ARCHITECTURE OF THE SYSTEM FOR GENERATING ENTRY AGREEMENTS AND EMPIRICAL RESEARCH ON ITS EFFECTIVENESS IN THE UNIVERSITY ECOSYSTEM (BASED ON THE EXAMPLE OF KSU24)

Abstract

The article highlights the issue of modernising administrative processes in higher education institutions amid the intensive digitalisation of the Ukrainian educational space. The authors view the digitalisation of education not only as a technical re-equipment, but as a fundamental change in management paradigms, requiring a transition from fragmented tools to integrated ecosystems. The paper presents the conceptual and applied foundations of software design for supporting the admission campaign using the example of the KSU24 digital ecosystem operating at Kherson State University. The main focus of the research is on the development and justification of a modular system architecture that provides a complete life cycle of applicant data processing — from initial synchronisation with state registers to the archiving of legally significant documents. The authors describe in detail the architecture of the system, built on an event-driven model, where the transition between states (synchronisation, registration, signing of the offer, formation of the contract) occurs automatically based on logical triggers. A key element of the proposed solution is the generation of contracts, which is implemented through a specialised module called ‘Student/Postgraduate Applications’. The article reveals the mechanisms of integrating the university platform with the Unified State Electronic Database on Education (USEDE), which allows for the normalisation and verification of applicants' personal data without the need for manual data entry. Particular attention is paid to ensuring the legal validity of procedures: the system provides for the use of qualified electronic signatures (QES) at the stages of confirmation of intentions and conclusion of agreements. The study covers the analysis of the component structure of the system, which includes synchronisation and authentication modules, an offer subsystem, and electronic document management. It describes the algorithms for interaction between the main actors in the process (applicant, technical secretary, administrator) within a single information environment. According to the authors' hypothesis, the automation of admission campaign management should ensure the transparency of procedures, minimise the influence of the human factor and standardise documentary processes. The article also describes the methodology of empirical research on the functioning of the pilot version of the module, including analysis of user experience (UX/UI) and assessment of system stability during peak loads. The university's digital services are considered in the context of their compliance with the principles of a ‘smart university’ and a ‘single digital window.’ The work provides a theoretical basis for further scaling of similar architectural solutions in higher education institutions, emphasising the importance of creating an integrated digital dossier for students.