Circular No. 123/2011/TT-BTC guides the management and exploitation of the State Asset Registration Management Software.

CIRCULAR

Guidelines for managing and operating the State Asset Registration Management Software

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Pursuant to the Law on Management and Use of State Assets 2008;

Pursuant to Decree No. 52/2009/NĐ-CP dated June 3, 2009 of the Government detailing and guiding the implementation of certain provisions of the Law on Management and Use of State Assets;

Pursuant to Decree No. 64/2007/NĐ-CP dated April 10, 2007 of the Government on the application of information technology in state agency activities;

Pursuant to Decree No. 26/2007/NĐ-CP dated February 15, 2007 of the Government detailing the implementation of the Law on Electronic Transactions regarding digital signatures and digital signature certification services;

Pursuant to the Decree No. 118/2008/NĐ-CP dated November 27, 2008 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Finance;

The Ministry of Finance provides guidelines for managing and operating the State Asset Registration Management Software as follows:

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular stipulates the management and operation of the State Asset Registration Management Software (hereinafter referred to as the Software).

Article 2. Applicability

Article 1. The subjects to which this Circular applies include:

a) Ministry of Finance;

b) Financial agencies or other agencies entrusted with the task of receiving and managing declarations of state assets (collectively referred to as financial agencies), information technology management agencies or agencies with functions related to information technology management (collectively referred to as information technology management agencies) of Ministries, ministerial-level agencies, government agencies, central agencies of political organizations, political-social organizations, political-social-professional organizations, social organizations, social-professional organizations, and other central agencies (collectively referred to as Ministries, central agencies); Provincial Departments of Finance under the Central Government;

c) Other agencies, organizations, units related to the management of the Software, declaration, login, standardization of data in the Software, and exploitation and use of information in the National Database on State Assets.

Article 2. This Circular does not apply to military units, agencies representing Vietnam abroad.

Article 3. Definitions

1. The State Asset Registration Management Software is an online public financial service application supporting the Ministry of Finance, Ministries, central agencies, provinces, centrally-administered cities to implement:

a) Digitizing the process of declaring state asset status at agencies, organizations, units in accordance with laws on the management and use of state assets;

b) Monitoring changes (increase, decrease, change of information) in state assets that must be declared;

c) Printing declarations of state asset status, comprehensive reports on the declaration status of state assets;

d) Summarizing the management and use of state assets nationwide, by each Ministry, central agency, province, centrally-administered city, and each agency, organization, unit to form the National Database on State Assets in accordance with laws on the management and use of state assets.

2. Digital certificate applies to the Software is an electronic certificate provided by the Government Cryptographic Agency (digital signature certification service) to ensure the security of the Software.

3. An encryption key storage device (eToken) is an electronic device used to store digital certificates and user encryption keys.

4. Software Administrator is an officer, civil servant, or staff member of the Ministry of Finance, financial agencies of Ministries, central agencies, Provincial Departments of Finance under the Central Government assigned by the head of the unit to manage and operate the Software. Each software manager is issued a digital certificate.

5. Software User (referred to as User) is an officer, civil servant, or staff member of agencies, organizations, units participating in using the Software, registered and granted access to the Software according to a specific role to perform tasks assigned by the heads of units as stipulated in Clause 1, Article 2 of this Circular. Users are issued an account (including: username and password) created by the System Administrator to access the Software.

Article 4. Conditions for operating the Software

1. Computers of users at Ministries, central agencies must be connected to the Internet, while computers of users at Provincial Departments of Finance under the Central Government must be connected to the Ministry of Finance's communication infrastructure or the Internet.

2. Computers must be installed with the Windows operating system, antivirus software, and regularly updated with new virus definitions and security patches for the operating system.

3. Information entered into the Software must use the Unicode TCVN 6909:2001 font and Vietnamese tone marks. Texts in fonts other than Unicode must be converted to the Unicode TCVN 6909:2001 format before being loaded into the Software.

4. For users who are provided with digital certificate devices, in addition to the conditions specified in Clauses 1, 2, and 3 of this Article, their computers must be installed with the secret key storage device management software (eToken) provided by the Government Cryptographic Agency along with the device and connected to the Ministry of Finance's communication infrastructure or the Internet. Users are provided with eToken and eToken passwords for security purposes.

Chapter II

SPECIFIC PROVISIONS

Article 5. Technical Management

1. The Ministry of Finance shall be responsible for:

a) Managing, maintaining, and ensuring technical smooth operation of the system;

b) Ensuring technical security, storage, and data confidentiality of state assets installed at the Ministry of Finance;

c) Providing guidance on handling technical issues arising during the use of the Software; sharing timely and accurate information about state asset data to enable units to exploit and use it effectively; securing shared information;

d) Developing technical infrastructure, building, and upgrading the Software to meet technological changes and changing business requirements;

e) Ensure the accuracy of the shared catalog code sets, ready to meet the requirements for synchronization with the Software;

g) Compile the needs for issuance, change, and revocation of digital certificates and submit them to the Government Office; implement the handover of digital certificates to software management staff.

2. Information technology management agencies of Ministries, central agencies, Provincial Departments of Finance under the Central Government are responsible for ensuring the operational conditions of the Software as stipulated in Article 4 of this Circular.

Article 6. Business Management

1. The Ministry of Finance shall be responsible for:

a) Establishing requirements for asset declaration reporting procedures consistent with laws on the management and use of state assets in each period as a basis for building and upgrading the Software;

b) Organizing training for agencies, organizations, units implementing data entry, review, standardization in the Software, exploitation, and use of information in the Database and related operations;

c) Exploiting the State Asset Database to serve planning work (short-term, long-term), directing and controlling work, reporting, analysis, forecasting by the Government, the Ministry of Finance, and other competent state agencies.

2. Financial agencies of Ministries, central agencies, Provincial Departments of Finance under the Central Government are responsible for ensuring the entry, review, and standardization of data in the Software in accordance with laws on the management and use of state assets and the guidance of the Ministry of Finance, ensuring the confidentiality of the data.

Article 7. Management of Digital Certificates

1. Digital certificates shall be issued to software management staff belonging to the Ministry of Finance, financial agencies of Ministries, central agencies; provincial Departments of Finance under the direct jurisdiction of the Central Government;

2. Software managers must declare information for issuing digital certificates according to the prescribed form of the Ministry of Home Affairs to be compiled by the Ministry of Finance and coordinated with the Government Cryptographic Agency to handle the issuance of digital certificates.

In case of loss, damage, non-use, or change of software managers, the agencies, organizations, units managing software managers must promptly inform the Ministry of Finance and take appropriate measures.

3. The management of digital certificates shall be carried out in accordance with the provisions of Circular No. 05/2010/TT-BNV dated July 1, 2010, issued by the Ministry of Home Affairs guiding the provision, management, and use of specialized digital signature authentication services for agencies under the political system.

Article 8. Data Entry, Review, and Standardization in the Software

1. Unit Code Identification:

a) Based on the unit code related to the budget from the General List of the Ministry of Finance, financial authorities of ministries, central agencies, provincial Departments of Finance under the central government shall transfer all unit codes related to the budget to the unit codes in the software, while rechecking the transferred code system to ensure accuracy and completeness of unit information.

b) For units with state assets that must declare and report but do not have a unit code related to the budget, financial authorities of ministries, central agencies, provincial Departments of Finance under the central government shall be responsible for identifying the codes of these units in the software to implement declaration registration.

The method of identifying unit codes in the software shall be carried out according to the User Guide of the Software issued in September 2009 by the Ministry of Finance.

c) Financial authorities of ministries, central agencies, provincial Departments of Finance under the central government shall regularly check and review unit codes to avoid duplication, and close the unit number for units with decisions to terminate operations, dissolution, merger, or consolidation.

2. Data Entry for Assets:

a) Based on the Declaration Form, accompanying documents, or files of data on houses, land at workplaces, public service bases; cars; other assets with original value recorded in accounting books of 500 million VND or more per asset of units under their management, financial authorities of ministries, central agencies, provincial Departments of Finance under the central government shall verify the completeness, accuracy, and reasonableness of the data; carry out data entry and approval (including initial balance and asset changes) into the software; regularly or upon request of authorized agencies, conduct comprehensive and accurate verification and standardization of entered data; if the reported data by agencies, organizations, and units are incomplete, inaccurate, or unreasonable, require them to review and correct before approving the asset into the Database.

b) Based on actual conditions, financial authorities of ministries, central agencies, provincial Departments of Finance under the central government shall report to ministries, central agencies, Chairmen of People's Committees of provinces and centrally-administered cities for consideration and decision on delegating data entry to some second-level units (General Departments, specialized agencies, Provincial Health Departments, Provincial Education and Training Departments, District Financial Planning Offices, towns, counties, and equivalent units) with large amounts of assets, frequent changes, or already delegated authority to decide on procurement, investment construction for assets required to be declared. Such delegation must be uniformly agreed in writing by the Ministry of Finance.

Strictly prohibit intentional declaration, entry, and approval of asset data contrary to regulations, causing distortion of asset figures. In case of deliberate violation, the violator shall be subject to disciplinary action or administrative handling in accordance with the law.

3. Approval of Asset Data:

Each financial authority of ministries, central agencies, provincial Departments of Finance under the central government shall be granted one Digital Certificate by the Government Cryptographic Agency for software administrators to approve asset data into the National Database on State Assets. If ministries, central agencies, provinces, and centrally-administered cities have large amounts of assets, significant annual changes, or have delegated authority to decide on procurement, investment construction, and asset disposal for assets required to be declared to heads of subordinate units, provincial departments, and district-level People's Committees, they may be granted additional Digital Certificates upon request of ministries, central agencies, provincial Departments of Finance, and the Ministry of Finance.

4. The Ministry of Finance shall be responsible for guiding, inspecting, and urging progress in data entry; coordinating inspections and reviews to standardize data.

Article 9. Utilization of Information

1. The Ministry of Finance shall have the right to utilize information on state assets nationwide in the National Database on State Assets.

2. Ministries, central agencies, provincial Departments of Finance under the Central Government have the right to utilize information on state assets of agencies, organizations, units within their jurisdiction in the National Database on State Assets.

3. Agencies, organizations, units that declare assets in the Software have the right to utilize information on state assets of their own agency, organization, unit and subordinate units in the National Database on State Assets.

4. The delegation of rights to utilize information on state assets to agencies, organizations, units as stipulated in Clause 3 of this Article shall be decided by the Heads of financial agencies of Ministries, central agencies, and Directors of Provincial Departments of Finance under the Central Government.

Article 10. Use of Information

1. Information stored in the Database shall be used for:

a) To implement annual reports on the management and utilization of state assets in accordance with the Law on Management and Utilization of State Assets and other related reports as required by competent state authorities;

b) As a basis for preparing budgets, reviewing final accounts, deciding, inspecting, auditing, supervising investment construction, procurement, upgrading, renovation, repair, use, disposal (recovery, sale, transfer, liquidation, destruction) of state assets.

2. It is strictly prohibited to use data on state assets in the Software for personal purposes without permission from competent state authorities. In case of intentional violation, the violator will be subject to disciplinary action or administrative handling in accordance with the provisions of the law.

3. Ministries, central agencies, People's Committees of provinces and centrally-administered cities shall specify the coordination in providing information for inspection and verification of the results of entering asset data into the Software and using information stored in the Database for the purposes specified in Clause 1 of this Article.

Article 11. Funding for Management and Utilization of the Software

Clause 1. The funding for the construction, upgrading, and maintenance of the Software shall be allocated in the annual state budget estimate of the Ministry of Finance.

2. Funding for data entry and review in the Software shall be allocated in the annual budget estimates of Ministries, central agencies, and provincial Departments of Finance under the Central Government. The maximum expenditure level for data entry, review, and standardization of state asset data by the implementing unit shall be 50% of the data entry expenditure level prescribed in Clause 1 of Section II Part II Circular No. 137/2007/TT-BTC dated November 28, 2007 of the Ministry of Finance guiding the expenditure levels for creating electronic information and amendments (if any).

Chapter III

IMPLEMENTATION

Article 12. Effective Date

1. This Circular takes effect from October 15, 2011.

2. Ministries, ministerial-level agencies, government agencies, central agencies of political organizations, political-social organizations, occupational-political-social organizations, social organizations, occupational-social organizations, and other central agencies, People's Committees of provinces and centrally-administered cities shall be responsible for directing relevant agencies, organizations, and units to implement this Circular.

During implementation, if any difficulties arise, agencies, organizations, and units are requested to promptly report to the Ministry of Finance for coordinated resolution./.