• М. S. Voloshynovych Ivano-Frankivsk National Medical University, Department of Dermology and Venereology, Ivano-Frankivsk, Ukraine
  • G. Y. Girnyk Ivano-Frankivsk National Medical University, Department of Dermology and Venereology, Ivano-Frankivsk, Ukraine
  • N. R. Matkovska Ivano-Frankivsk National Medical University, Department of Therapy and Family Practice of postgraduate education faculty, Ivano-Frankivsk, Ukraine
  • D. B. Solomchak Ivano-Frankivsk National Medical University, Department Urology, Ivano-Frankivsk, Ukraine
  • V. Ye. Tkach Ivano-Frankivsk National Medical University, Department of Dermology and Venereology, Ivano-Frankivsk, Ukraine
Ключові слова: Microsoft Office365, Microsoft Forms, automation of information collection, control of attendance at classes


Introduction. There are many difficult moments in the work of the dean's office employee of the faculty of training foreign citizens. Most of them are related to transcultural conflicts, differences in the value system of participants in the pedagogical process, incompatibility of religions and psychologies, which is layered on a significant amount of internal and external document flow and monthly analysis.

Research results and their discussion. One of such tasks is to control students' attendance at classes. The problem is that you need to process a large amount of poorly distributed information every month. In this situation, the Microsoft Forms tool, which is available by subscription to Office365, may come in handy, creating surveys and tests. In a pre-created form, we use the ability to retrieve files. This will turn the survey tool into a reporting system with the ability to automatically mark documents, place them in secure storage, pre-check for format and size, joint processing by groups of admitted persons, and summarize the surveyed information to Microsoft Excel spreadsheet format where one can easily apply sorting according to the necessary criteria, to control the fact of task performance by individual respondents.

In addition, it is possible to publish graphical reports, following the link generated by the application, which gives feedback and data for control with the participation of all members in the reporting process. However, in order for the graphical report data to remain indicative for the current time period, it is necessary to clear the form before re-use, as the possibility of displaying part of the information sorted by a certain criterion is not provided by the developer, or you may need to implement it with another tool, such as Power BI. It allows to visualize the information presented in the form of spreadsheets, directly to reflect the changes that occur in the data set. However, it should be kept in mind that the survey of the dynamics of indicators is up to 8 times a day, at regular intervals, or the time planned by the administrator. This is usually not enough if you set a goal to publish information about the successful completion of the form in real time.

We recommend that you accept reports in the format of a secure Excel spreadsheet, leaving only the necessary cells available for change to unify the report information and ensure its suitability for automated processing. Members of the monitoring team must be granted access rights to view the form and the ability to view the folder where the report files are accumulated, to ensure that the results are shared, (contained on the OneDrive cloud drive to the user who created the form ..\Apps\Microsoft forms\“Form name”). For this end, we generate collaboration links in Microsoft Forms, which may be restricted to anyone but a certain list of employees, or available to anyone in the organization who receives the link.

Conclusions. During the implementation period, 390 reports were received from 50 departments, where 106 subjects are taught. Due to two-way control, the efficiency and timeliness of document submission has increased. The time spent on summarizing information by representatives of the dean's office was reduced. The reliability of the final data has increased due to the reduction in the number of mechanical errors, and accordingly the effectiveness of monitoring the progress of students of the faculty.

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