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

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.

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

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.