The “One Stop Online Service” in the field of education comes from the “One Stop Online Service” managed by the government. As early as 2018, the General Office of the State Council issued a notice on further deepening the “Internet plus government services” and promoting the reform implementation plan of “one network, one door, and one time” of government services, requiring government departments at all levels to promote the modernization of governance capacity with informatization, accelerate the promotion of electronic politics, break through information barriers, promote collaborative management and services across levels, regions, systems, departments, and businesses, build a full process integrated online service platform, promote the work of “one network” (on line once), “one door” (go to the department once), “one time” (handle once), and build a service-oriented government that is satisfactory to the people [3] .

In 2021, the Ministry of Education issued a notice on strengthening the informatization of education management in the new era, requiring the use of information technology to improve management efficiency, support management and services, and promote the modernization of education governance. One of the goals is to achieve flexible and convenient online services and achieve “one-stop” education management services. This requires schools to comprehensively sort out management service matters, streamline and merge similar matters at different levels and departments, standardize work processes, use integrated education service platforms, promote online acceptance, processing, and feedback of management services throughout the process, and achieve “one application, one window acceptance, and one network processing”, promote the reduction of processes, proofs, and time in management services, allowing data to run more and people to run less errands, minimizing the prerequisites for management services, streamlining process links, and shortening processing time [4] .

Based on the work requirements of one-stop service, our university has established an online service hall system, which is open to all faculty and student users on campus, focusing on internal affairs of each department, and realizing online processing of all departments that can be changed to online processing. For the rapid development of information technology in our university, the leadership hopes to implement a new and complete online processing system for the principal’s mailbox, where users can fill in detailed information and the interface is friendly and convenient, the backend problem flow will also be automated and quickly responded to. As the principal’s mailbox is also open to all on campus users, a menu entry and function for user submission can be established on the service hall platform, which avoids redundant construction and allows our university to use the existing platform to unify service standards. As the cross departmental office affairs in our university mainly use the collaborative automatic office system, and the faculty and staff are already familiar with using this platform, after users of the principal mailbox system write letters, we should achieve information integration between the online service hall system and the collaborative office system, so that the letters can start to circulate in the office system. During the circulation, the administrator can track and urge the processing. The processing results after circulation will be separately replied or publicized online by the administrator, and data summary and analysis can be carried out regularly in the future. This construction plan has effectively integrated the two major service platforms of our university, comprehensively improving the efficiency of online business processing.

1) Top level design

Due to the need to integrate and connect the two major business systems of the service hall and collaborative office, technical personnel are required to carry out overall planning and top-level design of the digital campus, fully considering possible issues that may arise during implementation, and ensuring proper technical documentation and emergency plan. Moreover, there have been new changes in the workflow of mail transactions, which involve various departments within the university, therefore, the leaders need to give sufficient attention from a management perspective to encourage all departments to actively cooperate with the launch of the new system, ensuring the smooth implementation of the construction process and operation [5] .

2) Summary of requirements

The principal’s mailbox in the service hall should have a formal and standard homepage, with information such as the public announcement of hot issues, letter writing entrance, view reply entrance, writing tips, and contact information of relevant departments. The letter writing interface connects with unified identity authentication to ensure that the letter writer has a real name account on campus, and then users enter the letter writing page to fill in the letter content. The letter filling column should conduct research on the management department, sort out their requirements in specific work, and then design the form based on the user’s friendly writing experience.

After the integration of the two major business systems, the collaborative office system receives the letter and converts the information into an office transaction to initiate an application. Firstly, the mail administrator determines the business ownership based on the content category and transfers the transaction to the corresponding management principal. After the principal approves it, it is forwarded to the specific department leader for handling. The department handling personnel reply and then transfer it back to the mail administrator. Administrators will provide separate or public responses based on the situation, and can conduct statistical queries according to various needs.

3) Technology and maintenance

Because the new version of the principal mailbox system integrates two business systems, it requires collaboration between technical personnel from both parties during the construction period. As it involves steps such as data item correspondence, interface debugging, and functional testing, long-term tracking by technical personnel should be ensured to quickly solve program problems. After the construction is completed and put into use, technical personnel should be responsible for operation and maintenance to ensure the stability of the system and the realization of future new requirements.

According to the architecture of our university’s information system platform, the construction of the principal mailbox system is implemented in four layers: data layer, docking layer, business layer, and access layer. The overall situation is shown in Figure 1 [6] . The data layer selects established databases to reduce unnecessary construction. The docking layer achieves information exchange between the service hall system and the collaborative office system through network interface technology. The business layer is the implementation part of functions such as letter writing and mail flow, which will be programmed and developed according to the requirements document. The access layer controls the access method of personnel accounts, and on campus personnel can only write letters after passing unified identity authentication.

1) Database construction

As the login, letter writing, and browsing functions are built on the service hall system, this part directly uses the service hall database. The process of handling letter circulation is established on the collaborative office system, so this part uses the office system database. Two databases store data for their respective functions, which are independent of each other. After passing information through the encrypted interface of the docking layer, the effective information is saved in their own databases. In terms of implementation technology, both databases are Oracle databases with stable performance, regular automatic data backup function, and security technologies such as firewall protection and network isolation are adopted to ensure data security.

2) Development of business function

Program development adopts mature JAVA language and its related framework, which is used in both the office work system and online service hall system, with mature technology and high scalability. The system’s related functions mainly include modules such as “I want to write a letter”, “View replies”, “Notice on Writing Letters”, “Reply to hot issues”, “Letter circulation”, and “Query statistics”. After program development, in addition to testing functionality to meet requirements, vulnerability scanning tools will also be used for inspection to ensure the security of the program, so that it can run stably for a long time.

According to the requirements document, the mail uses a form to get information from the user. The form will automatically record the user’s basic information, and need user to manually fill in mail information. The automatically recorded information includes: letter writing time, author’s account, name, department, identity, personal email address, and contact phone number, these are obtained from login information. The manually filled information includes: letter type, letter title, content classification, detailed content, and attachments. In addition to the title and content of the letter, the focus is on the detailed classification of the content, which is divided into 11 major items and 39 minor items, covering various fields such as teaching, scientific research, personnel, logistics, etc. on campus, which is conducive to the accurate matching of management departments in the later circulation of letters.

The feedback that has been publicly replied is displayed here, which can be searched by year, letter type, keyword, and can also be sorted by the latest and hottest replies.

Request and precautions for letter writing proposed by the Office of Letters and Visits.

Provide response displays for common issues with high attention to avoid staff and students writing letters repeatedly.

The circulation of letters in the collaborative office system automatically triggers a to-do list. An online process is designed according to the actual steps of handling letters, allowing problem-solving personnel to use familiar office platforms to quickly process them.

Administrators can query historical letters based on criteria such as letter title, question classification, letter content, and department of approval, and can also perform statistics based on criteria such as question classification, department of approval, and keywords.

After being put into use, the principal mailbox system no longer uses paper processing forms for offline transfer, greatly improving work efficiency and feedback speed. The reply to mails also respects the privacy rights of teachers and students. When dealing with circulation issues in the department, the information of the writer is not visible. For letters involving personal sensitive matters, a separate reply to personal emails is used. According to the data statistics function of the principal mailbox system, taking 2024 as an example, the number of principal mailbox letters for the whole year reached 1162, of which 1161 have been replied, accounting for 99.91%. Logistics services account for 50.52% of the response types, teaching and research account for 17.81%, student management accounts for 7.49%, information networks account for 5.42%, and others account for 18.76%. From this, we can timely discover the key concerns and ideological trends of the university personnel, providing reference and basis for leaders to plan and make decisions on the development of the university. Technically, two mature information systems are used to establish the principal’s mailbox, achieving the co construction and sharing of hardware and data resources, and maximizing the value of information resources within the campus [7] . After conducting periodic inquiry based surveys on students and faculty, they have expressed great recognition for the use of the principal mailbox system. They can quickly reflect problems using convenient methods, which is an important way to express themselves and participate in university governance. It has become the most popular online application on campus.

There are also some issues reflected in the current system operation, such as insufficient complexity of statistical query functions, insufficient depth of data mining, and incomplete realization of the data value. Moreover, the letter writer’s satisfaction with problem-solving has not been evaluated and feedback is lacking, which results in a lack of promoting effect on the department’s problem-solving ability. These all need to be explored for optimization methods in the future.