Consolidated Document number 02/VBHN-BNG Circular stipulates the reporting regime within the scope of management under the Ministry of Foreign Affairs.

CIRCULAR
Regulations on reporting within the scope of state management
of the Ministry of Foreign Affairs
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Circular No. 01/2019/TT-BNG dated July 18, 2019, issued by the Ministry of Foreign Affairs, stipulates the reporting regime within the scope of state management of the Ministry of Foreign Affairs, which took effect from September 1, 2019, has been amended and supplemented by:

Circular No. 02/2021/TT-BNG dated August 6, 2021, issued by the Ministry of Foreign Affairs, amending and supplementing Circular No. 01/2019/TT-BNG dated July 18, 2019, issued by the Ministry of Foreign Affairs, stipulating the reporting regime within the scope of state management of the Ministry of Foreign Affairs, which took effect from September 30, 2021.

Pursuant to Decree No. 26/2017/NĐ-CP dated March 14, 2017, issued by the Government, stipulating the functions, tasks, powers, and organizational structure of the Ministry of Foreign Affairs;

Pursuant to Decree No. 09/2019/NĐ-CP dated January 24, 2019 of the Government stipulating the reporting system of administrative agencies;

At the proposal of the Director of the Office of the Ministry of Foreign Affairs;

The Minister of Foreign Affairs issues this Circular stipulating the reporting regime within the scope of state management of the Ministry of Foreign Affairs.¹

Chapter I. GENERAL PROVISIONS

Article 1. Scope of Regulation

1. This Circular stipulates general principles for implementing regular, ad hoc, and special topic reporting regimes within the scope of state management of the Ministry of Foreign Affairs; the application of information technology in implementing reports. Specific requirements for current regular reporting regimes of the Ministry of Foreign Affairs are specified in the Appendix attached to this Circular.

2. This Circular does not regulate

a) The statistical reporting regime of the Ministry of Foreign Affairs (if any) as prescribed by laws on statistics;

b) Confidential reporting regimes as prescribed by laws on state secrets;

c) Reporting regimes within the internal organizations of the Ministry of Foreign Affairs.

Article 2. Applicability

1. Units under the Ministry of Foreign Affairs, administrative agencies related to the implementation of regular, special topic, and ad hoc reporting regimes within the scope of state management of the Ministry of Foreign Affairs.

2. Organizations and individuals related to the implementation of regular, special topic, and ad hoc reporting regimes within the scope of state management of the Ministry of Foreign Affairs.

3. Ad hoc reports are reports providing information on unusual issues arising in the fields of inspection, citizen reception, complaint resolution, denunciation handling, and anti-corruption, anti-extortion, conducted upon request from higher authorities or the Inspectorate General.

1. Regular report is a report issued to meet information needs, summarization, carried out according to a defined cycle and repeated multiple times.

2. Special topic report is a report issued to meet information needs with specialized depth on a specific subject and must be implemented within a certain period.

3. Ad hoc report is a report issued to meet information needs regarding unexpected issues.

Article 4. Requirements for reports

1. Ensuring the provision of accurate, complete, timely, and appropriate information in terms of form and content required by each type of report, serving management, guidance, and control work in matters within the scope of state management of the Ministry of Foreign Affairs.

2. The content of the report must comply with legal provisions and guidelines set forth in this Circular.

3. Data in reports must be consistent and uniform in concepts, calculation methods, and units of measurement to facilitate the consolidation and sharing of report information.

4. The signing of reports must be in accordance with the appropriate authority and consistent with the functions and tasks of the reporting agency.

5. Promote the application of information technology in implementing the reporting regime. Strengthen discipline and order in implementing the reporting regime and cooperation in sharing report information.

Article 5. Forms of reports, methods of submission and receipt of reports

1. Reporting forms

a) Electronic document report (Electronic report) refers to reports bearing the digital signature of authorized persons, uploaded by subordinate units and authorized administrative agencies onto the Ministry of Foreign Affairs' Reporting Information System for the purpose of information sharing and interconnection with the Government's Reporting Information System.

b) In cases where digital signatures are not used or due to work requirements or technical failures, force majeure events, paper document reports signed by authorized persons and stamped according to regulations shall be used.

2. Methods of submission and receipt of reports

a) Electronic document reports shall be sent to the receiving entity through email systems or specialized reporting information software.

b) Paper document reports shall be sent to the receiving entity via direct delivery or postal services, fax; electronic document reports may also be simultaneously sent through email systems or on CDs.

Article 6. Time period for finalizing data for periodic reports

1. Monthly periodic reports: From the 15th day of the month prior to the reporting period to the 14th day of the month within the reporting period.

2. Quarterly periodic reports: From the 15th day of the month prior to the reporting period to the 14th day of the last month of the quarter within the reporting period.

3. Six-monthly periodic reports: The time period for finalizing the first six months of the year is from the 15th day of December of the previous year to the 14th day of June of the reporting period. The time period for finalizing the second six months of the year is from the 15th day of June to the 14th day of December of the reporting period.

4. Annual periodic reports: From the 15th day of December of the previous year to the 14th day of December of the reporting period.

5. For other periodic reports: Based on actual circumstances and work requirements to finalize data appropriately.

Article 7. Deadline for submitting reports

1. Periodic reports: The deadlines specified below ensure that agencies, organizations, and individuals have sufficient time to compile information from the time of finalizing report data Article 6, while ensuring that the Ministry of Foreign Affairs has sufficient time to compile information and submit periodic reports to the Government and Prime Minister no later than the 25th day of the last month of the reporting period.

a) For monthly periodic reports: No later than the 18th day of the reporting month.

b) For quarterly periodic reports: No later than the 18th day of the last month of the quarter within the reporting period.

c) For six-monthly periodic reports: No later than the 18th day of the last month of the reporting period.

d) For annual periodic reports: No later than the 18th day of December of the reporting period.

e) For other periodic reports: Based on actual circumstances and work requirements to submit reports at appropriate times, ensuring efficiency, timely submission, and meeting the requirements of the report content.

2. Special topic reports: As per the request for reporting.

3. Ad hoc reports: As per the request for reporting or based on actual circumstances and work requirements, proactively submitting reports.

Article 8. Ministry of Foreign Affairs' Reporting Information System

1. The Ministry of Foreign Affairs' Reporting Information System is established to meet the general requirements stipulated in Article 17 of Decree No. 09/2019/NĐ-CP dated January 24, 2019, issued by the Government, regarding the reporting system of administrative agencies.

2. The Ministry of Foreign Affairs' Reporting Information System is built based on the periodic reporting regime of the Ministry of Foreign Affairs as prescribed in this Circular, ensuring functions such as creating indicators and reports according to templates on the system; ensuring the ability to allocate indicators and report templates from the Ministry of Foreign Affairs to other ministries, agencies, localities, organizations, and individuals; consolidating report data; integrating, sharing, and providing report data; allowing ministries, agencies, localities, and organizations and individuals to use it to update and share reports as prescribed and serve reporting to competent authorities.

Article 9. Application of information technology in implementing the reporting regime

1. The Ministry of Foreign Affairs strengthens the application of information technology in implementing the reporting system and building the Reporting Information System to facilitate electronic reporting for information sharing and interconnection.

2. The Ministry of Foreign Affairs ensures technical infrastructure, technology, information security, and safety serving the construction and operation of the Ministry of Foreign Affairs' Reporting Information System, and data sharing with the Government's Reporting Information System.

3. The construction of the Ministry of Foreign Affairs' Reporting Information System ensures consistency, effectiveness, synchronization, avoids overlap and waste in investment construction; complies with national technical standards on structure and data format for seamless connection, integration, and information sharing with the National Reporting Information System; complies with laws on public investment in information technology, archives, information security, and other relevant laws.

Chapter II. IMPLEMENTATION ORGANIZATION

Article 10. Responsibility for Implementation

1. Units under the Ministry of Foreign Affairs, state administrative agencies, and organizations and individuals related to the implementation of reporting systems within the scope of management of the Ministry of Foreign Affairs shall be responsible for implementing this Circular.

2. The Office of the Ministry of Foreign Affairs shall have the following responsibilities:

a) Directing, monitoring, urging, and inspecting the implementation of this Circular; managing, storing, and sharing information on reports within the scope regulated by this Circular as prescribed.

b) Publishing the list of periodic reports within the scope of state management of the Ministry of Foreign Affairs on the Ministry's electronic portal as prescribed.

c) Building, managing, and operating the Ministry of Foreign Affairs' Reporting Information System to ensure connectivity with the Government's Reporting Information System.

d) Regularly reviewing the reporting systems and lists of periodic reports of the Ministry of Foreign Affairs to propose amendments and supplements to this Circular to meet the requirements of state management and comply with the principles and requirements set forth in Decree No. 09/2019/NĐ-CP dated January 24, 2019 of the Government on the reporting system of state administrative agencies. Reviewing and proposing competent authorities to issue normative legal documents to amend, supplement, or replace periodic reporting systems within the scope of state management of the Ministry of Foreign Affairs that are inconsistent with the principles and requirements set forth in Decree No. 09/2019/NĐ-CP dated January 24, 2019 of the Government on the reporting system of state administrative agencies and this Circular.

Article 11. Effective Date

1. This Circular takes effect from September 1, 2019.

2. During the implementation process, if there are any difficulties, agencies, organizations, and individuals are requested to promptly reflect them to the Ministry of Foreign Affairs for appropriate amendments and supplements.