Customs of Ho Chi Minh City: pioneering the application of technology in management and support for enterprises

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HCMC customs are declining and heading towards a paperless meeting room. Photo: T.H

Customs administration system

According to the HCMC Customs Department, with the increasing workload and declining payroll, the HCMC Customs Department has been actively seeking ways to reform its professional work to create new breakthroughs that can be completed. The focus of the breakthroughs in 2019 is to build an "Information Technology Ecology for the whole Department" which uses information technology to supportprofessional worke ffectively,ensuring assigned tasks are completed. The Customs Department of Ho Chi Minh City has proactively implemented the project of building the Ho Chi Minh City Customs administration system,with software for modern management, and support to create favorable conditionsfor enterprises.

Currently this program is being tested for system implementation.

According to the leader of the IT Division, Ho Chi Minh City Customs Department – the unit assigned to build the system,this system consists of about 50 different software programs,connected in modular form.These programs willlink and interact together, in order tobest support the management work;analyze and provide information to support the leadership and administration of the leaders of Ho Chi Minh City Customs Department as well as city leaders and departments of the city.The system also supports data analysis, speeds up processing of documents, helps civil servants check and manage files closely and accurately, helps promptly detect commercial fraud, smuggling and illegal activities. It alsoprovides information to support individuals and organizations of import, export and immigration through Ho Chi Minh City border gates in order to support and make clear the process of customs procedures.

All data will be collected and gathered from many sources, so the analysis of data will be comprehensive and accurate which helpsleadersmanage, decide and direct more accurately.The system also creates a multi-dimensional information exchange tool between Customs, individuals, enterprises, State management agencies, leaders of Ho Chi Minh City People's Committee and other functional branchesto help exchange and update information, solve problemsquickly andhelp the leadersspotissuesin the process of customs clearance.

In particular, the management support tool has the following software: Support for filtering data, providing reports on demand; Human resource management software such as personnel records, vacation management,working-daymanagement, capacity assessment, staff classification, vehicle management, meeting roommanagement. Software to monitor the implementation of directives so that the superiors will follow the implementation of subordinates and subordinates will report and update the status of directing order for the superiors.

Professional support tools including software supporting customs officials in performing tasks such as checking documents, checking goods, making recommendations forthe officials in the process of carrying out procedures, supporting the making of violation records, certification records, updating information into the data system; track, and managerecords.

Regarding information exchange tools, HCMC Customs Department applied OTT to connect, exchange information, direct administration within the Customs unit, exchange information with import-export enterprises and management agencies in order to help the steering work be faster and on time. For example, when leaders of HCMC Customs Department need to inform and direct throughout the Department, they can communicate immediately. Or enterprises need to reflect what can be done immediately to the competent leadership level to be addressed and supported immediately.

In particular, the portal connecting Customs and related agencies; Web portal to support information for enterprises, disseminate laws, procedures, answer questions for enterprises, create forums to share experiences, information, and train enterprises and public officials; online meeting system, executive guidance center of the Department's leaders with 25 units under the Department.

Paperless Meeting Room

During the pilot implementation, in the immediate future, responding to the program of the Ho Chi Minh City People's Committee deploying the application of Paperless Meeting Room and Immediate Delivery - intelligent reminders, Ho Chi Minh City Customs Department is implementing this application in meetings with the immediate purpose of reducing paperwork and money towards the paperless meeting room, to help shorten the time and improve the efficiency of meetings, as well as increase interaction among attending members.

Accordingly, the content and documents will be transferred tothe software system, the participants of the meeting will exploit for their own research; discussion questions are summarized, and draft conclusions areprepared.

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During the meeting, everyone can access many related documents; the chairperson can collect opinions remotely, or organize online meetings with units and individuals who do not attend. When the meeting is finished, the comments and directions will be aggregated and sentto the relevant units.

According to the HCMC Customs Department, these applications are practical for the management and administration of the unit leaders. Putting into operation will change the working method from paper documents to the electronic environment, shorten the time and improve the quality of meetings, the worksare handled promptly and effectively. This is one of the practical solutions of administrative reform, serving the people and enterprises better, and reducing workfor public servants. The system makes the process of working, searching documents easily, saving costs.