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From Research to Practical Deployment: BKOffice and the Role of Resource Coordination in the Innovation Ecosystem

In a recent Vietnam Today report examining the role of universities in the innovation ecosystem, Assoc. Prof. Nguyen Binh Minh, Dean of the Institute for Digital Technology and Economy, and Dr. Do Ba Lam, Vice Dean of the Institute for Digital Technology and Economy at Hanoi University of Science and Technology, shared perspectives drawn from the process of researching, developing and deploying technology products in practice.

At the Third Plenum of the 14th Party Central Committee, held from 20 to 24 July 2026, Party General Secretary and State President To Lam emphasised that the adopted decisions should contribute to four strategic shifts. These include a transition from a growth model largely dependent on expanding inputs towards one driven by productivity, knowledge, technology and human capital. The conference also highlighted the need to address existing bottlenecks, mobilise resources and translate major policies into programmes and action plans with clearly defined objectives, responsibilities, resources and expected outcomes.

From the perspective of a higher education institution, this orientation requires universities not only to improve the quality of education and research but also to gradually apply knowledge, technology and research outcomes to practical needs. Key areas requiring attention include the digital transformation of university administration, the development of technological solutions based on real-world challenges, and stronger collaboration with businesses, investment organisations and user organisations.

Within this context, BKOffice, a digital document and administrative management system researched and developed by a team from Hanoi University of Science and Technology, was presented in the report as a practical example of bringing a university-developed technology product into use at different organisations.

BKOffice: From the Need for Digital Transformation in Administration to Practical Deployment

Developed since 2022, BKOffice supports the digitalisation of several processes, including document receipt, processing, submission for approval, digital signing, issuance and archiving. The system can help reduce manual document transfers, support progress monitoring and improve coordination throughout administrative workflows.

According to the information presented in the report, for certain suitable procedures, document processing time can be reduced from several hours to approximately 15–30 minutes. To date, BKOffice has been deployed at five units, providing additional practical evidence for the development team to continue evaluating, adjusting and improving the product.

The deployment of BKOffice also suggests that digital transformation within a university involves more than simply introducing a software system. A product needs to be developed on the basis of process assessments, feedback from user organisations, functional adjustments, user training and continued technical support during operation.

The Journey from the Laboratory to Users Requires Considerable Resources

Speaking in the report, Dr. Do Ba Lam noted that securing a customer’s agreement to adopt and deploy a technology product requires considerable resources in terms of both time and cost. In many cases, the resources required to complete, deploy and support the product may exceed the cost of developing its initial laboratory version.

“Securing a customer’s agreement requires a significant commitment of both time and financial resources. These costs are considerably higher than those associated with developing the product in the laboratory.”

In addition to demonstrating technical feasibility, development teams need to ensure that the product is compatible with the operational processes of each organisation, can be integrated with related systems, and meets requirements concerning data security, user support and operational stability.

Based on the practical experience of deployment, Dr. Do Ba Lam suggested that research teams and academic staff need the support of businesses, investment funds and development partners. Such support is not limited to financial resources; it may also include deployment experience, access to potential customers, market knowledge and the resources needed to expand the product.

The involvement of businesses and partners at appropriate stages may also help research teams better identify practical needs, adjust their development direction and reduce the gap between the proposed solution and the requirements of user organisations.

Product Evaluation Should Consider Both Invested Resources and Future Development Potential

From the perspective of product management and development, Assoc. Prof. Nguyen Binh Minh noted that the involvement of businesses and other partners in the development process could support a clearer assessment of a product’s value.

According to Assoc. Prof. Nguyen Binh Minh, the valuation of a technology product should not be based solely on the number of personnel involved, the duration of the research process or the costs incurred by the developing organisation. In addition to the resources already invested, the assessment should consider the product’s future development prospects, the scale of potential demand, its capacity for expansion and the level of market acceptance.

“A product should not be valued solely on the basis of the resources invested by the developing organisation. Its future prospects and its potential to establish a position in the market should also be taken into consideration.”

This approach suggests that research teams need to consider products from scientific, technological and implementation perspectives. A research outcome may require further development through testing, feedback collection and adjustments based on user needs.

Business involvement in this process can also help clarify target customer groups, deployment models, operating costs and the product’s potential for long-term maintenance. At the same time, it may provide a basis for discussions on cooperation mechanisms and the distribution of benefits among the university, research teams, investment partners and implementing organisations.

The perspectives shared by Assoc. Prof. Nguyen Binh Minh and Dr. Do Ba Lam in the Vietnam Today report indicate that completing a product in the laboratory represents only one part of the innovation process. For a product to be applied and gradually expanded, sustained coordination is required between universities, businesses and relevant partners in terms of resources, market access and implementation capacity.

Watch the interview in The Point 2: Universities at the Core of Vietnam’s Innovation Ecosystem:
https://vietnamtoday.vtv.vn/the-point-2-universities-at-the-core-of-vietnams-innovation-ecosystem-01082026-100260802140147254.htm

Watch the introduction video for BKOffice:
https://www.youtube.com/watch?v=I-tc-i1rQJo