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Efforts to apply information technology to administrative reforms

​From 2001 - 2002, Dong Nai has experimented the "one-stop-shop", "one-stop-shop – one seal" models in reforming administrative procedures in some localities. Up to now, these models have been replicated on the basis of applying of information technology into reforming administrative procedures; synchronously forming the file reception and results-returning departments from the provincial level to the commune and ward levels with the names such as "one-stop-shop" and "modern inter-connected one-stop-shop". The model has brought about many benefits as well as satisfaction for people and Enterprises. Nhon Trach district is one of the localities that have made great efforts in applying information technology to handle administrative procedures in the "one-stop-shop" department of the People's Committee of communes and districts.


​Instead of having to spend a lot of time, effort, cost to go to many places to perform administrative procedures, now, people in Nhon Trach district only need to submit documents, get receipts, and on the day of result returning, people will be invited to collect their files via a text message on mobile phone. Not only that, in many special cases, the officials of the commune also go directly to the house of the people to return the files.

 
Marriage and childbirth will receive congratulatory letters from the commune
 
At the beginning of 2018, Mr. Nguyen Van Son, hamlet 2, Giong Ong Dong, Phu Dong commune was quite surprised when he came to the People’s Committee of the Commune to make a birth certificate for his son. He was informed that his family would receive a congratulatory letter for having a new member signed by Chairman of the People's Committee of the Commune. Mr. Son looked confused and was then explained by the file reception and results returning department's staff: because his child had an even serial number in the register of birth certificates (number 50, 100 .. .) The commune will have a congratulatory letter and leader of the commune, police and civil status shall come to his house to give him the birth certificate and congratulatory letter to his family.
 
Mr. Nguyen Van Son married Mrs. Huynh Thi Nghia (from Long Thanh district) since 2007. A year later, the two had their first child. However, because at that time, the system of "one-stop-shop" was not implemented at the commune level, he had to give all birth certification papers issued by the hospital, family registration book, and identity card to the People’s Committee of the commune and asked the staff at the departments to make birth certificates for their children. He did not remember how much time it took, but he had to wait for a while to have his son's birth certificate; and only after having the birth certificate, could he finally do the household registration procedure ... That's the story of 10 years ago, the procedure is greatly reduced now, Mr. Son no longer had to bring many papers to the commune as before. At the People's Committee of the Commune, he was supported by officials to complete all procedures including entering the child into the family register and was given the birth certificate and congratulatory letter in warm atmosphere and attitude.
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 Mr. Luong Huu Chau (3rd from right), Vice Chairman of Phu Dong People's Committee introduced the model of information technology application in handling administrative procedures in the "one-stop-shop" section of the commune with the officials of Kien Giang province.

 
Mr. Son said that he still remembered the sincere message of the Vice Chairman of the People's Committee of Phu Dong Commune Mr. Luong Huu Chau: "From today, his child is officially recognized by the law as a citizen of the country of Vietnam, with his address and hometown at Phu Dong commune. On behalf of the People’s Committee of the Commune, I congratulate you, and I wish that your family live happily and in harmony, and that you raise the child well, to build a family of culture, warmth and happiness. I also hope that your my family only have two children, please do not give birth to a third child.”
 
Touched by the feelings that the authorities have for his child, Mr. Nguyen Van Son said, he only came to make birth certificate for his son, however he was unexpectedly given a birth certificate and congratulatory letter from this commune leader. . "This is too sudden and too happy." Mr. Son also told himself that the family will try their best to implement well the guidelines of the Party and the Government, comply with the law, and to raise the child well...
 
Similarly, Mr. Dang Thanh Vu's and Mrs. Le Anh Thu family at Phu Tan hamlet also felt happy when at November 15th, they were given the birth certificate and the congratulatory letter for the new member by the Vice Chairman of Phu Dong People’s Committee Mr. Luong Huu Chau for his first son, Dang Anh Khoi. Anh Khoi is a citizen with the number of birth registration of 399 across the entire commune in 2018. Another case that was also awarded a congratulatory letter by the Chairman of Phu Dong People’s Committee on November 15th was Bui Thien Ngo's family of Giong Ong Dong hamlet. Before that, Mr. Ngo and Mrs. Nguyen Thi Xuyen, Hamlet 2, Phuoc Khanh Commune, went to Phu Dong People’s Committee of the Commune to register for marriage. Here, they were instructed to write information in the form, congratulated by commune officials and announced that they would soon receive a congratulatory letter from the Chairman of the Commune.
 

“We issued the marriage certificate with a congratulatory letter to congratulate Mr. Ngo. I told the couple, after today the two of you will hold a ceremony according to the tradition of the Vietnamese to present yourselves to friends and relatives on both sides. But today, legally you two have been officially recognized as husband and wife. On behalf of the People's Committee of the Ward, I congratulate the two of you, and hope you will build a happy family together,” said Mr. Luong Huu Chau. 
Small gestures, significant meaning.

 
According to Vice Chairman of People’s Committee of Phu Dong Commune Mr. Luong Huu Chau, the gifting of congratulatory letters when people come to make birth registration, marriage registration has been done for many years. Accordingly, the People’s Committee of the Commune will give congratulatory letter with birth certificate / marriage registration at home or at the file reception and results returning department of the commune for people who have their order number as round numbers 50, 100, 150, 200 ... (with higher priority of first child). At the document issuing ceremony, the leaders of the commune, representatives of the public security, judicial officers and civil status officers. Most people, when receiving congratulatory letters, feel happy and excited because of the "Small gestures but significant meaning" from the commune authorities.
Mr. Luong Huu Chau also added that in the upcoming future, the Commune shall issue letters of condolences to people who come to register for death certificate. In addition, with special cases such as lonely and weak elderly people, disabled people, severely disadvantaged veterans, the commune shall return the processed files right at home to them. These are the actions aiming at continuing to re-orient the working style and behavior of the Government administrative agencies towards being friendlier, closer to people, listen to and serve the people, contributing to the implementation of the administrative reform policy.
 
Vice Chairman of People's Committee of Nhon Trach District Mr. Luong Huu Ich said that the mail sharing software (including congratulatory letter for marriage, birth registration, and soon to include condolence letter) is synchronously implemented and designed by the Internal Affairs Department of the District using the foundation from information technology. This program has received many positive reactions from the people because they no longer have to knock on many doors, or use so many types of papers. So far, the district has implemented and maintained the operation in all communes. Especially, the mail sharing software is deeply integrated with civil status software so the judicial – civil status officers of the People’s Committee of the Commune no longer needs to re-enter the information that are already in the marriage registration certificate, birth certificate, and death certificate, thus the implementation time is reduced, facilitate the operation of judicial - civil status officers of the People’s Committee and deliver satisfaction to the people.
 

Contribute to improving the effectiveness of public administration

 

It can be seen that the application of information technology at the “one stop shop, interconnected one-stop-shop” department in Nhon Trach has contributed to improving the effectiveness of public administration based on the integrated connection, data sharing infrastructure between departments and sectors to facilitate quick process of public administrative procedures for organizations, enterprises and people. As a result, the processes of management, receiving and processing of administrative procedure documents through " one stop shop" between district and commune level are connected. In the one-stop-shop department in Nhon Trach district is also connected to a centralized surveillance camera system. This helps the management agency to monitor the responsibilities of each civil servant; helps the process of handling files become transparent, clear and timely. 
Mai Mai

 

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