Circular No. 08/2019/TT-BNV stipulates the reporting system for the civil service sector

Pursuant to Decree No. 34/2017/NĐ-CP dated April 3, 2017 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;

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

BASED ON Decision No. 28/2018/QĐ-TTg dated July 12, 2018 of the Prime Minister on sending and receiving electronic documents among agencies within the state administrative system.

AT THE PROPOSAL OF THE HEAD OF THE MINISTRY OF HOME AFFAIRS’ OFFICE,

The Minister of Home Affairs issues this Circular stipulating the reporting system for civil service work.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

1. This Circular stipulates the principles, authority, and requirements for issuing the reporting system for the Home Affairs sector's work; guides the components of some periodic reporting systems; specifies the responsibilities of agencies and organizations in implementing the reporting system for the Home Affairs sector's work.

2. This Circular does not regulate the reporting system for statistical reports, confidential reports, and internal reports within each related administrative agency concerning the Home Affairs sector.

3. Matters related to the implementation of the reporting system for the Home Affairs sector's work that are not specified in this Circular shall be implemented according to relevant regulations in Government Decree No. 09/2019/NĐ-CP dated January 24, 2019 on the reporting system of administrative agencies (hereinafter referred to as Decree No. 09/2019/NĐ-CP).

Article 2. Applicability

1. Ministries, ministerial-level agencies, and agencies under the Government.

2. People's Committees of provinces and centrally governed cities.

Article 3. Types of reporting systems for the Home Affairs sector's work issued by competent authorities (as stipulated in Article 5 of this Circular and Article 6 of Decree No. 09/2019/NĐ-CP) are established.

1. The periodic reporting system for the Home Affairs sector's work is a reporting system established to meet the need for comprehensive information to serve the guidance and management functions of the Ministry and the Home Affairs sector, carried out according to a defined cycle and repeated multiple times.

2. The specialized reporting system for the Home Affairs sector's work is a reporting system established to meet the need for specialized information on a specific topic within the Home Affairs sector to serve the guidance and management functions of the Ministry and the Home Affairs sector, and must be implemented once or more within a certain period.

3. The ad hoc reporting system for the Home Affairs sector's work is a reporting system established to meet the need for information on issues arising suddenly within the Home Affairs sector.

Chapter II

REGULATIONS ON THE ISSUANCE OF REPORTING SYSTEMS; GUIDELINES FOR THE COMPONENTS OF SOME PERIODIC REPORTING SYSTEMS FOR THE HOME AFFAIRS SECTOR'S WORK

Section 1. PRINCIPLES, AUTHORITY TO ISSUE AND CONTENT OF THE REPORTING SYSTEM FOR THE HOME AFFAIRS SECTOR'S WORK

Article 4. Principles for Issuing the Reporting System for Civil Service Work

1. Ensuring timely, accurate, and complete information provision to effectively support management, guidance, and control activities of competent authorities in the Home Affairs sector; serving as a basis for the Government, the Prime Minister, and the Ministry of Home Affairs to properly implement the reporting system to the National Assembly and the Standing Committee of the National Assembly; serving as a basis for provincial People's Councils to implement the reporting system to their respective People's Councils in the Home Affairs sector.

2. The content of the reporting system for the Home Affairs sector's work must comply with provisions in related documents issued by competent agencies and individuals.

3. The reporting system for the Home Affairs sector's work can only be issued when truly necessary to serve the management, guidance, and control objectives of competent authorities in the Home Affairs sector.

4. The reporting system for the Home Affairs sector's work must be consistent with the issuance authority stipulated in Article 5 of this Circular and Article 6 of Decree No. 09/2019/NĐ-CP; the reporting subjects must be clear, unified, synchronized, feasible, and non-overlapping with other reporting systems. Minimize the number and frequency of reports to save time, costs, and human resources in implementing the reporting system for the Home Affairs sector's work.

5. Data required to be reported in the implementation of the reporting system for the Home Affairs sector's work must be consistent and unified in concepts, calculation methods, and units of measurement to ensure ease of consolidation, sharing, exploitation, and utilization of report information.

6. Promote the application of information technology in implementing the reporting system for the Home Affairs sector's work, moving towards transitioning from paper-based reports to electronic document-based reports. Strengthen discipline and order in implementing the reporting system and cooperation in sharing report information on the Home Affairs sector's work.

Article 5. Authority to Issue Reporting Systems for Civil Service Work

1. The Minister of Civil Affairs shall issue or submit to the Government or the Prime Minister for issuance reporting systems for regular, special, and urgent work within the scope of civil service management to request ministries, ministerial-level agencies, government agencies, provincial People's Committees, and centrally governed city People's Committees to implement nationwide.

2. Provincial People's Committees and centrally governed city People's Committees shall issue regular, special, and urgent reporting systems on civil service work to request subordinate administrative agencies and organizations and individuals related within their respective areas of management to implement.

Article 6. Content of Reporting Systems for Civil Service Work

The content of reporting systems for civil service work includes components as prescribed in Article 7 of Decree No. 09/2019/ND-CP.

Article 7. General Requirements for Issuing Reporting Systems for Civil Service Work

General requirements for issuing reporting systems for civil service work shall be implemented according to the provisions of Article 8 of Decree No. 09/2019/ND-CP.

Article 8. Specific Requirements for Issuing Various Types of Reporting Systems for Civil Service Work

1. Requirements for Issuing Reporting Systems for Urgent Civil Service Work

a) Reporting systems for urgent civil service work shall be issued in administrative documents of competent authorities.

b) Reporting systems for urgent civil service work must include minimum content components as stipulated in Clause 2 of Article 9 of Decree No. 09/2019/ND-CP.

2. Requirements for Issuing Reporting Systems for Special Civil Service Work

a) Reporting systems for special civil service work shall be issued in legal normative documents or administrative documents of competent authorities.

b) Reporting systems for special civil service work must include minimum content components as stipulated in Clause 2 of Article 10 of Decree No. 09/2019/ND-CP.

3. Requirements for Issuing Reporting Systems for Regular Civil Service Work

a) Reporting systems for regular civil service work must be issued in legal normative documents of competent authorities.

b) Reporting systems for regular civil service work must include minimum content components as stipulated in Clause 2 of Article 11 of Decree No. 09/2019/ND-CP.

Article 9. Time for Finalizing Data in Reporting Systems for Regular Civil Service Work

The time for finalizing data in reporting systems for regular civil service work shall be carried out according to the provisions of Article 12 of Decree No. 09/2019/ND-CP.

Article 10. Deadline for Submitting Reports in Reporting Systems for Regular Civil Service Work

The deadline for submitting regular civil service work reports must be based on specific requirements for report information and reporting entities to align with the provisions of Clause 1 of Article 13 of Decree No. 09/2019/ND-CP.

Section 2. GUIDELINES FOR COMPONENTS OF CERTAIN REGULAR REPORTING SYSTEMS FOR CIVIL SERVICE WORK

Article 11. Reporting System for Mid-Year Work Summary

1. Report Name: Results of the First Half Year's Work, Directions and Tasks for the Second Half Year (reporting year) in Civil Service.

2. Content Required in Reports

a) Summarize the situation, assess progress, and results of tasks in each field of civil service work including: Results of advisory work on drafting proposals, legal norms, business regulations, and policies in the civil service sector; results and progress in implementing decisions and policies of competent authorities in the civil service sector; planning and program implementation.

b) Advisory work assisting leaders of ministries, sectors, and localities in directing, managing, and coordinating work among units under ministries, sectors, and localities in implementing civil service work.

c) Inspection, supervision, citizen reception, suggestions, complaints, and anti-corruption work in the civil service sector.

d) Assess advantages, difficulties, and obstacles in task implementation; identify strengths and weaknesses and analyze causes.

đ) Propose plans and tasks for the second half year (reporting year); organizational measures for implementation, lessons learned, and recommendations to competent authorities (if any).

a) Ministries, ministerial-level agencies, agencies under the Government.

a) Ministries, ministerial-level agencies, and government agencies.

b) People's Committees of provinces and centrally-administered cities.

Ministry of Justice, No. 60 Tran Phu Street, Ba Dinh District, Hanoi City.

Ministry of Civil Affairs (address: No. 08 Ton That Theu Street, Nam Tu Liem District, Hanoi City).

5. Method of Sending and Receiving Reports.

Reports in electronic form with digital signatures of authorized persons shall be sent to the Ministry of Civil Affairs at the national document interconnection address.

6. Frequency of Reporting.

Once per year.

7. Deadline for Submission: Before June 10th of the reporting year.

8. Outline of the Report

a) For ministries, ministerial-level agencies, and government agencies: Follow the outline template in Appendix No. 01.

b) For provincial People's Committees and centrally governed city People's Committees: Follow the outline template in Appendix No. 02.

Article 12. Annual Work Summary Reporting System

1. Report Name: Annual Work Results (year of report implementation), Directional Tasks for the Following Year (the year immediately following) of the Civil Service Sector.

2. Content of Reports

a) Implement according to the provisions set forth in Points a, b, c, and d Clause 2 Article 11 of this Circular.

b) Propose plans and tasks for the immediately following year of the reporting period; organizational measures for implementation, lessons learned, and recommendations and proposals to competent authorities (if any).

a) Ministries, ministerial-level agencies, agencies under the Government.

a) Ministries, ministerial-level agencies, and government agencies.

b) People's Committees of provinces and centrally-administered cities.

Ministry of Justice, No. 60 Tran Phu Street, Ba Dinh District, Hanoi City.

Ministry of Civil Affairs (address: No. 08 Ton That Theu Street, Nam Tu Liem District, Hanoi City).

5. Method of Sending and Receiving Reports.

Implement according to the provisions set forth in Clause 5 Article 11 of this Circular.

6. Frequency of Implementation

Once per year.

7. Deadline for submitting the report: Before December 10 of the reporting year.

8. Outline of the Report

a) For ministries, ministerial-level agencies, and government agencies: Implement according to the outline template at Appendix No. 03.

b) For provincial People's Committees and municipal People's Committees directly under the central government: Implement according to the outline template at Appendix No. 04.

Article 13. Reporting Systems for Regular Work of the Civil Service Sector Not Specified in this Circular

1. For regular work reporting systems of the Civil Service Sector that are currently in effect pursuant to regulations stipulated in normative legal documents issued by the Government and the Prime Minister, implement according to the provisions set forth in Clause 3 Article 32 Decree No. 09/2019/NĐ-CP.

2. Regular work reporting systems for the Civil Service Sector issued by the Minister of Civil Service before this Circular takes effect shall continue to be valid until they are amended, supplemented, replaced, or abolished.

3. Regular work reporting systems for the Civil Service Sector issued after this Circular takes effect must comply with the principles and requirements stipulated in Decree No. 09/2019/NĐ-CP and this Circular.

Chapter III

IMPLEMENTATION

Article 14. Effective Date

This Circular takes effect from July 25, 2019, and replaces Circular No. 06/2016/TT-BNV dated November 24, 2016, issued by the Minister of Civil Service on the information and reporting system for the Civil Service Sector.

Article 15. Responsibility for Implementation

1. Ministries, ministerial-level agencies, government agencies; Provincial People's Committees and municipal People's Committees directly under the central government have the responsibility to organize the strict implementation of the Civil Service Sector's work reporting systems as stipulated in normative legal documents of competent authorities and this Circular.

2. The Ministry of Home Affairs shall be responsible for:

a) Guide, monitor, urge, and inspect the implementation of this Circular; manage, store, and share Civil Service Sector work reports according to regulations. By December 25 each year, compile the situation of implementing the reporting systems specified in Articles 11 and 12 of this Circular as a basis for rewarding within the Civil Service Sector.

b) Announce the List of Regular Reports prescribed in normative legal documents issued by the Minister of Civil Service or advise competent authorities to issue them on the Ministry of Civil Service's electronic portal according to regulations.

c) Compile and prepare Mid-Year Work Summary Reports (before June 25) and Annual Work Summary Reports (before December 25) of the Civil Service Sector to submit to the Government, the Prime Minister, and send to central ministries, sectors, and provincial People's Committees and municipal People's Committees directly under the central government to provide information.

d) Develop and operate the Civil Service Sector's Information Reporting System ensuring connectivity with the Government's Information Reporting System.

đ) Review and propose competent authorities to issue normative legal documents amending, supplementing, or replacing regular work reporting systems within the Civil Service Sector's state management functions that are inconsistent with the principles and requirements of Decree No. 09/2019/NĐ-CP and this Circular.

3. During the implementation process, if there are difficulties, please reflect them to the Ministry of Civil Service for consolidation, consideration, and resolution./.