Circular No. 184/2014/TT-BTC guides the management, use, and exploitation of the State Asset Registration Management Software.

CIRCULAR

Guidelines for managing, using, and exploiting

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 Property;

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

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 Decree No. 215/2013/NĐ-CP dated December 23, 2013, promulgated by the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Finance;

At the proposal of the Director of the State Asset Management Agency,

The Minister of Finance issues this Circular guiding the management, use, and exploitation of the State Asset Registration Management Software.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular guides the management, use, and exploitation of the State Asset Registration Management 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 reports on the declaration of state assets, reports on the declaration of assets of projects funded by state capital (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, agencies at the level of ministries, government agencies, central agencies of political organizations, political and social organizations, political and 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) Agencies, organizations, units, Project Management Boards using state capital (including project sponsors and project managers in cases where a Project Management Board is not established) related to the reporting and declaration, data entry, 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 (hereinafter referred to as the Software) is an online public financial service application supporting the Ministry of Finance, Ministries, central agencies, provinces, centrally-administered municipalities to implement:

a) Digitizing the process of declaring state assets, assets of projects funded by state capital at agencies, organizations, units, Project Management Boards using state capital (hereinafter referred to as Project Management Boards) in accordance with laws on the management and use of state assets;

b) Monitoring changes (increase, decrease, change of information) in various types of state assets, assets of projects funded by state capital that must be declared; monitoring the expiration date of projects, the handling of assets of projects funded by state capital when projects end;

c) Exporting declarations of state assets, assets of projects funded by state capital; comprehensive reports on the declaration of state assets, assets of projects funded by state capital;

d) Summarizing the management and use of state assets, assets of projects funded by state capital nationwide, within each Ministry, central agency, province, centrally-administered municipality, each agency, organization, unit, Project Management Board to form the National Database on State Assets in accordance with laws on the management and use of state assets.

2. Digital certificate Digital certificates used to exploit the Software and approve electronic reports are digital certificates issued by the General Office of the Government from the specialized electronic authentication system serving agencies within the political system in accordance with state regulations to ensure the confidentiality 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 Administrator is issued a digital certificate.

5. Software User (referred to as User) is an officer, civil servant, or staff member of agencies, organizations, units, Project Management Boards using the Software, registered and having access rights 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: login name and password) created by the System Administrator.

Article 4. Conditions for operating the Software

1. Computers of Users at Ministries, central agencies must be connected to the Internet, while those at Provincial Departments of Finance under the Central Government must be connected to the communication infrastructure of the Ministry of Finance or the Internet. Users are issued an account (including: login name and password) to access the Software.

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 accents. Texts in fonts other than Unicode must be converted to the Unicode TCVN 6909:2001 format before being uploaded into the Software.

4. For users who are provided with digital certificate devices, in addition to the conditions stipulated in Clauses 1, 2, and 3 of this Article, their computers must be installed with eToken management software provided by the General Office of the Government along with the device and connected to the communication infrastructure of the Ministry of Finance 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 confidentiality of state asset data stored at the Ministry of Finance;

c) Guiding the resolution of technical issues arising during the use of the Software; sharing timely and accurate information about data to enable agencies, organizations, units, Project Management Boards to effectively exploit and use the information; 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. The information technology management agencies of Ministries, central agencies, provincial Departments of Finance under the direct jurisdiction of the central government shall be 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) Develop requirements for state asset declaration reports and project assets using state capital in accordance with the laws on the management and use of state assets during each period, serving as a basis for building and upgrading the Software;

b) Organize training and support for agencies, organizations, units, and project management boards to enter, review, standardize data in the Software, exploit, and utilize information in the Database, and other related business processes;

c) Exploit the Database on state assets and project assets using state capital to serve planning work (short-term and long-term), directive and administrative tasks, reporting, analysis, and forecasting by the Government, the Ministry of Finance, and relevant state agencies;

2. Financial agencies of Ministries, central agencies, provincial Departments of Finance under the direct jurisdiction of the Central Government shall be responsible for ensuring the entry, review, and standardization of data in the Software in accordance with the 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 management staff must declare registration information for digital certificate issuance according to Model No. 01 promulgated together with Circular No. 05/2010/TT-BNV dated July 1, 2010, of the Ministry of Home Affairs guiding the provision, management, and use of specialized digital signature authentication services for agencies within the political system, to be submitted to the Ministry of Finance for consolidation and coordination with the Government Office to process the issuance of digital certificates. The maximum time limit for software management staff to receive digital certificates shall not exceed three working days from the date the Government Office issues the digital certificates;

In case the device storing the secret key is lost, damaged, unusable, or there is a change in software management staff, the agency, organization, or unit managing the software management staff must report to the Ministry of Finance within three working days from the date of discovery of loss, damage, unavailability, or change in software management staff to take appropriate measures. If a new digital certificate must be issued, the reissuance procedure will be carried out as the initial issuance procedure;

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

Article 8. Unit Code Identification in the Software

1. Based on the unit code related to the budget in the shared catalog of the Ministry of Finance, financial agencies of Ministries, central agencies, provincial Departments of Finance under the direct jurisdiction of the Central Government shall be responsible for converting all unit codes related to the budget into unit codes in the Software, while checking the converted system to ensure the accuracy and completeness of the unit information;

2. For units with state assets and project assets using state capital that need to declare and report but do not have a unit code related to the budget, financial agencies of Ministries, central agencies, provincial Departments of Finance under the direct jurisdiction of the Central Government shall be responsible for identifying the unit codes of these units in the Software for declaration and registration purposes. The method of identifying unit codes in the Software shall be carried out in accordance with Clause 3 and Clause 4 of this Article;

3. The identification of unit codes in the Software for agencies, organizations, and units shall be carried out in accordance with the Software Usage Guide issued in December 2012 by the Ministry of Finance;

4. The identification of unit codes in the Software for project management boards shall be carried out as follows:

a) Project management boards directly subordinate to Ministries, central agencies, or directly subordinate to People's Committees of provinces and centrally-administered cities: The asset registration code consists of six characters, of which the first three characters are the code of the immediate superior unit managing it, and the next three characters are the code of the project management board assigned sequentially from D01 to D99;

b) Project management boards directly subordinate to second-level units of Ministries, central agencies (Bureaus, General Departments, and equivalent units under Ministries, central agencies) or second-level units of provinces and centrally-administered cities (Provincial Departments, Committees, District People's Committees, County People's Committees, Town People's Committees, and equivalent units): The asset registration code consists of nine characters, of which the first six characters are the code of the immediate superior unit managing it, and the next three characters are the code of the project management board assigned sequentially from D01 to D99;

c) Project management boards directly subordinate to third-level units of Ministries, central agencies (Bureaus under General Departments, Sub-departments, and equivalent units) or third-level units of provinces and centrally-administered cities (Sub-departments under Provincial Departments, Village People's Committees, Ward People's Committees, Town People's Committees, and equivalent units): The asset registration code consists of twelve characters, of which the first nine characters are the code of the immediate superior unit managing it, and the next three characters are the code of the project management board assigned sequentially from D01 to D99;

d) In cases where project management boards are directly subordinate to fourth-level or fifth-level units of Ministries, central agencies, provinces, and centrally-administered cities, the identification of unit codes shall be carried out in accordance with the principles and rules specified in Points a, b, and c of this Clause;

5. Financial agencies of Ministries, central agencies, provincial Departments of Finance under the direct jurisdiction of the Central Government shall be responsible for regularly checking and reviewing unit codes to avoid duplication, and closing unit codes for units with decisions to terminate operations, dissolution, merger, or consolidation.

Article 9. Inputting Asset Data into the Software

2. Based on actual circumstances, financial agencies of Ministries, central agencies, Provincial Departments of Finance, centrally governed cities shall report to the Ministry, central agencies, Chairmen of People's Committees of provinces, centrally governed cities for consideration and decision on delegating the inputting of asset data to secondary-level units (General Bureaus, specialized bureaus, Health Departments, Education and Training Departments, District, County, City Town Financial Planning Offices under provincial level and equivalent units), managing agencies of projects with large numbers of assets, frequent changes, or already delegated decisions on procurement, investment construction for assets required to be declared. Such delegation must be uniformly agreed upon in writing by the Ministry of Finance.

3. Strictly prohibit intentional declaration and inputting of asset data that does not comply with regulations, causing distortion of asset figures. In case of deliberate violation, violators and their units will be disciplined or administratively sanctioned according to the law.

4. The Ministry of Finance is responsible for guiding, inspecting, and urging the progress of inputting state asset data and state-funded project asset data into the software.

Article 10. Approving Asset Data into the Software

1. Each financial agency of Ministries, central agencies, Provincial Departments of Finance, centrally governed cities shall be issued a digital certificate by the Government Cryptographic Agency for software administrators to approve asset data into the national asset database.

Where Ministries, central agencies, provinces, centrally governed cities have large numbers of assets, significant annual changes, or have delegated decisions on procurement, investment construction, and asset disposal for assets required to be declared to heads of subordinate units of Ministries, central agencies; provincial departments, district, county, city town People's Committees, they may be issued additional digital certificates upon request of the Ministry, central agencies, Provincial Department of Finance, and the Ministry of Finance.

Software administrators issued digital certificates are responsible for checking and verifying the data entered into the software and the asset declarations of agencies, organizations, units, project management boards to approve asset data into the software. Approved data becomes the official asset figures in the national asset database.

3. Strictly prohibit intentional approval of asset data that does not comply with regulations, causing distortion of asset figures. In case of deliberate violation, violators and their units will be disciplined or administratively sanctioned according to the law.

3. Strictly prohibited is the intentional act of approving asset data in violation of regulations, causing distortion of asset figures. In cases of deliberate violation, the violator and the entity with the violator shall be subject to disciplinary action or administrative penalty in accordance with the provisions of the law.

Article 11. Information Extraction

1. The Ministry of Finance shall have the right to extract information on state assets and state-funded project assets nationwide from the National Database on State Assets.

2. Ministries, central agencies, provincial Departments of Finance under the direct jurisdiction of the central government shall have the right to extract information on state assets and state-funded project assets of agencies, organizations, units, and project management boards within their jurisdiction from the National Database on State Assets.

3. Agencies, organizations, units, and project management boards that declare assets in the Software shall have the right to extract information on state assets and state-funded project assets of their agency, organization, unit, project management board, and subordinate units (if any) from the National Database on State Assets.

4. The authority to grant rights for extracting information on state assets and state-funded project assets to agencies, organizations, units, and project management boards as stipulated in Clause 3 of this Article shall be decided by the head of the financial department of ministries, central agencies, and the Director of Provincial Department of Finance under the direct jurisdiction of the central government.

Article 12. Information Usage

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

a) Implementing annual reports on the management and use of state assets and state-funded project assets according to the provisions of the Law on Management and Use of State Assets and other related reports as required by competent state authorities;

b) Serving as a basis for preparing budgets, reviewing final accounts, deciding, inspecting, auditing, investigating investment construction, procurement, upgrading, repair, use, disposal (recovery, sale, transfer, liquidation, destruction) of state assets at agencies, organizations, units, and state-funded project assets; not considering, deciding, or submitting to competent authorities for consideration and decision on the disposal of state-funded project assets when such assets serving the work of the project have not been entered into the Software.

2. It is strictly prohibited to use data on state assets and state-funded project assets in the Software for personal purposes. In case of intentional violation, the violator shall be subject to disciplinary action or administrative penalty as prescribed by law.

3. Ministries, central agencies, People's Committees of provinces and centrally-administered cities shall specify the coordination in providing information for checking and verifying the entry of state asset and state-funded project asset data into the Software and using information stored in the Database for the purposes specified in Clause 1 of this Article.

Article 13. Electronic Reporting

1. Agencies, organizations, and units shall be responsible for reporting on the management and use of state assets in accordance with Article 6 of Circular No. 09/2012/TT-BTC dated January 19, 2012, issued by the Ministry of Finance amending and supplementing Circular No. 245/2009/TT-BTC dated December 31, 2009, issued by the Ministry of Finance, which provides for implementation of certain contents of Decree No. 52/2009/NĐ-CP dated June 3, 2009, issued by the Government detailing and guiding the implementation of certain provisions of the Law on Management and Use of State Assets.

2. In cases where electronic reporting is chosen, the agency, organization, or unit assigned to prepare the report shall be responsible for updating the report contents in accordance with Article 18 of Circular No. 245/2009/TT-BTC dated December 31, 2009, issued by the Ministry of Finance, submitting it for approval by the competent authority, and sending it to the system. An electronically approved report sent back to the Ministry of Finance through a Digital Certificate shall have the same legal effect as a paper report.

Article 14. Funding for the management and exploitation of 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.

Clause 2. The funding for data importation, verification, and standardization within the Software shall be allocated in the annual state budget estimates of relevant ministries, central agencies, provincial finance departments, and centrally-administered city finance departments. The expenditure level for data importation, verification, and standardization concerning state-owned assets and assets of projects funded by state capital, carried out by agencies, organizations, units, and project management boards, shall not exceed 50% of the data importation expenditure level as stipulated in Article 4 of Circular No. 194/2012/TT-BTC dated November 15, 2012, issued by the Ministry of Finance to guide the expenditure level for creating electronic information to maintain the regular operation of agencies and units using state budget funds.

Chapter III

IMPLEMENTATION

Article 15. Effective Date

Clause 1. This Circular takes effect from January 15, 2015.

Clause 2. Repeal Circular No. 123/2011/TT-BTC dated August 31, 2011, issued by the Ministry of Finance guiding the management and exploitation of the State Asset Registration Management Software.

Clause 3. In cases where the referenced documents in this Circular are amended, supplemented, or replaced, they shall be implemented according to the corresponding provisions in the amended, supplemented, or replacement documents.

Clause 4. Ministries, ministerial-level agencies, government agencies, central agencies of political organizations, political-social organizations, social-professional organizations, social organizations, social-professional organizations, other central agencies, People's Committees of provinces and centrally-administered cities shall direct related agencies, organizations, units, and project management boards to implement this Circular.

In the course of implementation, if any difficulties arise, agencies, organizations, and units are requested to promptly report to the Ministry of Finance for coordination in handling.