TTLV: Solutions for organizing and implementing an internal regulations system on office management at Hanoi University

INFORMATION ABOUT THE MASTER'S THESIS

1. Student's full name: PHAM THI THANH HAO 2. Gender: Female

3. Date of birth: June 15, 1985

4. Place of birth: Tung Anh, Ha Tinh

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

6. Changes in the training process: None

7. Thesis Title: Solutions for Organizing and Implementing an Internal Regulations System on Office Management at Hanoi University

8. Major: Office Management Thesis Code: 8340406

9. Instructor 1: Dr. Nguyen Manh Cuong

Instructor 2: Dr. Cam Anh Tuan

10. Summary of the thesis results

Chapter 1. Theoretical Basis of the Internal Regulations System on Office Management

Chapter 1 systematized the theoretical basis for organizing and implementing internal regulations in office management, clarifying the concept, nature, objectives, and role of this activity as a central link in the internal administrative management cycle, connecting it with the stages of regulation development, dissemination, inspection, and evaluation.

The theoretical arguments in Chapter 1 form an important scientific foundation for analyzing the current situation at Hanoi University (Chapter 2) and proposing comprehensive solutions (Chapter 3).

Chapter 2. Current Status of Implementation of the Internal Regulations on Office Management at Hanoi University

Chapter 2 presents the results of a survey and analysis of the current state of implementation of the internal regulations system at Hanoi University. The results show that the University has paid attention to building and implementing a comprehensive internal regulations system, contributing to standardizing management activities, improving operational efficiency, and creating a professional working environment.

The system of regulations is considered relatively complete, consistent with legal provisions and management practices. The leadership role of the Board of Directors and the Administrative and General Affairs Department is clearly demonstrated, ensuring that the process of issuing and implementing internal documents is carried out regularly, seriously, and thoroughly. However, the dissemination, inspection, supervision, and application of information technology are still limited; the feedback and coordination mechanisms between units are not yet synchronized.

The above results and limitations provide an important practical basis for proposing solutions to improve the organization and implementation of the internal regulations system, as presented in Chapter 3.

Chapter 3. Proposed solutions to improve the effectiveness of implementing the internal regulations on office management at Hanoi University.

Chapter 3 focuses on proposing solutions to improve the effectiveness of implementing the internal regulations system on office management at Hanoi University. Based on the theoretical framework in Chapter 1 and the results of the practical survey in Chapter 2, the solutions are developed in a way that ensures scientific validity and suitability to the University's development conditions.

The solutions are divided into two main groups:

- General solutions: improve the functions and tasks of the administrative and office apparatus; strengthen the dissemination of internal regulations; implement rational resource allocation and link emulation and reward with compliance with regulations.

- In-depth solutions include: strengthening the personnel structure, improving the current legal framework, establishing a mechanism for regular guidance and inspection, and promoting the application of information technology.

Furthermore, Chapter 3 emphasizes the importance of training, internal communication, and regular reviews to enhance awareness, responsibility, and compliance throughout the entire system. These solutions are expected to overcome current limitations, contributing to the development of a professional, transparent, and efficient administrative governance system that meets the demands of modern university governance reform.

11. Practical applications

Based on the established theoretical framework, the project comprehensively surveyed and analyzed the current state of implementation of the internal regulations system on office management at Hanoi University. The research results acknowledge the university's efforts and positive achievements in issuing, implementing, and maintaining the internal document system, with close guidance from the Party Committee, the Board of Directors, and the coordination of functional units.

Based on that practical experience, the project proposed a comprehensive, feasible, and integrated system of solutions focusing on five main groups:

(1) Completing the internal regulations system: through reviewing, supplementing and systematizing the regulations to ensure consistency and suitability with practice;

(2) Standardize the implementation process: with a scientific and rigorous 6-step model;

(3) Promote the application of technology and digital transformation: aiming to digitize the entire process, increase transparency and management efficiency;

(4) Build a system of criteria for quality inspection and evaluation, create effective management and competition tools;

(5) Raising awareness and capacity of the team: through propaganda, training and internal communication.

12. Future research directions:

- A comparative study of the organizational models for implementing internal regulations between public and private universities to identify lessons learned.

- Conduct larger-scale quantitative research to assess the impact of organizational culture on the level of compliance with internal regulations among officials and employees.

- Develop and fully implement an integrated AI-powered internal regulations management software system to support automated searching, reminders, and reporting.

13. Published works related to the project: None

INFORMATION ABOUT THE MASTER'S THESIS

1. Student's Full Name: Pham Thi Thanh Hao 2. Gender: Female

3. Date of Birth: June 15, 1985

4. Place of Birth: Tung Anh – Ha Tinh

5. Decision on Admission: Decision No. 5626/QD-XHNV dated December 29, 2023, issued by the Rector of the University of Social Sciences and Humanities - Vietnam National University, Hanoi

6. Changes During the Course: None

7. Thesis Title: Solutions for Organizing the Implementation of the Internal Regulatory System on Office Administration at Hanoi University

8. Major: Office Administration Code: 8340406

9. Supervisors:

- Dr. Nguyen Manh Cuong

- Dr. Cam Anh Tuan

10. Summary of the Thesis Results:

Chapter 1. Theoretical Basis for the Internal Regulatory System on Office Administration

Chapter 1 systematizes the theoretical basis for organizing the implementation of the internal regulatory system in office administration, clarifying the concepts, nature, objectives, and role of this activity as a central component in the internal administrative management process, linked to the stages of formulation, dissemination, inspection, and evaluation of regulations.

The theoretical arguments in Chapter 1 form a crucial scientific foundation for analyzing the current situation at Hanoi University (Chapter 2) and controversial comprehensive solutions (Chapter 3).

Chapter 2. Current Situation of Implementing the Internal Regulatory System on Office Administration at Hanoi University

Chapter 2 presents the survey results and analysis of the current implementation of the Internal Regulatory System at Hanoi University. The findings show that the university has paid attention to building and synchronously implementing the Internal Regulatory System, contributing to the standardization of administrative activities, improving management efficiency, and forming a professional working environment.

The Internal Regulatory System is assessed as relatively complete, consistent with legal provisions and practical management needs. The leadership role of the Board of Directors and the Office of Administration and General Affairs is evident, ensuring that the issuance and enforcement of internal documents take place regularly, seriously, and effectively. However, the dissemination, inspection, supervision, and application of information technology remain limited; the feedback and coordination mechanisms among departments are not yet synchronized.

These findings provide an important empirical basis for adjudicating solutions to improve the organization of the internal regulatory system presented in Chapter 3.

Chapter 3. Proposed Solutions to Improve the Effectiveness of Organizing the Implementation of the Internal Regulatory System on Office Administration at Hanoi University

Chapter 3 focuses on suggested solutions to enhance the effectiveness of organizing and implementing the internal regulatory system on office administration at Hanoi University. Based on the theoretical foundation in Chapter 1 and the practical findings in Chapter 2, the solutions are designed to ensure scientific validity and suitability with the university's development context.

The solutions are divided into two main groups:

- General solutions: improving the functions and duties of the administrative - office apparatus; strengthening communication and dissemination of internal regulations; rationally allocating resources and linking compliance with reward and discipline systems.

- Specialized solutions: consolidating personnel structure, perfecting the current document system, establishing mechanisms for regular guidance and inspection, and promoting the application of information technology.

In addition, Chapter 3 emphasizes the importance of training, internal communication, and periodic review to raise awareness, responsibility, and compliance throughout the system. These solutions are expected to overcome current limitations and contribute to building a professional, transparent, and efficient administrative management system that meets the requirements of modern university governance.

11. Practical Applicability

Based on the established theoretical framework, the thesis comprehensively surveys and analyzes the current organization and implementation of the internal regulatory system on office administration at Hanoi University. The research recognizes the university's efforts and achievements in issuing, implementing, and maintaining internal documents under the close direction of the Party Committee, the Board of Directors, and coordination among functional departments.

From this practical foundation, the thesis proposes a comprehensive, feasible set of five solution groups:

(1) Completing the internal regulatory system: through reviewing, supplementing, and systematizing documents to ensure consistency and practicality;

(2) Standardizing the implementation process: with a rigorous six-step model;

(3) Promoting technology application and digital transformation: aiming to digitize all processes, enhance transparency, and improve management efficiency;

(4) Developing evaluation criteria: for quality inspection and performance assessment, providing effective management and competition tools;

(5) Enhancing staff awareness and capacity: through communication, training, and internal dissemination.

12. Directions for Further Research

- Conduct a comparative study on the implementation models of internal regulatory systems between public and private universities to identify best practices.

- Carry out large-scale quantitative research to assess the impact of organizational culture on staff and faculty compliance with internal regulations.

- Develop and refine an AI-integrated internal regulation management software system to support document lookup, reminders, and automated reporting.

13. Scientific publications of the Thesis: None.