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 man
Trang 1Topic: 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 2013-2015
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
Trang 2Application 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
+ Synthesis of planning and plan of socio- economic development plan;
+ Implementation and suggestions on mechanisms and policies on socio-economic 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;
Trang 3+ 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
Trang 4About 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
Trang 5- 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
- Members of the Board of Directors are
aware the importance of information
technology so they have been invested,
equipped to 100% of officers, civil
servants of the computer system board
- Staffs, civil servants proficient use of
basic programs on computer met the
professional tasks
- The application of electronic
information technology has helped the
agency in drafting, publishing,
submitting for approval, issuing, storing
are convenient and accurate
Weaknesses
- Leadership is always very busy to carry out professional tasks, there is no time to invest in information technology
- The advisory documents approved on paper, to be costly on printing and editing multiple times
- Lack strategic vision for development plan of long-term formation technology
- Application of information technology does not be assessed, withdrew lessons timely
Opportunities
- Information technology can help us
Challenges
- Upgrading computer systems regularly,
Trang 6having more wide vision.
- Help civil servants have knowledge and
are always updated, improved the
knowledge
- Applying information technology in
management work, professional work;
meet standardized requirements of
personnel work and integrating in the
new situation
- Update the news timely and quickly
connect ensure accuracy Storing
documents in a systematic way,
searching, looking up every day when
need are convenient
networks, technology systems consistent with the overall development of society and maintenance, periodic maintenance
- Officials are not applied the information technology, it is difficult to complete tasks
- Data protection and network security is a huge challenge for the Department of Planning and Investment, because there is
no separate specialized department of network
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
Trang 7- 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
Trang 8sense 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,
Trang 9make 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
Trang 10Implement 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
dongs)
I Upgrading equipment and Information Technology Infrastructre
II Serve internal organization - organization and individual
electronic portal component of the Department;
promulgate regulations using the e-mail
domain @ haiphong.gov.vn to exchange
electronic documents
0
the A, B, C
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