Tiếng ViệtIn the vocational education sector, particularly for large-scale training institutions like Petroleum College – PVCollege (under Vietnam Oil and Gas Group – PVN), the volume of documents, decisions, and administrative records that need to be processed daily is enormous.
Finding a solution to digitize document management is not only an urgent need to improve operational efficiency but also a foundation for the school to keep pace with the digital transformation trend in education.
Before implementing a digital solution, Petroleum College managed documents using traditional paper-based methods, entirely dependent on the physical presence of leaders or responsible staff. This process, from drafting to signing and approval, was time-consuming and often caused delays. Printing and storage costs were also a burden, as the school used hundreds of thousands of sheets of paper annually for various records and official documents.
Another challenge was the difficulty in searching and managing documents. When retrieving old records, staff had to spend significant time digging through storage archives. Approval processes also relied on leaders being physically present, leading to bottlenecks when authorized personnel were on business trips.
In an education environment closely linked with corporate partnerships and fast-paced operational requirements, such delays directly impacted efficiency. The old management model was no longer suitable, prompting PVCollege to seek a solution to address these issues.
Pilot Testing of SiciX Mobile App at Petroleum College – PVCollege
SiciX Mobile App Solution
To resolve these challenges, SiciX deployed a mobile application for document management, customized to the school’s specific needs. With this app, the entire document processing workflow is digitized, from drafting and circulation to approval.
Documents can be signed online directly on mobile devices, allowing circulation and approval even when leaders are absent. Mobile-based signing ensures legal validity through integrated digital signatures compliant with regulations.
Data is synchronized instantly with a centralized management system, ensuring information is always accurate and consistent. Approval steps are automated, shortening staff processing time, while intelligent notifications ensure documents reach the right person at the right time. The biggest advantage is that leaders can approve documents anytime, anywhere, even when away on business. This fully digitizes the document management workflow and operates entirely on a single mobile platform.
Results and Achievements
After a short period of implementation, Petroleum College observed significant improvements:
Document processing time decreased by over 70%, from several days to just a few hours.
Digitization saved hundreds of thousands of sheets of paper annually, reducing printing and storage costs and contributing to the “paperless office” goal.
Document management became more transparent and accurate, with all records quickly retrievable on the system, enabling leaders to make timely decisions.
Instant approval capability improved operational efficiency, eliminating delays caused by the absence of leaders.
PVCollege exemplifies the practical benefits of SiciX Mobile App in digital transformation. The app not only accelerates document processing and reduces costs but also enables flexible and modern management, meeting the increasing demands of administrative operations.
Due to its broad applicability, this model can be scaled to other educational institutions and administrative organizations, where large volumes of documents and fast approval processes are major challenges. With SiciX Mobile App, complex document management has an optimal and sustainable solution.
Beyond document management, SiciX Mobile App integrates numerous features supporting comprehensive enterprise operations.
The app connects directly with CRM, ERP, eProcurement systems, and payment gateways, ensuring seamless information synchronization across departments. Staff and leaders can search data, approve purchase requests, authorize proposals, or track work progress directly on their mobile devices.
Additionally, the interface is designed with modern UI/UX principles, making it user-friendly and fast even for staff less familiar with technology. Intelligent notifications ensure no tasks are missed, while SSO and multi-factor authentication (MFA) maintain absolute data security. This combination makes SiciX Mobile App not only a solution for document processing but also a flexible, synchronized, and sustainable mobile management platform for any organization.
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