Model of Documents Management for Academic and Research Universities on Basis Set Theory

Transcription

1 American-Eurasian J. Agric. & Environ. Sci., 15 (5): , 2015 ISSN IDOSI Publications, 2015 DOI: /idosi.aejaes Model of Documents Management for Academic and Research Universities on Basis Set Theory M.N. Krasnyanskiy, S.V. Karpushkin, A.D. Obukhov and A.V. Ostroukh 1 Tambov State Technical University, Department of Computer-Integrated Systems in Mechanical Engineering, Tambov, Russian Federation 2 State Technical University - MADI, Department of Automated Control Systems, Moscow, Russian Federation Abstract: We described the application of set theory to the construction of a mathematical model of electronic document management system (EDMS) of educational and scientific institutions, which are a special case of agricultural institutions. We studied the major problems of classical and electronic document management and analyzed the work of intellectual property protection department in the academic and research institutions. We developed a mathematical model based on interaction of sets of objects, users and operations as central elements of a document management system. We introduced the basic concepts and operations of a document management process, the interrelation of sets and considered the problems restricting access to objects. Based on the proposed mathematical model we developed and described the document management information system for the Department of intellectual property protection and described the structure of its database. The results of the scientific and practical studies can be used in the development of integrated document management systems for academic and research institutions including agricultural institute. Key words: Electronic document management Patenting Set theory Automation in education Agricultural institute IT-based management Intellectual property protection INTRODUCTION limited to the scope of Department of intellectual property protection of an academic and research institution and the The introduction of information systems of electronic application of set theory to describe the subsystem document management (EDM) is necessitated by an software. ever-increasing volume of processed information, high reliability requirements to storage, processing speed and Subject Area Analysis: Any process of automation is data transfer. An academic and research institution with preceded by a deep analysis of the subject area, multiple information flows connected to a single complex processes occurring in the system, its constituent objects document management system is not an exception in the and subjects. In this case, we consider a system of overall process of labor automation. These features are document management for the Department of intellectual inherent for agricultural institutions as well as scientific property protection of an academic and research and research centers in agricultural industry [1, 2, 3, 4]. institution in general has examined, but the processes The implementation of a large-scale, sophisticated EDMS occurred here are correspond to those in the departments is a laborious and time-consuming process, requiring a of patenting in agricultural enterprises [5, 6]. As part of its significant amount of resources. Construction of work, the Department processes applications for mathematical models for such complex systems is not a registration of computer programs, databases and patents trivial task. Therefore, in this paper we will look at a from academic and research institution employees and separate subsystem of electronic document management external users. Further, a package of documents required Corresponding Author: M.N. Krasnyanskiy, Tambov State Technical University, Department of Computer-Integrated Systems in Mechanical Engineering, Tambov, Russian Federation. 824

2 for obtaining a certificate of registration or patent is S = < U, P >, formed. After all the documents have been checked, the package is submitted to the Federal Institute of Industrial where S is a document management system; U={ u 1, u 2,... Property (FIPS). If the application is approved, the u N } are set of objects (documents, projects, results of academic and research institution and the authors of the experiments, research and development (R & D), design application are granted exclusive rights under the projects (DP), etc.); P={ p 1, p 2,..., p Q }are multiple users intellectual property law [7]. [15]; The subject area analysis identified several important problems to be solved using modern information u i= < C i, A i, D i>, technologies: where u iis the i-th object of document management; C i={ Reducing time and costs of data processing and c i1, c i2,... c im } is a set of states of the i-th object; A i ={ a i1, documentation; a i2,... a it } is a set of attributes of the i-th object with the Replacing primitive local databases, Excel corresponding elements of a set of attribute values D i={ spreadsheets, text documents, etc; d i1, d i2,... d it }. The state of the object c im is characterized Incorporating fast and convenient feedback tools, as by ordered pairs: well as those permitting changes to the application without the authors consent; c im={(a it, d it) a it A i, d it D i, t=1..t i}, Providing automatic mailing of certificates. where T iis the number of attributes of the object u i. Then, Statement of the Problem: Having considered the main to get the current state of the object u i, you must apply processes and problems of paper document management the function of the state µ (u): in the Department of intellectual property protection, we set the tasks of the EDMS designing. These include µ(u i) = c im. designing of an electronic document management system for the Department of intellectual property protection, We also introduce the concept of a set of operations solving the problems of designing, processing and O={ o 1, o 2,..., o L}. Each operation in changing the object management of applications, arranging interaction u i performed by the user p q, can be represented by the between the authors and the Department staff members, function: automation of documentation [8, 9, 10]. To achieve these goals we propose to use Web-technologies for the * o l(u i, p q): u i u i, c im c ik, (a it, d it) (a it, d it ), (1) development of the information system, as their application makes the implementation of client-server if the following condition holds architecture easier and faster and provides multi-user work with the system [11, 12]. The first stage in the p q {p j (p x) (u i). (o l)}, (2) where l=1..l, t=1..ti development of the system is the description of a * and dit are new values of a it attributes of the object ui mathematical model based on set theory, which is the after the operation ol is performed and the object foundation of the EDMS. changes its state form c im to c ik. To perform the operation the user p q must have the necessary level of access Mathematical Model of the EDMS Based on Set Theory: determined by the access function (x), where In the given subject area the main object is a document parameter x is the object of document management, user which is subject to various operations resulting in its or operation and the result is a numerical value creation, changes or deletion. These actions are representing the specified user s access level or the performed by a limited number of people, namely, users of desired value of access to the object or operation. Thus, the system. Each of these actions, depending on the type if the user access level (p x) is greater or equal to the of tool and its current state, results in a change of certain product of object access levels (u i) and performed intrinsic attributes [13, 14]. Thus, based on the above a operation (o l), this operation can be performed by the document can be represented as a system with multiple user. Take for instance the read operation o 1 and editing objects, changing their attributes and states by the operation o2performed by two users p 1 and p 2, where, actions of multiple users: (p ) < (p ) [16]

3 The read operation o of the object u can be The tree compression is the process of deletion of states 1 1 performed by the users p and p, if (p1)> (u ). (o ) that do not satisfy the conditions or remain unclaimed by and (p )> (u1). (o ), respectively. the users. 2 1 If (p 1) < (u 1). (o 2) and (p 2)> (u 1). (o 2), Let us consider some examples of the tree extension, the editing operation o of the object u cannot be where the document u is the object, whose state tree is 2 1 performed by the user p 1, but it can be performed by the shown in Fig. 1. The tree extension can be made by one user p 2. user through document editing, which results in new Changing of the states will continue until the object versions of the document represented as states c i5, ci6 reaches a certain achievable end state c im, which means (Fig. 2a). In the course of further work on the document that the work with the object is completed at this point. user p 1 must come to a final version of the document, A unique feature of a document management system consisting of either one of the possible states c im, or their of an academic and research institution is that it stores union (Fig. 2b) through the operation of union o U. not only conventional documents, but also projects, When combining states, the object acquires the attribute results of experiments, R&D, DP, etc. This feature entails values from different states, forming a new, unique object the need to provide information not only about the state (c i7). The operation o U is significantly different from current state of the object, but also its past states and, the above considered operations o l as several states {c ij} moreover, the possible states. The examples of possible are involved in the creation of a new state c ik. We states of an object include different versions of a represent this as the ratio: scientific report, document or set of experimental results. * In this case, the state tree of an object u i is understood as o U(u i, p q): u i u i, {c ij} c ik, (a it, d it) (a it, d it ), (3) a directed graph, where the elements of a set of states c ij={ c ij Y U(c ij)>0, j=1..m }, C i={c i1, c i2,... c im} are the vertices of the graph containing information on all states c im of the u i. A set of branches are where Y U is a set of conditions of bundling: Y U(c ij)>0, if elements of the set of operations O performed on the condition c ij is valid for the bundling; Y U(c ij)<0 otherwise. object by multiple users P [17, 18]. Another example of the tree extension can be joint Thus, to construct a mathematical model given the work on the same document (Fig. 3). In this case, specificity of an academic and research institution it is operations are performed on the object by multiple users necessary to build the state tree C i for each object u i. (p 1, p 2, p 3), each of which generates their own version of Each vertex describes the state of the object c im, resulted the document u i. In this example, the state of the object from the operation o l performed by the user p q on the should be reduced to a single state, which is the most object u i, being in the state c ik. The states of the object are appropriate (in Fig. 3 it is c i9), however, there can be more described by ordered pairs of attributes and their values than one resulting final state of the object. (a it, d it), which comprise the technical attributes of the Thus, after the final satisfying state of the object has object (size, date, type, etc.) and the values, variables, text been received, the user must determine which of the and numeric fields, graphics, audio or any other type of states of the object they want to save for future work and information describing the object. Thus, the process of which of them have no value. Thus, the next stage is the constructing a state tree involves the analysis of the tree compression. object life cycle and its representation in the form of a Let us consider this process for both examples. In the directed graph, whose tree root is its original state c i1 of first case, after the work on the document is completed, the object u i and vertices of the graph are the states c im. the author has 7 states of the object, including the initial A simple state tree is shown in Fig. 1. and final. The state c i7 has the greatest practical value to We assume that the object u i is a document, the the user. Suppose that the state c i3 also keeps important states c ij (j = 1.4) correspond to different stages of data (as one of the stages of the work), while the editing (from the creation of document to its finalization). remaining states are to be deleted using the operation of We use the following operations: o 1 is read operation, o 2 compression of the object o c. The operation o cextends the is editing operation, o 3 is save operation. Now, we existing set of operations O, but its implementation leads consider two important operations on the state tree: to deletion of states, rather than their change: the extension and compression of the tree. The tree extension is understood as the process of acquiring new o c(u i, p q): u i u i, C i= C i\ C i*, (4) states c of the object u, resulting from the operations o. C * C, c *={ c Y (c )<0, j=1..m }, ik i l i i ij ij ñ ij i 826

4 Fig. 1: A simple state tree of an object u i Fig. 2: State tree extension by one user Fig. 3: State tree extension by multiple users Fig. 4: State tree compression 827

5 Fig. 5: A fragment of the database of document management information system Fig. 6: Sample application form where Y c is a set of conditions of the value of the state: Yc construction of the state tree of an object. Now, we turn (c ij)> 0 if cij state satisfies the conditions of the user; YC to the main elements of designing the information system (cij) <0 otherwise. Thus, a subset of C i * consists of the based on the given mathematical model. elements that do not satisfy the conditions of the user or the current task. After the operation of compression has Designing of the Information System: The resulting been completed, the object stores only the states mathematical model is the basis for the designing of the necessary for further work. We denote this by darkening database and the formation of the overall structure of the the vertices of the remote states in the graph (Fig. 4a). information system of document management, which we Thus, we examined the components of the consider on the example of the Department of intellectual mathematical model of document management between property protection of an academic and research sets, basic attributes and operations on objects, the institution [19, 20]. 828

6 Multiple documents U = {u 1, u 2} consist of the two required standard on the computer. They are available basic forms of database tables Applications and both for printing and editing by means of Microsoft Certificates. For each of them, we indicate entry boxes Office, if there is such a need. After the copyright for corresponding to the set of states and parameters. In our invention or computer program has been granted, the staff case, states are described by the entry boxes application member uploads all the necessary certificates to the registered, checked by author, checked by database and then, they are available to all authors and administrator, completed and parameters are described entered into their personal ranking [28, 29]. by the fields date, size, author, etc. [21]. Elements of the set of users P are collected in the CONCLUSIONS table containing data on logins, passwords and access rights of the user, on the basis of which the system We described the process of designing the determines which operations on the set of documents O information system of electronic document management the user can perform. Accordingly, the system of access using set theory in the construction of the mathematical to the object (2) has a simpler form: two types of users model. As the subject area we chose the Department of with high and normal levels of access, objects with similar intellectual property protection of an academic and access requirements and the two types of operations research institution. Chairs, which are similar in structure, (public and administrative) [22, 23, 24]. have presented in agricultural institutions and plants and Operations are implemented in the form of perform the task of patenting of inventions in agricultural procedures, functions and queries to the database, which technologies. The proposed approaches for development is fully consistent with the concept of operations in the of automated control system of documents and building developed mathematical model. The operations of of information system are applicable for the processes and bundling (3) and compression (4) are expressed in managing the documentation both in scientific and bundling and deletion of files, respectively. agricultural institutions. As several users can refer to one document, this has We analyzed the subject area and created a led to the implementation of another table Add. authors, mathematical model based on the interaction of multiple which describes the relationship one-to-many. users, objects and operations. Operations act as a tool to Figure 5 shows a fragment of the database underlying move an object from one state to another. We introduced a document management information system for the the concept of differentiation of access to subject using Department of intellectual property protection of an the function access that determines the possibility of academic and research institution. performing an operation on the object by a particular user. Thus, we developed an information system in the We considered the concept of state tree, the form of a website with the following structure sections: operations of extension and compression to describe the Computer programs / Databases, Patents, all of which life cycle of an object. The first category includes have sub-sections Service notes, Applications and operations that enable to generate new states of the Certificates, corresponding to the main stages of object, while the second category includes a delete document processing. First, the user enters the operation of states that do not satisfy these criteria. information on the in service note into the corresponding Based on the proposed mathematical model we developed form and boxes and then, after it has been approved, gets the document management information system for the access to the full application form (Fig. 6) [25, 26, 27]. Department of intellectual property protection. In this Having entered all the necessary data and attached way, the results of conducted research will be used for the accompanying files, the user sends them to the describing and development of document management department staff member for processing. The staff systems of scientific and educational institution, member, in turn, blocks access to the author to edit and agricultural institute, scientific and research chair of makes the required changes. If necessary, the author can agricultural enterprises. withdraw the application for correction of errors. This arrangement provides fast data editing by both parties in ACKNOWLEDGMENTS real time. After all the data have been approved, the staff The work was financially supported by the Ministry member completes editing and downloads the application of Education and Science of the Russian Federation as form and the document with the abstract formalized to the part of government target projects. 829

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