Summary
Modern organization develops in society and also in the digital information age, which implies a new global information age, also known as the knowledge age.
flow-of-information-on-care-of-the-environmentStudies have shown that mastering efficient and timely information management guarantees a large percentage of the key to success, since all human activity is inevitably associated with information and now, with its management through complex integrated systems. The present research has the general objective: To propose the design of an Information Management System, for the gradual introduction of Knowledge Management in the Center for the Study of Environment and Natural Resources (CEMARNA), in its first phase, starting of the design of its main information flows. Taking as a basis the studies of user needs, carried out previously, the main information flows of the research activity were designed, using the Metric methodology (version 3),for the design of the information system and the EacyCase software, to diagram the flows. To fulfill the objective set and adapt it to the particularities of the study center, a comprehensive diagnosis was carried out.
Introduction
Organizations develop in a society characterized by the continuous appearance of new knowledge, by the permanent development of intellectual faculties, all of this circumscribed in an unusual acceleration of the expiration of the dominant paradigms in previous years, of the obsolescence of methods analysis and techniques used for the observation of reality by inventors, analysts, experts and professionals.
In the midst of this increasingly hasty situation, surrounded by enormous volumes of information that are generated and increased every day, it is necessary to master how to use all this knowledge, enter the new paradigms and adapt to changes; strategically using relevant information when making decisions. Regarding the last element, knowing what to do with both scientific and technological information, as well as operational and functional information of organizations, is a priority and synonymous with survival in these times. The need arises for organizations to have new Information Management Systems (SGI) that allow them to transform data into knowledge of strategic value, both to support their organizational operations and to guide their investigations.
The use of these systems is very important, mainly because they allow to clarify elementary processes within Information Management (IG), of course, depending on their interests and purposes. There may be systems that require, for their operation, a prior identification of users and their typology, to know their different information needs and their priorities, language preferences, hours of reading, provision of information, while there may be others that require for their dynamics, know all the processes of an organization, the nature of the information, the path of the information between the processes and the people, the users with privileges, the query times and the delivery dates of reports and reports,in short, the whole algorithm of steps that an organization executes for its efficient operation.
An essential aspect in the implementation of these systems is that their design, development and application should not be oriented exclusively to the storage of information, but to obtain results from it. Its primary objective, processing, the application of different indicators, its analysis and inference, among other factors, are its main strengths. For this reason, it is necessary to emphasize that it is not enough to collect a lot of information if studies and analyzes are not carried out with it for the benefit of any decision making. The overabundance of information means that, despite being attentive to many aspects, those key signals that could anticipate the future and significant changes in the environment are overlooked.
It can be concluded that in order to have a powerful IMS that helps in making various decisions, it is necessary at first to know all the users, the processes to be managed and their flows, along with all the possible information to request, among others. important items. Hence the vital importance of all the previous studies that are required for the construction of these systems. It is a fact that the meticulous and detailed previous analysis made of all the elements to be introduced will depend on the success of the same and its functionality.
For the analysis prior to the construction of an IMS, there are different methodologies that lead part of these processes, such as: the AMIGA methodology with marked use in studies of needs and users carried out with scattered information and in different contexts; Metric, methodology used in order to design and develop information systems that uses data diagrams as tools to graph information flows in organizations, which is why it was selected to develop this research.
The University of Pinar del Río (UPR) recognizes the importance of implementing information management systems in operational activity and towards the development of scientific activity; At the moment, it occupies an advanced position with respect to other Higher Education Centers (CES) in the country, as it is executing a branch project approved by the MES to develop and implement the Institutional Information Management System of the UPR. However, although the UPR at present has risen important steps in academic and investigative events, through its projects, research groups and prestigious study centers; the latter still lack information systems to help them better guide their most important investigations and decisions,having them would significantly increase your results.
The Center for Studies on the Environment and Natural Resources (CEMARNA), belonging to the UPR, is one of these centers that is being talked about, it has a recognized leadership in research, postgraduate teaching and project execution; one of the reasons for choosing this center as the object of study for our research. In a short time of organization and establishment, it shows important results, which corroborate the work of the center and the need to organize its information, depending on its management.
CEMARNA works with members of the university and outside of it, both nationally and internationally, one more reason for needing to organize your information, through a Comprehensive Information Management System that allows the gradual introduction of Knowledge Management in later stages, in turn paying tribute to the mission and objectives of the UPR. Through previous investigations and consultations with its specialists, it was learned that CEMARNA has not yet fully identified its different types of users, needs and characteristics, to differentiate them in the use of information and in other aspects; It does not have clarity in the differentiation of the internal and external processes of the center, nor how to achieve a more efficient operationalization, as well as an easier and more reliable communication with its main interface: the Vice-rectory;In other words, it is not aware of its entire typology of users and hierarchy of their needs, nor of the routes and flows of operational information to optimize processes. Prior to this study, a diagnosis of the information needs of users was carried out, which constitutes the preamble to this research.
All of the foregoing evidences the objective of this research: Propose the design of an Information Management System for the gradual introduction of Knowledge Management in the Center for the Study of Environment and Natural Resources (CEMARNA), in its first phase, from the design of its main information flows.
Materials and methods
In the development of the research, different methods and techniques were applied to fulfill the objective outlined, taking as the central axis the METRIC methodology for the design of the proposed information management system and the context diagram and data flow as the main tools (which methodology evidence). The Easycase software was used to obtain the graphics.
The techniques for collecting the information applied were: observation, review of records and sources, interviews and surveys, which make it possible to know the situation of the environment and the object to be investigated. These application techniques made it possible to obtain in a very detailed way the most essential elements about the information with which one works and is processed in the study center. In addition to providing a broad knowledge of how work procedures are carried out, the degree of knowledge on the part of the people who handle the information about the organization; as well as other fundamental elements that helped to evaluate the existing situation. The statistical package of proven reliability Statistical Package for Social Science (SPSS) was used for the tabulation of the results.
The survey was applied to a sample of 31 people, out of a total of 51, as a general population. This sample was divided into strata, using the proportional allocation method. The questionnaire is structured in two parts, the first referring to the general characteristics of the respondent, the researcher's teaching category, position within the center, experience in years of work, etc., and the second (developed through 11 questions) is related with the existence or not of information flows, with the characteristics of the investigative activity, different information managers, most important sources of information, frequency of use, etc. People committed to the activity were selected to carry out the interviews, they were carried out in visits to each instance.Selecting the Director of CEMARNA and the remaining three internal user members, with experience working with the center.
Analysis of the results
The METRIC Version 3 methodology offers Organizations a useful instrument to design and define Information Systems that help achieve the Organization's goals by defining a strategic framework for their development. It is divided into three main processes: PLANNING OF INFORMATION SYSTEMS, DEVELOPMENT OF INFORMATION SYSTEMS and MAINTENANCE OF INFORMATION SYSTEMS. The first two processes are in charge of designing the system based on the needs of its users and the organization, to fulfill this objective, these processes were developed until the first part of the second process was implemented, achieving the design of the information management system and knowledge of CEMARNA, based on information flows,subsequent studies will continue to implement the remaining steps of the methodology.
According to the methodology, the main tool is the DFD, which is nothing more than the graphic representation of the processes that make up the system and the interfaces between them. These tools will show how data flows from, to and within the information system itself. These diagrams show the logical characteristics of the applications, that is, they indicate what happens and when, thus visualizing the behavior of the information within the organization. This will constitute a guarantee for the redesign of the information system of the center and later it will allow to have an effective instrument that optimizes the management of information in the organization .
The DFD technique graphically represents the limits of the system, shows the movement of data and its transformations through the system. It also allows to differentiate physical restrictions from logical ones. These diagrams facilitate communication between the different areas of the UPR and the study center. They allow the analysis of three fundamental elements:
- How information flows within the study area (CEMARNA) How information flows within the area's subsystems (scientific activity and its sub-activities) How it flows between the study area and the environment (CEMARNA and its external relations).
Identification, analysis and design of the information flows of CEMARNA's investigative activity.
1. Levels of representation of the information flow.
For the analysis of the flows, the DFDs, the corresponding levels and their components are taken into account. That is, it identifies the external entities linked to the object under study, identifies the fundamental processes, the corresponding data structures, the data stores and the information flows. In the study center the following processes are identified in the investigative activity:
- Research Management Postgraduate Activity: Internships, Diplomas, Masters, Doctorates Projects: Publications, Diploma Works.
Therefore, the DFDs are made up of the following:
Level 0: CEMARNA context diagram
A first level: Diagram of functions of the research area of CEMARNA
A second level: Postgraduate activity.
A third level: Projects.
The fundamental components are reflected below with the name and a short description, for a better understanding of the designed diagrams. They are: the external entities, the data structures used and the processes that they carry out from the functions of the entity under study.
Table 1.1: External entities linked to CEMARNA.
| Object Name | Object description |
| Vice-rector for Research and Postgraduate Studies (VRICEP) | Provides all the information regarding the research at the UPR. |
| Member | Member of the study center who has responsibilities in different activities and administratively manages the system. |
| Internal Collaborator | Collaborator who belongs to the university that is related to the center |
| External colaborator | Collaborator outside the university who is related to the center |
| External User | Students or researchers who in one way or another are related to the center or want to access information |
Table 1.2: Identified Processes in CEMARNA's Scientific Activity.
| Object name | Object description |
| Research management | This process is the most comprehensive of all and responds to everyone's development because it deals with the management of research information at CEMARNA. |
| Postgraduate Activity | All the information related to the Internships, Diplomas, Masters and Doctorates that are generated by CEAMARNA |
| Projects | This process is in charge of analyzing the results and information of all completed or ongoing projects. |
| Events | Results of investigations related to the events generated by CEMARNA and in which its members or collaborators participate. |
Table 1.3: Main Flows of Operational Information Identified in the DFDs between CEMARNA and its External Entities for any Decision Making in the investigative area.
| Object name | Object description |
| National Scientific Policy | Flow that comes from CITMA and MES to VRICEP and then to CEMARNA. |
| Priorities in Science and Technology
Province |
Flow that goes from CITMA to VRICEP and then to CEMARNA. |
| CITMA project calls | Flow that goes from CITMA - VRICEP- CEMARNA |
| MES project calls | Flow that goes from MES - VRICEP- CEMARNA |
| Project calls, from other Ministries | Flow that goes from the Ministries - VRICEP- CEMARNA |
| Information on Law 38 | Flow that goes from ANIR to VRICEP and from there to CEMARNA. |
| Updated information | It is the information that CEMARNA sends to the VRICEP and the library's website |
| Balance Report | Information that flows from CEMARNA to VRICEP and then to MES. |
| Number of Internships, Diplomas, Masters and Doctorates. | Flow that goes from CEMARNA to VRICEP. |
| Information on the marketing of offers | Information that goes from CEMARNA to VRICEP and to the GESAT office |
| BTJ results | Flow that goes from CEMARNA to VRICEP |
| Forum Results | Flow that goes from CEMARNA to VRICEP |
| Contest Results | Flow that goes from CEMARNA to VRICEP |
| Awards Results | Flow that goes from VRICEP to ANIR. |
| Scientific Publications | Flow that goes from CEMARNA to VRICEP |
| Project Results | Flow that goes from VRICEP to CITMA. |
| Obtaining Records | Flow that goes from CEMARNA to VRICEP |
Table 1.4: Main Information Flows Identified in the DFDs between members, external users and internal and external collaborators within CEMARNA
| Object name | Object description |
| Information on investigations in projects, publications, diploma works and events. | Flow that goes from members, collaborators (internal and external) to the Project process. |
| Information on the results of internships, diplomas, masters and doctorates | Flow that goes from the members, collaborators (internal and external) to the Postgraduate Activity process. |
| Information on personal data and related to the particularities of each researcher. | Flow that goes from the members, collaborators (internal and external) to the Research Management process. |
| Information on investigations carried out in events. | Flow that goes from members, collaborators (internal and external) to the Events process. |
| General information of the activity | Flow that goes from the Research Management process to the external user. |
| Information update for management | Flow that goes from the members to the Research Management process. |
Table 1.5: Data structures used and generated by CEMARNA's research activity
| Object name | Object description |
| Adjust research project | Document with adjustments made by Vricep based on the research lines. |
| Endorsement of the Scientific Council | Document containing the final opinion of the scientific council. |
| Calls | Official document with the calls, from the research lines of the programs for the elaboration of projects. |
| Forum calls | Document with the calls for the Forum sent by the vice-rectory. |
| Calls for events | Document with the requirements for participation in the events. |
| Acceptance document of scientific results | Document containing the approved scientific results. |
| Project documents | It contains the data of the design, elaboration and validation of the project. |
| Guide for preparing projects | It contains the procedures and criteria for evaluating R&D projects. |
| Human Resources Information | Contains information regarding researchers. |
| Project start information | It informs the people involved in the project that they can start the execution of stages. |
| Report on the percentage of participation in projects, events and participation in the Forum | Percentage of each member or collaborator in which they participate. |
| Researchers list | Document with the name of the researchers and the activity in which they participate. |
| Members list | Document with the name of the members and the activity in which they participate. |
| List of internal collaborators | Document with the name of the internal collaborators and the activity in which they participate. |
| List of external collaborators | Document with the name of the internal collaborators and the activity in which they participate. |
| List of external users | Document with the name of the internal collaborators and the activity in which they participate. |
| Project research lines | It contains the lines of research by projects. |
| Scientific Council Guidance | Documents with the steps to be followed in the Vice Chancellor |
| Postgraduate activity policy | It contains the procedures of the postgraduate activity. |
| Scientific policy for technological evaluation | It contains the steps that must be taken into account to evaluate technological scientific activity. |
| Project approved | Project document with everything related to its financing and commercialization. |
| Validated project | Notification of the validation of the project. |
| Methodological recommendations of the project. | It contains the methodological recommendations that the VRICEP sends to the project managers for the elaboration of the projects. |
| Relationship of professional improvement | Document containing the number of teachers who are developing their professional improvement. |
| Scientific results | Document containing the scientific results of the year. |
When defining the main information flows of CEMARNA, a group of processes and relationships were identified that interact exclusively with the Vice-rectory for Research and Postgraduate Studies (VRICEP) of the UPR (See Table 1.3.), Constituting this the main interface of CEMARNA's relationship with other external entities such as, MES, the Ministry of Sciences, Technology and Environment (CITMA) and other Ministries through which it receives calls for projects, events, competitions, etc. This reason led to the need to show the context diagram and the Data Flow Diagram (DFD) of the Vice-Rectory, in order to achieve the best interpretation and understanding of the behavior of CEMARNA's flows with its external entities. Showing then,the relationship that this area has with its surroundings based on the flows of the Vice-rectory that are the same for all the study centers of the UPR and in the next section the information flows of the center with the Vice-rectory and the CEMARNA's internal processes, as well as its context diagram and DFD.
- Level 0 - VRICEP Context Diagram
This graph shows in a general way a single process, that is, that of the VRICEP, represented by the interaction that exists between this area and the external entities that are related to it for the execution of its main functions. In this way, the main inputs and outputs of information are established. Figure 1.1. VRICEP context diagram
Source: Developed in an investigation by the proINTEC group.
- Level 0 - Context Diagram of CEMARNA's research activity
Fig. 1.2 shows, in a general way, the process of CEMARNA's research activity, represented by the interaction that exists between this center and the external entities that are related to it for the execution of its main functions. In this way, the main inputs and outputs that will be represented in the system to be implemented in said study center are established.
- Level 1 – Diagram of functions of the investigative activity of CEMARNA
At this level, each of the processes that are carried out in the development of the research activity of the center are represented separately. The general flows that contain the data structures corresponding to the data flow diagrams that emerge from this main are represented.
- Level two - Function diagram of the postgraduate activity.
This DFD represents how the information flows between the area under study and the rest of those involved. The activities that they carry out when developing this process, as well as the corresponding data stores used to receive the information.
- Level three- Diagram of functions of the project activity.
This graph represents how the activity related to the projects in CEMARNA works. The procedures that are carried out and those involved in this process in general are also established.
Four fundamental processes were identified at CEMARNA: Research Management, Postgraduate Activity, Projects, Events, which generally generated six main processes or procedures. These, in turn, gave rise to 25 data structures that indicate 23 flows corresponding to the case under study. Only the most significant are represented in the research, as it does not reach other levels of detail, since the processes that arise from these are not directly interacting with the center.
On the other hand, the representation of the information flows indicates that the information goes from CEMARNA to the members, internal collaborators, external collaborators and external users (this result agrees with the segments designed in the user study carried out previously by applying the AMIGA methodology), and to the VRICEP, which sends the information to the higher areas that include CITMA, MES, other ministries and GESAT. All these instances are in charge of managing the investigative activity at different levels. Regarding the information inputs that the study center receives from external entities, it can be said that the VRICEP is the governing entity in the research activity of the center and the university,as it is the bridge between entities external to it and to CEMARNA.
The importance of the established flows lies in the fact that they are a guide for the design of the Information Management System, which has the function of favoring the management of research and decision-making, so that there is better organization and planning in science and technology research activities and postgraduate studies at CEMARNA. All this in function of carrying out an efficient and effective management of the information based on the strategic objectives outlined by said center and carrying out a future management of Knowledge.
The design of the information flows of the CEMARNA research process constituted an approach to the knowledge of the terms that support this activity. Based on the established objectives, the information flows that were established were an initial step to carry out further research related to the subject in question and to establish a reference guide that covers the flow of information between all the processes of this activity.
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This methodology for planning and developing information systems is an initiative promoted by the Higher Council of Informatics, a collegiate body in charge of the preparation and development of the Spanish Government's informatics policy. The first version of Métrica saw the light in 1993.
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