INTEGRATED UNIVERSITY MANAGEMENT SYSTEM: EU EXPERIENCE ON NIS COUNTRIES GROUND

Tempus programme
Joint European project

PROJECT INTRODUCTION. PROCEEDINGS OF THE KICK-OFF MEETING Brochure 1

Project introduction. Proceedings of the kick-off meeting. Brochure 1 / under the editorship of S.V.Chernyshenko, V. O. Lyubchak, K. I. Kyrychenko Sumy: Sumy State University, 2013. 216 p. ISBN 978-966-657-452-0

This publication offers materials about the Project "Integrated university management system: EU experience on NIS countries ground" of the Tempus Programme of European Commission, describes project objectives and foreseen workpackages, provides introduction of consortium members along with proceedings of the project kick-off meeting

Chernyshenko S. V., Lyubchak V. O., Kyrychenko K. I., 2013 Sumy State University, 2013 2

Contents
I. PROJECT INTRODUCTION OBJECTIVES, WORKPACKAGES AND PARTNERSHIP 7 19 19 20 24 24 30 53 67 72 87 98 111 126 142 152 164 169 176 182 194 199 199

II. PROCEEDINGS OF THE KICK-OFF MEETING

1. Kick-off Meeting Programme 2. List of participants 3. Presentations of participants University of Koblenz-Landau, Germany Maria Curie-Skodowska University, Poland Universite du Maine, France The Network University, Netherlands Sumy State University, Ukraine National Mining University, Ukraine Khmelnitsky National University, Ukraine Ivan Franko National University, Ukraine The Institute for Telecommunications and Global Information Space, Ukraine Belarusian State University, Belarus Brest State University, Belarus Ministry of Education of the Republic Belarus Comrat State University, Moldova Trade Co-Operative University, Moldova Batumi Shota Rustaveli State University, Georgia Kutaisi University, Georgia

III. PROJECT-RELATED MATERIALS

DEVELOPMENT OF INFORMATION SYSTEMS IN HIGHER EDUCATION INSTITUTIONS

Prykhodchenko S.D., Chernyshenko V.S., Loza T.J. State higher education institute "National Mining University"

INTEGRATED INFORMATION MANAGEMENT

SYSTEM

OF

UNIVERSITY

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Vladyslav V. Khomenko, Head of the Center for Information Systems of Sumy State University (Ukraine)
IT MANAGEMENT SYSTEM AT THE UNIVERSITY OF NEW BRUNSWICK (UNB)

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Dr. Yuri Yevdokimov, Visiting Professor of Sumy State University (Ukraine)

. PROJECT INTRODUCTION OBJECTIVES, WORKPACKAGES AND PARTNERSHIP

PROJECT TITLE: INTEGRATED UNIVERSITY MANAGEMENT SYSTEM: EU EXPERIENCE ON NIS COUNTRIES GROUND (530181-TEMPUS-1-2012-1-DE-TEMPUS-SMGR) Project duration: 2 years Coordinator: University of Koblenz-Landau (Germany) Project scope and objectives For the recent transition period such NIS countries as Ukraine, Belarus, Moldova and Georgia have experienced similar problems of education systems reformation. The main difficulties refer to absence of economic sustainability in the new political, economic, and social paradigm. Yet another problem is the absence of market-oriented university management. As a result, there is lack of practical experience in organization of university functioning under the given conditions. Therefore, adopting the EU experience is aimed both at bridging this gap and creation comparability with the EU standards. The wide objective of the project is to develop and implement a complex integrated information management system at the universities of Ukraine, Belarus, Moldova and Georgia, basing upon European experience. Specific objectives address adaptation of EU experience and practices on design and use of integrated information management system to PCs conditions, development of guidelines for principles and practices of its construction and effective use. Moreover, the project consortium is going to work upon the issues of design and integration of new software for university management on the base of information flow analysis and existing University Management systems in Partner universities. The objectives will be met through forming a new style of managerial information flows; elaborating necessary software; creating the infrastructure; and teaching university administrators to use this infrastructure. Project Workpackages Concept of university information management systems Before starting direct project activities, it is necessary to study the situation deeper and to organize managerial structure of the project. For this reasons establishment of Coordination Council including representatives of all the project participants, is planned. Under supervision of the Council, collection of
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important data will be realized, and a special meeting to discuss the results of research on the state of university management in NIS partner countries will be provided. EU training courses for young PC teachers and developers Young teachers, who will be responsible for further courses on information technologies in university management, will be selected, improve English skills, and retrained in the field of information management in Koblenz and Lublin. After return, they will disseminate new knowledge at home universities during a set of special seminars. University Management Information System (UMIS) Modelling and design of a distributed University Management Information System - UMIS. Information system will be developed as an important instrument of collecting and analyzing information about university activities. A special computer laboratory will be set up for Systems development. The System is expected to become a part of existing university information management systems and to support information about students, their marks and ranks, planning education process cycle etc. Innovation and educational IT centers at the NIS universities Special Centers (for teaching and for innovation activity) will be established at each partner country university. Plans of development and statutes of the Centres will be elaborated. The Centers will be equipped and their staff will be retrained at the EU universities. Continued courses on modern methods of information management and IT technologies The young teachers, retrained at EU Universities, together with their colleagues, will prepare new courses for the future retaining curricula for university academic and administrative staff. The first pilot group of university staff is planned to be retrained CONSORTIUM MEMBERS: University of Koblenz-Landau (Germany) Le Mans University (France) The Network University (The Netherlands) Maria Curie-Skodowska University (Poland) Ukraine: Sumy State University, Ivan Franko National University of Lviv, National Mining University, Khmelnitskiy National University, Institute of
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Telecommunications and Global Information Space of the National Academy of Sciences of Ukraine, Ministry of Education and Science, Youth and Sports of Ukraine. Georgia: Shota Rustaveli State University, Akaki Tsereteli State University, Ministry of Education and Science of Georgia. Republic of Belarus: Belarus State University, A.S. Pushkin Brest State University, Ministry of Education of the Republic of Belarus. Moldova: Comrat State University, Cooperative-Commercial University of Moldova, Ministry of Education of Republic of Moldova.

University of Koblenz-Landau
The University of Koblenz-Landau is one of the youngest universities in Germany. It was transformed from a teachers' training college in 1990. Since then, new Departments and Institutes have been founded, new Degrees and Chairs have been created, while at the same time existing courses and research interests have been expanded. The university's academic profile today is marked by a combination of Computer Science and Psychology together with the traditional Departments of Education, the Humanities, and Natural Science.

world, organizing joint conferences and seminars, and offering international exchange programmes. Among the latter are partnership programmes under bilateral agreements with universities in the United States, Brazil, Russia, Korea, Ukraine, and Belarus. Under the provisions of the Bologna Process, the EU academic programmes for universities in the member and candidate countries constitute special priority. Within their framework, MCSU is committed to creating conditions for the mobility of citizens, adjusting the educational systems to the market requirements, and enhancing the attractiveness and competitiveness of higher education in Europe. Some of the programmes in which MCSU participates are the EU Sixth Framework Programme, Socrates/ Erasmus, Gruntvig, Lingua, Jean Monnet for Poland, the Baltic University Programme, and PolishAmerican Fulbright Commission.
9

Maria Sklodowska University

Curie-

MCSU maintains close relations with a number of universities and academic institutions all over the

Le Mans University
The University offers a wide range of Labor-marketed oriented programs open to everyone. The University has numerous partners across 5 continents in order to encourage and develop its research and teaching activities for the sake of the students. The University has signed 178 bilateral agreements, 89 of which are in Europe, and has increased its participation in international networks in order to facilitate student and researcher mobility. A member of the European Association for International Education (EAIE), it has obtained the French-German University status and participates in AUF consortiums. It is also at the origin of network-to-network agreements (RUOA, G9 group of Spanish Public Universities). A member of the EUA, a member of the ISEP network (International student Exchange Program), and Campus France, the University is heavily involved in the development of 65 dual-degree programs, 5 of which have obtained the European label from the French Ministry of Foreign Affairs.

Stichting University

The

Network

The Network University (TNU) is a non-profit organisation whose mission statement is to make education accessible for people in so called Developing Countries. In most of cases the education is targeted to people who have a higher education background and who want/need to specialise themselves in a specified development issues. Their specialisation in e-learning is the focused on the social process in learning. The programmes offered by TNU can only be attended in groups, but with individual subscription. Since people from all over the world participate in the courses, the intercultural communication, different levels of knowledge, experience, and positions play an important role in the learning process. In this way TNU facilitates the south-south transfer of knowledge. In the Asian region TNU also developed the project "Poverty Reduction Through Sustainable Ecological Solutions: Linking Global Networks To Local Training Programmes". Here TNU linked local (or national) training institutes into a regional networking platform. The platform comprises of one
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training institutes in Bangladesh, three in India; and one in Nepal.

Sumy State University

Sumy State University (SSU) conducts training on 60 specialties of 40 areas and 23 fields of knowledge (computer science; informatics; applied mathematics; mechanics; automatics and controlling; electronics; nanotechnology; electrical engineering; energetics; mechanical engineering; materials science; chemical engineering; ecology; quality, standardization, certification; economics and business; management; medicine; law; journalism; translation etc. ) SSU is a member of Magna Charta Universitatum, International Association of Universities, European Association of Universities, Eurasian Association of Universities, World Health Organization and other international organizations.

subdivisions, research and international cultural-educational centers. Infrastructure is the platform that provides the necessary conditions for stable and controlled activity of the educational establishment at all. Research infrastructure of the university includes ten educational buildings and is highly developed only the military training department has more than 30 specialized laboratories and classes, shooting range, garage complex and a combat ground. Social infrastructure of the university is represented by six hostels, library, sport complex, assembly hall, the complex of catering institutions and the sanatorium Gornyak. Actively expands the scientific and ITinfrastructure by creating the specialized laboratories, updating and completing the computer classes equipment and implementation new technologies in all spheres of activity of the educational establishment.

Khmelnytskyi National University State HEI National Mining University

National mining university has a developed infrastructure that involves institutes, departments,
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The task of the university consists in qualitative meeting of populations needs in educational services of the highest quality, providing companies, institutions and

organizations with skilled specialists, comprehensive development of a human, as a personality through the systematic use of advanced educational technologies in the educational process. The mission of the university reflects the interests of all participants of educational process. Multi-level model of education for such educational and qualification levels as bachelor, specialist and master, was established in the Khmelnytskyi National University. Five research -scientific - production complexes are functioning within this system. They include educational institutions of I II level of accreditation, enterprises and comprehensive schools. The University is recognized as scientific and cultural centre in Ukraine and abroad. 17 schools of sciences, postgraduate and doctorate schools, specialized academic councils of candidate's and doctoral thesis defence are functioning within University. Khmelnytskyi National University actively expands the horizons of national education and science, wins global recognition, works in various areas of international cooperation, actively participates in different international projects, conferences, students, professors and researchers exchange programs.

Ivan Franko National University of Lviv

Main directions of research activities in the University are defined in the topical development plans of the University, approved by the Ministry Education and Science, Youth and Sports of Ukraine. Scientific research corresponds to the following priority directions of Ukraines scientific and technological development: Fundamental research of the most important problems for developing scientific and technological, economic, social and political, human potential to ensure competitiveness of Ukraine and stable development of society and the state; Information and communication technology; Energetics and Energy Efficiency; Rational wildlife management; Life Sciences, new technologies of preventing and treating infectious diseases; New substances and materials.

Institute of telecommunications and global information space

The Institute is directly subordinate to the Presidium of NAS of Ukraine. The organizational supervision is
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exercised by the Information Technology Division and the Division of Earth Sciences. The purpose of establishing the Institute was to provide support to the development of fundamental and applied researches in the sphere of telecommunications and global information space.

Education Ukraine

Ministry and Science

of of

The ministry consists of the central body of ministry headed by its leadership composed of a minister, his/her first deputy, and other deputies in assistance to the minister. Part of ministry compose several state administrations that are specialized in certain field and coordinate operations of government companies. State agencies. State Service for intellectual property of Ukraine. State Service of youth and sports. State Agency of Science, Innovations, and Informativeness of Ukraine.

innovation and cultural centre of the Republic of Belarus. It exercises its potential which is based on the best domestic and international experience in order to comply with intellectual, cultural and social demands and interests of the individual, society and state and to facilitate the sustainable development of the country. The University Strategy is based on creative cooperation of academic staff and students and aimed at performing educational, research and innovation programs forming an auspicious conditions for development of intellectual and creative potential of individual cherishing and upholding the best traditions of university classic education securing a fitting place in the world educational area.

Brest State University named after A.S.Pushkin

Educational research groups of the university enjoy wide appreciation both in Belarus and abroad, they are: philological, physical and pedagogical groups. The research scope covers almost 40 fundamental and applied projects, state-contracted research; the scientific inquiry is performed in accordance with the Fundamental Research Foundation programmes, State Committee on Science and
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Belarusian University

State

The Belarusian State University is a leading scientific, educational,

Technology programmes, the Ministry of Education projects, etc. Students take active part in research work: there are over 100 research teams and societies at the departments, over 500 students are engaged in individual research work; about 500 students works are annually published in conference proceedings, collected books and magazines, about 40 papers are annually presented to the National contest of student research works, and about one out of three papers becomes a winner.

Ministers of the Republic of Belarus, to which it is responsible for performing the tasks assigned and organizing the operation of the lower organizations.

Comrat University

State

Ministry of Education of the Rep. Belarus

The Ministry is a republican organ of government which pursues governmental policies in the field of education, provides regulation, management and governmental monitoring in the sphere of education as well as coordination of the related activities performed by the republican organs of government. In its activities the Ministry of Education is guided by the Constitution of the Republic of Belarus, the Regulation on the Ministry of Education and other laws of the Republic of Belarus. The Ministry of Education subordinate to the Council is of
14

The universitys distinctive objectives are meeting the needs of the Republic of Moldova and Gagauzia especially in highly skilled professionals - university graduates. The CSU organizes scientific conferences; the annual scientific conferences devoted to anniversaries of the university take place in January-February of each year. The Moldovan-Russian symposium is of a special significance. The university maintains wide international relations with the Balkan Universities Network and other Higher Education Institutions from Turkey, Bulgaria, Russia, Germany and China that provide the possibility of student and teaching staff exchange for the improvement of educational and scientific work.

Trade Co-operative University of Moldova International collaboration - a member of International Association of Universities and the International Association of Commercial Education - Economics, is a signatory to the Memorandum Cooperative tertiary institutions from CIS, maintain relationships with business profile institutions economic in 16 countries, including France, Italy, Belgium, Latvia, Russia, Romania, Ukraine, Belarus, Kazakhstan, Azerbaijan, Tajikistan, etc.

and professional education and research is created with the cooperation of students, professors, teachers and researchers. A number of scientific-research projects of international and national significance have been accomplished on the university base. The university has close partnership relations with the leading higher educational institutions within and outside the country. RSU is considered a desirable host for the international scientific conferences and symposia held in various fields of science. Apart from this, the academic and scientific faculty of the university actively participates in scientific conferences and exchange programs in different countries of the world.

Kutaisi University Ministry of Education of Moldova

The Ministry is one of the sixteen ministries of the Government of Moldova. Government ministry that is responsible for determining the policies and direction of the educational system in Moldova. At the time Kutaisi University produced highly-qualified specialists in the following areas: law, finances and credit, economics and management of production, international economic relations, regional economics and management, office management, information technologies and foreign language. The University closely cooperates with the foundation Centre for International Education whose regional representation is based in our International Relations Office. The foundation supports the academic staff and students by organizing study visits to various foreign universities and supplying them with information on available exchange programs. 15

Shota Rustaveli State University

Batumi Shota Rustaveli State University is a multi-functional educational and scientific institution where a unified space of academic

Education Georgia

Ministry and Science

of of

The Ministry of Education and Science of Georgia is a governmental body responsible for education system and children's services in Georgia. Ministry of Education works under the Minister of Education and Science of Georgia.

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 PROCEEDINGS OF THE KICK-OFF MEETING 1. Kick-off Meeting Programme

Tuesday, 27.11.2012
Arriving of the participants

Wednesday, 28.11.2012
Dining Hall, Haus Providentia 10:0010:15 OPENING OF THE MEETING Welcome address by Prof. Dr. Harald F.O. von Kortzfleisch 10:15-10:30 Welcome to Koblenz. Some local information. Welcome address by Prof. Dr. Serge V. Chernyshenko 10:30-12:00 Short presentations of the EU partners: 10:30-10:50 University of Koblenz-Landau 10:50-11:10 Uniwersytet Marii Curie-Sklodowskiej w Lublinie 11:10-11:30 Universite du Maine 11:30-11:50 Stichting The Network University 13:00-15:00 More short presentations of the partners: 13:00 - 13:20 Sumy State University 13:20 - 13:40 National Mining University 13:40 - 14:00 Khmelnytskyi National University 14:00 - 14:20 Ivan Franko National University of Lviv 14:20 - 14:40 Institute of telecommunications and global information space 14:40-15:00 Ministry of Education and Science of Ukraine 15:20-17:20 More short presentations of the partners: 15:20-15:40 Belarusian State University 15:40-16:00 Brest State University named after A.S. Pushkin 16:00-16:20 Ministry of Education of the Rep. Belarus 16:20-16:40 Comrat State University 16:40-17:00 Trade Co-operative University of Moldova 17:00-17:20 Ministry of Education of Moldova 17:30-18:30 More short presentations of the partners: 17:30-17:50 Shota Rustaveli State University 17:50-18:10 Kutaisi University 18:10-18:30 Ministry of Education and Science of Georgia

Thursday, 29.11.2012
Dining Hall, Haus Providentia 10:0010:30 Short presentation of the projects by Prof. Dr. Serge V. Chernyshenko 19

10:30-11:15 Lecture Sample structure of computer information systems to support the university management Prof. Dr. Serge V. Chernyshenko 11:15-12:00 Lecture Innovative approaches to university management: best practices and challenges Dr. Susanna Karakhanyan 13:0014:00 Discussion of the Guidelines for the Use of the Grant and Budget Issues

Friday, 30.11.2012
Dining Hall, Haus Providentia 10:0011:00 Speech of Prof. Dr. Klaus G. Troitzsch 11:0012:00 Round table: Discussion of work packages and deliverables of the project 14:0015:00 Round table: Discussion of work packages and deliverables of the project (continued) 15:2017:20 Round table: Discussion of the project time schedule

Saturday, 01.12.2012
Departure of the participants

2. List of participants
The European Union: 1. University of Koblenz-Landau, Koblenz, Germany (Coordinator) Prof. Dr. Klaus G. Troitzsch Prof. Dr. Serge V. Chernyshenko Prof. Dr. J. Felix Hampe Prof. Dr. Harald F.O. von Kortzfleisch Olga Okhrimenko Oxana McConachie 2. Uniwersytet Marii Curie-Sklodowskiej w Lublinie, Poland Prof. Dr. hab. Ryszard Dbicki 3. Universite du Maine, Le Mans, France Prof. Philippe Daniel 4. Stichting The Network University, Amsterdam, Netherlands Vic Klabbers

Ukraine:
5. Sumy State University, Sumy Prof. Volodymyr Lyubchak Dr. Kostyantyn Kyrychenko
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6. HEI "National Mining University", Dnipropetrovsk Prof. Mykhaylo Alexeyev Dr. Vsevolod Chernyshenko 7. Khmelnytskyi National University, Khmelnytsky Dr. Svitlana Grygoruk Dr. Sergii Kovalchuk 8. Ivan Franko National University of Lviv, Lviv Dr. Yuriy Zanko Dr. Vitaliy Kukharskyy 9. Institute of telecommunications and global information space, Kyiv Oleksandr Stryzhak 10. Ministry of Education and Science of Ukraine, Kyiv Olga Kotova Tetiana Daragan

The Republic of Belarus:

11. Belarusian State University, Minsk Vadzim Reznikau Yury Vorotnitsky 12. Brest State University named after A.S. Pushkin, Brest Anna Sender Natallia Savelyeva 13. Ministry of Education of the Rep. Belarus, Minsk Sergey Romaniuk Alena Lipa

The Republic of Moldova: 14. Comrat State University, Comrat Dr. Liudmila Fedotova 15. Trade Co-operative University of Moldova, Chisinu Dr. Victoria Trofimov 16. Ministry of Education of Moldova, Chisinu Lidia Costiuc Georgia: 17. Shota Rustaveli State University, Batumi Lela Turmanidze Mikheil Donadze 18. Kutaisi University, Kutaisi Tea Kordzadze Robert Kamladze 19. Ministry of Education and Science of Georgia, Tbilisi
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3. Presentations of participants
University of Koblenz-Landau, Germany

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Maria Curie-Skodowska University, Poland

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Universite du Maine, France

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The Network University, Netherlands

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Sumy State University, Ukraine

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National Mining University, Ukraine

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Khmelnitsky National University, Ukraine

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Ivan Franko National University, Ukraine

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The Institute for Telecommunications and Global Information Space, Ukraine

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Belarusian State University, Belarus

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Brest State University, Belarus

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Ministry of Education of the Republic Belarus

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Comrat State University, Moldova

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Trade Co-Operative University, Moldova

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Kutaisi University, Georgia

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III. PROJECT-RELATED MATERIALS

DEVELOPMENT OF INFORMATION SYSTEMS IN HIGHER EDUCATION INSTITUTIONS
Prykhodchenko S.D., Chernyshenko V.S., Loza T.J. State higher education institute "National Mining University"
Present paper focuses on organizational structures functioning of higher education institutions, as well as information systems, optimizing and automating such a functionality. A similar analysis of universities is an example of different countries institutions. The analysis of competing solutions is adducing. There is a detailed study of information support of the State higher education institute "National Mining University", the composition of its internal and external resources raises the question of the development of national standards and standardized approach to the development of an automated university system.

To get a complete and updated information about any event or fact, that is information precedent, processing of information is required not only regarding about this fact, but also about the facts which somehow affected the commission of that precedent. Certainly, handling events that have impacted on the information precedent can be multi-layered, i.e., each event that had an information precedent had their predecessors, and so on. It takes a lot of preparation and a large number of operations on their treatment to process multi-chain of events, which currently implies on the presence of an information system or its development. Institution of higher education as a highly organized structure, which operates in several managerial dimensions for ladder diagram and document interactions, requires an information system for its functioning, which is covering all aspects of the university. To develop such system it is necessary to analyze the business processes within the university, under the results of which one can propose the structure of the information system, as well as the need to establish new information system or upgrading an existing one. Is necessary to fix and identify the structure of the organization and the laws of its activities at the first stage of the analysis, for which one should be familiar with the documents governing the activities of the organization as a whole. Having systematized information we will get a report on: the general principles of operation of the organization; the OU structure; the company profile; the rules of interaction with outside organizations; key business processes. In particular, for National Mining University, the main activity is the preparation according to the state order and contractual obligations of highly skilled professionals for the industries of mining, construction, engineering, geology, energy, economy, law, computer science, computer technology, etc. and the organization and conducting basic and applied research. For it the same activities are: teaching, scientific, innovation and international ones, each of which defines the main goals and tasks. [1]. Considering the structure of higher education 199

institutions (see Figure 1, 2) [2,3,4], one can identify common features in them: the separation of management layers, depending on the lines of activity.
Rectors office

Rector
First Vice Rector

University board

Vice Rector for Education Educational methodical department Quality assurance sector Magistracy

Vice Rector for Research and Economics Scientific Research sector Informational analytical and innovational department Postgraduate study

Vice Rector for Educational and Social work

Vice Rector for Administrative and Economic work

Accounting Economic planning department Legal department

Personnel department

Documentatio n provision department

Department of Educational work with youth

Psychological service

Chief engineer
Service of Chief engineer Chief power engineer Service of Chief power engineer Service of health protection
Economic department (educational housing) Department of material and technical provision

Archives

Library IT center Preadmission Preparation Faculty Pinsky collage

International relationship department Commercial department Editing and Publishing department Ecology and Nature studying for Faculties Center Agronomical biological Center
Educational producing laboratory Physpracticum

Health protection department Student club Sport club Campus Mall

Regime secret department Headquarter s of civil defence Institute of advanced studies and retraining

Sport complex Training base (Orkhovo, rowing)

University departments
Theoretical and applied economics Political science and sociology Psychological development

Physical culture

Philosophy

Anatomy, physiology and human safety

Foreign languages with methodology of teaching

Foreign languages

Pedagogics

Faculties
Psychological and pedagogical
Sociological and pedagogical

Legal

Mathematic al

Historical

Physical culture

Philological

Foreign languages

Physical

Geographic al

Biological

Fig. 1. The structure of the Brest State University named after AS Pushkin (Russia). 200

Fig. 2. The structure of the educational establishment "Baranovichi State University" (Belarus).

The further stage of the research is testing of activities of each automated unit. At this time, drafting request forms is need with the help of the staff of the studied units, which should result in a report containing the following sections: the structure of the organization; the total list of business processes of the organization; descriptions of the units; name of the department; documents regulating the activity; functions; 201

incoming documents; outgoing documents; revision of the existing organizational documents; the results of the division. Types of business process is convenient to group by type: Key business processes - generate a revenue. Supporting business processes - support infrastructure. Business process management - manage. Business development - develop. In the analysis of business processes of the department (Fig. 3, 4) [5], the division of departments business processes is shown as well as its organizational structure.

Fig. 3. The organizational structure of department

Further action on the analysis of business processes is a refinement of the received information and a detailed study of business processes. After a detailed explanation of the existing business processes in higher education, it is advisable to take advantage of approaches to the management and organization of IT services aimed at meeting the needs of business, such as ITSM and ITIL.

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Fig. 4. Activities of department

In contrast to the more traditional technological approach, the ITSM recommends to be concentrated on a client and his needs, on services that provide the information technologies to an user, but not on technologies. Thus process organization of the grant of services and presence of parameters of efficiency (KPI), advance stipulated in agreements about the level of services, allow ITdepartments to give high-quality services, to measure and to improve their quality. An important moment at the exposition of principles of the ITSM is the system. On a mandatory basis at the exposition of each composite element of the ITSM (management of the incidents, management of the configurations, management of the security, etc.) traced intercommunication and coordination with other elements (services, processes) and at the same time there are given necessary practical recommendations. The ITIL isn't a concrete algorithm or guidance to the action, but it describes the front-rank experience and offers recommendations of the organization of the process approach and management of quality of the grant of the services. It allows to unstuck from the features of this concrete enterprise in this concrete industry. At the same time, in spite of the certain abstractness, the ITIL is every way aimed at the practical use.

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In every section of library there are key factors of the success of the introduction of one or another process, practical recommendations, at the same time, prevail over the cleanly theoretical reasonings. On the basis of these approaches at Moscow State University implemented the project University, which is based on the already prepared software products, i.e. consists in configuring and finalizing of the product under the necessities of a customer. Within the confines of the project, executed at Faculty of Computational Mathematics and Cybernetics in Moscow State University, is used the package of CA USM. The experience of the introduction and the exploitation of the informative system University rotined, that further effective development of IT at a f aculty would appear impossible without the modification of management processes. In 2005-2006 were developed The conception of the development of the system of information-omputational services and three-year plan of its realization. As primary purposes development of IT in accordance with the businessnecessities of faculty and providing of economic efficiency IT are defined. One of primary tasks described in conception is reorganization of processes of IT management in accordance with modern standards. Reorganization of management processes is a sickly thing, so it was decided to inculcate practices of ITIL gradually, starting with a financial management IT [6]. Well-known in Russian Federation, developed by the corporation Galaxy system of automation Galaxy Management of Institute of higher, which is capable of carrying out the effective plannig of the educational process uniting basic subdivisions in the single informative system of institute of higher. reducing labor intensiveness of computational processes. promoting authenticity and operationability of treatment of information. putting in order business-processes. reducing probability of customers errors. providing control and management by financial and skilled resources. providing the operative forming of the administrative accounting for guidance of institute of higher [7]. Nevertheless, in the conditions of the Ukrainian legislation, system Galaxy Management of higher educational institutes has not had application yet, because of great number changes which are necessary for its introduction. In the University Ukraine, as a system of automation of Institute of higher the product Microsoft CRM Dynamix is inculcated. It is an application software for organizations, intended for automation of strategies of co-operating with customers (clients), in particular, for increasing of level of sales, optimization of marketing and improvement of service of customers by the maintainance of information about

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clients and history of mutual relations with them, establishment and improvement of business-procedures and subsequent analyses of results. CRM is a model of co-operation, supposing, that the center of all business philosophy is a client, and that the basic directions of activity are measures on support of the effective marketing, sales and service of customers. Support of these business goals includes collection, storage and analysis of information about users, suppliers, partners, and also about the internal processes of company. Functions for supporting these business goals include sales, marketing, customer support. Having analyzed the existent systems in State Institute of higher the National mining university the composition of external resources of university, accessible from a world network was defined (fig. 5): Server-portal of NMU. Server-portal of intersectorial institute of continuous education. Server-portal of institute of extra-mural education. System of the controlled from distance education. On-line module the electronic library. Server-portal of receiving commission. Module-client of a single state electronic base on educational questions.

Fig. 5. External resources of state institute of higher the National mining university. Programmatic decisions used inside (in local networks) the university, (fig. 6) consist of: Automated system Dean's Office. 205

 System of electronic account of the receiving commission. The electronic system of circulation of documents Corporate portal of NMU. Electronic library. 1C: Book-keeping in configuration for the Institute of higher. The most widely in-use system of all is the system Dean's office, created on principles of single informative space and being based on the single logical model of data.

Fig. 6. Internal resources of the state institute of higher the "National mining university". (The shaded areas represent informative coverage / presence of the specialized software, used by one or another subdivision of the university). The study that had undertaken showed that existing system of the informatization of the State Institution of Higher Learning "National mining university" covered near 60% of all business process of the State Institution of Higher Learning and also is considerably fragmented. It seems that similar unencouraging conclusions are possible to do in a relation to most of the higher learning institutions. As authors suppose it is not deprived sense to revise the existent system on the basis of the accumulated experience and the experience of the Institution of Higher Learning of Ukraine to produce recommendations and even general conception for presentation at the national level and for introduction in interested Institution of Higher Learning

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References

Rules of the State higher educational institute "National mining university". Web site: http://www.nmu.org.ua/ru/content/about_to/
sogodennya_un_versitetu/statute_universitetu.php.

Toliatti structure of university. Web site: www.tolgas.ru/struktura-univercity. Moscow state technical university named after Bauman structure of university. Web site: http://www.bmstu.ru/mstu/about/organization. . . -:
http://www.symbat.kz/page.php?page_id=122&lang=1&parent_id=8.

Bakanova M.V. The analysis of business-processes of Universitys chair as a basis for the development the strategy of automated chair management // Izvestia PGPU imeni V.G. Belinskogo 2010 22. Web site:
http://cyberleninka.ru/article/n/analiz-biznes-protsessov-kafedry-vuza-kak-osnovyrazrabotki-strategii-avtomatizirovannogo-upravleniya-kafedroy.

Balashova O., Kozlov D., Smelyanskij R. IT services in institute: cost and consumption keeping // "Open systems", N 5, pp. 60-65, 2006. Web site:
http://www.osp.ru/text/302/2449846/

Booklet Galaxy Management of higher educational institutes. Web site:

http://www.galaktika.ru/skachat?did=56

INTEGRATED INFORMATION SYSTEM OF UNIVERSITY MANAGEMENT

Vladyslav V. Khomenko
Head of the Center for Information Systems of Sumy State University The article gives an overview to principles of construction, the overall structure and main tasks of the integrated information system, as an innovative component of the management system at a modern European university. Use of integrated information system and modern information technologies in educational process and management is the basis of innovative approach to university management. Construction of the integrated information system requires special attention to research and system analysis of university activity with the aim of shaping its functional and information model, improvement and formalization of business processes as well as creation of organizational and methodological recommendations for rector to analyze problems discovered during research. Regulations of university activity including the implementation of information technologies are developed and introduced. Creation of the integrated system is based on the principles of systemacy, development, compatibility, standardization and efficiency. A uniform information space is the most important aspect of system functioning. Uniform information space: 207

promotes forming of communicative culture and team of like-minded people; creates the opportunities for university to take managerial decisions upon relevant information; gives opportunities to well-informed specialists to show their initiative; stimulates educational process and staff adaptation, activates selforganization processes. The uniform integrated information system should support organization of educational process according to the individual-oriented model of study, namely flexible hours of study, presentation of educational materials using technologies that are familiar to student, mobility, availability and choice. The system which is created according to these principles allows organizing educational process and management processes in a complex and qualitative manner. At a university the uniform integrated information system is an integral part in the system of management and gives effective tools to managers, lecturers and staff to solve everyday tasks in different domains. University management IT management Integrated information system

Faculty and staff

IT specialists and administrators

Normative and methodical support

Computer telecommunication system

IT standards and technologies

Computer telecommunication system is a technical component of the uniform integrated information system and comprises higher education institution with all its off-campus structural divisions. Effective solution of everyday tasks of a university is provided by an intellectual component of the uniform integrated information system that consists of the software, information, organization and methodical components. These components are realized as five basic information systems that are integrated around the web-system and among themselves. Management support to educational and scientific activities Support of library management 208

Saving and search of educational-methodical and scientific literature Support of study process Provision of lecturer and student work with educational-methodical materials, simulators etc. Support of electronic documents circulation and communications Saving documentation Support of knowledge control process among entrants and students Texts saving

Information and library system Information and analytical system Universytet (University) Information system of electronic documents circulation Information system Testing Information system e-learning nd University sites of the 2 level SSU official site sumdu.edu.ua Information and analytical system University provides information and analytical support of control processes of educational, scientific and other kinds of the university activity. The system consists of large subsystems: Entrant, Student, Education, Staff, Finances, Documents, that provide u niversity staff with proper tools for effective fulfillment of professional functions. The system controls all stages of educational process curriculum development and educational process schedule, workload calculation for teachers and departments, 209

constant student support during all the period of their studying from their enrollment to award of qualification. Information library system provides support of library control processes and gives access to information materials, education and scientific publications for students, faculty and staff. Electronic catalog of all available resources with the access to Internet and repository of scientific works is being created and constantly increased in the system. The system integrates with information retrieval systems both international and national. There are automated book distribution centers, modern computerized reading rooms with free access to the resources at readers service. Due to computer network library resources are easy to access for remote subdivisions, departments and hostels. The University tries to give an opportunity to every lecturer and every student to receive information services independent of place and time. Information system of e-learning provides support to educational process. The system allows organizing efficient interactive cooperation of lecturers and students and their work with methodological materials. It supports creation of education materials from the stage of prior planning till direct usage in educational process. Methodological materials are presented by lectures in modern formats, test tasks, virtual laboratory works, simulators etc. Introduction of such methods at a university is one of the general directions of university activity aimed at increasing quality of specialist training in all educational forms. Information system Testing supports the process of entrants and students knowledge control. The system automates the process of control activities realization in the form of different tests, allows to accumulate and to save test tasks. Tests usage at the entrance stage and especially in the education process is actively stimulated in connection with introduction of credit-modular system. The system gives the opportunity to organize a territory divided testing with general central base of results saving, to administer testing on local computer or in computer lab. Information system of electronic documents circulation provides support to saving functions and electronic documents delivery and also another information messages to all interested university structural subdivisions in time. Register of internal and external normative base, access to which is possible through the official university web-site is created in the system. Information system of electronic documents circulation provides supporting functions of creation, approval, saving, search and control of documents realization. The system is aimed at improving, simplifying and speeding documents circulation procedures at the university, increasing management efficiency, unification of the main forms of the documents. Web-system of the University, the central element of which is the main web-site, provides formation of entire positive image of the university in the country and around the world, and enables free broadcasting of the information about all 210

kinds of its activity. As a public realization of many components in the integrated information system, web-system is a source of feedback and an instrument of increasing quality of university business processes. University web-system functioning provides: increase of general level of informatization for University staff as well as for students, scientists, international partners, etc.; increase of actuality and authenticity of the information; increase of the quality of information (a famous effect when the quality of the results was increased after their broadcasting); systematization and streamlining the processes of documents circulation, informatization and analysis of university activities. The web-system within the integrated information system is an integrating component, which allows creation of the single information space of the university. Integration is implemented at the level of central classifiers and catalogues organization and at the level of various information services, which provide information from different information systems and its concentration in a single place. Only close integration of all university information systems results in maximum effect of its use. IT departments (centers) of the university are in charge of the processes of construction, support and development of the single integrated information system. Taking into account a multilevel structure of any information system and advanced experience of service-oriented architecture construction, the uniform university integrated information system can be treated as follows: Technical level is a computer-telecommunication system, which provides users with basic IT services. Technical specialists in certain department are in charge of its architecture, principles of construction and support. Program and information level comprises program systems and databases, used by basic IT services for their functioning, while more intelligent applied IT services are offered to users. Analysts and programmers in certain department are in charge of their architecture, principles of construction and support. Technical and program-information levels are the core of integrated information system. They help the final users to fulfill their professional duties. The core of the system is too much complicated and exposed to any change. Thats why the same principles, standards and architecture must be used when the core is constructed. Organization and methodic level is concentrated on using the system and forming requirements for system functioning. This level deals with organization of users work with basic and applied IT services of the system and preparing normative-methodical supply of the system. At this level work is principally distinguished to the following directions: support of processes of management and document circulation are classical processes of the university, provided by managerial departments. 211

Managerial departments and administration formulate tasks for design of information-analytical systems and systems of electronic document circulation. support of processes of university representation in the Internet is a rather new process for the university, impossible without IT. Thats why a special department is created to schedule the work of the university departments and to prepare normative-methodical documents for effective site design and their promotion in the Internet. This special department manages central sites and formulates tasks for design or configuration and to adapt the content management system. support of e-learning processes is a new process for the University, impossible without IT . Thats why a special department is created to schedule the work of the university departments (lecturers), to prepare normativemethodical supply for e-learning development and to create e-means of learning. Established subdivision performs the administrative function of elearning system, opens educational repositories and specifies tasks for development or configuration and adaptation of e-learning systems and development of e-learning methods software. support of access to electronic information resources is a new process for the university, impossible without IT, but guaranteed by existing structural subdivision library and informational center. This subdivision performs the administrative function of catalogues and open scientific repositories and develops the regulatory and methodological support their effective design and functioning. This subdivision organizes the access to external informational recourses and specifies tasks for development or configuration and adaptation of information and search systems. Effective functioning of the university, increase of its rating in the country and world wide, is possible due to use of the uniform integrated information system for support of educational, scientific and other types of activity. Modern university, integrated in information space - is a single scientific and educational complex, which includes basic educational institution that realizes educational programs using information technologies, and off-campus structural subdivisions, representation offices, centers and access points to educational resources, connected by a single corporate network that enables carrying-out educational programs on the base of a single information educational space using a single content, library resources, single faculty and administration.

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IT MANAGEMENT SYSTEM AT THE UNIVERSITY OF NEW BRUNSWICK (UNB)

Dr. Yuri Yevdokimov,
Visiting Professor of Sumy State University I am involved in the UNB IT management system at two levels: (i) as a full-time Professor, and (ii) as the Director of Graduate Studies in the department of Economics. UNB IT management system is called MY.UNB. Once logged in, a full-time faculty member has access to all University electronic portals. From a single location, I can access the following major portals: My e-mail, my e-services, my e-learning, library, my files on virtual drive, inside UNB While my e-mail portal does not need any additional explanation, others do. One of the most important portals is my e-services. It includes the following major tabs: Academic Administrative Financial IT services Personal Research Academic tab contains all University calendars and timetables as well as student opinion surveys, class lists, student transcripts, theses written by graduate students and others. Administrative tab contains administrative information associated with teaching and research as well as access to Human Resources department database. Financial tab gives access to all University financial forms as well as to personal financial accounts associated with full-time faculty member. IT services tab is linked to the Department of Information Technology which serves the University. Any IT problem, advice or consultation associated with the University network, hardware and software can be resolved through this portal. As well all licensed software purchased by the University can be downloaded though this portal by full-time faculty members. Personal tab contains personal information of a faculty member such as positions held, salary, pension and taxes paid. Also through this tab it is possible to make different payments associated with the use of various University facilities. Research tab contains all research information associated with a full-time faculty member during his/her tenure at the University as well as his/her contribution to research ranking of his/her department and faculty 213

My e-learning is associated with the so-called Desire To Learn (D2L) portal. D2L portal is the electronic teaching interface. Information about any course taught at UNB as well as course materials and tools are contained there. Students involved in the course can access it with their password and login. All assignments and the associated grades are also there. In addition, D2L is linked to various social networks such as Facebook and Twitter, and therefore, any information posted by a course instructor immediately appears on those social networks. D2L portal also provides tools for online distance teaching. It is possible to create course materials, tests and quizzes as well as audio and video files within this portal. The portal allows live interaction with distance students in real time. Library link gives access to all resources in all University libraries with possibility to download literature sources and various databases in electronic format directly to a personal computer. In addition, each faculty member is given space on the so-called virtual drive. It gives opportunity to access personal materials from any point in the world. Departments and faculties maintain their own spaces with access by all full-time faculty members. The Inside UNB portal is linked to all other University units and resources. In general with the help of MY.UNB electronic system, it is possible to extract any information needed for normal functioning of a full-time faculty member and/or administrator at any point in time from the quite of personal office. This refers to teaching and administrative duties as well as research. University management mostly communicates with other University units and individual faculty members only through this portal. As mentioned at the very beginning, my other level of involvement in UNB IT management system is associated with my duties as the Director of Graduate Studies in the Department of Economics. UNB is currently in the process of developing the on-line application system for all potential candidates for graduate studies. Such a system for undergraduates is up and running. Approximately 80% of our graduate programs are now accessible through this system. In my Department of Economics, such a system will become fully operational in March of 2013. This system will allow all potential candidates for graduate studies at UNB to upload all required for admission documents directly without requirement of sending hard copies. This will speed up the application process since all faculty members involved in application process will be able to see all documents from any point in the world. As seen from the above description, UNB IT management system is well developed and covers all areas of the University life. Now it is unthinkable to conduct any University business without it.

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Published under support of Tempus Programme

PROJECT INTRODUCTION. PROCEEDINGS OF THE KICK-OFF MEETING Brochure 1

Under the editorship of S. V. Chernyshenko, V. O. Lyubchak, K. I. Kyrychenko

Sumy State University 2, Rymskogo-Korsakova st. 40007; Sumy, Ukraine

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