Công văn 40/CCTTHC

To: Director-General of agencies: Vietnam Social Insurance, Bank for Social Policies, Vietnam Development Bank

To implement tasks assigned by the Prime Minister (Official Document No. 1223/VPCP- TCCV dated 26/02/2009), the Prime Minister’s Administrative Procedure Reform Special Task Force (herein after referred to as the Special Task Force) provided guidance for Vietnam Social Insurance, Bank for Social Policies, Vietnam Development Bank on inventory of procedures of handling affairs for individuals and organizations as the followings:

I. Scope of inventory

Inventory all procedures of handling affairs for individuals, organizations, forms, fees, charges (in case applicable), conditions and requirements for implementing procedures under the authority of agencies as stipulated in documents of central and local agencies or documents issued by their respectively subordinate agencies or organizations.

II. Responsibilities for inventory

1. Inventory of procedures of handling affairs for individuals and organizations is the responsibility of heads of subordinate agencies, organizations of Vietnam Social Insurance, Bank for Social Policies, Vietnam Development Bank and is implemented in the principle that those officials in charge of certain affairs will carry out inventory of procedures of handling such affairs.

2. Inventory is carried out through Form 1 in compliance with the Special Task Force’s guidance (attached user guidelines). The guidelines for filling in form 1 are specified with illustrating examples to create favorable conditions for agencies in the process of inventory

3. Task Forces of the Vietnam Development Bank, Bank for Social Policies and Vietnam Social Insurance shall not take over inventory responsibilities of subordinate agencies, organizations. The Task Forces shall have responsibilities to assist Director- General to organize the inventory of procedures of handling affairs for individuals, organizations; provide guidance, supervise, and inspect subordinate agencies, organizations to implement procedure simplification solutions approved by competent authority.

III. Contents of Inventory

Inventory agencies have to carry out thorough inventory:

- All components of each specific procedure, probably consisting of:

+ Name of the procedure;

+ Implementing order;

+ Applicable methods;

+ Records (elements, quantity);

+ Time for handling/responses;

+ Agencies, subjects of applicability.

- All documents regulating each procedure.

- Forms, fees, charges and documents regulating forms, administrative forms, fees and charges.

- Requirements and conditions to implement procedures and documents regulating those requirements and conditions

Remarks: All components of procedures handling affairs for individuals, organizations can be stipulated in one or several different documents. This point needs to be taken into account in the process of inventory. Inventory agencies shall necessarily have to make copies of those mentioned documents and send to the Special Task Force.

IV. Timeline for inventory

The inventory of procedures of handling affairs for individuals, organizations commences from April 05, 2009 to end of June 30, 2009. Every 20 days, inventory units shall send inventory results to the respective task force for quality check, summary and entering Form 1 into central database and forward records (both hard and soft copies) along with list of procedures of handling affairs for individuals, organizations approved by heads of agencies to STF in 2 batches: before May 30, 2009 and before June 30, 2009.

V. Tasks need to be developed and completed within June 2009

To push up the implementation progress, the STF requests direction for agencies/units to implement following tasks:

1. By March 20, 2009, Task forces under the direction of heads of agencies will have been established. The personnel of task forces is structured consisting of: Deputy General Director to be Director of the Task Force; Head of Office, Head of Legal Department, Head of Personnel Department to be Deputy Directors of the Task Force and at least 04 public servants seconded from specialized departments will serve as full time staffs during the implementation process of the Project 30.

2. From March 12 to 30, 2009: complete the list of procedures of handling affairs for individuals, organizations which are under the competence of subordinate units/agencies.

3. By March 15, 2009, fully awareness of significance and importance of the project 30 for heads of subordinate agencies.

4. From March 30, 2009 to April 05, 2009, One-day training programs will be organized for staffs of Task Forces and subordinate agencies who are assigned to inventory of procedures of handling affairs for individuals, organizations (one specialist and one head from each unit shall participate in the trainings).

For staffs of TF, beside mentioned trainings, will participate in training programs on using e-Guillotine organized by STF.

5. Task Forces of Bank for Social Policies, Vietnam Development Bank, Vietnam Social Insurance shall access the STF website at www.thutuchanhchinh.vn to download guidelines and steering documents of the Prime Minister on this issue.

The STF requests heads of nominated agencies to attach importance to direction and supervision.