Reducing 86% of paper reports
One of EVN’s breakthroughs in administrative reform is the extensive application of E-office software and e-office system to the Group’s headquarter and its member units since April 2018. Platforms for digital signature and document compilation on computers and mobile devices are integrated into this system. Except documents under confidential management, most input documents are digitized and transferred into the e-office system and processed under proper procedures, creating favourable condition for searching and storing documents in form of electronic files.
After more than one year of widespread deployment, E-office system has made a significant contribution to changing the Group and its affiliated units’ conventional method of handling administrative documents. In-coming and out-going documents have been processed in a network environment, thereby reducing the time for transferring documents and official letters between EVN’s departments as well as between EVN and its affiliated units; at the same time, eliminating the limits of space and geographic location. Handling In-coming and out-going documents on E-office system has also helped the Group reduce its stationery expenses and document delivery costs compared to that in the past. Currently, the preparation of work records has been performed synchronously and comprehensively on a network environment. By the end of 2018, the Group had reduced its volume of paper reports by 86% - from 129 to 18.
Particularly, since 1 January 2019, EVN has put into operation the shared software - EVNPortal to send/receive reports from its units with 83 types of report; including 48 ones with attached files, the remaining ones are made by entering information to tables and shared software. In the spirit of further simplifying reporting work, only 26 reports in the form of attached file are implemented on EVNPortal so far.
EVN’s administrative reform has been widely deployed to its affiliated units. Many units have shown creative ideas, bringing high efficiency. Typically, Ho Chi Minh City Power Corporation (EVNHCMC) has only 137 types of reports, of which 82 are processed through the Portal. EVNHCMC has built 1,432 flowcharts to solve works, ensuring efficiency, accuracy and promptness. The Central Power Corporation has reduced at least 20% of the number and duration of unnecessary meetings; thoroughly applying information technology to its management and administration, using digital signatures, etc.
Electronicizing power services
Not only minimizing the number of procedures for internal transactions, EVN and its affiliated units also pay special attention to administrative reform, simplifying procedures for business activities and customer service, making it more convenient for customers to access power services. Since 2013 until now, EVN has continuously researched and revised its procedures for power service provision under the motto: "Easy access, easy participation and easy monitoring" and adopting "one-stop-shop mechanism".
In December 2018, EVN officially provided 100% of its power services online, equivalent to Level-4 public services (the highest level in online public services). By September 2019, EVN has provided power services in the form of electronic transactions. All stages are performed via a network environment, from service requests to contract signing (by receiving OTP codes via phone messages instead of signing paper contracts as before). Instead of going to power units’ headquarter, people now only need to use computers or smartphones with internet connection. All transaction records will be made in electronic form, making it easy for customers to search information and monitor service provision agreements between customers and Power units. EVN also focuses on confidentiality in transactions, only customers can access and use their electronic contracts.
Electronic power services not only minimize administrative procedures but also reduce costs and time for both customers and the Power sector. This also is EVN’s orientation for its business activities and customer service through successfully applying the achievements of Industrial Revolution 4.0, including information technology, electronic invoices, electronic payments, etc., actively responding to the Government's policy on promoting the development of a digital economy and non-cash payment.
EVN’s changes and reforms have been highly appreciated by domestic and international organizations. As announced by the Doing Business Research Group of World Bank (WB), Vietnam's access-to-electricity index continues to rank fourth in the ASEAN region - with ASEAN-4 group and remaining its rank at 27 out of 190 countries and economies. In particular, regarding the number of procedures and implementation time of the Power sector, Vietnam maintains its second position in the ASEAN region. This is a huge effort made by EVN in administrative reform, minimizing procedures, creating favourable conditions for power customers.
In the coming time, EVN is about to further promote the application of information technology to its enterprise administration as well as business and manufacturing activities, creating a momentum for the Group to strive to successfully develop electronic offices, moving toward building a digital enterprise in the near future.