Online services rendered to the population in students’ admission process by the State Students Admi
The State Students Admission Commission ofthe Republic of Azerbaijan
Azerbaijan

The Problem

The State Students Admission Commission of the Republic of Azerbaijan was established in 1992 with the purpose of implementing centralized entrance (test) examinations to higher and secondary specialized schools. Along with these examinations the Commission is an active participant in selection of judges, employment to public service and events as examinations for citizens desiring to get education abroad.
Naturally, different information databases (participants of examinations, educational institutions, specialties, etc.) must be established in an operative manner, attended and kept in an actual condition for organization and implementation of mass events as centralized entrance examinations.
At the same time bilateral information exchange (collection of information about participants of examinations, delivering of required information to them) must be carried out with applicants (candidates) as the most important participants of the examinations. This exchange was being implemented by means of paper data carriers before the information communication technologies were widely used in our activity. And it caused certain problems:
Applicants had to apply several times to corresponding centres, stay in queues and communicate with responsible persons in order to present the information about themselves and obtain the required information.
The possibility of existence of logical and mechanical mistakes that were necessary to be corrected at the next stages in the paper application forms filled in by applicants and presented to responsible persons was high.
In case there were logical and mechanical mistakes in the application presented by an applicant, he or she was invited to a corresponding centre and officially presented his or her amendment. Thus, human, time and financial resources of the two sides were wasted in a high degree.
Taking into consideration the participation of about 130-160 thousand people of different social layers living in cities and villages in the admission process to higher and secondary specialized schools in the recent years, it is possible to imagine the hardships caused by the above-mentioned problems.

Solution and Key Benefits

 What is the initiative about? (the solution)
It is clear that the wide application of information communication technologies is not the only, but the most important means in the way of transferring the information exchange with participants of examinations, and the services rendered to the population to a new and higher qualitative level.
The activities carried out during the last years expanded the geography and choice of services carried out by means of new methods and led to the diversification of ways of information delivery. Thus, in 2006 it was the first time when the application for trial testing examinations was alternatively carried out in an electronic form via Internet. If in that year the number of people who used this service was 2000, the number of the users reached 182 thousand people in 2009. In 2007 the number of people having presented electronic applications was only 12500, in 2009 this number was about 129 thousand. The numbers of electronic applications on specialty choice presented in the stipulated years were 30 and 60 thousand respectively. The number of applicants who obtain “exam passes” via Internet, learn their results using Internet and our appropriate GSM service is already hundreds of thousands.
At present applicants using Visa and MasterCard credit cards are able to obtain the required “Payment cards” to apply via Internet, add online to our information base the personal information about him or her (surname, name, birthplace and the date of birth, photo, etc.) that is available in the “Entry-Exit and Registration” inter-institutional automated information-search system controlled by the Ministry of Internal Affairs and fill in other necessary information by entering the number of his or her identification card. The applicant prints “exam pass” from our web page, gets the information about examination results via internet or by means of mobile phone SMS. If somebody is interested in different questions, he or she can get answers via our “Automated telephone information system”.
Thus, as a result of the implemented activities the range of services rendered to citizens by using ICT and the geographic and social circles covered by them expanded. Now they are able to carry out the most part of the required operations without leaving home and without going to centres and communicating with responsible persons. The appropriate programs check online the completeness and correctness of the information entered by applicants and prevent mistakes. As a result of it, there are no more long queues and citizens establish their relations with the state institution independently and in a comfortable manner without any mediators and without applying to any officials. At the same time the degree of reliability of the information collected in the Commission’s database practically is raised to 100 per cent.
Along with it, the population gets accustomed to working with Internet and computer techniques, feel their advantageous features and use these habits in other spheres. An appropriate contribution is also made to the development of enterprises presenting Internet services.
It must be noted with full certainty that this situation meets the citizens’ requirements and at the same time increases the effectiveness of the SSAC’s activity and the quality of the services offered.

Actors and Stakeholders

 Who proposed the solution, who implemented it and who were the stakeholders?
The activities carried out and the activities that are intended to be carried out in the future were basically developed and implemented by the SSAC. At the same time the specialized services of state institutions and private sectors mentioned below were widely used:
- The Ministry of Internal Affairs has given an opportunity to join its “Entry-Exit and Registration” inter-institutional automated information-search system:
- The Ministry of Communications and Information Technologies mobilizes its corporate network within the country and post offices to serve applicants free of charge:
- Azercell Telecom company solves problems connected with the organization of services carried out by means of GSM and technical and program support:
- Pronet company attends to its “Automated telephone information service”:
- Idrak company solves problems connected with joining “Entry-Exit and Registration” inter-institutional automated information-search system and information exchange:
- RISK company provides constant activity of our servers:
- GoldenPay company provides the implementation of electronic payments carried out by applicants by means of Visa and MasterCard.

(a) Strategies

 Describe how and when the initiative was implemented by answering these questions
 a.      What were the strategies used to implement the initiative? In no more than 500 words, provide a summary of the main objectives and strategies of the initiative, how they were established and by whom.
Our main purposes were to increase to high level the quality and transparency of our services intended for citizens, to make different kinds of services as close to them as possible, to ensure the complete accuracy of the information in the information base.
The wide usage of information communication technologies to achieve the above-mentioned goals was not the only means but the most important one. Our main strategy is to use the achievements of ICT widely, and deliver the services to users by different methods and on the basis of different technologies as well.
At the same time, taking into consideration that the access of population of different groups living in different regions to Internet is different to some extent, the activities were implemented step-by-step, from the simple to the complicated ones, being directed first of all to a contingent having higher level of preparation.
At the same time, the Commission’s ICT infrastructure had to be renewed in accordance with the modern requirements.

(b) Implementation

 b.      What were the key development and implementation steps and the chronology? No more than 500 words
The implementation of broad use of ICT consists of the following crucial steps:
-2002–the program for overview of electronic copies of paper applications was placed in the Internet. Applicants got an opportunity to check in an operative manner if they had or did not have any mistakes in their applications.
-2003–Imtahancell service was put into use and now participants of examinations can learn the results via SMS as well.
-2003–The site called “My school” was created. This site is rich with statistical information about comprehensive schools of our country.
-2006–The system of applying for trial testing examinations created on the basis of Web technologies was put into use. This system service was used by only 2 000 people in 2006 and by 182 000 people in 2009.
-2006–“Automated telephone information service” of the SSAC began its activity. In case any person who phoned had any questions, he was offered to choose from multilevel sound menu using telephone buttons.
-2007–“Electronic test” program that was put into use gives an opportunity to the applicants to test themselves via Internet at any time they like.
-2007–the acceptance of applications of persons desiring to get education at Master’s Degree was carried out in electronical form for the first time. This system service was used by 12 500 bachelors in 2007.
-2007–The choice of specialties started to be accomlished via Internet as one of the most important and responsible procedures carried out by applicants and bachelors in the students’ admission process. The application on choice of specialties is accepted only if all the entered specialty codes are correct. This system service was used by 30 000 people in 2007, 66 500 in 2008, and 67 200 people in 2009.
-2008–The acceptance of applications of people desiring to get education at bachelor’s degree was implemented via Internet. This system service was used by 130 000 people in 2008 and 2009.
-2008-The Commission servers joined “Entry-Exit and Registration” inter-institutional automated information-search system controlled by the Ministry of Internal Affairs. As a result, an applicant filling in his or her electronic application form by entering the number of his or her identification card adds the correct information about himself or herself that is available in information search system online to the Commission database.
-2008–Electronic registration of applicants desiring to enter specialties requiring special abilities and the record of results of ability examinations started to be carried out via Internet. This system service was used by 6000 people in 2008, and by 7600 applicants in 2009.
-2009–It was the first time when exam passes were given to participants of some examinations via Internet. This system service was used by 18 000 applicants and 21 500 bachelors.
-2009–Now citizens can get SSAC “payment cards” using plastic cards of Visa and MasterCard companies at any time they like without any mediators. Within a short period of time 1 800 payment cards were sold by electronic method.

(c) Overcoming Obstacles

 c.      What were the main obstacles encountered? How were they overcome? No more than 500 words
Some questions appeared in the process of work. Will the existing ICT infrastructure of the country give an opportunity for implementation of suggested innovations? Is the population ready for these innovations? Is Internet accessible for the population on the required level?
Taking into consideration these worrying questions we came to the decision that services easy for use must be offered to the population on the initial stage, large projects must cover first of all Baku City that is more developed in ICT use, graduates of higher schools (bachelors desiring to get Master’s Degree) living in all regions but having higher education and broad outlook. During the following years all applicants, all regions of the country, all the possible stages of the process must be involved into innovations.
The infrastructure resources of the Ministry of Communication and Information Technologies were also widely used in order to increase the access of citizens to the Internet. During the admission campaign post offices in every part of the country provide the applicants with internet access for free.

(d) Use of Resources

 d.      What resources were used for the initiative and what were its key benefits? In no more than 500 words, specify what were the financial, technical and human resources’ costs associated with this initiative. Describe how resources were mobilized
Financial and technical resources used during the years 2007 – 2009

- Central servers (Web-server, database-server, etc., telecommunication and network hardware, system software support, payments to the internet service provider, etc.) – 276 000 US dollars;
- “Automated telephone information service” (computer hardware, software, telecommunication line and equipment, maintenance) – 5 800 US dollars;
- “Entry-Exit and Registration” inter-institutional automated information-search system managed by the Ministry of Internal Affairs (servers, software, optical communication line, telecommunication equipment, maintenance) – 42 500 US dollars;
- Software supporting the electronic sale of payment cards of the SSAC
- Trainings – 33 700 US dollars;
- Purchase of books and journals – 18 800 US dollars;
- Holding of conferences and participation of our employees at conferences – 86 000 US dollars.
Financial resources from the state budget and special allowances were used for the implementation of the projects.

Sustainability and Transferability

  Is the initiative sustainable and transferable?
We consider that the projects implemented by us are sustainable both from the political and social viewpoints as well as from point of view of financial support.
The projects got complete moral support by the state and the citizens. “The State Program on the development of information-communication technologies in the Republic of Azerbaijan for 2005-2008” adopted by the President of our Republic is the proof to it. The population takes advantage of the services based on new technologies sufficiently. At the same time our state gives proper financial support to the development of the Commission’s ICT infrastructure, increase of the professional level of our specialists.
In spite of the fact that the replication and dissemination of stipulated services as they are in other spheres is not real, some ideas and solutions can be successfully used.

Lessons Learned

 What are the impact of your initiative and the lessons learned?
In our opinion, the most important reasons that made successful the projects of SSAC with different scales implemented in ICT field are the following:
- to increase the quality of the services offered to the population to the high level, the moral and financial support to this activity on the state level, and the existence of political will in the direction of creating transparency;
- joint activity of the state institutions;
- the involvement of private companies specialized in these spheres to implement the activity and solutions;
- the existence of the developed telecommunications infrastructure of the state;
- high potential of specialists;
- the implementation of the projects in the form of stages based on the principle “From the simple to the complicated ones”;
- positive recognition and easy understanding of services based on new technologies by the population.

Contact Information

Institution Name:   The State Students Admission Commission ofthe Republic of Azerbaijan
Institution Type:   Government Agency  
Contact Person:   Maleyka Abbaszada
Title:   Chairperson  
Telephone/ Fax:   +(99412) 4413747
Institution's / Project's Website:   +(99412) 4409668
E-mail:   m.abbaszade@tqdk.gov.az  
Address:   17, Academician Hasan Aliyev Street
Postal Code:   AZ1078
City:   Baku
State/Province:  
Country:   Azerbaijan

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