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Development of a Digital Tool for the Head of an Educational Organization of the Ministry of Internal Affairs of Russia

Udilov Timofei Vasil'evich

ORCID: 0000-0001-9824-3032

PhD in Technical Science

Associate Professor, Head of Research, Editorial and Publishing Department, East Siberian Institute of the Ministry of Internal Affairs of Russia

664074, Russia, Irkutsk region, Irkutsk, Lermontov str., 110

udilov_nauka@mail.ru
Other publications by this author
 

 
Aleksandroi Vladimir Ivanovich

Senior Lecturer at the Department of Technosphere Safety of the Northern Trans-Ural State Agricultural University

664074, Russia, Irkutsk, Lermontov str., 110

udilov_nauka@mail.ru
Other publications by this author
 

 

DOI:

10.7256/2454-0692.2023.2.39728

EDN:

HSYRRW

Received:

31-01-2023


Published:

07-02-2023


Abstract: The subject of the study is the digitalization of management activities in the educational organization of the Ministry of Internal Affairs of Russia. The object of the study is the processes taking place in the educational organization of the Ministry of Internal Affairs of Russia during the organization of personnel training, their optimization, as well as the development of the head's tools for working with an array of data in the areas of the organization's activities aimed at reducing the volume of paper document flow, reducing resources for data collection and systematization, obtaining information on the principle of "here and now" according to the currently necessary criterion of the effectiveness of the educational organization. The authors note that the introduction of digital tools in the activities of educational organizations of the Ministry of Internal Affairs of Russia will provide the heads of organizations with the opportunity to obtain operational information to make effective decisions, create conditions for creating a unified system of electronic internal and external document management, while significantly reducing the need for duplication of information on paper for different regulatory structures. As a result of the conducted research, the authors proposed the development of a software product, the main task of which is to provide the head of an educational organization with an effective tool for analyzing the activities of an educational organization. The use of this software product in the activity provides the head of the educational organization of the Ministry of Internal Affairs of Russia with the opportunity to promptly receive data on all processes occurring in subordinate structural units, increases the efficiency of analyzing this data, provides additional arguments for choosing an effective strategy for the development of the organization, and also provides the organization with the possibility of operational communication and interaction with the Ministry of Internal Affairs of Russia, the Ministry of Education of Russia, the Ministry of Education Russia, training customers, as well as regulatory authorities and organizations.


Keywords:

education management, educational organization, education integration, educational management, improving the quality of education, professional training, software, digitalization, supervisor, educational organization strategy

This article is automatically translated.

IntroductionThe activity of an educational organization is a complex system of interaction between structural units aimed at training highly qualified personnel in the relevant specialties and areas of training.

Sufficient attention has been paid to the problems of improving the efficiency of the educational organization in the last decade by researchers [1-4]. Software products aimed at solving problematic issues of managerial activity of heads of educational organizations are being developed [5-6].

At the same time, at present, the head of an educational organization of the Ministry of Internal Affairs of Russia does not have a single tool for working with data in the areas of his organization's activities, the head is faced with a large volume of paper document flow, significant human resources are spent on collecting and systematizing data, there is no possibility of obtaining information on the principle of "here and now" on what is necessary at the moment according to the criterion of the effectiveness of the educational organization.

One of the solutions to this problem can be the development of a software product, the main task of which is to provide the head of an educational organization with an effective tool for analyzing the activities of an educational organization.

Thanks to such a software product, each head of an educational organization of the Ministry of Internal Affairs of Russia will be able to promptly receive data on all processes taking place in subordinate structural divisions, increase the efficiency of analyzing this data, receive additional arguments for choosing an effective strategy for the development of the organization, and will also be provided with the possibility of operational communication and interaction with the Ministry of Internal Affairs of Russia, the Ministry of Education of Russia, the Ministry of Education of Russia, training customers, as well as regulatory authorities and organizations.

 

Guided by the idea of creating this tool, the study of the project "HEO (Head of Educational Organization): data, analytics, development strategy" was organized (Figure 1).

 

Figure 1 – HEO (Head of Educational Organization): data, analytics, development strategy

 

As the main persons interested in the development of the project, the following can be distinguished:: The Ministry of Internal Affairs of Russia, the Ministry of Education of Russia, the Ministry of Education and Science of Russia, heads of educational organizations, training customers.

The main problem that the project solves is to provide an opportunity to quickly obtain data on the processes taking place in an educational organization, analyze this data, choose an effective strategy for the development of the organization, carry out operational interaction with the Ministry of Internal Affairs of Russia, the Ministry of Education of Russia, the Ministry of Education of Russia, regulatory organizations.

An alternative solution to the problem is the preparation of paper reporting forms in accordance with the regulatory legal documents of the Ministry of Internal Affairs of Russia, the Ministry of Education of Russia, the Ministry of Education of Russia, sending documents by Russian Post services.

 

Working out the problemCurrently, educational organizations of the Ministry of Internal Affairs of Russia are in a situation where the head does not have the ability to obtain operational information to make an effective decision, documents are prepared and sent in paper forms, there is no unified electronic document management system.

At the same time, there is duplication of information on paper for different controlling structures, there is a need to maintain an archive on paper with storage periods of "permanently" and "more than 75 years".

In this connection, the probability of operational impact on a problematic situation decreases; the probability of making an ineffective decision in a crisis situation increases; there is an avalanche-like increase in paper document flow; there is a need to maintain a large number of support staff; These factors inevitably entail the loss of financial resources of an educational organization.

 

DecisionThe main goal of the project "HEO (Head of Educational Organization): data, analytics, development strategy" (hereinafter referred to as "NEO") is to develop software for managers of an educational organization that allows optimizing the process of making operational management decisions based on analytical data processing.

The planned terms of integration of the software product into the activities of an educational organization range from 16 months to 3 years, depending on the number of educational programs being implemented.

Tasks:

- to ensure the receipt of up-to-date information, timely response to crisis situations, prompt management decision-making;

- to settle issues of interaction between the Ministry of Internal Affairs of Russia, the Ministry of Education of Russia, the Ministry of Education of Russia and the customer of training;

- prepare an effective, affordable and functional network software product;

- to satisfy the need of the head of an educational organization to collect and analyze data on its activities;

- to increase the managerial competence of heads of educational organizations.

Currently, there is no single network software product in the toolkit of heads of educational organizations that allows for a multi-criteria analysis of the activities of an educational organization based on the criteria provided by the Ministry of Internal Affairs Of Russia, the Ministry of Education of Russia, the Ministry of Education and Science of Russia, as well as criteria and requirements of Russian, foreign and international organizations.

The implementation of the project in the activities of the head of the educational organization will allow:

- optimize the timing of collecting and processing information about the activities of a subordinate educational organization;

- use the technological component of the software, which allows processing data faster, improving the efficiency of processes, saving money, increasing the social significance of the educational organization;

- prepare output reporting forms for GURLS accurately and on time Ministry of Internal Affairs Of Russia, the Ministry of Education of Russia, the Ministry of Education and Science of Russia.

The output result of the head's work in the NEO software package being developed is the data of an educational organization on various forms of federal statistical observation [7] ("Monitoring in the main areas of activity of an educational organization of higher education" (No. 1-Monitoring)), as well as performance indicators taking into account the departmental affiliation of the educational organization (Indicators and their values used to assess the activities of an educational organization under the jurisdiction of the Ministry of Internal Affairs of the Russian Federation [8]).

In Form No. 1-Monitoring, the data of the educational organization presented for the reporting year in the following forms of federal statistical observation are used:

No. VPO-1 "Information about an organization engaged in educational activities for educational programs of higher education - bachelor's degree programs, specialty programs, master's degree programs" (Rosstat Order No. 582 dated 08/19/2022 [9]);

No. VPO-2 "Information on the material, technical and information base, financial and economic activities of an educational organization of higher education" (Rosstat Order No. 90 dated 02/28/2020 [10]).

In addition, "NEO" collects statistical data from the structural divisions of the educational organization in the areas of activity, forms a visual series and fills in the following forms of federal statistical observation [11-13]:

No. 1-NC "Information about the organization that carries out educational activities for the training of scientific and pedagogical personnel in postgraduate studies, residency programs, internship programs, as well as training scientific personnel in doctoral studies";

No. 1-technology "Information on the development and (or) use of advanced production technologies";

No. 2-Science "Information on the implementation of scientific research and development";

No. 3-inform "Information on the use of digital technologies and the production of related goods and services";

No. 4-innovation "Information about the innovative activity of the organization";

No. 2-Science (brief) "Information on the implementation of scientific research and development";

No. 1-NC (annual) "Information about the organization that carries out educational activities for the training of scientific and pedagogical personnel in postgraduate studies, residency programs, internship programs, as well as training scientific personnel in doctoral studies";

No. 2-Science (INV) "Information on the organization of the research and development sector as of January 1, 2022";

No. 45-PP "Information about postal orders".

The main advantage of the NEO project being developed is the ability to analyze the current situation based on an array of daily incoming data from the structural divisions of an educational organization, while ensuring the principles of clarity, accuracy, efficiency and detail of information.

Currently, the head of an educational organization or his deputy in the relevant direction learns about the results of the organization's activities according to a given criterion only at the end of the reporting period, after collecting data from all subordinate units (Fig. 2). At the same time, there is no way to influence a specific indicator of activity in any way.

 

Description of the data architectureThanks to the introduction of an effective algorithm that allows daily collecting information from each employee who has implemented a unit of the reporting event, the manager gets the opportunity to analyze the current situation based on an array of daily incoming data from the structural units of the educational organization, while ensuring the principles of clarity, accuracy, efficiency and detail of information.

 

Data on the educational activities of the organization and the training of scientific personnel:- Branches;

- Training Department;

- Faculties;

- Departments.

Data on the scientific activity of the organization:- Branches;

- Scientific Department;

- Faculties;

- Departments.

Information about the organization's personnel:- Branches;

- Human Resources Department;

- Training Department;

- Faculties;

- Departments.

Data on the material, technical and information base of the organization:- Branches;

- Technical Department;

- Training Department;

- Information Systems Department;

- Faculties;

- Departments.

Data on the financial and economic activities of the organization:- Branches;

- Planning and Finance Department;

- Accounting and Tax Accounting Department.

Additional information about the activities of the educational organization:- Branches;

- Department of Social Work;

- Sports and recreation facilities;

- Center for Cultural and Educational Work;

- Departments.

Figure 2 – Description of the data architecture

 

Hypothesis testingTesting of the hypothesis was carried out on the example of reporting on the results of scientific, scientific, technical and innovative activities (publication, publishing activity) (Figure 3).

 

Figure 3 – Hypothesis testing

 

The algorithm for generating information about the results of scientific activity is seen as follows. The pedagogical worker, as the information about the results of his scientific work changes, ensures that data on the publication of a scientific publication is entered into the system, indicating the field of scientific knowledge and the cipher of the universal decimal classification.

In turn, the manager has the opportunity to exercise control over the achievement of planned indicators in this area of activity, and timely response to a critical situation.

In addition to the main functions of the NEO project, it is possible to use it to organize competitive events involving the rating of performers. So, filling out the portfolio of a teacher or a student's portfolio becomes interesting for the performer himself. It becomes possible to evaluate the activities of each member of an educational organization and his personal contribution to achieving the required performance indicators of an educational organization.

In particular, there is an opportunity to motivate employees to improve the efficiency of their activities, as well as motivation to enter data into the system through bonuses, a rating system of remuneration, competitions and various championships.

The NEO product pursues the global goal of meeting the needs of every head of educational organizations in information support for managerial decision-making. In this regard, a long-term perspective for the development of the project and its implementation in the activities of a wide range of educational organizations, including educational organizations of the Ministry of Internal Affairs of Russia, is outlined.

 

Table – Stages of project implementation

Stages

Stage name

Planned results

Terms of implementation

Stage 1

Idea

Analysis of the problems that the project solves, formulation of the hypothesis

 November

twothousandtwentytwo

Stage 2

Description of the project concept

Identification of stakeholders, uniqueness of the project

  November

twothousandtwentytwo

Stage 3

Goal setting, determination of resources for project implementation

Specification of the purpose and objectives of the project, definition of areas of application

 November

twothousandtwentytwo 

Stage 4

Team building

Formation of the team, project implementation strategy

 November

twothousandtwentytwo 

Stage 5

Determining the value of a product

Formulation of positive results of project implementation, search for external and internal customers

 November

twothousandtwentytwo 

Stage 6

Hypothesizing and conducting experiments

Elaboration of the technical specification of the project, creation of a prototype of the project, analysis of experimental results

March

twothousandtwentythree

Stage 7

Creating an MVP product

A software product for managers of an educational organization that allows optimizing the process of making operational management decisions based on analytical data processing

September

twothousandtwentythree

Stage 8

First implementation negotiations and resource request

Implementation of the software product in the activities of educational organizations of the Far East and Eastern Siberia

August

twothousandtwentyfour

Stage 9

Piloting the project

Obtaining the results of the software product implementation, analyzing and correcting errors, testing algorithms for information support of managerial decision-making

September

twothousandtwentyfive

Stage 10

Scaling of the project in a real environment (implementation, operational activities)

Testing of product promotion channels in a real environment, implementation in the channel, creating a roadmap for product development, obtaining resources for the full-scale development of the project (material, financial, personnel, administrative)

January

twothousandtwentyseven

 

 

Main resultsThe relevance of the project idea was tested by interviewing the management and representatives of educational organizations in Siberia and the Far East, including the Ministry of Internal Affairs of Russia.

According to the survey results, more than 70% of respondents expressed interest in the project. Respondents were asked to evaluate the relevance and effectiveness of the implementation of the developed software product "HEO (Head of Educational Organization): data, analytics, development strategy" in the activities of an educational organization. The respondents were heads and representatives of structural divisions of educational organizations in the areas of activity (Figures 4-6).

 

Figure 4 – Results of approbation of the project idea at the East Siberian Institute of the Ministry of Internal Affairs of the Russian Federation

 

Figure 5 – Results of testing the project idea at the Trans–Baikal Institute of Railway Transport - branch of the Irkutsk State University of Railway Transport in Chita (Zabizht IrGUPS)

 

Figure 6 – Results of approbation of the project idea to the Federal State Budgetary Educational Institution of Higher Education "State Agrarian University of the Northern Trans-Urals"

 

One of the advantages of the NEO project product is an intuitive interface, as well as a network implementation format, which assumes the possibility of entering and receiving information anywhere in the world where it is possible to access the Internet (Figure 7).

 

 

Figure 7 – Demonstration of the prototype

 

 

ConclusionDigitalization of the main activity of the head of the educational organization of the Ministry of Internal Affairs of Russia is aimed at the effectiveness of the organization as a whole.

The development of tools for analyzing the organization's activities on the "here and now" principle provides the manager with the opportunity to adjust the development strategy, optimize management processes, promptly set tasks to subordinate structural units, as well as perform control and reporting functions.

References
1. Gomonko, E. A. Criteria and indicators for evaluating the effectiveness of the use of information and communication technologies in the educational activities of higher education organizations / E. A. Gomonko, R. V. Gomonko // Bulletin of the Belgorod University of Cooperation, Economics and Law.-2020.-No. 4 (83).-S. 135-144. – DOI 10.21295/2223-5639-2020-4-135-144.
2. Mamilova, A. M. Application of data mining methods to assess the effectiveness of higher educational organizations in the Volga Federal District / A. M. Mamilova // Economics and Socium.-2019.-No. 8(63).-S. 109-112.
3. Blinova, T. N. Improving the methodology for monitoring the effectiveness of educational organizations of higher education / T. N. Blinova // Successes of modern science.-2016.-T. 3.-No. 11.-S. 11-13.
4. Mitin, A. A. Criteria for evaluation and performance indicators of pedagogical workers in an educational organization / A. A. Mitin // Problems of modern pedagogical education.-2020.-No. 67-4. – S. 278-281.
5. Certificate of state registration of the computer program No. 2015611782 Russian Federation. Program for evaluating the effectiveness of military educational organizations based on the results of monitoring their activities: No. 2014662746: Appl. 12/10/2014 : publ. 02/06/2015 / O. G. Mashkov, M. A. Golubev, N. V. Boikov, V. A. Lisitsin; applicant Federal State State Military Educational Institution of Higher Professional Education “A.F. Mozhaisky" of the Ministry of Defense of the Russian Federation.
6. Certificate of state registration of the computer program No. 2016663525 Russian Federation. Information and analytical system "Indicators of the effectiveness of the activities of educational organizations": No. 2016660840: Appl. 10/17/2016 : publ. December 12, 2016 / A. V. Baklanov, A. E. Panshin, P. V. Pikinerov; applicant Limited Liability Company "Institute of Geoinformation Systems".
7. Decree of the Government of the Russian Federation of August 5, 2013 No. 662 (as amended on March 24, 2022) “On monitoring the education system” (together with the “Rules for monitoring the education system”)
8. Indicators and their values ​​used to assess the activities of an educational organization under the jurisdiction of the Ministry of Internal Affairs of the Russian Federation: Order of the Ministry of Internal Affairs of Russia dated March 31, 2022 No. 1/3312.
9. On approval of the form of federal statistical observation with instructions for filling it out for the organization by the Ministry of Science and Higher Education of the Russian Federation of federal statistical observation in the field of higher education: Order of Rosstat dated August 19, 2022 No. 582 // ConsultantPlus: site. URL: http://www.consultant.ru/document/cons_doc_LAW_425010/ (accessed January 25, 2023).
10. On approval of the form of federal statistical observation with instructions for filling it out for the organization by the Ministry of Science and Higher Education of the Russian Federation of federal statistical observation of the activities of an educational organization of higher education: Order of Rosstat dated February 28, 2020 No. 90 // ConsultantPlus: website. URL: http://www.consultant.ru/document/cons_doc_LAW_346973/ (accessed January 25, 2023).
11. On approval of federal statistical monitoring forms for organizing federal statistical monitoring of activities in the field of education, science, innovation and information technology: Order of Rosstat dated July 29, 2022 No. 538 // ConsultantPlus: site. URL: http://www.consultant.ru/document/cons_doc_LAW_432353/ (accessed January 25, 2023).
12. On approval of federal statistical monitoring forms for organizing federal statistical monitoring of activities in the field of education, science, innovation and information technology: Order of Rosstat dated July 29, 2022 No. 538 // ConsultantPlus: site. URL: http://www.consultant.ru/document/cons_doc_LAW_426500/ (accessed January 25, 2023).
13. On approval of the form of federal statistical observation with instructions for filling it out for the organization by the Ministry of Science and Higher Education of the Russian Federation of federal statistical observation of the activities of organizations in the research and development sector: Order of Rosstat dated December 17, 2021 No. 921 // ConsultantPlus: site. URL: http://www.consultant.ru/document/cons_doc_LAW_404108/ (accessed January 25, 2023)

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The review of the article "Development of a digital tool for the head of an educational organization of the Ministry of Internal Affairs of Russia" The relevance of the research topic and its compliance with the specialization of the journal "Police activity" is not in doubt in connection with modern trends in social development, which determine the priorities of the educational organization. The subject of the study is to increase the efficiency of the educational organization. The analysis of such categories as "management activities", "analysis of the activities of an educational organization", "organization development strategy", "digitalization of the activities of the head", etc. is presented as a problem field of the study. The results of studying the possibility of obtaining operational information by the head for making an effective decision are identified and analyzed in detail. The advantage of the work is the key, end-to-end leading ideas for the implementation of the project "HEO (Head of Educational Organization): data, analytics, development strategy" - the development of software for managers of an educational organization that allows optimizing the process of making operational management decisions based on analytical data processing. Of interest is the design and testing of an experimental study by interviewing the leadership and representatives of educational organizations in Siberia and the Far East, including the Ministry of Internal Affairs of Russia. A detailed step-by-step description of the stages of the implementation of the NEO project and the results of the application of various research techniques is presented. The methodology of the reviewed work is based on a comparative approach. The article uses such research methods as comparative, structural, functional, semantic analysis, synthesis of the results obtained, analogy and comparison, deduction, design, survey of respondents. The article implements in sufficient detail the systematization and generalization of data related to the development of a software product, the main task of which is to provide the head of an educational organization with an effective tool for analyzing the activities of an educational organization. The article has a scientific novelty related to the design and development of a digital tool for the head of an educational organization of the Ministry of Internal Affairs of Russia: - elaboration of the project "HEO (Head of Educational Organization): data, analytics, development strategy"; - preparation of an effective, affordable and functional network software product; - use of a technological component of the software that allows you to process data faster, increase the efficiency of processes, save money, and increase the social significance of an educational organization. The structure of the article meets the requirements for scientific publications. A detailed qualitative and quantitative analysis of the obtained research results is presented on the example of reporting on the results of scientific, scientific, technical and innovative activities (publishing, publishing activity). The content of the article, which suggests meeting the needs of each head of educational organizations in information support for managerial decision-making, corresponds to its title. The style of presentation of the material meets the requirements for scientific publications. The bibliography corresponds to the content of the article and is presented by 13 domestic literary sources. The results of the study substantiate the importance of a theoretical and empirical study of digitalization of the main activity of the head of the educational organization of the Ministry of Internal Affairs of Russia, aimed at the effectiveness of the organization as a whole. The article arouses the reader's interest and can be recommended for publication.