Computerization of consulting records management process for consulting companies of the Ministry of Construction

- Phase 2 (1996-2000), under the direct direction of the Government, the Ministry built a state administrative management information network for the Construction sector (XDNET-

01) includes 02 servers, 46 workstations, connected to the Government's wide area network system. The system has initially created a number of databases according to management functions and served the Ministry's operational activities such as management programs: weekly and monthly activity reports; creating and transmitting work schedules; meeting invitations...

- Phase 3 (2001-present), the Ministry has implemented the Project on computerization of state administrative management in the Construction sector for the period 2001-2005 with an investment of 33.9 billion VND. The goal is to complete the information systems and electronic databases for state administrative management in the Construction sector to serve the direction and operation of all levels of management in the Construction sector nationwide. In 2003, the Ministry's computer network was built with 100% of computers connected to the network, ensuring the target of 1 specialist/1 computer, with a total investment of 3.17 billion VND. In 2006, the Ministry implemented the project "Building the Ministry of Construction's Data Integration Center", with a total investment of 4.93 billion VND. The project has invested in purchasing 13 servers, 190 workstations, 50 printers, 15 switches, other network connection equipment such as cables, Wall Plates, Networking Cards..., system software, and installing some basic services such as email, ADMIN, Firewall, DNS, DHCP, RAS, Lotus Notes, anti-virus.

- Regarding IT infrastructure: the IT infrastructure index in 2007 was 0.6268, ranking 5th; computer/capita ratio (0.79); computer connection rate to local network and Internet (100%); local network rate with network security system (firewall, anti-virus, security, etc.) (100%); local network rate with data security system (cabinet/tape/SAN/NAS) (50%).

- Regarding IT human resource infrastructure : the IT human resource infrastructure index in 2007 was 0.4148, ranking 9th; the ratio of full-time IT staff/Total number of employees (1.84%); the ratio of staff trained in IT in the 3 years 2005-2007/Total number of employees (100.54%); the ratio of people who know how to use computers at work/Total number of staff (78.82%); the ratio of spending on IT training in the 3 years 2005-2007/per capita (240.928); the ratio of spending on IT training in 2007/per capita (89.233); total number of staff

164 people were trained (including leaders: 29; users: 105; IT specialists: 30).

- Regarding IT application : IT application index in 2007 was 0.5717, ranked 9th; spending rate on IT application in 3 years 2005-2007/person (1,175,271); rate of computerized operations (50%); rate of civil servants using email in work (80%); rate of public administrative services provided on the Internet (70%); average level of public services on the Internet (0.67); basic functions of the Ministry's Website/Electronic Information Portal (15.50); total investment capital for software from 2002-2006 was 850 million VND.

- Regarding organizational and policy environment (MT TC-CS): the MT TC-CS index in 2007 was 1.0, ranked 1st; in 2006 (0.83), in 2005 (1.0).

o At enterprises under the Ministry of Construction

The Ministry of Construction has 19 Corporations. The following survey data on the current status of information technology at the Ministry's Office and 4 large Corporations: Vietnam Construction and Import-Export Joint Stock Corporation (Vinaconex), Vietnam Cement Corporation (VICEM), Song Da Construction Corporation (SONGDA) and Central Construction Corporation (COSEVCO) partly shows an overview of the current status of IT application in the Corporations under the Ministry of Construction (Source - [33])

Table 1.2: General ranking of ICT Index

General Corporation's indicators

VINACONEX	VICEM	COSEVCO	SONGDA
IT Infrastructure Index		0.4449	0.2698	0.3344	0.0190
Human Infrastructure Index		0.1288	0.0851	0.0023	0.0001
Application index		0.5856	0.5367	0.3213	0.3699
Environmental, organizational, policy indicators		0.6389	0.7222	1,0000	1,0000
Year 2007	ICT Index	0.4092	0.3427	0.3219	0.2287
Year 2007	Rating	5	14	17	23
Year 2006	ICT Index	0.3216	0.3754		0.3821
Year 2006	Rating	27	20		19
Year 2005	ICT Index		0.2784		0.3455
Year 2005	Rating		28		17

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Table 1.3: Ranking by group of indicators on IT infrastructure

General Corporation's indicators

VINACONEX	VICEM	COSEVCO	SONGDA
- Computer/capita ratio	0.63	0.12	0.32	0.10
- Percentage of computers connected to local area networks	100%	66.97%	100%	16.39%
- Rate of member units participating in the network	0%	0%	0%	0%

enterprise width


- Internet connection bandwidth ratio (ADSL, leased line etc)/Total CBCNV		0.10	7.14	0.69	0.12
- The percentage of computers with Internet connection is equal to broadband		100%	51.99%	100%	0%
- Percentage of local networks that have network security systems (firewalls, anti-virus, security) honey etc)		100%	90%	100%	13.1%
- Percentage of local networks that have security systems data (cabinet/tape/SAN/NAS)		100%	15%	0%	1.42%
- Investment rate for IT infrastructure in 3 years 2005, 2006, 2007/capita		10,054	685124	14643	0
- Investment rate for IT infrastructure in 2007/capita		5,799	270485	7969	0
Year 2007	ICT Index	0.4449	0.2698	0.3344	0.019
Year 2007	Rating	4	20	13	32
Year 2006	ICT Index	0.3760	0.2457		0.0918
Year 2006	Rating	9	24		33
Year 2005	ICT Index		0.0560		0.0650
Year 2005	Rating		40		39

Table 1.4: Ranking by group of indicators on IT human resource infrastructure

General Corporation's indicators

VINACONEX	VICEM	COSEVCO	SONGDA
Number of employees (people)		14920	9223	10884	5629
- Ratio of IT specialists- Total number of employees		0.01%	0.17%	0.01%	0.01%
- Percentage of staff with formal training Information Technology - Telecommunications with college degree or higher/Total number of employees		0.01%	0.68%	0.10%	0.01%
- Ratio of staff trained in IT in 3 years 2005, 2006, 2007/Total CBCNV		0%	3.29%	0%	0%
- Rate of trained staff IT in 2007/Total number of employees		0%	0.89%	0%	0%
- Percentage of people who know how to use computers in work/Total number of employees		76.05%	46.03%	0.97%	0.32%
- Ratio of spending on IT training in 3 years 2005, 2006, 2007/capita		0	79245	0	0
- Ratio of spending on IT training in the year 2007/capita		0	37288	0	0
Year 2007	ICT Index	0.1088	0.0851	0.0023	0.0001
Year 2007	Rating	9	10	30	31
Year 2006	ICT Index	0.0045	0.3964		0.2567
Year 2006	Rating	33	6		15
Year 2005	ICT Index		0.1386		0.0304
Year 2005	Rating		16		32

Table 1.5: Ranking by group of indicators on IT application

General Corporation's indicators

VINACONEX

VICEM

COSEVCO

SONGDA

- Ratio of spending on IT applications (software, services, others) per capita in 3 years

2005, 2006, 2007

2844

634618

20918

- Ratio of spending on IT applications (software, services, others) per capita in the year

2007

2221	277391	14244	0
- Number of basic applications deployed		9.5	13.5	3.0	5.0
- Percentage of member units that have implemented the application on		100%	100%	100%	49.18%
- Percentage of applications running on local network (LAN)		100%	45%	10.00%	0.00%
- Percentage of applications running on wide area networks of the business		0	5%	0.00%	0.00%
- Website of the company		9	8.5	6.5	8
- Website update frequency		4	3	1	4
- Use the Internet		3.0	3.0	3.0	3.0
Year 2007	ICT Index	0.5856	0.5367	0.3213	0.3699
Year 2007	Rating	4	6	18	16
Year 2006	ICT Index	0.2684	0.2885		0.4505
Year 2006	Rating	27	20		18
Year 2005	ICT Index		0.1539		0.4586
Year 2005	Rating		21		17

Table 1.6: Ranking by group of indicators on organizational and policy environment

General Corporation's indicators

VINACONEX	VICEM	COSEVCO	SONGDA
-Organize, direct and deploy applications Information Technology		1	1	2	2
- Mechanisms and policies for IT application		3	4	4	4
- The concern of business leaders for the ICT applications		2	2	3	3
Year 2007	ICT Index	0.6389	0.7222	1,000	1,000
Year 2007	Rating	19	13	1	1
Year 2006	ICT Index	0.7222	0.5278		1,000
Year 2006	Rating	19	28		1
Year 2005	ICT Index		0.5278		1,000
Year 2005	Rating		34		1

1.2. METHODS OF COMPUTERIZATION OF MANAGEMENT

The history of the development of the management process from low level to high level, from manual management to automatic management thanks to the application of IT. To change from manual management to automatic management with the effective support of IT, in theory there are 2 conversion methods called partial computerization and complete computerization.

1.2.1. Partial computerization method

Partial computerization is the application of IT to each part of the management work in the organization according to each separate management stage, independent of other stages. In other words, IT does not participate in all stages of the management process at one time but only in some areas. In the process of IT

Some stages of the remaining management process are still carried out according to the traditional method. To carry out this method, people choose each stage to carry out the THH in parts. Before choosing the stage to be carried out THH, each stage must be evaluated, then selected and concluded which stage to carry out THH first is the best. The stages that are selected first often have important functions that affect the whole system. After successfully carrying out THH of the first stage, THH of the second, third stages will be carried out... Thus, the management system is gradually converted from manual management method to THH management method by each part according to the time process. While converting, experience is also drawn for the next conversion process.

The advantages of this method are that it is easy to implement, cheap, highly safe, and low risk because if the computerized system has problems, it will only affect the computerized part and not the entire organization.

Disadvantages : in the long run, the system will have redundant data, be difficult to upgrade, and have conflicts and inconsistencies between stages.

Although there are some disadvantages above, in reality people often carry out computerized management according to this method because it is developed gradually in time sequence, it does not cause major fluctuations in the management system and avoids the risk of the system having to stop working.

1.2.2. Method of complete computerization

Total computerization is the application of IT to all stages of the management process in an organization at the same time.

Advantages : This method will create a unified overall system, an integrated database used for the entire system, avoiding data errors, redundancy and duplication, and the information provided by the system will be accurate, timely and fast.

Disadvantages : Expensive, time-consuming to build, high cost and need to equip good facilities before proceeding with computerization. Risk in the method

This method is very dangerous if it happens, because if the computerized system has problems, it will affect the entire organization.

This method should only be applied when necessary, when it is necessary to completely change from manual management to computerized management and for systems that are not too large with moderate complexity. To implement full THH, it is necessary to fully and thoroughly prepare machinery and equipment as well as strictly control the system and reserve the ability to recover data when an incident occurs. In practice, this method is almost never applied.

1.3. COMPONENTS OF MANAGEMENT INFORMATION SYSTEM

When studying information systems, scientists in the world as well as in Vietnam have many different views on the components of information systems. Below, the author summarizes the views of some scientists in the world and in Vietnam and presents his views on the components of information systems.

1.3.1. Views of scientists in the world and in Vietnam on components of information systems

- According to the encyclopedia: Information system is a collection and combination of hardware , software and communication networks built and used to collect, create, reproduce, distribute and share data, information and knowledge to serve the goals of the organization [38]. Components of information system include: hardware, software, networks, data and people.

- According to Associate Professor, Dr. Han Viet Thuan [23, p.27], the management information system includes four components that people call system resources, which are: software, human resources, hardware and data.

- According to Associate Professor, Dr. Nguyen Van Vy [36, p.11], management information systems include five components: information technology equipment (hardware), programs (software), data, procedures - processes and people.

- According to Dr. Truong Van Tu - Dr. Tran Thi Song Minh [28, p.21], the management information system consists of four parts: people, hardware, software, and data.

- According to Associate Professor, Dr. Dang Minh At [1, p.40] and Nguyen Van Ba [2, p.14], the components of an information system, excluding people and means, include two basic parts: data and processing functions.

- According to Dr. Le Van Phung [15, p.26], IT is a set of components: information, information processing methods, people and means.

- According to Ralph M. Stair [50, p.16], IT includes hardware, software, data, communications, people and procedures.

- According to Jeffrey L.Whitten, Lonnie D.Bentley and Kevin C.Ditttman [43, p.8], IT is a collection of people, data, processing functions, information representation and information technology. In which IT includes hardware, software and communication technology.

Thus, according to scientists, the components of an information system include the following elements: human, hardware, software, data, communication technology, processing functions, information representation and procedures. The two elements of human and data are chosen by all scientists, while the hardware element has two distinct schools.

- The first school (Assoc. Prof. Dr. Han Viet Thuan, Dr. Truong Van Tu, Dr. Tran Thi Song Minh) considers hardware to include electronic computers, computer networks (communication technology) and other devices.

- The second school (Assoc. Prof. Dr. Nguyen Van Vy, Ralph M. Stair, Jeffrey L.Whitten, Lonnie D.Bentley and Kevin C.Ditttman) separates hardware and communication technology.

Regarding software: Jeffrey L.Whitten, Lonnie D.Bentley and Kevin C.Ditttman, Associate Professor, Dr. Dang Minh At, Nguyen Van Ba separate processing functions into separate parts from software, while other scientists identify processing functions as part of software.

1.3.2. The author's view on the components of the computerized management information system

First of all, the author clarifies the concepts: Information System, Information System computerization and Information System computerization management.

- According to the author's point of view, an information system is a set of resources including people and other resources combined together to collect, process, store and provide information to different subjects with different purposes.

Thus, IT includes manual IT and computerized IT.

- Manual IT system is a system based on paper and pen technology.

- Computerized information system is a system that uses information technology, meaning the system is supported by electronic means such as computers, communication devices... (generally called hardware). But nowadays, any information system is supported by computers, so people identify the concepts of information system and computerized information system together.

- Management information systems are information systems that are developed and used effectively in an organization. An information system is considered effective if it helps to achieve the goals of the people or organizations that use it. The service objects of management information systems are actually much broader than the meaning of its name. The service objects are not only managers, but also include people in an organization working on information systems. In fact, almost all information systems serve these objects, so most information systems are called management information systems (MIS). Therefore, people often use the concepts: information systems, computerized information systems, management information systems and computerized management information systems interchangeably.

Thus, according to the author, computerized management information systems include five components: people, hardware, software, databases and procedures.

1.3.2.1. Hardware

The hardware of computerized information systems is a broad concept, which is the technical infrastructure of the system. Hardware is not only a set of technological devices that create

Computerization of consulting records management process for consulting companies of the Ministry of Construction - 5

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