Decision No. 15/2004/QĐ-BNV Issuing Regulations on Information Reporting System in the Civil Service Organization Sector

Article 1. The Decision hereby promulgates the Regulations on the reporting system in the State Organization sector.

Article 2. This Decision shall take effect fifteen days from the date of publication in the Official Gazette and shall replace previous regulations on the reporting system in the State Organization sector, except for the reporting system on civil servant statistics and administrative-servant salary funds issued together with Decision No. 28/2000/QĐ-BTCCBCP dated April 10, 2000 of the Minister, Head of the Civil Service Committee of the Government (now the Ministry of Home Affairs).

Article 3. Ministries, ministerial-level agencies, agencies under the Government, People's Committees of provinces and centrally governed cities shall be responsible for implementing this Decision.

REGULATIONS

REGULATIONS ON THE REPORTING SYSTEM IN THE STATE ORGANIZATION SECTOR
(Issued together with Decision No. 15/2004/QĐ-BNV dated March 2, 2004 of the Minister of Home Affairs)

Chapter 1:

GENERAL PROVISIONS

Article 1. To meet the information needs for leadership guidance and to build quarterly, six-monthly, annual reports and special topic reports, as well as urgent reports on various fields of work within the sector, units within the sector are required to strictly implement the reporting system in the State Organization sector.

Article 2. The scope of application of these Regulations:

2.1. Ministries, ministerial-level agencies, agencies under the Government;

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

Article 3. Main types of reports in the State Organization sector include:

3.1. Regular reports (including: quarterly reports, mid-year reports, annual summary reports);

3.2. Urgent reports;

3.3. Special topic reports.

Article 4. Requirements for information reporting:

- Truthful, objective, accurate, and comprehensive;

- Timely;

- Confidential;

- Sent to the correct recipients.

Article 5. Authority to sign reports: Directors of Provincial Home Affairs Departments of provinces and centrally governed cities; Heads of Personnel Departments (or equivalent positions) signing on behalf of the Minister, Heads of ministerial-level agencies, and agencies under the Government.

Chapter 2:

SPECIFIC PROVISIONS

A. SPECIFIC REGULATIONS ON THE REPORTING SYSTEM:

Article 6. Reports applicable for quarters 1 and 3 shall include the following contents:

- The situation and results of specialized tasks within the State Organization sector (organizational structure, staffing; civil service; establishment of associations, non-governmental organizations; administrative boundaries and local government construction; archival work, administrative reform, etc.) of ministries, sectors, and localities.

- The situation and results of implementing important decisions of the Government, Prime Minister, Minister of Home Affairs, Heads of ministries, sectors, and Chairpersons of People's Committees of provinces and centrally governed cities regarding issues within the State Organization sector.

- Advisory work on drafting proposals, regulatory documents, operational guidelines, and policies within the State Organization sector submitted to competent leaders for approval.

- Forecasting key tasks for the next quarter (key tasks and organizational measures for implementation).

- Recommendations and suggestions to the Minister of Home Affairs.

Reports must be sent to the Ministry of Home Affairs before the last day of the quarter, in two copies.

Article 7. Mid-year reports shall include the following contents:

Results of specialized tasks within the State Organization sector of ministries, sectors, and localities in the first six months of the year, specifically:

- Results of advisory work and drafting proposals, regulatory documents, operational guidelines, and policies within the State Organization sector submitted to competent leaders for approval.

- Results of implementing important decisions of the Government, Prime Minister, Minister of Home Affairs, Heads of ministries, sectors, and Chairpersons of People's Committees of provinces and centrally governed cities regarding issues within the State Organization sector.

- Evaluation of prominent situations and results of assigned functions and main activities of the unit; strengths and weaknesses; causes of shortcomings; recommendations for corrective measures.

- Forecasting key tasks within the State Organization sector of ministries, sectors, and localities for the last six months of the year and measures for implementation. Mid-year reports must be sent to the Ministry of Home Affairs before June 20, in two copies.

Article 8. Annual reports shall include the following contents:

- Reports need to reflect major contents similar to those in the mid-year report but must comprehensively and deeply evaluate the implementation of specialized tasks throughout the year, propose directions and tasks for the next year. Particularly, it must focus on evaluating and drawing lessons on leadership and management of the unit during the year; highlighting exemplary practices, innovations, and solutions for specialized tasks.

- Forecasting key tasks within the State Organization sector of ministries, sectors, and localities for the next year and organizational measures for implementation. Annual reports must be sent to the Ministry of Home Affairs before December 15, in two copies.

Article 9. Urgent reports:

In case of significant and urgent incidents in units or localities, heads of units must promptly report to the Minister of Home Affairs. Reports must clearly state: Summary of incident developments and causes, measures to address and prevent, results of handling, and recommendations to the Minister of Home Affairs. Incidents should be reported as they occur, without waiting until resolution.

Urgent reports must be sent to the Ministry of Home Affairs, in two copies.

Article 10. Special topic reports:

These are in-depth reports on specific tasks, fields of work, or important issues requiring summarization and evaluation for practical guidance within the State Organization sector. Such reports are carried out according to the requirements of the Minister or leadership of the Ministry of Home Affairs.

Heads of relevant units of the Ministry of Home Affairs shall notify and urge assigned units to prepare in accordance with content and time requirements.

Special topic reports must be sent to the Ministry of Home Affairs, in two copies.

Article 11. Statistical data compiled semi-annually and annually shall be implemented in accordance with Decision No. 28/2000/QĐ-BTCCBCP dated April 10, 2000 of the Civil Service Committee of the Government (now the Ministry of Home Affairs).

Article 12. Semi-annual reports, thematic reports, and urgent reports must be submitted via official correspondence to the Ministry of Home Affairs within the specified timeframe. In cases of necessity, they may also be sent via fax or transmitted over the Government Wide Area Network (CP NET) at the Ministry of Home Affairs' email address; simultaneously, the original report must be sent via official correspondence.

B. SPECIFIC PROVISIONS ON THE INFORMATION REPORTING SYSTEM FOR THE MINISTRY OF HOME AFFAIRS:

Article 13. Twice a year, the Ministry of Home Affairs compiles and sends to central ministries, departments, provincial People's Committees under direct central jurisdiction, reports on the first six months of work and annual comprehensive work reports for the State Organization sector.

Article 14. The Office of the Ministry of Home Affairs is responsible for informing units about important policies, decisions, and directives from the Minister regarding the performance of functions and tasks within the sector, as well as urgent tasks assigned by the Government and the Prime Minister.

Article 15. The Office of the Ministry of Home Affairs is responsible for regularly informing units within the sector about new regulatory legal documents issued by the Government, the Prime Minister, and the Minister of Home Affairs concerning the State Organization sector; organizing press conferences following the issuance of significant regulatory legal documents, regular or thematic press conferences with news agencies, radio and television stations to provide information about the sector's activities.

Article 16. Periodically, the Office of the Ministry of Home Affairs guides information dissemination, clearly stating reporting requirements for units within the sector to meet the information needs serving the direction and management of the Minister and leadership of the Ministry of Home Affairs.

Article 17. Heads of central ministries, departments, Chairpersons of provincial People's Committees under direct central jurisdiction shall, based on this Decision, specify detailed information reporting systems within their respective ministries, departments, and localities for areas within the State Organization sector, rectify and modernize information work, enhance the effectiveness of state management across all aspects and fields of work assigned.

Article 18. The Director of the Office of the Ministry of Home Affairs is responsible for urging and inspecting the implementation of this Decision, periodically reporting to the Minister on the situation of its implementation.

The results of implementing the provisions of this Decision serve as a basis for annual commendation and rewards.

During the implementation process, if there are unreasonable obstacles requiring amendments, supplements, or revocations, the Director of the Office shall conduct research and submit to the Minister for decision.

Article 19. Attached to this Decision are periodic report templates for central ministries, departments, and provinces under direct central jurisdiction regarding the State Organization sector.

Template No. 1 (Quarterly Report for Ministries, Departments)

                              , day...month...year...

Quarterly Work Report.

Quarter Work Plan...year...

I. SITUATION OF WORK IN THE QUARTER:

1. Implementation of tasks in various fields of State Organization work during the quarter:

- Organizational structure, staffing; Civil service; salary; training and development; administrative reform; archival work, etc. within the Ministry/Department.

2. Evaluation of the implementation of important decisions of the Government, the Prime Minister, and the Minister of Home Affairs, and heads of ministries and departments regarding issues related to State Organization.

3. Advisory work on building proposals, regulatory legal documents, business practices, and policies within the State Organization sector to be submitted to competent authorities for promulgation.

4. General evaluation:

- Implementation status and notable achievements,

- Strengths and main shortcomings.

II. PLANNED QUARTERLY WORK PLAN:

1. Key tasks.

2. Measures to organize implementation.

III. RECOMMENDATIONS AND PROPOSALS TO THE MINISTRY OF HOME AFFAIRS LEADERSHIP:

 (1) Name of ministry or department (example: Ministry of Health).

(2) Location of the unit's headquarters (Hanoi, day...month...year...)

(3) Authority to sign belongs to the Director or Deputy Director of the Personnel and Cadres Department of ministries and departments (if the recipient is a Bureau, then signed by the Bureau Chief or Deputy Bureau Chief) acting on behalf of the Minister, head of a ministry equivalent to a ministry, or agency under the Government.

(4) Secretary of the ministry or department submitting the report.

Template No. 2 (Six-Month Report for Ministries, Departments)

..., day...month...year...

Six-Month Work Report...,.

Six-Month Work Plan...

I. SITUATION OF SIX-MONTH WORK

1. Implementation of specialized tasks in the State Organization sector of the Ministry/Department in the first six months of the year (organizational structure, staffing; civil service; salary; training and development; administrative reform; archival work, etc. within the Ministry/Department.

2. Evaluation of the implementation of important decisions of the Government, the Prime Minister, and the Minister of Home Affairs, and heads of ministries and departments regarding issues related to State Organization.

3. Advisory work on building proposals, regulatory legal documents, business practices, and policies within the State Organization sector to be submitted to competent authorities for promulgation.

4. General evaluation:

- Implementation status and notable achievements,

- Strengths and main shortcomings.

- Reasons for strengths and weaknesses.

- Remedial measures.

II. KEY TASKS FOR THE LAST SIX MONTHS OF THE YEAR:

1. Main tasks in the State Organization sector of the Ministry/Department.

2. Measures to guide implementation.

III. RECOMMENDATIONS AND PROPOSALS TO THE MINISTRY OF HOME AFFAIRS LEADERSHIP:

(1) Name of ministry or department (example: Ministry of Health).

(2) Location of the unit's headquarters (Hanoi, day...month...year...)(3) Authority to sign belongs to the Director or Deputy Director of the Personnel and Cadres Department of ministries and departments (if the recipient is a Bureau, then signed by the Bureau Chief or Deputy Bureau Chief) acting on behalf of the Minister, head of a ministry equivalent to a ministry, or agency under the Government.

(4) Secretary of the ministry or department submitting the report.

* Six-month report attached with statistical annexes prescribed in Decision No. 28/2000/QĐ-BTCCBCP dated April 10, 2000 of the Minister, Head of the Personnel and Cadre Board of the Government (Ministry of Home Affairs).

Template No. 3 (Annual Report for Ministries, Departments)

..., day...month...year...

Annual Work Report...,

and Annual Task Plan...

I. RESULTS OF IMPLEMENTING ANNUAL TASKS...

1. Implementation of specialized tasks in the State Organization sector of the Ministry/Department throughout the year (organizational structure, staffing; civil service; salary; training and development; administrative reform; archival work, etc. within the Ministry/Department.

2. Advisory work on drafting proposals, regulatorydocuments, professional documents, and policies within the domain of StateOrganization to be submitted to competent authorities for issuance.

3. The implementation status of guidelines, policiesand important decisions of the Government, Prime Minister, Minister of HomeAffairs, and Heads of Ministries and sectors regarding State Organizationissues.

4. A thorough and comprehensive evaluation of theimplementation of tasks during the year:

- Overall outstanding results, level of completioncompared to the plan;

- Innovative initiatives and exemplary cases;

- Strengths and main weaknesses;

- Reasons for strengths and weaknesses (deficiencies);

- Lessons learned from organizing and implementingwork;

- Remedial measures.

II. TASKS AND WORK FOR THE YEAR...

- Forecasting major tasks within the domains of StateOrganization for the Ministry and sector.

- Measures for organizing and directing theimplementation.

III. RECOMMENDATIONS AND PROPOSALS TO THE MINISTRY OF HOME AFFAIRS LEADERSHIP:

(1) Name of the Ministry or Sector (for example:Ministry of Health)..(2) Location of the reporting unit's headquarters (Hanoi,day...month...year...)

(3) Authority to sign belongs to the Director or Deputy Director of the Personnel and Cadres Department of ministries and departments (if the recipient is a Bureau, then signed by the Bureau Chief or Deputy Bureau Chief) acting on behalf of the Minister, head of a ministry equivalent to a ministry, or agency under the Government.

(4) Secretary of the ministry or department submitting the report.

* Annual report attached with statistical annexes asprescribed in Decision No. 28/2000/QĐ-BTCCBCP dated April 10, 2000, of theMinister, Head of the Civil Service Committee of the Government (Ministry ofHome Affairs).

Model 4 (Quarterly Report for Localities)

..., day...month...year...

Quarterly Work Report,

Quarter Plan for the year...

I. SITUATION OF WORK IN THE QUARTER:

1. Implementation status of key specialized tasksunder the domain of State Organization: - Organizational structure, staffing;association work;

- Civil service, civil servant (recruitment, training,salary adjustment, and implementation of systems and policies...).

- Administrative boundaries;

- Administrative reform;

- Building grassroots administration (implementingdemocratic regulations...)...

2. Implementation status of important decisions ofthe Government, Prime Minister, Minister of Home Affairs, and Chairmen ofProvincial People's Committees regarding issues under the domain of StateOrganization.

3. Advisory work on building proposals, regulatory legal documents, business practices, and policies within the State Organization sector to be submitted to competent authorities for promulgation.

4. Evaluation of quarterly work results (strengthsand main weaknesses, causes, and solutions).

II. PLANNED QUARTERLY WORK PLAN:

1. Key tasks,

2. Implementation organization measures

III. RECOMMENDATIONS AND PROPOSALS TO THE MINISTRY OF HOME AFFAIRS LEADERSHIP:

 (1) Province or city name (example: NamDinh Province: People's Committee of Nam Dinh Province)..(2) Location of thereporting unit's headquarters (Example: Nam Dinh, day...month...year...)

(3) Authority to sign belongs to the Director orDeputy Director of the Department of Home Affairs

(4) Reporting agency's secretary..

Model 5 (Mid-Year Report for Localities)

..., day...month...year...

Mid-Year Work Report...

and tasks for the last six months of the year...

I. SITUATION OF MID-YEAR WORK:

1. Implementation status of key specialized tasksunder the domain of State Organization of the Ministry and sector in the firstsix months of the year in the province or centrally-administered city(Organizational structure, staffing; association management; civil servants,civil service; administrative boundaries; building grassroots administration;administrative reform; etc.)

2. Implementation status of important decisions ofthe Government, Prime Minister, Minister of Home Affairs, and Chairmen ofProvincially-administered Municipal People's Committees regarding issues underthe domain of State Organization.

3. Results of advisory work on drafting proposals,regulatory documents, professional documents, and policies within the domainof State Organization to be submitted to competent authorities for issuance.

4. Comprehensive evaluation of outstanding results,weaknesses, deficiencies, causes, and solutions.

II. FORECASTED TASKS FOR THE LAST SIX MONTHS OF THEYEAR:

- Major and key tasks,

- Measures for directing implementation

III. RECOMMENDATIONS AND PROPOSALS TO THE MINISTRY OF HOME AFFAIRS LEADERSHIP:

 (1) Province or city name (example: NamDinh Province: People's Committee of Nam Dinh Province).

(2) Location of the reporting unit's headquarters(Example: Nam Dinh, day...month...year...)

(3) Authority to sign belongs to the Director orDeputy Director of the Department of Home Affairs

(4) Reporting agency's secretary.

* Six-month report attached with statistical annexes prescribed in Decision No. 28/2000/QĐ-BTCCBCP dated April 10, 2000 of the Minister, Head of the Personnel and Cadre Board of the Government (Ministry of Home Affairs).

.Model 6 (Annual Report for Localities)

..., day...month...year...

Annual Work Report...,

and tasks for the year...

I. RESULTS OF IMPLEMENTING ANNUAL TASKS...

1. Implementation status of specialized tasks underthe domain of State Organization (organizational structure, staffing; civilservice, civil servant; salary; training; administrative reform; recordkeeping,etc.) in the province or city. 2. Advisory work on drafting proposals,regulatory documents, professional documents, and policies within the domain ofState Organization to be submitted to competent authorities for issuance.

3. Implementation status of guidelines, policiesand important decisions of the Government, Prime Minister, Minister of HomeAffairs, and Chairmen of Provincially-administered Municipal People'sCommittees regarding issues under the domain of State Organization.

4. A thorough and comprehensive evaluation of theimplementation of tasks during the year:

- Overall outstanding results, level of completioncompared to the plan;

- Innovative initiatives and exemplary cases;

- Strengths and main weaknesses;

- Reasons for strengths and weaknesses (deficiencies);

- Lessons learned from organizing and implementingwork;

- Remedial measures.

II. TASKS AND WORK FOR THE YEAR...

- Forecasting major tasks within the domains of StateOrganization for the Ministry,

sector.

- Measures for organizing and directing theimplementation.

III. Recommendations and proposals to the leadershipof the Ministry of Home Affairs:

 (1) Province or city name (example: NamDinh Province: People's Committee of Nam Dinh Province)..(2) Location of thereporting unit's headquarters (Example: Nam Dinh, day...month...year...)

(3) Authority to sign belongs to the Director orDeputy Director of the Department of Home Affairs

(4) Reporting agency's secretary.

* Annual report attached with statistical annexes asprescribed in Decision No. 28/2000/QĐ-BTCCBCP dated April 10, 2000, of theMinister, Head of the Civil Service Committee of the Government (Ministry ofHome Affairs).