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

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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

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

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.

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Chapter 4:Building University Resource Planning - URP model (Testing at the Hue
College of Economics - Hue University)

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

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

1.1.4. Advantages and disadvantages of ERP application trend in universities

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

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:


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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:

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ERP Model
Organizational structure
Operating model
Functions

…

URP model
for universities
in Vietnam

Other factors
Financial capacity
The scale of training
The level of autonomy
…
Figure 1.3. The research model of thesis

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.


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CHAPTER 2. THEORETICAL BASES OF ERP
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

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SYSTEM

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 selfgovernance 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

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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:

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

SAP

Microsoft

Human Resource Management

Human Resource Management

Human and Salary Resource Management

Financial Management

Budget and Financial
Management
Procurement Management

Financial Management
Accounting

Student Financial Management

LearnerFee Management

Account Management

Financial Aid Management

Grants Management for
Grantee
Learner Lifecycle Management

Student Information System

Recruiting and Admissions
Management
Student Gradebook
Management

Learner Achivement
Measurement and Tracking

Academic Advisement System

Teaching and Learning

Student Profile Management

University Community System
Student Records Management

Educational Performance
Analytics
Research Planning and
Execution
Researcher Visibility

Contributor Relations
Management

Grants Management for
Grantors

Grants Management

Donation Management
Platforms and Technology

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


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in the SAP ERP system for universities is the field of science research management,
including the profit and non-profit ...

CHAPTER 3. THE NECESSITY BUILDING AND APPLICATION URP
MODEL IN VIETNAMESE UNIVERSITIES AT THE CURRENT
PERIOD
3.1. Description of the expert interviewed survey

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.

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
Management Software

User Object

Total

Managers

Lecturers

Mark Management

35.0%

33.3%

68.3%

Credit Registration Management

28.3%

25.0%

53.3%


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14

Human Resource Management

18.3%

15.0%

33.3%

Human Resource

Percent

36.7%

16.7%

18.3%

13.3%

15%

Scientific Research Management

30.0%

13.3%

43.3%

Learner Profile

Percent

36.7%

33.3%

11.7%

1.7%

16.7%

Salary Management

10.0%

5.0%

15.0%

Scheduling

Percent

31.7%

35%

11.7%

1.7%

20%

Scheduling Management

20.0%

10.0%

30.0%

Credit Registration Percent

35%

40%

15%

1.7%

8.3%

Other Management Softwares

16.7%

13.3%

30.0%

Mark

Percent

40%

36.7%

13.3%

1.7%

8.3%

Never used

3.3%

6.7%

10.0%

Scientific Research Percent

21.7%

15%

23.3%

13.3%

26.7%

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

Very convenient

14

23.3%

23.3%

23.3%

Convenient

37

61.7%

61.7%

85.0%

8

13.3%

13.3%

98.3%

Inconvenient

1

1.7%

1.7%

100.0%

Total

60

100.0%

100.0%

Valid Normal

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
Fields

Salary

Valid

Percent

18.3%

5%

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

Inadequacies

User Object

5%

18.3%

Total

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%

Other

3.33%

1.67%

5.00%

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:

Benefits

Deployed Deployed Deployed Is/will be Not to
and
and
and
deployed mention
used> 6 used4-6 used1-3
and put
in
years
years
years
into use applying
53.3%

However, the asynchronous, discrete deployment makes usage has many
difficulties and inadequacies. Can clearly see by the survey results in Table 3.14:

User Object
Managers Lecturers

Total

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%

Eliminating duplicate data
Increase the amount of information provided to
university

36.70%

35.00%

71.70%

31.70%

30.00%

61.70%


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Sharing data throughout university

41.70%

41.70%

83.30%

Grantors Management

8.30%

11.70%

20.00%

Well supported for students in learning process

41.70%

41.70%

83.30%

Alumni Management

36.70%

25.00%

61.70%

Well supported for lecturers in the teaching process

40.00%

41.70%

81.70%

Healthcare Management

16.70%

11.70%

28.30%

Library Management

43.30%

43.30%

86.70%

Dormitory Management

23.30%

26.70%

50.00%

E - Learning

40.00%

40.00%

80.00%

Online Survey

35.00%

36.70%

71.70%

1.70%

Other

5.00%

6.70%

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
Subsystem

General
Management

Training and
Graduate
Management

Function

User Object

Total

Training
Support

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.

Managers

Lecturers

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%

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.

Procurement Management

23.30%

31.70%

55.00%

4.1.2.2. Overall building URP model

Documents Form Management

35.00%

40.00%

75.00%

Portal

38.30%

41.70%

80.00%

Scientific Research Management

43.30%

45.00%

88.30%

Enrollment Management

40.00%

45.00%

85.00%

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.

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%

4.1.2. Analyze steps ofprocess
4.1.2.1. Define objectives of the URP model

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.


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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.

General Management

Training and Graduate Management

Training Support

- Human Resource Management

- Enrollment Management

- Financial Management
- Asset Management

- Student Profile Management - Testing and Quality Accreditation
- Scheduling Management
- Training Programs Management

- Library Management
- Dormitory Management

- E- Learning

- Alumni Management

- Documents Form Management

- Examination Management

- Credit Registration Management

- Healthcare Management

- Portal

- Mark Management

- Scientific Research Management

- Academic Advising

- System Access Account
Management

- Diplomas Management

COMPUTER NETWORK INFRASTRUCTURE

SHARE DATABASE

Figure 4.2. University Resource Planning (URP) Model

- Support Services
Management


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4.2. Analyze functional and duty of the subsystem and functions
4.2.1. General Management Subsystem

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

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
Mô hình ERP của SAP
Human Resource Management

Budget and Financial Management
Procurement Management

Mô hình URP
Human Resource Management
Financial Management
Asset Management
Procurement Management
System Access Account Management
Portal

Learner Fee Management
Grants Management for Grantee
Learner Lifecycle Management
Learner Achivement Measurement and
Tracking
Teaching and Learning

Educational Performance Analytics
Research Planning and Execution
Researcher Visibility
Grants Management for Grantors

Enrollment Management
Student Profile Management
Mark Management
Diplomas Management
Training Programs Management
Scheduling Management
Credit Registration Management

E - Learning
Examination Management
Testing and Quality Accreditation
Scientific Research Management

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


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Management. After conducting building5 function, the author conducted testing at
the Hue College of Economics - Hue University to evaluate and draw experiences.
The author has selected building, testing 5 this function because these are
important functions of each subsystem, with an intimate relationship with each other
and take on the management and operation of one major activities in universities:
training activity. These functions can closely exchange data with each other in the
process of operating and manage training activities of the university.
The functions are currently used in the university: Human Resource Management,
Financial Management, Student Profile Management, Credit Registration
Management. Conceivably the independent operation of these functions through
Figure 4.8:
Human Resource
Management

Financial
Management

Student Profile Credit Registration
Management
Management

4.4. Building some functions and testing at the Hue College of Economics Hue University
The process of building 5 functions were presented in detail in section 4.4 and the
3, 4, 5, 6 and 7 appendix of the thesis content.

4.5. The results of the implementation of functions
During implementing the URP model at Hue College of Economics, the lessons
learned of ERP applications in universitymanagement on the world that the author
has researched and summarized in Chapter 2 has been effectively applied and brought
many practical benefits.

4.5.1. The direct results from the testing of the functions
URP model includes 3 subsystems with 23 functions were tested application with 5
important, closely related functions at the Hue College of Economics - Hue
University. These functions are: Human Resource Management, Asset Management,
Student Profile Management, Credit Registration Management and Mark
Management. The testing process has achieved some positive results.

4.5.2. The beneficiaries from the implementation of the URP system's
functions

Database

Database

Database

Figure 4.8. The management softwares situation at the Hue College of
Economics
In the URP model that the author proposed, 5 functions will share a centralized
and unified database. This is also the objective that URP model desire to achieve
when implemented in practice. Here, the author will replace the Financial
Management function with Asset Management function. Can see the change when
applying the URP model in Figure 4.9:

Human Resource
Asset
Management
Management

Student Profile Credit Registration Mark
Management
Management Management

Centralized and
Unified Database
Figure 4.9. The new functions deploying in the URP model

As well as ERP in the enterprise, URP brought many practical benefits to
universities, especially in the centralized management for large universities with
multiple campuses in widely separated. URP allows these universities to operate
through the internal network and the Internet with centralized data structure. The
dispersed users with multiple levels of different access rights (Board of Manager,
manager of departments and faculties, lecturers staff, students) in many places can

update the data and obtain necessary information for their business needs through
networked personal computer.


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CONCLUSION

integrated trend and Vietnam's economic - society development strategy. The results of
the thesis contribute a common voice in proposing solutions to improve efficiency of
management and raising the Vietnamese universities in the region and on the world in
the coming years.
The research results of the thesis about the University Resource Planning(URP)
model for universities management are a contribution not only on theoretical issues
for the building management models in the universities, but also a valuable reference
for companies thatconsulting, implementing universities manage solutions, for the
universities intend to use the information systems in planning in order to improve the
quality of university management and operating activities.
However, the thesis also exists a certain limitations. First, there is currently
notuniversity in Vietnam to adopt a complete ERP model in the management, so
there is not the practical assessment toauthentic. In addition, the theoretical URP
model that the author proposed hasmany functions can not be assess in practice
because during research thesis, the author can only complete 5 of 23 functions of
URP model. Some functions actually needed in the present but some functions can
only be applied later when the Vietnamese universities are really autonomy and the
rights in decision on the university management issues.
The author hope that the URP model proposed is an useful reference for the
universities in the future. Especially the functions of the URP model are put into use

will significantly contribute to improve the efficiency of management of universities
in Vietnam.

With the desire to build a University Resource Planning(URP) system to support,
provide best performance for the management and administration of Vietnamese
universities as the benefits that ERP brought for enterprises, the author has conducted
research and propose a URP model with 23 functions divided into three subsystems
that correspond to the fields of management functions of a university in Vietnam.
In this thesis, the author has obtained following results:
- Systematize the basic theoretical issues about the roles and benefits of the ERP
model as well as research, analysis the trend of ERP model applications in
universities in developed countries on the world, from which to draw lessons learned
for the application of ERP solutions in the universities in Vietnam.
- Analyze and assessthe characteristics that make the differences between
Vietnamese universities compared with universities around the world, and assess the
innovation undertakings, policies in recent times of the Government and Ministry of
Education and Training in order to facilitate the application of informatics solutions
for the management of universities in Vietnam.
- Giving assessmentof the situation of information technology, information
systems applicationsin management at the universities through the survey on 60
experts at 8 universities in the country. Simultaneously, through this survey, the
author also received a strong consensus on the application of the comprehensive
solution as URP in universities as well as subsystems and functions that this model
needs to have, the priority for these essential functions.
- Based on the research of ERP solutions of large vendors like SAP, Oracle and
Microsoft Dynamics applyfor universities, combined with practical and characteristic
of Vietnamese universities, authorproposed URP model to undertake necessary
management functions in the present as well as the expansion and development of the
universities later.
- Applying the basic theories of building management software and based on URP

model proposed, the author conducted building of 5 important and intimately related
together functions in the model: Human Resource Management, Asset Management,
Student Profile Management, Credit Registration Management and Mark Management.
These functions are built on networks with Client/Server structure, in winform and
webform with .NET architecture.These functionshave nice interface, support features
such as analysis, assess results invisually graphical form, helping managers
understand the actual situation of the management activities, from which to make
decision timely and maximum support for teaching and learning of teachers, students
in universities.
- Conducting the testing functions at the Hue College of Economics - Hue
University to draw the assessment about URP model applied to the Vietnamese
universities. The modelis highlypractical on three aspects: organization, operation
and technology to accelerate the process of computerization of the management in
universities in the industrialization and modernization direction, in line with the world


25

WORKS LIST OF AUTHORS
1. Tuan Nguyen Thanh (2012), ‘Trends of ERP (Enterprise Resource Planning)
model application in the management of universities on the world and lessons learned
for Vietnam’, Proceeding of the International Scientific Conference ‘Innovation
governance model of the economic sector universities in Vietnam’, Hanoi, 12/2012.
2. Tuan Nguyen Thanh (2013), ‘Research the ERP (Enterprise Resource
Planning)model application in universities management in Vietnam. Testing at the
Hue College of Economics - Hue University’, Scientific Research Project level Hue
University, Code: DHH12324, Head of research.
3. Tuan Nguyen Thanh (2014), ‘Building the University Resource Planning
(URP)model for public universities in Vietnam’, Journal of Economics and
Development, National Economics University, No. 210 (II), 12/2014, pp. 70-78.

4. Tuan Nguyen Thanh (2015), ‘Improve efficiency of universities management:
International experiences and solutions for Vietnam’, Journal of Science, Hue
University, Volume 101, Number 02, pp. 235 - 248.