Organizational and pedagogical principles of implementation of electronic document management in scientific institutions on the SharePoint platform

- Тукало, С.М. (2021) Organizational and pedagogical principles of implementation of electronic document management in scientific institutions on the SharePoint platform Diploma thesis, Інститут інформаційних технологій і засобів навчання.

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Abstract

The dissertation investigates the problem of developing competencies in electronic document management of researchers in the context of non-formal education and the implementation of electronic document management in scientific institutions on the SharePoint platform. The analysis of terms and concepts that reveal the content of the research topic, in particular: “researcher”, “non-formal education”, “electronic document management”, “user of electronic document management system”, “organizational and pedagogical conditions” and the author's definition of the term “non-formal education of researchers” as purposeful training in a voluntarily chosen direction or course in order to develop the competencies and competitiveness of the researcher; the definition of the term “information system of scientific institutions” has been clarified as an organizational and technological system for storing and processing data in order to meet the information needs of researchers. The principles, features, goals, objectives, types and characteristics of non-formal education of researchers are defined, the main forms of non-formal education are generalized, such as: online and offline. Accordingly, types of non-formal education online are webinars, online conferences, distance learning courses, digital marathons, micro-learning, online seminar, distance internship. Offline types are traditional seminars, professional courses, workshops, thematic trainings, round tables, internships, etc. It is established that in orderto implement the electronic document management system (EDMS) in scientific institutions it is necessary to develop competence in electronic document management of researchers in the context of non-formal education, in particular during thematic trainings. The state and general tendencies of development of EDMS in the western countries (Europe, the USA), the countries of the post-Soviet space are substantiated, features and prospects of introduction of EDMS in Ukraine are defined. It is established that the development of EDMS in Ukraine was carried out in two directions: adaptation of Western systems and the creation of competitive domestic systems that meet international standards and modern technological requirements. There are three main areas of implementation of EDMS in institutions: development «from scratch», the acquisition of a ready-made solution and the creation on a platform. Development from scratch requires a lot of intellectual and time costs and is therefore an inefficient and outdated trend. Acquiring a ready-made solution is financially expensive and does not always meet all the requirements for electronic document management in scientific institutions. The creation of EDMS on the basis of ready-made platform solutions is an adaptation process that includes the refinement of the basic components of EDMS and training of researchers to use it. We chose the third approach as the most rational and effective. The analysis of 32 domestic and foreign EDMS for use in the activities of institutions, namely: Alfresco, SharePoint, IBM Lotus Notes, АСКОД, Business-Intellect: Докуметообіг, Діло, ДОК ПРОФ, iTs-Office, MASTER: Документообіг, Megapolis.DocNet, OPTiMA-WorkFlow, Кодекс: Документообіг, ГРАН-ДОК, LanDocs, ЛЕТОГРАФ, Docs-Vision, Naumen DMS, FormPipe, Rubex, M-Files, VIENNA Advantage, OpenKM, DocuWare Cloud, Hightail Business, eFileCabinet, OnlyOffice, Ademero Content Central, Adobe Document Cloud, Fluix, PaperTracer and found that the most common platforms for creating EDMS manufacturers choose Alfresco and SharePoint from Microsoft. Microsoft SharePoint Foundation – a free application to Windows Server through which the user gets access to the basic infrastructure to work together – editing, storing documents, version control and more. Important functions of the system for the organization of document circulation are highlighted, such as «routes» of document movement, to-do lists, reminders, online discussions. Trends in the development of EDMS, which are associated with integration with other existing accounting systems (accounting, human resources), and the creation of a “single entry point” through portal solutions, providing web access, which eliminates the problem of installing and updating additional software on the computer and supports work anywhere in the world, including from mobile devices, in particular the migration of EDMS to the “Сloud”. The state and prospects of implementation of EDMS in Ukraine are generalized and it is established that the level of implementation of EDMS in different institutions differs significantly, namely: if the leading organizations of financial and telecommunication sectors of individual ministries have a developed electronic document management system then others have the level of information technologies which is reduced to the exchange of emails and work in Word and Excel. The program of the State Agency for Informatization of Ukraine on the implementation of EDMS, which provides for the connection of internal electronic document management systems of the executive authorities to a single system of interagency electronic interaction in order to quickly move to paperless document management. A structural scheme of documenting management information in a scientific institution has been developed and the following main components have been identified: document management departments, executors, document preparation process, document registration, replication, etc. The analysis of document flows in the NAES of Ukraine is carried out and the average volume of incoming and outgoing documents during the year is determined. It is established that during the month about 200-250 letters of incoming and outgoing correspondence are processed, ie for a year this figure reaches 2400-3000 letters. Each letter is an average of 5 sheets of paper, so a year on the external document flow of the Presidium of the NAES of Ukraine is spent on average from 12,000 to 15,000 sheets of paper. The main part of the document flow in scientific institutions is related to research. In this regard, the study identified the requirements for EDMS of scientific institution, summarizes the main objectives and provides a typical list of tasks of modern EDMS, which includes the functionality of traditional document management: systematic accounting and control of documents; automation of the processes of general record keeping and control of executive discipline, ie maintaining an electronic office with maintaining an electronic nomenclature of cases; creation of conditions for introduction of paperless document circulation with use of the electronic signature and transition to work with electronic documents; distribution of access rights to documents; providing collaboration with documents, maintaining the version of documents, providing powerful search tools, organizing an archive of documents, providing automated generation of documents related to the planning, control and implementation of research. It is established that the achievement of interaction between the user and the developer of the system does not arise spontaneously – it is a controlled pedagogical process based on certain organizational and pedagogical principles of EDMS implementation in scientific institutions. In the process of modeling there was a need to substantiate and develop a digital portfolio of a researcher as a component of EDMS. The author has developed a structure and model of organizational and pedagogical principles of EDMS implementation in scientific institutions, the purpose of which is both the digital transformation of functional processes of scientific institutions and the development of competence in electronic document management of researchers. Implementation of EDMS includes 5 stages: organizational-preparatory; motivational-analytical; organizational-instructional; activity-correctional; result-analytical. At the organizational-preparatory stage, the initial activities related to the implementation process are carried out. To this end, at the level of the scientific institution, the development and approval of regulations on implementation is carried out, groups of users are appointed and formed, who will be subject to training on the use of this system and their registration in the system. During the motivational-analytical stage, the initial readiness of users to implementation of EDMS is determined through preliminary questionnaires and interviews. Since motivation is the first step of any learning process, at this stage it is important to create conditions for the formation of internal motivation in users, the orientation of their learning to cognitive activity. The organizational-instructional stage provides instructional and methodological classes for the initial preparation of users to work with EDMS. Accordingly, seminars, trainings, master classes are held for a more thorough acquaintance with the system. During the activity-correctional stage, users work with the system independently, using methodological material. If necessary, when working with the system, users receive advice from system developers via e-mail, instant messaging programs, remote access programs, phone. The result-analytical stage includes processing of learning outcomes. The readiness of users to implementation of EDMS after training is checked, users are interviewed about the operation of the system and comments are made on its improvement. According to the results of the survey, new requirements are formed, according to which the system is supplemented with new functionality, or the existing one is replaced. During the experimental test, a statistically significant difference in the coefficients of competence development in electronic document management of researchers before and after the introduction of organizational and pedagogical principles of their training in non-formal education.

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