An Administrative Support System for Digital Transformation of Small and Medium-Sized Enterprises in Vietnam

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Evaluation of DX methods/models in SMEs (Source: Authors’ own research)

Author – Methods	Achievements	Limitations
Pierenkemper and Gausemeier, 2020	The method is quite complete with clear processes, analytical techniques, and strategies, and the method has also been applied in one enterprise	1) Failing to provide guidance on how to choose an appropriate adult model2) Just stop at the level of formulating a DX strategy without mentioning the next steps on the roadmap, plan, and implementation of DX
Barann, et al., 2019	One of the perfect models both in methodology and proposals	1) The model is currently only theoretical and has not been implemented for any SME; 2) some steps of the method stop at the introductory level
Beliveau, et al., 2018	The model consists of three phases: 1) evaluation of the current SME, 2) DX strategy, and 3) DX goals	1) Only in theory and has not been implemented for any SME; 2) the model uses qualitative methods combined with quantitative methods, so it is necessary to conduct further studies to verify and evaluate the model
North, et al., 2020	The model consists of four steps: 1) realizing the growth potential enabled by DX; 2) develop DX-supported growth mindsets and strategies; 3) capture the growth potentials enabled by DX; 4) manage resources for DX	1) The model only stops at measuring maturity at four steps but has not yet suggested how to set up strategy, roadmap, and implementation plan; 2) in terms of the mature model for SMEs, the model has some limitations as follows: a) lack of personalization, which allows the selection of DX factors suitable for enterprises; b) some important dimensions for SMEs that the model has not mentioned: customers, products, and business models
Cotrino, et al., 2020	The method tested in three cases is quite detailed and shows reasonableness in the proposed steps	The method only stops at the level applied to a DX project, not yet showing the strategy and roadmap at the overall level of the enterprise. In addition, the method lacks the stage of assessing the current capacity of the enterprise before implementing the strategic development step
Pirola, et al., 2020	The model has a rather prominent feature of modular computation	The model only stops at the level of maturity survey but does not suggest how to set up strategy, roadmap, and implementation plan

Evaluation matrix of development solutions and system requirements (Source: Authors’ own research)

System requirements	Evaluation	Score
Allows to select and edit the survey for self-assessment – like Google form
Odoo	There is a survey module that allows us to design and create simple surveys. However, some advanced tools and functions are still not supported	8
WordPress	There is a free SurveyJS plugin. However, if used for the development of the system, it will cost 499€In addition, you can use some other plugins FluentForms for $ 59/year or WPForms for $ 49/year	6
Self-development	FormBuilder library can be used from the link: https://formbuilder.online/	7
Integrate some reviews from word, pdf, and excel files
Odoo	Available in general function	10
WordPress	Use the free WordPress File Upload plugin	9
Self-development	Free FilePond library at link: https://github.com/pqina/filepond	7
Display and evaluate in the form of matrix
Odoo	Currently, there is no support module	4
WordPress	There is WPDataTables plugin for $ 69/year for use; if used for system development, it is $ 249/year	5
Self-development	Free DataTables library at link: https://datatables.net/	7
Representing Gantt chart and operations on the chart
Odoo	There is a free Web Timeline module, but it costs to integrate into the system	8
WordPress	There is an UpStream plugin; if the calendar and timeline are displayed, it is $79/year	5
Self-development	Free VIS-Timeline library at link: https://visjs.github.io/vis-timeline/	7
Project management: tasks, assignment, and tracking
Odoo	There is a fully featured free projects module that can be used with only minor changes	10
WordPress	There is an UpStream plugin; if it displays a calendar and timeline, it is $79/year. If you need technical support, it will cost $ 12/time	7
Self-development	Open-source Hillfog can be used to integrate into the system. Hillfog is a Java web platform for KPI, OKR (goals and key results), PDCA, and BSC (balanced scorecard) functions. Since this is a platform and not a library, integration is time-consuming and costly.	6

Evaluate system test results according to SMEs’ expectations (Source: Authors’ own research)

No	Expectations of SMEs
1	DX roadmap
This feature is quite good and quite convenient, helping businesses clearly see the DX roadmap through two important views, calendar and Gantt. In addition, the system also provides a Pivot function for analysis in case the data are too large. However, the Gantt chart feature still does not work well on mobile screens, and it is also suggested that the system should support more features to link roadmaps as well as view resource usage statistics like MS Project.
2	Share experiences
With the Community module, businesses have a lot of experience in DX, have good ideas, and have new business models, new digital tools, digital tool providers, or new trends that can help new businesses access DX faster and easier. Currently, the system is supporting: 1) 4 different DX scenarios with full information on characteristics, scenario conditions, opportunities, challenges as well as characteristics of 9 pillars enterprise’s main; 2) 2 sets of questions with full suggested answers; 3) 58 different number tools; 4) 20 digital tool solutions including 17 excellent “Make in Vietnam” digital technology solutions were announced and introduced on the website Smedx.vn of the Department of Informatization under the Ministry of Information and Communications; 5) 11 technology trends; 6) 9 main pillars that businesses need to implement DX; 6) 49 Barriers/Difficulty in DX classified into 13 groups; 7) 10 solutions to overcome the Barriers/Difficulty of DX; 8) 33 DX expectations are classified into 7 groups; 9) DX policies, experiences, and news. When using the system, enterprises can use this public information or can create their own data and not allow other enterprises to access it.According to user reviews, the feature runs well and meets the requirements of enterprises and runs well on mobile screens. Users also suggested some additional features such as: 1) Can automatically read news about DX in some official websites or social networking sites, and 2) it is necessary to provide features so that digital solution providers can integrate with the system because many times businesses need to interact with these providers, and the interaction management feature of the system is quite good.
3	Selection of DX pillars
Users appreciate this feature of the system because it will help businesses be more flexible and proactive in evaluating and implementing their DX strategy. Instead, like some other metrics, having to answer all the questions can be irrelevant and time-consuming. All 11 businesses have created their own digital toolkits in line with their current desires.
4	Scenarios
The system has provided four different DX scenarios with full information as well as the characteristics of activities in enterprises when using these scenarios. In addition, the system also allows other businesses to contribute different DX scenarios to enrich the DX activities of SMEs in Vietnam.Due to the current capacity of enterprises not having enough knowledge and experience to propose DX scenarios, enterprises only use the available scenarios and choose the digital management scenario.
5	Management and tracking
This is a pretty good feature that has helped businesses reduce a lot of time tracking and managing jobs. Previously, businesses managed work through emails, messages, meetings, or direct contact, so it was quite difficult to manage and monitor, and there were many jobs with unclear roles, responsibilities, or progress reporting. With the system’s features, it helps businesses to better assign work and control work, as well as have an overall view of the entire operation of the business.
6	External support
Described in item 2 Share Experiences above.Since only 11 enterprises are using the system, the support between different enterprises is still unclear. It is suggested by users to have some additional features such as: 1) create a support request and 2) provide a paid consulting feature to attract DX experts to use the system or help companies solve difficult problems.
7	Technology trends
The system provided 11 key technology trends of Industry 4.0 along with basic descriptions of these technology trends. Because these are technology trends, the application also faces many difficulties when conducting testing or implementing. Right now, only For Her enterprise has begun planning to research and test augmented reality technology to help customers choose and mix clothes. In the process of using this function, an error was discovered in the strategy function: the priority matrix plotting system was wrong. After that, this bug has been fixed and enterprises can continue to use this function. Users who want technology trend function need accompanying solutions from vendors like digital tools and provide more information: applicability, future likelihood, cost investment, efficiency …
8	Simple tools
The system allows users to control the access rights of members of the DX team, thereby helping users only see the functions relevant to them and easier to manipulate. In addition, the system is developed to support mobile devices well, so it will help users to use the tool simply and easily. However, according to the feedback of some users, the task and project management functions are still difficult to use and need to remove or hide unnecessary features to make the tool simpler. Currently, with a small amount of work in the project, it can still be used, however, with a large project, and it may be difficult to separate the work and link the jobs with each other.
9	Overall as well as details
Users are quite impressed with the tracking panel feature that can be customized according to the subjects they are interested in as well as having an overall view of the active business. The multilevel detailing feature has also brought many benefits to users, helping users reduce a lot of time having to open and close different functions. A tracking board (Dashboard) allows people to track the overall objects they manage or the objects they are interested in.
10	Status assessment
The system has provided a variety of status assessment features and has many assessments in many different aspects: 1) difficulties/barriers of DX, 2) solutions to overcome current difficulties/barriers, 3) expectations/motivations for DX, 4) evaluation of digital tool application, 5) evaluate application of technology trends, and 6) self-assessment according to its own set of indicators.This feature is rated quite well, only having problems sending emails. Email sending function is not working in the first stage due to policy change from Gmail.
11	Orientation for DX
In general, the system’s functions are quite good according to the assessment of the business directors who have tested most of the system’s functions. However, the system needs to be used in more enterprises to further evaluate the functions such as: 1) confidentiality, ensuring that the data of different companies are not seen or changed, 2) the system’s processing speed when many people use the system at the same time, and 3) special requirements of some specific enterprises.