Electronicalization of documents, reports, etc.
One of the breakthroughs in administrative reform is widely using E-Office 3.0 system - integrating digital signature and performing texting on computer and mobile device from April 2018 at EVN and its member units. All incoming documents are digitized in PDF format, transferred to e-office system and handled under its set-forth process. The Group also required the leaders of its units to use the e-office in processing of incoming/outgoing documents (except for confidential documents and documents not applying digital signatures).
Incoming/outgoing digitized and processed in the internet environment help shorten the flowing time for documents and dispatches among EVN’s boards as well as between EVN and its affiliated units; it also breaks the limits of space, geographic location. This system also allows determining the work performance level and time range assigned to individuals and units, contributing to improve the operation efficiency of the whole apparatus. Particularly, handling incoming, outgoing dispatches on the E-Office system has also helped the Group save from 60-70% of the cost for stationery and post office services compared to previous time.
Illustration
Another success achieved by EVN is the reduction in quantity reports and simplification in related procedures. Particularly, the Group has reduced 93.4% in quantity of periodic reports prepared in hard copies sent to EVN from its units; increased the number of electronic reports, documents; removed unnecessary reports, etc.
Currently, units of Power sector have also shown many proper practices in applying information technology in their corporate governance. Typically, the Central Power Corporation has effectively deployed the “Paperless office” with all documents and reports deployed in the network environment; Ho Chi Minh City Power Corporation has been developing an online database, aiming at comprehensive computerization in data management, association, exchange, sharing, complete storage.
Continue to drastically apply IT
At the meeting on administrative reform in early August, 2018, Mr. Vo Quang Lam - Deputy General Director of EVN said that although the Group had made great progresses in administrative reform, in order to more properly implement this task, five things should be properly done: Simplification, formalization, addressing, scheduling (time for handling) and computerization. EVN should also integrate the whole database in the whole Group; complete and upgrade shared software; drastically apply IT, etc.
EVN has set a goal that by the end of 2018, any transaction of works among the specialized departments of the Group will be done on the network environment without hard copy. The fierce deployment of this policy will create a momentum for the Group to successfully develop electronic office, looking towards developing an electronic enterprise in the near future, etc.
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Some results in the administrative reform of EVN (as of June, 2018):
- Transfer 86% of the periodic reports in hard copies into electronic reports;
- Reduce 93.4% in quantity of hard-copy reports from units to EVN;
- Seven types of reports are removed;
- Transfer 21 types of reports to be updated on shared software of the Group; etc.
Some solutions in coming time:
- Build up appropriate sanctions in using electronic documents and digital signatures.
- Implement formalization, looking towards completely removing the traditional form of reporting, shifting to updating parameters, data on EVNPortal and the shared software, etc.
- Review, reduce, eliminate overlapping and unnecessary parameters in reports;
- Cross-check administrative reforms at affiliated units;
- Replicate any proper outcome in administrative reform;
- Reward the units with proper outcomes, encourage ideas of administrative reform right from the member units; thoroughly criticize the units with poor performance, etc.
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