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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 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 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 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; + Organization of public services under the management of the Department as prescribed by law 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 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 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 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 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 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 - No application management software, such as human resources management software, accounting software, internal information management software… 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, 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 - 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 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 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 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 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, 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 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 Serve organizations and indididuals 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 Estimated expenditure No Content, tasks Estimated cost (million dongs) I Upgrading equipment and Information Technology Infrastructre Install firewall for host computer Purchase switch, maintain network Repair, upgrade and purchase new computers II Serve internal organization - organization and individual Promulgate regulations for operation of electronic 20 20x3=60 80x3=240 portal component of the Department; promulgate regulations using the e-mail domain @ haiphong.gov.vn 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 Software for management officials, public servants Software for project management Upgrade and expand the software connecting to 80 650 1.000 wide are networklevel and for deployment of administrative services (28 procedures) in service organizations, civic The propaganda program on electronic portal III Training and improving information technology The training information technology classes, operations on the related software Total costs 100x3=300 60 3.030 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 Textbook Management of Information System by MA Nguyen Van Thoan 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 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 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 ... 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... 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... 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