Báo cáo hiện trạng về ứng dụng công nghệ thông tin của sở kế hoạch và đầu tư hải phòng e

Topic: Assessment about the status of the information technology
application in Haiphong Department of Planning and Investment. Make a plan to
build information systems, to improve management efficiency of the Haiphong
Department of Planning and Investment, period of 3 years (2013-2015).

Task: Building and deploying information technology application in
activities at Haiphong Department of Planning and Investment period from 20132015.
Content of presentation
PREAMBLE
I. INTRODUCE ABOUT ORGANIZATION COMMITTEE OF HAI
PHONG PARTY COMMITTEE
II.

REAL

SITUATION

OF

INFORMATION

TECHNOLOGY

APPLICATION
III.

ANALYSIS

OF

SWOT

(RELATED

TO

INFORMATION

TECHNOLOGY, INFORMATION SYSTEM, ELECTRIC COMMERCE)
IV. COMPARISION (WITH COMPETITOR)
V. ANALYSIS, EXPERIENCE WITHDRAWAL, LESSONS FROM
OTHER COMPANIES
VI. LEARN ABOUT SOLUTIONS OF INFORMATION TECHNOLOGY
APPLICATION
VII. APPLYICATION STRATEGIC OF INFORMATION TECHNOLOGY
IN COMPANIES
VIII. PLAN OF ACTION AND SPECIFIC SOLUTIONS
CONCLUSION
REFERENCES

PREAMBLE

1


Application

of

Information

Technology

(IT)

in

governmental

administration in order to improve the quality and efficiency of internal
operations of state agencies and between state agencies, in the transactions of
state agencies and individuals; support administrative reform and ensure
transparency.
Hai Phong Department of Planning and Investment is a specialized agency
of the Hai Phong People's Committee. Its function is to advise and assist Hai
Phong People's Committee in performing the state management and investment
plans. Due to these characteristics, to perform the tasks, the application of IT in
management and administration of the department is very important and
necessary. Here, I am pleased to report the status of the proposed activities and
strategic application of information technology in Hai Phong Department of
Planning and Investment.
I.

INTRODUCE

ABOUT

ORGANIZATION

HAIPHONG

DEPARTMENT OF PLANNING AND INVESTMENT
1. Functions, tasks
Hai Phong Department of Planning and Investment is a specialized agency
of the People's Committee of Hai Phong city, has the function to advise and
assist the City People's Committee in performing the state management plans
and

investment

,

including:

+ Synthesis of planning and plan of socio- economic development plan;
+ Implementation and suggestions on mechanisms and policies on socioeconomic management in the city;
+ Domestic and foreign investment in the city; management of official
development assistance (ODA) and non-governmental aid;
+ Bidding, business registration within the city;
+ Synthesis and unified management of the business issues, the collective
economy, the private sector;

2


+ Organization of public services under the management of the Department as
prescribed by law.

2. The need of information technology application
As an advisory organization of Haiphong People's Committee in the field
of economic and social, the volume of information used and handled by

Department of Planning and Investment are very frequent and very large.
However, the application of information technology in the management of the
Department is inadequate. Currently, only the Business Registration Division has
a separate database systems connecting to the national registration database
system using a single transmission line. The other departments use software to
prepare and manage documents such as Word and excel. There is no shared
database for looking up information therefore there is no the internal information
system. The extracting and gathering information from other offices,
departments and districts in the city is done mostly through dispatch. The delays
and non-professional management of data collection and information processing
lead to delays in socio-economic report of the Department. It is important to
build a consistent database between divisions within the Department and
between the Department and other departments and districts so that accurate
information can be met the state management requirements.
II. REAL SITUATION OF INFORMATION TECHNOLOGY
APPLICATION
1 Infrastructure and materials facilities of Information Technology
Application at agency
Presently, the Department of Planning and Investment has one shared
LAN network for divisions. Some divisions uses wide network (WAN) to
connect with database such as Business Registration Division.
3


About hardware: there are two servers and host. Each personnel is
equipped with computer, scanner and printer. The whole department has one
wireless network. Some divisions due to expertise are equipped with laptops.
2. Awareness, education level, the applying information technology of
officers
- Qualification: some personnel are specialized in Information Technology

(University, Master). Almost all personnel are equipped with information
technology for office and can proficiently use office computer software.
- Aware the importance of the application of information technology,
leadership of the Department is always interested, closely guiding for the
deployment of technology applications to renew style of work, working manner;
confidence in effectiveness of information technology.
- Direct the deployment, exemplary, leading in new technology
applications.
- Awareness of the need for information technology applications serving
for professional jobs have had changes, contributing to administrative reform,
improving efficiency of work...
3. Real situations of information technology applications in handling
work:
- About software system for managing and processing information: In 2011, the
Haiphong People's Committee allows the Department to trially use Eoffice
software to exchange and process information between divisions within the
Department. After about 3 months of testing deployment, software exposes some
problems and has yet to be operated again.
- The book written mainly due to clerical data entry, no file attachments;
Dispatch to update incomplete and mainly writing paper.
- Status interested in writing paper, not electronic text reading previous posts,
some civil servants are not regularly used to send and receive documents on the
Web.

4


- No application management software, such as human resources management
software, accounting software, internal information management software…..
4. Assessment of the real situations on construction, database updates

- The database system is shared in internal the agency has not been formed
yet.
- Types of document to implement the resolutions and directives of the
central, the city and executive committees directly under are also in the discrete
state, it is mainly managed by individual, officers.
- Document has not managed on a computer network to become database
used for the activity of agency especial is the information database system serving
for leadership ...
III. ANALYSIS OF SWOT (RELATED TO INFORMATION
TECHNOLOGY, INFORMATION SYSTEM, ELECTRIC COMMERCE)
Strengths

Weaknesses

- Members of the Board of Directors are - Leadership is always very busy to carry
aware the importance of information out professional tasks, there is no time to
technology so they have been invested, invest in information technology.
equipped to 100% of officers, civil - The advisory documents approved on
servants of the computer system board.

paper, to be costly on printing and editing

- Staffs, civil servants proficient use of multiple times.
basic programs on computer met the - Lack strategic vision for development
professional tasks.
-

The

application

plan of long-term formation technology
of

electronic - Application of information technology

information technology has helped the does not be assessed, withdrew lessons
agency

in

drafting,

publishing, timely...

submitting for approval, issuing, storing
are convenient and accurate.
Opportunities

Challenges

- Information technology can help us - Upgrading computer systems regularly,
5


having more wide vision.

networks, technology systems consistent

- Help civil servants have knowledge and with the overall development of society

are

always

updated,

improved

the and maintenance, periodic maintenance.

knowledge.
- Applying

- Officials are not applied the information
information technology in technology, it is difficult to complete tasks

management work, professional work; - Data protection and network security is a
meet

standardized

requirements

of huge challenge for the Department of

personnel work and integrating in the Planning and Investment, because there is
new situation

no separate specialized department of

- Update the news timely and quickly network ...
connect

ensure

documents

in

accuracy.
a

systematic

Storing
way,

searching, looking up every day when
need are convenient
IV. COMPARISION (WITH COMPETITOR)
- The Department of Planning and Investment is the administrative and
professional agency, competing with other rivals hardly has, this is different
from manufacturing and trading enterprises.
- Officials will be trained and applied information technology to perform
professional duties brought clear results: meet the quantity and quality of work,
time schedule, ensuring fast and high precision.
- Contributing to the successful implementation of political, economic social tasks of the city.
V. ANALYSIS, EXPERIENCE WITHDRAWAL, LESSONS FROM
OTHER COMPANIES
- Agencies of The state have clearer perception and has strategic invested

in to development of information technology in accordance with actual
conditions in each agency, unit.

6


- Some agencies of the state have specialized functions with number of
officials at the high average age,

applying of information technology is

somewhat limited.
- Information technology has created a new revolution for the contingent
of civil servants; have the fastest connection in the search of information in the
country and international; ensuring information secret in the system. Applying
the internet is a breakthrough in the current officials training work, especially
Party officials; in order to they have more opportunities to study and apply,
integrate with the development of human civilization.
- Applying information technology in management helped leaders operate
the work better; particularly, in the lookup, receiving and sending daily data
more convenient; help leaders to participate in workshops, online meeting in
system without much time for travelling ...
VI.

LEARN

ABOUT

SOLUTIONS

OF

INFORMATION

TECHNOLOGY APPLICATION
- Due to the characteristics of planning and investment sector and the fact
that there is no shared database for the whole sector and every fields in the
sector, the application of a shared application of information technology meets
many obstacles. At the moment, there is only Eoffice software under the state of
completion to manage incoming and outcoming documents.Some divisions are
using specific softwares to vertically link with database such as Business
Registration Division. These leads to the existence of one division using many
networks and different databases......
- Officials and civil servants basically use documents editing software
programs of MSWord, sending and receiving documents by internal e-mail of
Lotus Notes; it is need the internet connection on a large scale and managing,
operating some specific software.
- Application of Lotus notes software is not synchronized. The processes
of update and management, storage on network are not computerized in the true

7


sense of word. There is shortage of software about application in the
management work of policies, training and improving personnel...
VII.

APPLICATION

STRATEGIC

OF

INFORMATION

TECHNOLOGY IN COMPANIES
1. Construction of database system
-

Complete the database connection for the business registration with the

Ministry of Planning and Investment and finance divisions of all districts.
-

Construct a database for official’s management.
Construct Management Office Software (Office archives, Finance -

Accounting, stationary management….)
-

Construct a database for management of foreign investment projects

connected with the Head of Foreign Investment.
- Construct a database management of capital for basic construction.
-

Construct a system for management of projects, including online

registration)
- Construct a database of ODA projects connected to the Ministry of Planning

and Investment.
2. Building a database for information
Including the regular information: bulletin, report, the text ... Update
precisely, ensuring secrecy, only using the LAN service for work.
* Implement and update the functional database: Receiving software;
deployment of training, installation, data entry. Install software updates to ensure
safety and integration into network systems, software systems and available
databases.
VIII. ACTION PLANS AND DETAILED SOLUTIONS
1. Overall goals to 2015
* The goal for the 2013-2015 period: Striving to ensure 90% of directive
and management information posted on electronic portal, 100% of the officials
and employees use e-mail for the work, minimizing the use of paper documents,

8


make the text flowing in the network environment of over 80%, the rate of use of
software applications for management and operation documents at 90% or more,
contact information mainly in the form: e-mail, intranet, internet, phone, fax .....
* Mining and effective use of electronic portal components; applying
software, in all fields of the Department, improve knowledge, ability to apply
information technology for officials and civil servants to improve productivity
and quality of work; provide administrative services on the portal of electronic
components; receiving comments on the environment network, organize online
dialogue, online question and answer forum for organizations and citizens.
2. Content and solutions
2.1 Content :
2.1.1 Upgrade equipments and infrastructure
Upgrade computer systems and related equipments to ensure the necessary

conditions for staff, civil servants and employees of the Department in
implementing the tasks.
Upgrade, exploit and efficiently use of the intranet system, strengthen
measures to ensure network security, efficiently use of electronic portal
components to serve organizations and citizens.
2.1.2 Improve management and operation capacity
Continue to improve the processes and procedures for handling work, to
improve the quality and efficiency of use of e-mail systems, enhancing the use of
documents, electronic documents in the network environment, reducing the
using documents, paper documents not necessary in work.
Maintaining and upgrading existing software systems and coordinate with
the functional units to implement “one door” software and other electronic
software applications, contributing to promote administrative reform to meet
required tasks.
2.1. 3 Serve organizations and indididuals

9


Implement 100% of administrative services in the network environment of
level 2, step by step implementation services provide online public
administration level 3; doing research and develop public administration level 4,
giving privileges for issuances of certificate of business registration, investment
certificates.
2.1.4 Building a specialized force of information technology:
Organize, strengthen the force in charge of information technology field;
issue rules, regulations, model building activities, implementation of incentives
for staff in charge of information technology; coordinate, organize training and
retraining of information technology staff, the officials in charge to ensure the
implementation of the tasks for the period 2013-2015, ready for next phase .

2.1.5 Fostering knowledge about the application of information technology
Selection of training and retraining in accordance with the agency's
operations, primarily focused on the knowledge to enhance the application of
information technology to carry out operations, handling work in the field
assigned tasks.
2.

Estimated expenditure

No.

Content, tasks

Estimated cost (million
dongs)

I. Upgrading equipment and Information Technology Infrastructre
1
Install firewall for host computer
2
Purchase switch, maintain network
3
Repair, upgrade and purchase new computers
II. Serve internal organization - organization and individual
1
Promulgate regulations for operation of electronic

20
20x3=60
80x3=240

0

portal component of the Department; promulgate
regulations using the e-mail domain ... @
haiphong.gov.vn
2
3

to

exchange

electronic

documents
Software to announce the schedule of the week in

20

the A, B, C
Software an electronics for the direction and

600

administration operations
10


4
5

6

Software for management officials, public servants
Software for project management
Upgrade and expand the software connecting to

80
650
1.000

wide are networklevel 3 and 4 for deployment of
administrative services (28 procedures) in service
organizations, civic
7
The propaganda program on electronic portal
III. Training and improving information technology
1
The training information technology classes,
operations on the related software
Total costs

100x3=300
60
3.030

3. Implementation
+ Time to start: 2013
+ Time to complete: 2015
CONCLUSION
Application information for the state administration is prevailing issues in the

current situation; to promote the application and development of information
technology makes it possible to well perform state management function in order
to meet economic development - social requirements, contribute directly and
efficiently to the public administration reform, for the country's development in
the new period - when the whole country and all mankind is entering a new era the era of knowledge economy.
REFERENCES
1. Textbook Management of Information System by MA. Nguyen Van
Thoan
2. Decision No. 2382 QĐ/TCCQ dated 11 th October 1996 issued by
Haiphong People’s Committee on the establishment of Haiphong Department of
Planning and Investment.

11


3. Decision No. 372/2007/QĐ-UBND dated 13th March 2007 issued by
Haiphong People’s Committee on the issuance of regulations on the functions,
tasks and powers of Haiphong Department of Planning and Investment.
4. Decision No. 2143/QĐ-UBND dated 09th December 2010 issued by
Haiphong People’s Committee on approving the application of information
technology in the operation of Haiphong agencies period 2011 -2015.

12