ukraine and other normatively legal acts that regulate
relations in a scientific field. The Statute defines the basic principles to manage
84 N. Zadorozhna, B. Petrushko, and S. Tukalo
research in institutions of NAPSU and sets general requirements for R&D:
applications, approval, budget, monitoring, accounting, reporting, results assessment
and acceptance criteria. The action of the Statute spreads to all fundamental and
applied researches that are planned and performed in institutions of NAPSU by state
budget funds and other sources.
2.3 Types of Document in the ‘’R&D management”
An R&D document is prepared in the institutes of NAPSU by R&D top managers,
officials of the Academic Department and accountants:
1. R&D top managers prepare the following documents:
─ R&D applications;
─ Requirement Specifications for R&D;
─ Description of R&D for NANU;
─ Agreements of Vendors in R&D;
─ Research Programs of R&D;
─ Registration Cards of R&D; and
─ Plan and Terms of R&D.
2. Officials of the Academic Council prepare the following documents:
─ Perspective Thematic Plan of R&D;
─ Annual Plan of R&D;
─ Extracts from the minutes of the Academic Council Meeting:
to approve R&D;
to approve the Perspective Thematic Plan of R&D; and
to approve Research Programs of R&D.
3. Accountants prepare the following documents:
─ Planned calculation of the estimated cost of work for each topic of R&D (includes
cost estimates for all items);
─ Protocol Agreement, the cost of work for each topic of R&D;
─ Actual costs of the institution on a monthly and quarterly basis;
─ Summary Cost estimates in all subjects of R&D.
The following supporting papers are used to complete documents that R&D top
managers prepare:
─ An overall picture of NAPSU;
─ Resolutions of the Presidium of NAPSU;
─ General description of the Departments of NAPSU;
─ Protocols of the Bureau of the Departments of NAPSU;
─ Log of R&D;
Information System as a Tool to Manage R&D… 85
─ Overall about Research Institutions of NAPSU;
─ Staff list of the Research Institution of NAPSU.
2.4 “R&D Management” Requirements
"R&D Management" should support the comfortable environment of collective
activity to manage R&D and effective automated procedures of management
documents (forming, access and synchronization of changes). Thus "R&D
Management" belongs to a class of systems of electronic document management
(EDM) [1-2].
The defined feature of this class is to provide the document management and group
work with documents. A management document requires the specific processing
procedures corresponding to the specific document types and the tools to support the
depository documents. Group work with documents should be determined by politics
of permission and roles of users.
These fundamental requirements for electronic document management define the
main design decisions of "R&D Management" [2].
3 Design Decisions ‘’R&D Management”
The data structure of "R&D Management" is specified as the set of fields оf all types
of R&D documents. To automatically fill out those documents, it is necessary to
specify a set of the same fields (hereinafter named common fields), rules and
sequences to process every common field in every document. The field in the
document is filled by users manually, its value should be chosen from a set list, or the
system should calculate values using fields, specified in supporting papers (financial
performance, staff list, etc.). Supporting synchronic changes in common fields in all
the documents is very important for "R&D Management".
3.1 A Conceptual Data Model
A list of common fields for all groups of documents was systematized and formalized
as the conceptual data model of "R&D Management," which is described in the terms
of subject domain [2].
The conceptual data model "R&D Management" being built is as follows:
1. To analyzeR&D Management in NAPSU;
2. To compose lists of common fields in the documents, i.e., the same fields that are
used in more than one document;
3. To identify fields;
4. To determine the source document for each common field;
5. To define documents that use each common field;
6. To determine and describe a procedure to fill each common field; and
7. To define fields whose values are selected from the appropriate set list.
86 N. Zadorozhna, B. Petrushko, and S. Tukalo
The conceptual data model "R&D Management" is formally described as a table
with the following column: Document Name, ID (Document Identifier), Owner
(Department name where the document is prepared), Common Fields (consisting of
two columns: Field Name and Field ID).
A unique identifier is appropriated for every document. A field identifier consists
of a document identifier and a sequence number of the field in the source document.
An identifier color is selected depending on the group. The following field groups are
found in the conceptual data model:
─ a field-source (it is filled out in this document, and its value is used in all other
documents, so it is required unconditionally to synchronize a common value field
through all documents);
─ a field-source (it is filled out in this document, and this value is used in some
documents, and thus required to synchronize a common value field in some
documents);
─ a copy of the field-source;
─ the field is calculated automatically;the field is used to calculate other fields; and
─ a check box.
Table of conceptual model “R&D Management” describes а tota1 147 documents
and 253 common fields.
3.2 MS SharePoint – Software Platform “R&D Management”
As noted above, "R&D Management" belongs to a class of systems of EDM.
Microsoft SharePoint Products and Technologies (hereinafter referred to
SharePoint), namely Microsoft Office SharePoint Server 2007, is adopted as the
"R&D Management" platform due to the above EDM requirements.
The main factor for adopting SharePoint as a software platform for "R&D
Management" is a familiar working environment (as a rule it is MS Office package
and program browser), to which the user is accustomed in his/her daily activities.
SharePoint integrates with Microsoft Office, which allows a largely familiar
environment to be saved for the user. Moreover, the system developed on SharePoint
platform does not require installing any additional client software or special user
knowledge in information technology. To use this system, the user needs to have
operating systems such as Windows (Microsoft Windows 98, Windows Millennium
Edition, Windows XP and above), and a package of office applications (Microsoft
Office 97 and above).
SharePoint also supports centralized repository of documents (SharePoint library),
a mandatory component of any EDM.
In addition, SharePoint provides a lot of features to process documents. SharePoint
has a Ukrainian localization. Sites based on SharePoint allow users to share their
activity. They facilitate the interaction of web applications like Wikis and blogs and
create a safe environment interaction. Their content management system is effective
and usable. A Web Part, also called a Web Widget, is an ASP.NET server control
which is added to a Web Part Zone on Web Part Pages by users at run time. The
Information System as a Tool to Manage R&D… 87
controls enable end-users to modify the content, appearance, and behavior of web
pages directly from a browser. It can be put into certain places in a web page by end-
users, after development by the programmer. Therefore, one of the most widespread
and everyday tasks of a developer on the ShareРoint platform is the development of
Web Parts. It is a flexible and accessible method to expand the functionality of the
platform (regardless of whether it will be service of site news or difficult systems of
accounting and document workflow, they can be easily and flexibly customized).
A Web Part can be easily encapsulated and removed. Nowadays, the trend of
development for ShareРoint is to create Web Parts, using custom controls and other
similar tools. Those Web Parts can be added to any page in any combination, and the
administrator has tools to customize the page if it is needed. Users have tools to
operate with data in Lists and Document Libraries, using Controls and Web Parts.
Thus, SharePoint as software platform "R&D Management" provides a
comfortable procedure for creation of a portal, use of built-in instruments for the base
functions of document flow, and also tools to develop and integrate applications
forR&D Management [3].
On the one hand, "R&D Management" has been developed by using standard
SharePoint Services tools to create the Web Application. They are Web Parts, Lists,
Document Library, Workflow and Website Template.
But on the other hand, there is an unusual implementation of SharePoint in "R&D
Management"; which is a novel approach to processing documents. SharePoint is a
web application platform. It supports work of its own web application ("R&D
Management" is a SharePoint web application) through web server MS IIS. MS IIS
gives access to data and content, stored in SQL database. In this way "R&D
Management" is able to process data-only SharePoint objects at web level. Because
SharePoint considers a document as an independent single object with inside data, it
has no tools to control the data integrity of different documents with one and the same
data in the SharePoint library. Support of data integrity, however, is an essential
condition for business processes in "R&D Management." To solve this problem,
special tools were developed; namely, features to synchronize data of documents in
the "R&D Management" library.
Documents in "R&D Management" contain various shared tables. To process table
data as express fields in terms of MS Office, special additional tools were developed
in "R&D Management" because they were absent in SharePoint.
3.3 Basic Principles of the “R&D Management”
“R&D management" supports operating R&D document flow in NAPSU through the
Internet portal with an access authorized user. Access to menus and services in the
portal is only for registered users with permissions, which are defined by their official
powers in NAPSU and administrative subordination in the NAPSU (Leadership,
Respective Departments and Research Institutions).
Documents are created and stored in the "R&D management" Library. Each type of
document is described as a specific Content Type Template. The specific document is
created according its Content Type Template and stored in the appropriate folder of
the hierarchical tree structure, which reflects administrative subordination in NAPSU.
88 N. Zadorozhna, B. Petrushko, and S. Tukalo
The values of the common fields in various documents are changed synchronically
with the change of the field source according to rules, which are defined by the field
group. To work with documents (create, view, edit) the user opens the document in
the portal using the appropriate application of the MS Office package (MS Word, MS
Excel, etc.) and performs the necessary operations in documents in the usual manner.
The only difference between the document opened in the portal and the document
opened locally is that the documents in the portal already contain data in those
common fields, which had been already filled out in the source documents. For
example, the document "Application R&D" for specific R&D contains the value
"Scientific and methodical support for an information system based on the Internet to
manage R&D at the National Academy of Pedagogical Sciences of Ukraine" in the
field "Title R&D." When each of more than 20 documents for this R&D will be open,
the field "Title R&D" will contain the above value. Moreover, when it is necessary to
change the value in this field (often by the advice of the Academic Council officials,
expert conclusions, etc.), then change the field "Title R&D" only in the Document
"Application R&D". Completing this feature is based on a function of express blocks
in Word 2007 to define reusable fields within a document and add them to specially
created template express blocks. Once the content is added as an express block, the
user gets access to it for reuse in any Word 2007 document. Synchronization values in
express fields (We named them “common fields”) in various documents in "R&D
Management" provides by special application developed in C#.
3.4 Sequence of Projecting
“R&D Management” consists of two parts: external, it is actually portal – front-end
portal, and functional part – bасk-end portal.
Bасk-end portal. The sequence for projecting the bасk-end portal contains the
following steps: analysis, requirement definition, design, and developing. The
conceptual model is the result of analysis. The conceptual model is the base for
requirement definition that determines templates and documents processing rules for
data processing and workflows. Data processing is provided by using SharePoint
features and additional applications to synchronize the alphanumeric fields, table
synchronization, and data calculations. Additional applications implement
synchronization handlers in C# and processors of the XML configuration file. A
diagram of analysis and design of "R&D Management" is shown in Fig.1-4.
The main task for projecting the "R&D Management" bаck-end poral is the
synchronization of documents; namely, synchronous modification of the common
fields in all documents when the value in the field-source is changed. The UML-
sequence diagram of "R&D Management" applications is shown in Fig.5.
Front-end portal. Sequence for projecting of «R&D Management” front-end portal
is shown in Fig. 6.
Information System as a Tool to Manage R&D… 89
3.5 Current Status and Prospects of “R&D Management”
R&D Management" version 1.0 was launched in 2011. The R&D documents for the
2012–2014 of Research Institutions of the Department of General Secondary
Education NAPSU have been uploaded and processed in the system. The
implementation received a positive evaluation. The entire "R&D Management" is to
be implemented in 2012. Current version of this system is the first step to manage
start to automation R&D in NAPSU. Further development of "R&D Management"
consists of expansion of functionality for support of processes of R&D monitoring
principles and integration with electronic library of NAPSU.
Fig. 1. Analysis and design оf “R&D Management” (document processing).
90 N. Zadorozhna, B. Petrushko, and S. Tukalo
Fig. 2. Analysis and design оf “R&D Management” (template & workflow).
Information System as a Tool to Manage R&D… 91
Fig. 3. Analysis and design оf “R&D Management” (text field synchronization).
92 N. Zadorozhna, B. Petrushko, and S. Tukalo
Fig. 4. Analysis and design оf “R&D Management” (table and data calculation).
Information System as a Tool to Manage R&D… 93
Sharepoint Event handler Sync mechanismConfig handlerOpen XML handler
On document change
Sync fields
Done
Request configuration for current content type
Configuration data
Request document change according to configuration rule
Next rule
Result
Done
Fig. 5. UML-sequence diagram of “R&D Management” applications
94 N. Zadorozhna, B. Petrushko, and S. Tukalo
Fig 6. Sequence of projecting of “R&D Management” front-end potral
Information System as a Tool to Manage R&D… 95
4 Conclusion
“R&D Management” is platform to deploy the electronic document management
corporate portal of NAPSU for the whole spectrum of functions in document flow.
Further development of "R&D Management" consists of expansion of functionality
of the corporate portal NAPS of Ukraine.
Design decisions of the “R&D Management” can be used for creation of similar
systems in establishments which perform R&D with state budget funds and other
sources.
Developed for “R&D Management” tools to synchronize data of documents in the
SharePoint library as well as tools to process shared table data as express block (in
terms of MS Office) can be used for development SharePoint web application to
process shared documents.
Design decisions and actual “R&D Management” are useful as learning tool for
special course “Electronic Document Management”.
References
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Uiversities & Postgraduate Teacher Education Institutions). Pedagogichna Dumka, Kyiv
(2007) (in Ukrainian)
2. Zadorozhna, N.: Concept to create the information system based on Internet to manage
R&D in the National Academy of Pedagogical Sciences of Ukraine. Information
Technologies and Learning Tools, Kyiv (2009) (in Ukrainian),
3. http://journal.iitta.gov.ua/index.php/itlt/article/view/45/31
4. Petrushko V.: Development of Tools to Synchronize Data Documents in the SharePoint
Lіbrary. Information Technologies and Learning Tools, Kyiv (2010) (in Ukrainian)
http://journal.iitta.gov.ua/index.php/itlt/article/view/363/320
5. Tukalo S.: Automatic processing of documents in the information system to manage R&D in
the National Academy of Pedagogical Sciences of Ukraine.
Information Technologies and Learning Tools, Kyiv (2010) (in Ukrainian)
6. http://journal.iitta.gov.ua/index.php/itlt/article/view/366/323