Circular No. 2682/2019/TT-BNG stipulates the reporting regime within the scope of management under the Ministry of Foreign Affairs.

 

CIRCULAR

REGULATIONS ON REPORTING SYSTEMS WITHIN THE SCOPE OF STATE ADMINISTRATION UNDER THE MINISTRY OF FOREIGN AFFAIRS

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;

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

The Minister of Foreign Affairs hereby promulgates this Circular stipulating the reporting systems within the scope of state administration under the Ministry of Foreign Affairs.

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation

1. This Circular sets forth general principles for implementing regular, ad hoc, and special topic reporting systems within the scope of state administration under the Ministry of Foreign Affairs; the application of information technology in the implementation of reports. Specific requirements for current regular reporting systems of the Ministry of Foreign Affairs are provided in the attached Appendix 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 accordance with the format and content requirements of each type of report, serving management, guidance, and operational activities within the scope of state administration under 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 reports (electronic reports) are those signed electronically by authorized persons, posted on the Reporting Information System of the Ministry of Foreign Affairs by subordinate units and competent administrative agencies, aimed at facilitating information sharing and interconnecting with the Government's Reporting Information System.

b) In cases where electronic signatures are not used or due to work requirements or technical failures, unexpected events, paper documents signed by authorized persons and stamped according to regulations may 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 are sent to the recipient through direct delivery or postal service, fax; they can also be simultaneously sent via email or CD.

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. Semi-annual regular report: The period for finalizing six-month data for the first half of the year is from December 15 of the previous year to June 14 of the reporting period. The period for finalizing six-month data for the second half of the year is from June 15 to December 14 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. Regular reports: The deadlines set below ensure that agencies, organizations, and individuals have sufficient time to compile information from the date of finalizing report data as stipulated in Article 6, while ensuring the Ministry of Foreign Affairs has sufficient time to compile information and submit regular 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 regular reports: Based on actual circumstances and work requirements, reports should be submitted at reasonable times to ensure effectiveness, meeting the requirements for handling matters reported.

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, of the Government regarding the reporting system of administrative agencies.

2. The Ministry of Foreign Affairs' Reporting Information System is built based on the regular reporting system stipulated in this Circular, ensuring functions such as creating indicators and reports according to templates on the system; allocating indicators and report templates from the Ministry 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 update and share reports as prescribed and serve reporting to authorities and persons with authority.

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, security, and information safety for constructing and operating the Ministry of Foreign Affairs' Reporting Information System, sharing data with the Government's Reporting Information System.

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

Chapter II
IMPLEMENTATION

Article 10. Responsibility for Implementation

1. Subordinate units of the Ministry of Foreign Affairs, administrative agencies, and related organizations and individuals implementing reporting systems within the scope of state administration under the Ministry of Foreign Affairs are responsible for enforcing 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 review the reporting systems and list of regular reports of the Ministry of Foreign Affairs to propose amendments and supplements to this Circular to comply with state management requirements, meeting the principles and requirements of Decree No. 09/2019/NĐ-CP dated January 24, 2019, of the Government regarding the reporting system of administrative agencies and this Circular. Review and propose competent authorities to issue normative legal documents to amend, supplement, or replace regular reporting systems within the scope of state administration under the Ministry of Foreign Affairs that are inconsistent with the principles and requirements of Decree No. 09/2019/NĐ-CP dated January 24, 2019, of the Government regarding the reporting system of 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.

 

 

ANNEX

SPECIFIC REQUIREMENTS FOR THE YEAR-END REPORT ON THE VIETNAM WEEK/DAY PROGRAM IN FOREIGN COUNTRIES IN...

1. Report Name:

- Year-end Report on the Vietnam Week/Day Program in foreign countries in...

2. Content requirements for the report: According to the attached outline.

3. Reporting entities, recipients of reports:

a) Reporting entity: Ministry of Foreign Affairs.

b) Recipient of report: Prime Minister.

4. Form of report, method of sending and receiving reports: Follow Article 5 of this Circular.

5. Deadline for finalizing results and report data: From December 15 of the previous year to December 14 of the reporting year.

6. Frequency of report submission: Once a year.

7. Deadline for submitting reports: The report shall be submitted to the Prime Minister no later than December 25 of the reporting period.

8. Outline of the Report (attached).

 

TEMPLATE FOR THE SUMMARY REPORT ON THE VIETNAM WEEK/DAY PROGRAM IN FOREIGN COUNTRIES
(Attached Circular No.:     /2019/TT-BNG dated    month    year    of the Minister of Foreign Affairs)

 

REPORT

SUMMARY OF THE VIETNAM WEEK/DAY PROGRAM IN FOREIGN COUNTRIES IN YEAR (reporting year)

Respected: Prime Minister

Implementing the Vietnam Week/Day Program abroad in ... which has been approved by the Prime Minister, the Ministry of Foreign Affairs has taken the lead/coordinated with ... to organize activities within the framework ... (names of activities and time periods)In accordance with the regulations on organizing Vietnam Week/Days abroad, the Ministry of Foreign Affairs respectfully reports to the Prime Minister the specific results as follows:

A. VIETNAM DAY PROGRAM IN ... (name of the country where the event takes place)

1. Context: State reasons (such as commemorating significant events between the two countries...) and the basis for organization (there have been proposals or a project to organize...).

2. Objectives: Clearly state the purposes and benefits of organizing the event.

3. Results of Activities: Provide a detailed report on the content of each event that took place during the year. Depending on the program, determine the structure of the report (by event; by field; by meeting...).

4. Observations.

(If there are programs in other countries, continue with sections B, C... following the reporting template of section A).

D. RECOMMENDATIONS (the order of sub-sections under D depends on each report)

- Propose recommendations to make the organization of the Vietnam Week/Days Program abroad more attractive and effective.

- Other proposals and recommendations (if any).

The Ministry of Foreign Affairs respectfully reports to the Prime Minister./.