Circular No. 01/2022/TT-BYT stipulates the initial recording and reporting system for specialized population statistics.

CIRCULAR

Regulations on initial recording and reporting system for population statistics

Pursuant to the Law on Statistics dated November 23, 2015;

Pursuant to the Population Ordinance dated January 9, 2003;

Pursuant to Decree No. 94/2016/NĐ-CP dated November 1, 2016 of the Government detailing and guiding the implementation of certain provisions of the Statistics Law; 7 Pursuant to Decree No.

Pursuant to the Government Decree number 97/2016/NĐ-CP dated November 1, 2016 of the Government stipulating the contents of statistical indicators within the national statistical indicator system; 7 Pursuant to Decree No. 104/2003/NĐ-CP dated September 16, 2003 of the Government detailing and guiding the implementation of certain provisions of the Population Ordinance;

Pursuant to Decree No. 75/2017/NĐ-CP dated June 20, 2017 of the Government stipulating the functions, tasks, authorities, and organizational structure of the Ministry of Health;

Based on the review opinion in Circular No. 1731/TCTK-TTDL dated November 22, 2021 of the General Statistics Office, the Ministry of Planning and Investment;

At the proposal of the Director of the General Office of Population and Family Planning;

The Minister of Health issues this Circular on initial recording and reporting system for population statistics.

Article 1. Scope of Regulation: This Circular regulates initial recording of population; contents of the reporting system for specialized population statistics; dissemination of information and data of specialized population statistics, and application of information technology and management of the Population Specialized Data Repository.

Article 1. Scope of Regulation and Applicability

2. Applicability: This Circular applies to the following agencies, organizations, and individuals:

a) Population volunteers;

b) Population officers at commune level and persons engaged in population work at commune level of the main units responsible for population work at commune level (hereinafter referred to collectively as commune-level population officers);

c) Medical facilities providing population services;

d) Commune Health Stations or Commune Population Work Steering Committees assigned the task of implementing population work (hereinafter referred to collectively as main units responsible for population work at commune level);

đ) District Health Centers or District Population and Family Planning Centers or District Health Departments assigned the task of implementing population work (hereinafter referred to collectively as main units responsible for population work at district level);

e) Provincial Population and Family Planning Service Centers or Population Departments under Provincial Health Departments (hereinafter referred to collectively as Provincial Population and Family Planning Service Centers);

g) General Office of Population and Family Planning;

h) Agencies, organizations, and individuals related to initial recording and the reporting system for specialized population statistics.

Article 2. Initial Recording of Population

1. Population Initial Recording Book

a) Person Implementing: Population volunteers;

b) Content: Implemented according to the Model and guidance for recording specified in Appendix I attached hereto;

c) Form: The Population Initial Recording Book (Book A0) consists of a cover, address information page, supporting pages, and household registration forms printed on A4 size paper (29.7cm x 21cm) and bound into a book;

d) Method of Information Collection: Conducted through direct interviews with members of households or responsible persons in the village or commune.

2. Information Collection Forms

b) Content: Implemented according to the model and guidance for recording specified in Appendix I attached hereto;

b) Content: Implemented according to the Model and guidance for recording specified in Appendix I attached hereto;

c) Scope of Information Determination: Is based on the time when the population volunteer collects and records information into Book A0, not according to the occurrence time of events;

Example: In case of birth on July 11 of the reporting year, but the population volunteer collects and records the initial information into Book A0 in August, then the scope of information determination is for August of the reporting year;

d) Place of Receipt of Forms: Main unit responsible for population work at commune level;

On the monthly population work coordination day of the main unit responsible for population work at commune level, the population volunteer must submit all collected information forms from their managed area, including newly established household forms, and those with updated information;

One newly established household form or one household form that has been modified and updated with five or more pieces of information of household members is considered as one information collection form.

3. Principles of Recording

a) Must be prompt and complete, ensuring objective truthfulness, no omission of information;

b) When initially recording into Book A0, population volunteers must use the correct concepts and scope as directed;

c) When filling out information collection forms, population volunteers must comprehensively observe each household form in Book A0 and must sequentially fill out each household form according to each content to avoid duplication or omission.

4. Responsibilities of Population Volunteers

a) Monthly collect and record updated information of household members in their managed area into Book A0;

b) Fill out information collection forms on the first day of the month following the reporting month as stipulated in Clause 1, Article 3 of this Circular;

c) Store, manage, and preserve Book A0.

5. Responsibilities of Commune-Level Population Officers

a) Review and verify information in information collection forms;

b) Store and preserve verified information collection forms of the entire commune.

b) Lưu trữ và bảo quản các Phiếu thu tin đã thẩm định của toàn xã.

Article 3. Reporting Periods and Methods of Submitting Reports

1. Reporting Periods

a) The reporting period for statistical reports starts from the first day of the reporting period and ends on the last day of the reporting period, according to the Gregorian calendar, including:

- Monthly statistical report starts from the first day of the month and ends on the last day of the month;

- Quarterly statistical report (three months) starts from the first day of the first month and ends on the last day of the third month of the reporting period;

- Annual statistical report starts from January 1st and ends on December 31st of the reporting year;

b) Statistical report at the end of the period is calculated on the last day of the reporting period according to the Gregorian calendar, including:

- Quarterly statistical report at the end of the quarter: March 31st is the end of Quarter I; June 30th is the end of Quarter II; September 30th is the end of Quarter III; December 31st is the end of Quarter IV of the reporting year;

- Annual statistical report at the end of the year: December 31st of the reporting year;

c) Ad hoc report: In cases where information and data need to be reported to serve state management requirements regarding population, the General Department of Population and Family Planning or the lead unit responsible for population work as stipulated in Point d and Point e Clause 2 Article 1 of this Circular shall submit a written request to the reporting unit, clearly stating the scope, deadline, and content of the report indicators.

2. Methods of Submitting Reports: Electronic documents are presented in one of the following forms:

a) Electronic documents in the form of electronic files, PDF format of paper reports that have been verified by the reporting unit;

b) Reports through software applications as prescribed by the Ministry of Health.

Article 4. Content of the Reporting System for Specialized Population Statistics

1. Specialized Population Statistics Report at the Commune Level:

a) Reporting Unit: The lead unit responsible for population work at the commune level;

The commune-level population officer enters information from reviewed and audited data collection forms, other required information into the specialized population database to generate the report;

If the commune has not yet implemented the report using software applications, the commune-level population officer is responsible for submitting fully reviewed and audited data collection forms and paper reports to the lead unit responsible for population work at the district level to enter the information into the specialized population database;

b) Content of the Report: Follows the Model and Instructions specified in Appendix II issued together with this Circular;

c) Reporting Period: Month, quarter, year;

d) Receiving Unit: Lead unit responsible for population work at the district level, People's Committee at the commune level (for information purposes only);

đ) Deadline for Submission: No later than five working days from the end of the reporting period as stipulated in Clause 1 Article 3 of this Circular.

2. Specialized Population Statistics Report of Healthcare Facilities Providing Population Services:

a) Reporting Unit: Healthcare facilities providing population services;

b) Content of the Report: Follows the Model and Instructions specified in Appendix III issued together with this Circular;

c) Reporting Period: Quarter;

d) Receiving Unit:

- The lead unit responsible for population work at the district level receives reports from healthcare facilities at the district level and below, and non-public healthcare facilities as assigned by the Department of Health (if applicable);

- The Provincial Center for Population and Family Planning receives reports from healthcare facilities at the provincial level and non-public healthcare facilities within its jurisdiction (if not assigned to the district level);

- The General Department of Population and Family Planning receives reports from central-level healthcare facilities;

đ) Deadline for Submission:

- No later than ten days from the end of the reporting period as stipulated in Clause 1 Article 3 of this Circular for healthcare facilities at the district level and below, and non-public healthcare facilities as assigned by the Department of Health (if applicable);

- No later than fifteen days from the end of the reporting period as stipulated in Clause 1 Article 3 of this Circular for healthcare facilities at the provincial level, central level, and non-public healthcare facilities (if not assigned to the district level).

3. Specialized Population Statistics Report at the District Level:

a) Reporting Unit: The lead unit responsible for population work at the district level;

The lead unit responsible for population work at the district level is responsible for reviewing and auditing the information and data of the commune level. During the population work coordination meeting with the commune level, the unit announces the results of the review and comparison of commune-level information and data with the specialized population database; the results of the audit of information and data in certain areas (if applicable);

b) Content of the Report: Follows the Model and Instructions specified in Appendix IV issued together with this Circular;

c) Reporting Period: Quarter, year;

d) Receiving Unit: Provincial Center for Population and Family Planning; District Population Work Steering Committee; District Statistics Center;

đ) Deadline for Submission: No later than fifteen days from the end of the reporting period as stipulated in Clause 1 Article 3 of this Circular.

4. Specialized Population Statistics Report at the Provincial Level:

a) Reporting Unit: Provincial Center for Population and Family Planning;

The Provincial Center for Population and Family Planning is responsible for reviewing and auditing the information and data of the district and commune levels. During the population work coordination meeting with the district level, the Provincial Center for Population and Family Planning announces the results of the review and comparison of district-level information and data with the specialized population database; the results of the audit of information and data in certain areas (if applicable).

b) Content of the Report: Follows the Model and Instructions specified in Appendix V issued together with this Circular;

c) Reporting Period: Quarter, year;

d) Deadline and Receiving Unit:

- For quarterly reporting periods: No later than twenty days from the end of the reporting period as stipulated in Clause 1 Article 3 of this Circular, the Provincial Center for Population and Family Planning sends the report to the General Department of Population and Family Planning, the Department of Health, and the Provincial Statistics Bureau;

- For annual reporting periods: By March 15th of the year following the reporting year, the Provincial Center for Population and Family Planning sends the official specialized population statistics report to the General Department of Population and Family Planning, the Department of Health, the Provincial Statistics Bureau, and the Provincial Population Work Steering Committee.

5. Central Specialized Population Statistics Report

a) Reporting Unit: General Department of Population and Family Planning;

b) Content of the report: To be carried out according to the Model and guidance for recording prescribed in Appendix VI issued together with this Circular;

c) Reporting Period: Quarter, year;

d) Deadline and Receiving Unit:

- Quarterly reporting period: Not later than 25 days from the end date of the reporting period as stipulated in Clause 1, Article 3 of this Circular, the General Department of Population and Family Planning shall compile demographic statistical data; announce the results of the review; compare provincial and district-level data with the specialized demographic database to the Provincial Center for Population and Family Planning;

- Annual reporting period: On March 30 of the year following the reporting year, the General Department of Population and Family Planning shall send the official Demographic Statistical Report to the Ministry of Health (Department of Planning and Finance), the General Statistics Office (Population and Labor Statistics Department), and notify the Provincial Departments of Health and the Provincial Centers for Population and Family Planning;

Article 5. Dissemination of Information and Specialized Demographic Statistical Data

1. Review and unify specialized demographic statistical data

a) Annually, the lead units responsible for population work at the district level, the Provincial Centers for Population and Family Planning, and the General Department of Population and Family Planning shall coordinate with the same-level statistical agencies to unify specialized demographic statistical data as the basis for publication and official use;

b) The unification of specialized demographic statistical data focuses on verifying and confirming information and data of statistical indicators as prescribed by laws on statistics regarding responsibility allocation (population, population density, and sex ratio at birth);

2. The Provincial Centers for Population and Family Planning and the General Department of Population and Family Planning shall have the responsibility to disseminate information and specialized demographic statistical data in accordance with laws on statistics and related laws;

Article 6. Application of Information Technology and Management of the Specialized Demographic Database

1. Implementation of information technology applications in specialized demographic statistical work, including activities:

a) Completing and implementing software for data entry, compiling specialized demographic statistical reports, and utilities on computer software, ensuring application capabilities for accessing, managing, searching, updating databases, and related techniques uniformly from commune, district, provincial, and central levels;

b) Integrating and utilizing statistical data from specialized application software and other administrative databases under assigned responsibilities to serve specialized demographic statistical work as prescribed by law;

2. The agency entrusted with managing the specialized demographic database shall have the responsibility:

a) To inspect, maintain, back up, restore, update, extract, prepare regular reports and reports upon request, and transfer electronic data to higher-level agencies;

b) To ensure that the database is secure, safe, authenticated, and confidential on storage media;

c) The database must be backed up monthly, at least in two copies, each on separate independent storage media. Backups must ensure completeness, accuracy, timeliness, security, and uniformity in accordance with the inspection, backup, and data recovery procedures;

d) To implement connections and sharing of information and data between the specialized demographic database and specialized databases of the health sector; with relevant ministries and sectors; sharing with organizations and individuals as prescribed by law;

Article 7. Responsibility for Implementation

1. Reporting Unit

a) Fully comply with the content of information, deadlines prescribed in this Circular, and bear legal responsibility for the content of the report;

b) Shall review, resubmit reports and related information upon request of the receiving unit.

2. Receiving Unit

a) To aggregate specialized demographic statistical information according to the forms prescribed in this Circular;

b) To request the reporting unit to check, provide the report again, and related information when necessary to verify the accuracy of the reported information and data;

c) To publish, disseminate, and use specialized demographic statistical information and data in accordance with the law;

3. Provincial Centers for Population and Family Planning

a) Serve as the focal point for receiving, aggregating, and analyzing specialized demographic statistical data in their jurisdiction;

b) Directly manage the provincial specialized demographic database; professionally manage the technical aspects of specialized demographic databases at all levels within their jurisdiction;

c) Bear responsibility for the accuracy of specialized demographic statistical information and data; guide agencies, organizations, and individuals in data collection, initial recording, data aggregation, processing, and preparation of specialized demographic statistical reports;

4. General Department of Population and Family Planning

a) Serve as the focal point for receiving, aggregating, and analyzing specialized demographic statistical data nationwide;

b) Uniformly manage the professional and technical aspects of the specialized demographic database system; directly manage the central specialized demographic database and infrastructure for connecting and sharing data within the specialized demographic database system;

c) Guide the implementation of regulations on initial recording and reporting systems for specialized demographic statistics; professional and technical aspects of information technology applications and management of the specialized demographic database. Conduct reviews and assessments of specialized demographic statistical data and related contents of specialized demographic statistical work;

d) Inspect and audit the implementation of specialized demographic statistical reporting systems and related contents of specialized demographic statistical work as prescribed;

5. Information Technology Department

a) Guide the connection and sharing of data between the specialized demographic database and databases of the health sector and relevant ministries and sectors;

b) Inspect the implementation of regulations on information technology and the application of information technology;

Article 8. Effective Date

This Circular takes effect from March 1, 2022.

Article 9. Transitional Provisions

The units responsible for population work at the commune level, district level, Provincial Population and Family Planning Service Agency, and the General Department of Population and Family Planning shall continue to implement Decision No. 18/QD-TCDS dated March 17, 2016, of the Director-General of the General Department of Population and Family Planning on the provisional model of the Initial Record Book (Book A0), the population volunteer information collection form, and the specialized statistical report form for the electronic database serving population management and family planning operations until June 2022, except where localities voluntarily implement according to the provisions of this Circular from the date it takes effect.

During implementation, if any difficulties or obstacles arise, it is requested that agencies, organizations, and individuals reflect these issues to the Ministry of Health (General Department of Population and Family Planning) for consideration, guidance, and resolution./.