TTLV: Solutions to improve office management at Hanoi University

INFORMATION ABOUT THE MASTER'S THESIS

1. Student's full name: HO THI NGOC HA2. Gender: Female

3. Date of birth:  06/01/1979

4. Place of birthNghe An

5. Decision to recognize student numberDecision No. 5626/QD-XHNV dated December 29, 2023, of the Rector of the University of Social Sciences and Humanities, Vietnam National University, Hanoi.

6. Changes in the training process: Are not

7. Title of the Thesis:"Solutions to improve office management at Hanoi University"

8. MajorOffice Management Project Code: 8340406

9. Instructor/Supervisor1: Assoc. Prof. Dr. Vu Thi Phung

    Instructor 2:Dr. Nguyen Hong Duy

10. Summary of the thesis results

Chapter 1. General theories on offices and office management

This chapter, based on a synthesis of fundamental theoretical issues concerning offices and office management, delves into the analysis of five core functions of office management, including: planning, organizing, leadership, control and evaluation, and especially the improvement and modernization function. In addition, this chapter identifies and analyzes the groups of factors affecting the effectiveness of office management, emphasizing the impact of "human" and "science and technology" factors.

Chapter 2. Survey and evaluation of the current state of office management at Hanoi University. 

Based on the theoretical framework from Chapter 1, Chapter 2 presents the results of a practical survey of 175 staff members at Hanoi University regarding the performance of office management functions. Quantitative results show that office management achieved a generally good rating (average score from 3.83 - 3.89 on a 5-point scale). Strengths noted include the ability to plan work programs (4.07 points), clear task assignment (4.17 points), and well-organized document management and archiving. However, the thesis has identified important "bottlenecks" that need to be addressed:

Regarding the leadership role of the Office Manager: The ability of the leadership and management team to motivate and inspire is limited (3.64 points), failing to fully unleash and develop the potential of employees.

Regarding the inspection and monitoring of office operations: The Action-Assessment (AAR) activity has not yet become a regular practice (3.56 points), resulting in the organization lacking a mechanism for learning from mistakes.

Regarding the modernization of office work: The application of IT is still fragmented, lacking integrated management software on a single platform (lowest score: 3.49), leading to scattered data and failing to adequately meet the requirements of digital transformation in office operations.

Chapter 3. Proposed solutions to improve office management at Hanoi University. 

Based on the theoretical foundation in Chapter 1 and the practical foundation in Chapter 2, in Chapter 3, the author proposes 05 groups of synchronized solutions: (1) Promoting modernization: The focus is on building an integrated E-Office system (“electronic office”) for continuous management and organizing training to enhance digital capabilities for employees; (2) Improving the efficiency of office human resource management: Standardizing the Job Description (JD) system and Competency Framework; building a practical and fair incentive policy; (3) Improving the inspection function: Institutionalizing the “Post-Work Experience Review” (AAR) process as a mandatory activity; building a set of objective performance evaluation criteria (KPIs); (4) Optimizing information and physical infrastructure management: Shifting from passive management thinking to proactive planning; digitizing asset management processes and establishing an online logistics service portal; (5) Innovate leadership style: Shift from “task management” style to leadership that empowers, delegates strongly and motivates employees.

Chapter 4. Project for Implementing Electronic Archiving at Hanoi University 

This is the concretization of a modernization solution into a practical project. Chapter 4 develops a detailed plan and roadmap for the comprehensive digital transformation of archiving at Hanoi University. The content includes establishing the technical infrastructure (servers, E-Archive software), ISO standard digitization processes, electronic record creation processes (born-digital), and security and risk management measures.

11. Practical applications

The research findings of this thesis are highly applicable and can be immediately implemented in the management practices at Hanoi University:

Immediately implement the Electronic Archiving Project (Chapter 4):This project directly addresses the current pressure of overloaded physical storage facilities and meets the requirements for digital transformation in line with the government's overall policy.

Apply the management toolset:The proposed standard operating procedures (SOPs), KPI evaluation forms, and operational experience assessment (AAR) process can be implemented immediately to improve work performance without requiring significant investment costs.

Platform for the Digital Office:The E-Office architectural model and information management solutions are crucial prerequisites for the University to build a smart digital university ecosystem in the 2025-2030 period.

12. Future research directions

Comparative study:Expand the scope of the research to compare office management models between autonomous public universities and private universities, thereby deriving optimal management models.

Quantitative research on organizational culture:Further assess the impact of organizational culture and change on the success of digital transformation in office administration.

Applications of Artificial Intelligence (AI):Research focuses on developing AI virtual assistant applications to support text editing, automate student response processes, and analyze administrative data to aid decision-making.

13. Published works related to the thesis:Are not.

INFORMATION ON MASTER'S THESIS

1. Full name:HO THI NGOC HA2. Gender: Female

3. Date of birth:  06/01/1979

4. Place of birthListen, An

5. Admission Decision Number:

Decision No. 5626/QD-XHNV dated December 29, 2023 by University Principal of VNU University of Social Sciences and Humanities, Hanoi

6. Changes in academic processNo

7. Official thesis title:“Solutions to improve Office Administration at Hanoi University”.

8. Major: Office Administration Code: 8340406

9. Supervisor 1:Assoc. Prof. Dr. Vu Thi Phung

    Supervisor 2:Dr. Nguyen Hong Duy

10. Summary of the findings of the thesis:

Chapter 1. General theory of office and office administration

In this chapter, based on the synthesis of basic theoretical issues on office and office management, the author analyzes in depth the 5 core functions of office management, including: planning function, organizing function, leadership function, inspection and evaluation function and especially the improvement and modernization function. In addition, this chapter also identifies and analyzes groups of factors affecting the effectiveness of office management, emphasizing the impact of the "human" and "science and technology" factors.

Chapter 2. Survey and assessment of the current situation of Office Administration at Hanoi University 

Based on the theoretical framework from chapter 1, chapter 2 presents the results of a practical survey of 175 officers and employees at Hanoi University on the implementation of office functions administration. The quantitative results show that office administration work achieved a fairly good overall assessment (average score from 3.83 - 3.89 on a 5-point scale). The include strengthens the ability to plan work programs (4.07 points), clear assignment of tasks (4.17 points) and well-organized document and archive work. However, the thesis has pointed out important restrictions that need to be improved:

Regarding the leadership role of Office Administrators: The ability to motivate and inspire the leadership and management team is still limited (3.64 points), not yet ability to arouse and maximize the potential of employees.

Regarding inspection and supervision of office activities: The after action review (AAR) has not become a routine (3.56 points), causing the lack of mechanism to learn from mistakes.

Regarding modernizing office work: The application of IT is fragmented, lacking integrated management software on a single platform (lowest score 3.49), leading to data dispersion, not meeting the requirements of digital transformation of office operations.

Chapter 3. Proposed solutions to improve Office Administration at Hanoi University.

Based on the theoretical basis in chapter 1 and practical basis in chapter 2; in chapter 3, the author proposes 05 groups of synchronous solutions: (1) Promoting modernization: The focus is on building an integrated E-Office system ("electronic office") for throughout management and organizing training to improve digital capacity for employees; (2) Improving the effectiveness of human resource management: Standardizing the Job Description (JD) system and Competency Framework; building policies to create practical and fair motivation; (3) Perfecting the inspection function: Institutionalizing the "Ater action review" (AAR) process into a mandatory activity; build a set of key performance indicators (KPIs); (4) Optimizing information and facilities management planning: Shifting from passive management thinking to proactive; digitizing asset management processes and establishing an online logistics public service portal; (5) Innovation in leadership style: Shifting from “case management” style to empowering leadership, strong delegation and motivation for employees.

Chapter 4. Implementation of electronic archives project at Hanoi University

This is the concretization of the modernization solution into a practical project. Chapter 4 develops a detailed plan and roadmap for the comprehensive digital transformation of archiving work at Hanoi University. The content includes setting up technical infrastructure (server, E-Archive software), ISO standard digitization process, electronic record creation process (born-digital) and security and risk management plans.

11. Practical appicability:

The research results of the thesis are highly applicable and can be immediately deployed into management practice at Hanoi University:

 Immediately deploying the Electronic Archive Project (Chapter 4): This project directly addresses the current pressure of physical archive overload and meets the requirements of digital transformation according to the Government's general policy.

Adopting a management toolkit:Recommended standard operating procedures (SOPs), KPI assessment forms, and after action review (AAR) processes can be implemented immediately to improve work performance without requiring large investment costs.

Platform for Digital Office:E-Office architectural model and information management solutions are important premises for the University to build a smart digital university ecosystem in the period of 2025-2030.

12. Further research directions:

Comparative research: Expanding the scope of research to compare office management models between autonomous public universities and private universities, thereby drawing out optimal management models.

Quantitative study of organizational culture: A deeper assessment of the impact of organizational culture and resistance to change on the success of digital transformation in office administration.

Artificial Intelligence (AI) Applications: Researching and responding AI virtual assistant applications to support text editing, automate student response processes, and analyze administrative data to support decision making.

13. Thesis-related publications:None