11 Automation of Dean’s Office Functions in a Higher ... · It is worth noting that a large number of orders concerning natural persons (orders of transfer, assignment, transfer

MathematicsEducation,2016,11(1),133-149

Copyright©2016byiSER,InternationalSocietyofEducationalResearchISSN:1306-3030

AutomationofDean’sOfficeFunctionsinaHigherEducationInstitutionontheBasisofElectronicDocumentFlowSystemIlnarF.YarullinKazan(Volgaregion)FederalUniversity,Kazan,RUSSIASvetlanaM.Mumryayeva,OlgaN.Shalina&VladimirI.SafonovMordovianStatePedagogicalInstitutenamedafterM.E.Evseviev,Saransk,RUSSIAVeraK.OmarovaPavlodarStatePedagogicalInstitute,Pavlodar,KAZAKHSTAN�Received19September2013�Revised11February2013�Accepted21April2015

Thearticlecontainsthedescriptionofautomationfunctiontechnologiesrealizedintheworkofadean'soffice.Themainfunctionsrealizedbyadean'sofficeinthecourseofitsactivity are shown in the article; the main functions realization in the system ofelectronic document flow "1C University" is presented. The application of electronicdocumentflowsystemspromotestheimprovementofqualityandefficiencyofadean'sofficeworkduetothedecreaseintimespentontheprocessesofcollecting,processingandobtainingrequiredinformation;allowstocarryoutdean'sofficefunctionsatamoretechnologicallevel,simplifyingtheprocedureofprocessingthedatausedinthecourseof educational process, automating the formation and preparation of necessarydocuments (test and examination papers, certificates of training, orders, etc.) forprinting.

Keywords:highereducationinstitution,dean'soffice,management,automationsystem

INTRODUCTION

Thedean'sofficecarriesoutorganizational,performing,administrativeandotherfunctions, arranging the activity on the basis of the Federal law of the RussianFederation of December 29, 2012 No. 27E-FZ "About education in the RussianFederation", The order of the Ministry of Education and Science of the RussianFederation "About the statement of the Order of the organization andimplementation of educational activities for educational programs of the highereducation–toprogramsofabachelordegree,programsofaspecialistprogramme,programsofamagistracy",2013,additionsandamendmentstothem,theCharterof

Correspondence:SvetlanaMikhailovnaMumryayeva,MordovianStatePedagogicalInstitutenamedafterM.E.Evseviev,StudencheskajaStreet,11a,430007,Saransk,Russia.E-mail:[email protected]:10.12973/iser.2016.21013a

I. F.Yarullin,S.M.Mumryayeva,O.N.Shalina,V.I.Safonov&V.K.Omarova

134 ©2016iSER,MathematicsEducation,11(1),133-149

ahighereducationinstitutionandotherregulations.As for the direct organization of educational activity, the dean's office runs the

educational process at a faculty; carries out planning and direct management ofeducational, methodical, and research work at a faculty; along with chairs of afaculty develops and implements curricula and programs, individual plans andtrainingschedulesforcertainstudents;keepsrecordofstudentcontingentstudyingat a faculty and their educational progress; monitors students’ educational andproductionpractices;drawsupa scheduleof studiesandsupervises itsexecution;keepsincheckexaminationsandtestsprocess,coordinatestheworkoffacultywiththeworkofotherdivisions inahighereducation institution;arranges theworkofcommissions to issue scholarships of all types in compliance with the regulationdocuments; supervisesgraduate students’ trainingand staffmembersworkaimedto improve their professional development; provides office-work and documentflowata faculty,etc.(Zeleyeva&MehdiVahedi2012;Aflyatunov, 2014;Ragulina,2004; Tikhomirova, 2013; Yarema & Muslov, 2008; Sharifzyanova, Shtreter &Nauryzbayeva,2015).The work of an innovative higher education institution in the context of

specialists’ training quality improvement sets new tasks for dean's offices workadvancement, including their work automation, in particular, due to thedevelopment of information exchange (Safonov, 2013; Vlasova, Kirilova &Masalimova, 2015). The dean's office of a modern educational institution has torepresent an open system the components ofwhich constantly interactwith eachother and with the elements of other divisions (Aflyatunov, 2014; Latukh &Pushkaryov,2012).Thissystemhastobecomethelinkprovidingmultilevelsystemof collectingandaccountingof informationonall studentsof a faculty, creationoftheunifiedinformationspaceprovidingeffectiveexchangeof informationbetweenalldivisionsofafacultyandhighereducationinstitution.When it came to the selection of such system the preference was given to

electronic document flow systems (EDFS) (Uvarov, 2009). The analysis of theiropportunitiesshowedthattheymostfullycorrespondtothedean'sofficefunctionsstatedabove.The electronic document flow system (EDFS) is a computer program (the

software, system) which allows to arrange the work with electronic documents(creation,change,search)andinteractionbetweenemployees(adocumenttransfer,delivery of tasks, sending notices, etc.) (Glushchenko, 2011; Hodak, 2009;Kadnikova,2014;Kulikova,2013;Kuznetsov,2014;Kuznetsov,2015;Ovchinnikov,2014).AlsoEDFSiscalledEDMS(ElectronicDocumentManagementSystems).Itispossible to study the review of EDFS, for example, in (Glinskikh, 2001; Kolesov,2009).LetusnotethattodaymodernEDFStendstotransittotheECMtype–Enterprise

Content Management – "management of corporate information resources (thecontent, filling)". This concept is slightly broader than EDFS. ECM implies a set oftechnologies, tools and methods used to collect, manage, accumulate, store anddeliver information (content) to all consumers in the organization (Dyachenko,2012;Dyachenko,2013).

MATERIALSANDMETHODS

The configuration "1C: University" (http://solutions.1c.ru/catalog/university)was chosen at the state educational institution of higher professional education"MordovianstatepedagogicalinstitutenamedafterM.E.Evseviev"tosolvethetaskofdean'sofficefunctionsautomation(Merkuryeva,2012).ItreferstoEDFSthoughitpossesses ECM features. The configuration "1C: University" is one of the effectivemeans of dean's office organizational and administrative activity automation. Its

Automationofdean’sofficefunctions

©2016iSER,MathematicsEducation,11(1),133-149 135

applicationreducessignificantlythetimeofaccesstodata,excludesduplicationandfacilitatesthedrawingupofreporting,maindocuments(orders,instructions,officememos,etc.),statisticaldataprocessing,formationofstaffmembers’academicload,monitoring of progress and attendance, work with curricula, formation ofdocumentsofthestate-approvedformatonthehighereducation,thenotificationofstaff, employees and students on the basis of notification subsystem application,automaticselectionofvacanciesforgraduates,etc.Therewasapplied themethodofmodeling toresearch theopportunitiesof the

specified configuration. It presented themanagement automation in the formof apurposefulandorganizedprocessaimedtoimplementdean'sofficefunctions.Therewasspecifiedthesubjectdomain,operatingandoperatedobjects,directionofflowsof the operating information, etc. All this was realized in the form of a computermodelcreatedwiththeapplicationoftheconfiguration"1C:University".

RESULTS

Theapplicationof"1C:University"inthedean'sofficeactivityshowedthatitmayprovidetheautomationofthefollowingdean'sofficefunctions.1)Obtaininginformationonstudents(personaldata,academicprogress,etc.)For thispurpose, it is required toselect thereport "Student’spersonal card" in

thesection"Students’structuremanagement"(Figure1).

Figure1.Fillinginthereport“Student’spersonalcard”

Toformthisreportitisnecessarytospecifythestudent'sfullname(thedatumis

selectedintheformof"Naturalperson"andotherparametersofselectionifthereisneed.Thesystemallowstosavethecurrentparametersofthereportforfurtherfastaccesstothem,andalsotoloadthelastkeptreportparameters.Afterpressingthebutton "Create" the printed form of the report representing a student’s personalcardwillbeformed;itispresentedinFigure2.



Figure2.Report"Student’spersonalcard"

Having selected the section "Natural person" it is possible to carry out the

correctionofpersonalinformation(forexample,changingofasurname).2) Formation and preparation of administrative documents, certificates of

trainingforprinting.Themain administrative document of any organization is the order. As for the

type and purpose orders may regulate practically any aspect of higher educationinstitution activity and, therefore, are used in all structural divisions. In theconfiguration"1C:University"internaladministrativedocumentsofhighereducationinstitution are formed by means of the document “Orders". The body of types oforderswhichmaybeusedinahighereducationalinstitutionissetatthefirststartoftheconfiguration"1C:University"ontheform"Masterofinitialdatainput"(tabcard"Typesoforders").Then the access to typesof orders and their editing is realizedbymeansof the

referencebook"Typesoforders",presentedinFigure3;theaccesstoitisprovidedonthepanelofnavigationofthesection"Students’structuremanagement".



Figure3.Referencebook"Typesoforders"

Tolearnthestructureofthetypeoftheorder,itisrequiredtoopenanytypefrom

theformofthereferencebooklist"Typesoforders", forexample,“Reinstatement",and in the field "Name" thenameof the typeof theorder shouldbe specified.Theformof the reference book "Types of Orders" includes three tabs: "Printing form","Control of parameters" and "In addition". On the tab card "Printing form" in thefields "Order heading" and "Heading of the order group" the rule of formation oforderheadingandheadingofgroupof theorderof this type(forprinting formsoforders) are set. In the tabpart of the formbelow there are stated the fieldsof thenominal list that are output in the corresponding group of orders. Names of allparameters of the order created about student’s status change (Natural person,Starting date, Course/Year, etc.) and corresponding to these parameters rulesconcerningthevariationoftheirmeaningarespecifiedinthe“Controlofparameters”tab in the field "Documentparameters".Thenamesof all parameters to create thegroupofordersaboutthenaturalpeoplestatusandrulesconcerningthevariationoftheirmeaningarespecifiedinthefield"Parametersofgroup"(Figure4).Documentsonthebasisofwhichtheorderisformedmaybeaddedinthetabcard

“In addition”. If necessary, it is easy to introduce changes into the reference book"Types of orders" (for example, to add a new type of the order). Besides, in thereferencebook"Typesoforders"itispossibletocreatetextformulationsthatallowtoleaveablankfieldforenteringanytextintoitwhencreatinganorder.Letusnotethattheformofthe listof thedocument"Orders"allowsnotonlyto

select necessary documents from the list, but also to carry out orders filtrationaccordingtotheyearordate(withtheindicationoftheperiod)whentheorderwascreated,andaccordingtothetypeoftheorder,etc.Itispossibletocreateordersofvarious types inonedocument "Order"at the same time.Besides,during theworkwith orders one can create printing forms of abstracts from orders. The window"Data filter" and the window "Editing of selection" are shown in Figure 5 and inFigure6respectively.



Figure4.Settingofparameterstoviewdocuments

Figure5.Window“Datafilter”



Figure6.Window"Editingofselection"It is worth noting that a large number of orders concerning natural persons

(orders of transfer, assignment, transfer to another form of education, etc.) areformed inahighereducational institution.As thevolumeof theprocesseddata inthe subsystem of orders formation is enormous there may be such mistakes asincorrectness of orders and violation of logical sequences between orders (e.g.transfer of an expelled student to the category "debtor"). For timely identificationandcorrectionofsuchmistakesinthesystemofordersformationthereisprovidedthe check of orders correctness. The access to orders correctness processing isprovided by means of the menu "Service" on the panel of actions of "Admissioncommittee"and "Student's structuremanagement" sections.Asa result, in the leftpartoftheformtherewillbedisplayedthelistofpersons(withtheindicationofthenumbers of their academic record books) in respect of whom logical sequencesbetweenorderswerebroken,and,therefore,somepartsofordersareincorrect.Tomakethesearchofthelinewhereinformationoncorrectordersisdisplayedeasierandsimpleritismarkedingreen,lineswithincorrectordersaremarkedinred.Bymeans of the button "Selection" it is possible to create any list of natural personsthatneedtocheckthecorrectnessoforders.The configuration contains the report "Information of dean's office" to form

certificatesforstudentsofthefaculty(Figure7).

Figure7.Thereport"Informationofdean'soffice"



Theresultofthereport"Informationofdean'soffice"implementationisshowninFigure8.

Figure8.Thecreatedcertificate3)Automationofthecontingentlist.So, for example, the report "Data on the contingent enrollment" (Figure 9) is

intendedtodisplaytheinformationonthecontingentenrollment.

Figure9.Report"Dataonthecontingentenrollment"At the creation of the report parameters it is necessary to specify the form of

education forwhich the report is formed (the value is selected from the referencebook "Form of education", and also starting dates and expiry dates for which thereportisformed.Bymeansofthebutton"Selectionofvalues"itispossibletoselectnecessary parameters from a tree of values on the form of value parametersselection.Letusconsidertheassignmentofsomereports.The report "Data on the contingent enrollment according to the surnames" is

intendedtodisplaydetailedinformationonthecontingentenrollment.Thereport"Statisticsofthestudents’contingent"isintendedtoprovidestatistical

informationonthecontingentofstudentsstudyingatthefaculty.Tocreatethereportparameters it is necessary to specify the date of the report formation, the form ofeducation for which the report is formed (the value is selected according to thereference book "Form of education") and the reason of enrollment (the value is



selectedaccordingtothereferencebook"Reasonforenrollment").The report "List of students" is intended to form lists of students’ groups and

graduates.Thecreationofthecorrespondingprintingformforeachreportisprovided.Any

unspecifiedlistsofstudentsaresimilarlyformed(e.g.,thelistofstudentstrainedonacommercialbasis, the listofstudentshavingacademicdebts, the listof21-yearoldandolderstudents,thelistofstudentswithchildren,etc.).4)Theautomationofreportdocumentspreparationaccordingtosessionresults

and repeat examinations (test and examination sheets, summary data on sessionresults,etc.)Thefollowingreportsareprovidedtoperformthisfunction.The report "Test and examination grade report" is intended to form reports in

which the results of students’ educational activity according to the results of testsandexaminationsarereflected.The report "Data of test results" is intended to provide the information on the

numberofstudents’testsresultsattheendoftheterm.The report "Data on examinations results" is intended to provide the summary

statisticalinformationontheexaminationresults.The report "Data on the session performance" is intended to display the

informationontheperformanceofthesessionandintermediateexaminationresults.Thereport"Examinationsresults"isintendedtoprovidestatisticalinformationon

examinationresults.Detailedstatistical informationongradesreceivedbystudentsduringthesessionisdisplayedinthereport.5)Automationofstudents’individualprogresscontrolprocess.Thecontroloverindividualprogresshelpstomonitoreducationalandupbringing

activity. In a higher education institution the complex of control types is used:certifications,termpapers,reportsontheresultsofdifferenttypesofpractices,tests,examinations, etc. The results of each type of control have to be documented andorderedforfurtherworkwiththisinformation.To monitor the individual progress the corresponding subsystem of individual

progresscontrolintendedforstorageandanalysisofstudents’progressisrealizedin"1C: University". This subsystem application allows to control the results ofcertifications,examinations,finalstatecertifications,implementationoftermpapers,etc.The documents "Control conditions", "Assessment report", "Attendance" and a

number of reportsmake a part of the individual progress control subsystem. Thedocument"Controlconditions"containsinformationontherulesofprogresscontrol.The access to this document is provided on the navigation panel in the section"Planningofeducationalprocess".Typesofcontrolhavetobesituatedinsuchawayas to provide the transition fromone successful type of control results to thenextone.Forexample, if it isnecessarytopassthecertificationsuccessfullytosit foranexamination.One of the forms of students’ individual progress control is certification

implementationforwhichgradereportsarecreated,andtest-examinationssessionsfor which the corresponding statements are created as well. The document"Assessmentreport"isusedforthespecifiedpurposesin"1C:University".Tocreateanewdocumentitisnecessarytopress"Create"ontheformofthelistofeducationalprocess log-book and select the type of the document "Assessment report" in theopenedform.Toformthedocumentinthecorrectwayitisnecessarytosetthedatesothatitshouldentertimeframesofthesemester.Itshouldbenotedthattheinformationfromthedocuments"Assessmentreport"

and"Attendance"isusednotonlyforprogresscontrolandstudents’attendance,butfortheaccountingofteachers’performedworkloading(inthefield"Teacher"ofbothdocuments there is specified the full name of the teacherwho conducted classes).



These data can be used to calculate salary in "1C: Salary and human resourcemanagement". To realize this function "1C: University" provides the possibility toimportthedatatotheconfigurations"1C:Salaryandhumanresourcemanagement"and1C:"Salaryandpersonnelresourcesofthebudgetaryinstitution".On the basis of students’ individual progress data the following reports can be

made: " Assessment report"; "The list of persons not admitted to certification";"Averagevaluesofcertificationsresults";"Dataontestresults";"Student’sprogress".The report "Assessment report" is intended to display the information on

certificationsresultsobtainedwithineducationalprocess.Thereport"Thelistofpersonsnotadmittedtocertification"isintendedtodisplay

theinformationonthestudentswhoarenotadmittedtocertificationinthedisciplineaccordingtotheresultsofacertainperiodofcontrol.The report "Average values of certifications results" is intended to provide the

informationonaveragevaluesofprogressaccordingtotheresultsofoneorseveraltypesofcontrol.The report "Student’s progress" is intended to provide the information on

student’sprogressthroughouttheentireperiodoftraining.6)Automationofindividualrecord-keepingofstudents’attendance.The document "Attendance" displays the information on students’ training

sessionsattendanceofeachdisciplinewithinacertainperiodofcontrol.Theaccessto thespecifieddocument isprovided throughaneducationalprocess log-book thereference to which is located on the navigation panel in the section "Students’structuremanagement".7) Automation of processes connected with students’ job-training practices of

differenttypes.Students’job-trainingpracticeisacomponentofthegeneraleducationalprogram

ofahighereducationandconsistsinstudents’vocationalandpracticaltraining.Thegoalsandvolumeofpracticearedefinedbythefederalstateeducationalstandardsofthehighereducation.The functionof job-trainingpracticecontrol isrealized in theconfiguration "1C: University". The document “Job-training practice orders” is themaindocumentofthecontrolsubsystemforconductingstudents’practices.Besides,someotherreportsarerealizedinthissubsystem.Thedocument"Job-trainingpracticeorders"allowstoplanandsetparametersof

students’ practice. The access to the document "Job-training practice orders" isdisplayedonthenavigationpanelinthesection"Students’structuremanagement".Itshouldbenoted that in thedocument"Job-trainingpracticeorders" the functionofgroup filling of fields is realized (e.g., if several students havepractice in the sameplace,orthesameposition,orunderthesupervisionofoneandthesameteacher).On the basis of the documents "Curriculum" and "Job-training practice orders"

there may be created the following reports: "Schedule of students’ distribution";"Dataontermsofjob-trainingpractice".The report "Scheduleof students’distribution" containsdetailed informationon

students’distributionforjob-trainingpractice.Thereport"Dataontermsof job-trainingpractice" is formedonthebasisof the

document "Curriculum" and gives the information on job-training practice indifferenteducationalgroups.8)Preparationofelectronicandprintingformsofdiplomasandannexestothem.The diploma is an official document about the graduation from a higher or

specialized secondary educational institution, award of an academic degree or anacademicstatus.Diplomasupplementincludes:– the list of the studied disciplines with final grades and total of academic

hours;– thelistofjob-trainingpracticeswithtotalgradesandthespenttime(interms



ofweeks);– thelistoffinalstateexamswithgrades;– thenameofafinalqualificationworkwiththegrade.Diplomas,diplomasupplementsare formedonthebasisofstudents’curriculum

performance data (progress, subjects of termpapers and diploma, the job-trainingpractice period, etc.). "1C: University" contains data on obtaining diplomas of thehighereducation in the currentacademicyear, and forpreviousacademicyearsaswell.Thediplomaofhighereducationisissuedtoauniversitygraduatewhopassedthe

final state certification in accordancewith theestablishedprocedure.Thebasis forissueof thediplomais thedecisionof thestateexaminationboard.To improvethequalityofprocessesconnectedwiththeformationofprintingformsofdiplomasanddiploma supplements there has been worked out the subsystem of diplomas anddiplomasupplementsformationwhichallowstocreatetheabovedocumentsonthebasis of data on students’ progress during the entire period of their training andimplementation of the curriculum in "1C: University". Thus the formats of outputdocuments(includingthefilledtext fields)completelycorrespondtotheformatsofformsoftheestablishedtemplate.Theworkwith the subsystem of diplomas and diploma supplements formation

supposestheuseofsuchdocumentsas"Compliancewithdiplomacategories","Orderof disciplines in the diploma supplements", "Diploma", processing of "Diplomaformation",andreports"Dataontheissueddiplomas"and"Thelistofdiplomasforunloading".Thedocument "Compliancewithdiploma categories"provides the access to the

informationonvariouscategoriesofdiplomasandtypesofcontrolcorrespondingtothem,andthepossibilitytoeditthisinformation.Diplomacategoriesare:disciplines,term papers, job-training practices, state exams, elective courses, etc. Types ofcontrolare:tests,atermpaper,etc.Thetypeofcontrolisselectedfromthereferencebook"Typesofcontrol".Theaccesstothedocument"Compliancewithdiplomacategories" iscarriedout

onthenavigationpanelinthesection"Students’structuremanagement".Inthediplomasupplementsthedisciplinesaredisplayedinaspecificorder.The

information on the order of disciplines in the diploma supplements is kept in thecorresponding standard documentation. The order of disciplines in the diplomasupplementswillcorrespondtotheorderdefinedinthisdocument.Foreachlevelofstudents’training(specialist,expert,bachelor,master)acertainorderofdisciplinesisset.Thus,thetotalnumberofthedocuments"Orderofdisciplinesinthediplomasupplements" should not exceed the total number of training levels according towhichstudents’traininginahighereducationinstitutionisimplemented.Theaccesstothedocument"Orderofdisciplinesinthediplomasupplements"isprovidedonthenavigationpanelinthesection"Students’structuremanagement".The creation of printing forms of the following documents: diploma, diploma

supplements,duplicateofthediploma,duplicateofthediplomasupplements,etc.iscarriedoutbymeansofthedocument"Diploma".Incasewhenthereisnotenoughplace for the listofdisciplineson thebackof thediplomasupplements, thebutton"To transfer disciplines" is used. This button is available when printing forms ofdiplomasupplementsarecreated.Dataondiplomasarekeptinthereports"Dataontheissueddiplomas"and"Thelistofdiplomasforunloading".Thereport"Dataontheissueddiplomas"providesthe listofdiplomasissuedto

graduates.The report "The list of diplomas for unloading" is for the official use only; the

informationfromthisreportisfurtherusedbythespecializedsoftware.Thecreatedreport is kept in the format "txt" or "csv" for the subsequent work with the datacollectionmodule.

навигациираздела«Управление



9)Automationofeducationalprocessplanning.Thecurriculumdefinesthestructureoftheacademicsubjectsstudiedwithinthe

frames of each training profile at the institute. According to the curriculum thedisciplines aredistributedover the entireperiodof studies.The time (in academichours)andthequantityoftestunitsforeachsubjectaretakenintoaccount;itshouldnot exceed the limits set by educational andmethodical documents andnormativelegal acts, first of all, by Federal state educational standards. The majority ofdisciplines,exceptsomespecific(e.g.,variouslaboratorypracticalworksthatassumetheperformanceoflaboratorystudies,physicaleducation,etc.)includelecturesandpracticaltrainingsessions,students’independentworkwhenstudyingthediscipline;formsofcontrolarespecified(test,examination,gradedtest,etc.)Asarule,threetypesofcurriculaareused:basic(perspective)curricula,curricula

and individual curricula for the successful educational process planning. The basiccurriculumdefinesaneducationalprogramfortheentireperiodoftraining,generalparametersofeducationalprocessorganizationforabachelordegreeprofile(thelistof disciplines, number of educational weeks, a ratio of classroom and out-of-classacademic hours, etc.) and serves to determine the content and labor input ofstudent’sstudy.The curriculum is necessary to develop the annual schedule of educational

processandcalculationoflaborinputofteachers’work.Allkindsofstudent’sactivitytomaster an educational program, test units (credits) of each type of activity, thestatus of disciplines in the curriculum, quantity of classroom and out-of-classacademic hours and hours of independent work. The student’s individual plandefines his/her individual educational program of training for one or severalsemesters.10)Automationofplanningandaccountingofteachers’staffloadingperformance:

planningofloadingatchairs;distributionofloadingamongteachers’staffofchairs;adjustment of loading calculations parameters according to the requirements ofhigher education institution (integrationwithprogramsof a personnel record "1C:Salary and human resourcemanagement", "Salary and personnel of the budgetaryinstitution";accountingofacademicstaffloadingperformance;providingofrelevantreporting.There is a special subsystem in "1C: University" which is responsible for the

formationoftherulesforteachers’staffloadingcalculation,planningofdistributionofloadingforchairs,distributionofloadingamongteachers’staff,theaccountingofworkinghoursofteachers:theaccountingofloadingandtimetoconductlessons,etc.The following documents "Contingent formation", "Distribution of errands", "Chairassignments","Planoftheassignedpersonnelstructureofthechair",etc.areapartofthis subsystem. The document "Contingent formation" allows to obtain detailedinformationonthestudents’contingent forthecurrentacademicyear,andtouniteanddividethecontingent.Thedocument"Distributionoferrands"isintendedtofixacertainnumberofacademichoursforteachers’loading.The creation of the document "Distribution of errands" supposes, first of all, to

specify theacademicyear (theyear is selected from the referencebook "Academicyears")andthenameofthestructuraldivision(theselectionismadeonthebasisofthedocument"Formationof theuniversitystructure".Then it isnecessarytopressthe button "To update data" to fill in the document; the button "To update data"providestherefillingofthedocumentincasethereshouldbeenteredsomechangesintothedocument"Contingentformation".Thefillingofthedocument"Distributionof errands"occurson thebasisof the followingdocuments "Contingent formation"and "Chair assignments". The form of the document "Distribution of errands"includestabs"Mainloading"and"Additionalloading".Thedistributionofthemainloadingismadeinthetabcard"Mainloading".This

tab is divided into the areas "Calculation of academic hours" and "Data on the



distribution".Thelistofdisciplinesperformedbytheteachers’staffofthechairinthespecifiedacademicyearaccordingtothecurriculaiskeptinthearea"Calculationofacademic hours". All fields of this tabular part, except the fields "Has beendistributed" and "% of distribution", are filled automatically on the basis of thedocument"Contingentformation"andarenoteditedbytheuser.Thedatafiltrationinthearea“Calculationofacademichours”maybeperformed

by the button "Install the filter". It is necessary to use the button "Switch-off thefilter" tocancel the filtration. It isalsopossible touse the functionofsearchingthedata if to press the button "Find". In the area "Data on distribution" the directdistributionof loadingbetween teachers ismade.To fill thisarea it isnecessary tosingleoutthespecifiedlineinthearea"Calculationofacademichours"andtopressthe button "Add" (if it is necessary to add one teacher) or "Selection" (if it isnecessarytoaddseveralteachers)inthearea"Dataondistribution".Theselectionofteachersismadeaccordingtotheformofnaturalpersonsselectionfromamongthestaffofthechairspecifiedinthedocumentheading.Inthefield"Quantity"thereisspecifiedtheloadingvolumeonthediscipline(the

periodofcontrolandatypeofstudyistakenintoaccount)theteacherissupposedtoperform. In the field "Quantity of learners" theremay be specified the quantity oflearners the teacherworkswith; the filling of this field is important if it concernsterm papers, final qualification works, abstracts, etc. If the loading is distributedcompletely, the data in these fields will be in green; if there has been distributedmore loading than it has been planned, the data in this fieldwill be in red; if theloadingisdistributednotcompletely,thecolourisnotchanged.Thetotalvolumeofacademic loading for a structural division is displayed in the field "Total for thedivision".The total volumeof loading assigned to the employee isdisplayed in thefield"Totalfortheemployee".Besidesthespecified,itshouldbenotedthatin"1C:University"thereisprovided

thesupportofthetwo-levelsystem(bachelor,masterandexpert);thepossibilitytoformandaccountcurriculaandeducationalprograms(EP)incompliancewithFSES3and FSES3 +, versions of curricula and EP; creation, storage and processing ofeducationalprocessesschedules;assignmentofthecurriculumdisciplinesforchairsanddivisionsofahighereducationinstitution;integrationwiththeprogramsofthecurricula accounting (loading and unloading of data in the format of Federal StateBudgetaryInstitution"IMCA"),monitoringofcurriculummasteringresults,drawingupofcompetencesmatrix,etc.The document "Curriculum" is the main document that regulates the work of

educational process planning subsist”em in the configuration "1C: University". Itallows to form curricula for various training directions and profiles for a certainperiodwith the formofeducation, the levelof trainingandsomeotherparameterstaken into account. The access to the document "Curriculum" is provided on thenavigationpanelinthesection"Educationalprocessplanning"(Figure10).



Figure10.Accesstothedocument"Curricula"The fillingof thecurriculummaybecarriedoutmanuallyandby loadingof the

ready curriculum in the forms XML (standard format for curricula of trainingdirectionsinHVEcreatedwiththeuseofaGosInsppackage).

DISCUSSIONS

Thepracticeof"1C:University"configurationapplicationshoweditsadvantages.Many modules of this system have analogs with traditional forms of trainingarrangement. Links between various blocks of data provide the formation of thecurrent and final documents of training results, intermediate and total testing,tracking of debts, etc. that allows to automate control for the educational processandprogressofallgroupsoflearners.AmongitsadvantagesitispossibletonotetheRussifiedfriendlyinterface,extensivehelpsystem,impressivefunctionality,awidesetofmethodstosupplythematerial,etc.;allthesefeaturesallowdean'sofficestaffand heads to obtain any analytical data independently, without programmers’assistance. The system modules connected with dean's office work automationprovidethestorageandinformationprocessingaboutthecourseoftheeducationalprocess and its participants, and the automation of interaction between the threeparticipantsofaneducationalprocess:administration-teacher-student.For example, "1C:Theuniversity" allows theEducationalmanagement to spend

just several minutes to search the information on the students’ contingent, theteacher who delivers the lecture, the number of academic hours according to thecurriculumandthelistofcompetencesthatshouldbedevelopedwithintheframesofthestudieddisciplinewhenitplanslecturesforthestudentsofallgroupsofthesameyears of studies and training profiles; traditionally, this procedure demands thecollection of the relevant data from the chair and dean's offices of the relevantfaculties).Dean's offices using "1C: University" receive the automated reference system



whichmakesitpossibletodrawup,editorsimplyreviewthecurriculum,students’distribution into educational groups and subgroups, distribution and control ofteachers’ loading performance, to receive information on expelled students and soon. All the above-mentioned allows to increase the quality and efficiency of dean'soffices work, to evaluate more precisely the consequences of solutions aimed toimprovetheeducationalprocess.Thefollowingperspectiveopportunitiesshouldbesingledout:1) The formation and tracing of training sessions, work in scientific-research

groups,societies,sportssectionsandstudios;2)Distributionofclassroomfundandotherresourcesinvolvedintheeducational

process;3)Theconsiderationofdaysoffandholidaysinregardtotheeducationalprocess

planning.

CONCLUSION

Thus, the application of the specified functionality system "1C: University"increasestheefficiencyofdean'sofficeinteractionwithkeystructuraldivisionsofahigher education institutiondue to the integrationof educational processplanningmodules, management of student's structure, "Finance", "Mailing", etc. That givesopportunitiesfor:–thedean'soffice:toquicklyobtainallnecessaryinformationonteachersofthe

chairs that performwork at the faculty, students’ ratings prepared by the teacher,subjects of term papers, monitoring of progress and attendance, information onstudentsthatfailtopayfortraining,etc.;–chairs: toquicklyobtainallnecessary informationonthestudents’contingent,

distributionofstudentsintogroupsandsubgroups,thelistofdisciplinesassignedforchairs,schedulesofeducationalprocessandcurriculumofalldirectionsandprofilesoftraining,dataonstudents,informationontheplannedevents,etc.;–theeducationalmanagement:toindependentlyandquicklyreceiveallnecessary

information on the students’ contingent, schedules of educational process andcurricula of all directions and profiles of training, summary data on examinationsessions and intermediate certifications results, attendance of training sessions,teachers’academicloading,etc.forallfacultiesonareal-timebasis;– education and sociocultural activity management: to quickly obtain the

information on the events planned at faculties, data on students’ and graduatesemployment.– financial and economic management: to quickly obtain the information on

expelledstudents, students trainedoncontractualbasis;onstudents’ transfer fromfee-payingeducationtofreeofchargetraining,etc.

RECOMMENDATIONS

Theintroductionof"1C:University"intheaggregatepromotestheimprovementofqualityandoverallperformanceofchairsanddean'sofficeduetothedecreaseintime spent to collect, process and obtain required information. It will allow toevaluatemorepreciselytheconsequencesoftakingtheseorthosesolutionsaimedtoimprovetheeducationalprocess;itwillincreasetheefficiencyoffacultyandallotherdivisionsperformanceinahighereducationinstitution;itwillimprovethequalityofeducationalprocess.The application of this system allows to carry out a number of functions of a

traditionaldean'sofficeatamoretechnologicallevel;toconsiderablyreducethetimeof certain procedures performance (e.g., information editing, search of students’personal data, etc.), to simplify the procedure of actionswith datawhich are used



during the educational process; to automate the formation and preparation ofnecessarydocumentsforprinting(testandexaminationsheets,trainingcertificates,orders,etc.).Thesystemallowstorealizetheschedulingoftheeducationalprocess:themanagementof a higher education institution (vice rector for academic affairs,thechiefoftheEducationalmanagement,thechiefaccountant,etc.)receivethetoolfor the analysis of educational process, calculationof academichours for academicloading, scheduling, salarycalculation,progressofa separategroup,and thewholefacultyaswell.

ACKNOWLEDGMENTS

The work is performed according to the Russian Government Program ofCompetitiveGrowthofKazanFederalUniversity.

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