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IRMS Documentation

website·Indexed 30 days ago

https://irms-docs.datacomtech.vn

User guides and system documentation for IRMS, featuring modules for student visa management, partner management, approval workflows, document repositories, and statistical reporting including KPIs and partner mapping.

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What's inside IRMS

  1. Overview of Execution Tracking functional pillars

    The Execution Tracking (Theo dõi Thực hiện) module manages the lifecycle of cooperation and implementation commitments. It consists of five main functional pillars used to track international delegations, staff trips, legal agreements, projects, and activity history.

  2. Overview of the Mobility Matrix feature

    The Mobility Matrix is a specialized tool used to track the movement of students and staff in exchange programs. It measures the balance between 'Inbound' (international students coming to the institution) and 'Outbound' (institutional students going abroad). Users can filter the data by 'Academic Year' to isolate exchange data for a specific school year.

  3. Overview of the IRMS Document Repository

    The Document Repository is a centralized management system for electronic documents within IRMS. It supports common formats such as PDF, Word, Excel, PowerPoint, images, and videos. Key capabilities include uploading, classifying, permission management, tagging, publishing approval, and downloading documents.

  4. Overview of the Digital Data Bank module

    The Digital Data Bank (Ngân hàng Dữ liệu số) serves as the central management hub for an organization's electronic documents. It provides a systematic way to store, classify, assign permissions, and share documents for external affairs, signing, reporting, and internal operations. Access to full functionality is restricted to users with system administrator or document manager permissions.

  5. Overview of Outgoing Trip Management (Quản lý Đoàn ra)

    The Outgoing Trip Management feature allows staff to plan, track, and manage international business trips, study tours, research, or conferences. It provides centralized information storage, member assignment, detailed itinerary planning, and automatic generation of Word-based trip plans for leadership approval.

  6. Overview of Form Management in Digital Data Bank

    The Form Management feature allows users to convert standard Microsoft Word (.docx) documents into smart forms. The system automatically extracts variables (placeholders) from these documents to automate data entry and enable bulk document generation (Mail Merge).

  7. Overview of the Partner Profile module

    The Partner Profile module serves as a centralized repository for all information regarding organizations the institution collaborates with or maintains diplomatic relations with. It tracks contact information, signed documents, gift history, and important anniversary dates.

  8. Overview of the IRMS Reports & Statistics Module

    The Reports & Statistics module serves as the data analysis center for the IRMS system. It is designed to aggregate, visualize, and provide in-depth analysis of international relations activities. The module uses multi-dimensional charts and data tables to help university leadership and international relations specialists evaluate cooperation status and make strategic operational decisions.

  9. Overview of the Partner Map (Bản đồ Đối tác) feature

    The Partner Map is a geographic data visualization tool within the IRMS system designed for the Board of Directors and Foreign Affairs specialists at Can Tho University of Medicine and Pharmacy (CTUMP). It provides a comprehensive visual overview of international and domestic cooperation networks to help identify strategic regions (via heatmaps), discover gaps in diplomatic relations for expansion planning, and visualize the scale of partnerships for reporting purposes.

  10. Overview of the IRMS System Administration Module

    The System Administration module serves as the core control center for IRMS, designed for administrators. It provides comprehensive tools for managing system configurations, access permissions, shared catalogs, and notification monitoring mechanisms.

  11. Overview of IRMS Email Notification Templates

    The IRMS system includes a Notification Email Template configuration feature that allows administrators and responsible officers to manage and customize email content, update application instructions, and add contact information flexibly for each intake period. This is particularly useful for managing international student admissions, visa applications, and MOU/MOA agreement reminders.

  12. Overview of IRMS User Roles and Permissions

    The International Relations Management System (IRMS) uses a strict permission-based access model tailored to the specific duties of different user groups:

    • Board of Directors (BGH): Accesses high-level administrative reports, cooperation efficiency statistics, and performs final approvals for critical dossiers.
    • International Cooperation Office (Phòng HTQT): Primary system administrators. They manage partner catalogs, track the validity of signed documents, coordinate incoming/outgoing delegations, and handle Visa/residency procedures for students.
    • Faculty/Department/Unit Officers: Update work logs with partners, manage faculty traveling abroad, and verify academic/professional conditions for exchange students.
    • International & Local Students: Register accounts, submit applications for exchange programs (incoming/outgoing), and receive procedural updates.