Chapter V

DATA SHARING BETWEEN THE ADMINISTRATIVE PROCEDURE INFORMATION SYSTEMS OF MINISTERIAL AND PROVINCIAL AGENCIES AND THE NATIONAL PUBLIC SERVICE PORTAL

Article 23. Professional requirements for ministerial and provincial administrative procedure information systems

The administrative procedure information systems of ministerial and provincial agencies shall be consolidated and upgraded from public service portals and electronic one-stop information system for ministerial and provincial agencies to meet the following professional requirements:

1. Provide information on administrative procedures and online public services.

2. Authenticate users by integrating with the authentication system of the National Public Service Portal.

3. Receive dossiers of wholly or partially online public services made by organizations and individuals on the System or through connection with the National Public Service Portal.

4. Manage the entire process of handling administrative procedures received from the One-Stop Department, the National Public Service Portal, the Administrative procedure information systems of ministerial and provincial agencies; Automatically generate codes of administrative procedure codes, digitized document codes to monitor the processing of the dossier, return results on the basis of recording each step of the process in real time and store historical information of administrative procedure handling.

5. Look up information by authentication levels:

a) Authentication not required: code of administrative procedure dossier and levels of completion of administrative procedures;

b) Authenticated: Provide information on the administrative procedure statuses of users to specialized departments and divisions; situation, results of settling reflections and recommendations of users; information and electronic dossiers of users which have been provided on the National Public Service Portal, ministerial and provincial administrative procedure information systems.

6. Guide and support the following of administrative procedures.

7. Receive feedback and recommendations of people and enterprises on administrative procedures.

8. Evaluate the handling of administrative procedures, the feedbacks of regulatory agencies according to the results of receiving and settling dossiers recorded by the Administrative procedure information systems of ministerial and provincial agencies.

9. Disclose the administrative procedure status, provide it to the National Public Service Portal for disclosure in accordance with law.

10. Store data on the administrative procedure handling in Data Storages of Administrative procedure dossiers, including data on:

a) Dossiers of receipt and handling of administrative procedures;

b) Historical information on the handling of administrative procedures;

c) Results of administrative procedure document digitization carried out by ministries, agencies and local authorities themselves;

d) Results of handling administrative procedures within the competence of ministries, ministerial agencies and local authorities in charge of the system, in case these results are not stored in national databases or specialized databases;

dd) Results of certification of electronic copies from originals, in case the local authorities do it themselves;

e) Information in the form of links for data related to organizations and individuals having accounts on the system stored in national databases and specialized databases.

11. Provide account-based electronic data management services for organizations and individuals to support organizations and individuals to monitor, manage and store electronic information and data related to administrative transactions of such organizations and individuals.

12. Consolidate the status of provision and handling of administrative procedures.

13. Publish data, convert electronic administrative procedure documents and results into physical electronic administrative procedures document and results to be stored and compared or presented to competent agencies to verify information about such administrative procedure documents and results or provide to organizations and individuals wishing to look up and verify information within the scope prescribed by law.

14. Connect, integrate and share information according to the requirements specified in Clauses 1, 2, 3, 4, 5, 6, 7, 8, 10 and 12 of this Article with the National Public Service Portal.

15. Connect and share data with the document administration system to support the handling of administrative procedures, extract data on the administrative procedure results which are electronic documents.

16. Connect and integrate with the National Reporting and Information System to provide information on the administrative procedure status and results in the reporting period.

17. Connect and share revenue data with the Information System of the State Treasury and Tax Authorities to make online payment of fees, charges and financial obligations in carrying out administrative procedures and providing public services.

18. Other professional requirements as decided by Ministers, Heads of ministerial agencies, Presidents of provincial People's Committees.

Article 24. Electronic storages of organizations and individuals on the Administrative procedure information systems of ministerial and provincial agencies

1. Electronic storage of an organization or individual is used to organize data, manage and store data of the Administrative procedure information systems of ministerial and provincial agencies, with a display interface supporting management of electronic data of each organization or individual by user account.

2. The data shown in the electronic storage of the organization or individual shall comply with the regulations of Clause 3 Article 16 of Decree No. 45/2020/ND-CP dated April 08, 2020 on administrative procedures by electronic means. To be specific:

a) Data on information of the person who follow procedures and dossier holder, stored in the form of metadata to identify the dossier holder such as: ID card/citizen identity card (for individuals) or passport number (or number of a passport alternative) of foreigners, taxpayer identification number (for enterprises);

b) Data on dossiers of following administrative procedures and public services which have been successfully received and processed;

c) Data on the process, processing history, contents and files during the processing of dossiers;

d) Results or links to results of handling electronic administrative procedures;

dd) Results of certification of electronic copies from the original;

e) Other metadata of digitized administrative procedure documents and results;

g) Files with digital signatures actively updated by organizations and individuals.

3. The authorization of data access of organizations and individuals shall comply with the operation regulations of the Administrative procedure information systems of ministerial and provincial agencies. The displayed data of organizations and individuals must be conformable to data access hierarchy to ensure the principles of protection of privacy and personal data protection and regulations on responsibilities and acts not to be done in receiving and handling administrative procedures by electronic means.

Article 25. Connecting and sharing digital results between the Ministerial and provincial administrative procedure information systems and the National Public Service Portal

1. The Ministerial and provincial administrative procedure information systems shall be synchronized with the National Public Service Portal as follows:

a) The synchronized digitization results include: results of handling administrative procedures under the competence of ministries, ministerial agencies and local authorities; results of digitizing administrative procedure documents that have been successfully received and processed by competent agencies; certified true electronic copies extracted from master register or certified true electronic copies of the original made by ministries, agencies or local authorities; other information (if any);

b) The following information and data fields must be ensured when synchronizing: Document code; document’s name; attachments or links to the file; other metadata depending on the level of management, handling of administrative procedures and provision of public services;

c) The synchronization of digitization results shall be carried out in real time.

2. The National Public Service Portal shall share with the Ministerial and provincial administrative procedure information systems during administrative processes:

a) Synchronize the list of administrative procedure results in the electronic storages of organizations and individuals on the National Public Service Portal with the ministerial and provincial administrative procedure information systems at the request of ministries, central and local authorities;

b) Share data on documents for the Ministerial and provincial administrative procedure information systems in case ministries, agencies and local authorities request inspection to handle administrative procedures. Based on the digitized document codes provided by ministries, agencies and local authorities, the National Public Service Portal shall share: Document’s code, document’s name, attachments or links to file;

c) The synchronization shall be carried out automatically with a frequency suitable for the capacity of the National Public Service Portal and requirements at the time of inspection by organizations and individuals in service of receiving and handling administrative procedures and online public services.

3. The reuse of digitized results shall be carried out in order of priority as follows:

a) Exploit from the administrative procedure information systems, information systems and databases under the management of ministries, agencies and local authorities;

b) Exploit from information systems and databases bilaterally connected to the ministerial and provincial administrative procedure information systems;

c) Exploit from data shared through the National Public Service Portal.

Article 26. Applying QR codes during administrative processes

1. The application of QR codes in receiving administrative procedures must comply with Vietnamese standard TCVN 7322: 2009 (ISO / IEC 18004: 2006) on Information technology - Automatic identification and data capture techniques - QR code 2005 bar code symbology specification.

2. QR codes are printed in the upper left corner of documents published from the data of the Ministerial and provincial administrative procedure information systems for organizations and individuals providing at least the following data:

a) Code of administrative procedure document;

b) Code of administrative procedure;

c) Identification code of organization or individual following administrative procedure;

d) Name of the published document;

dd) Name of the information system for data provision;

e) Time of publication;

g) In case it is an appointment note, the QR code provides additional data on the date of appointment to return results;

h) In case it is the administrative procedure result, the QR code provides additional data on the time limit and scope of effect (if any).

Article 27. Revenue data

1. Collecting agencies must ensure specific revenue identifier as follows:

a) Revenue identifier shall be determined by code of administrative procedure dossier or decision numbers of other revenues issued by agencies handling administrative procedures and providing public services, ensuring its uniqueness nationwide;

b) Collecting agency code is the electronic identification code of the agency updated by ministries, central and local authorities on the National Database on administrative procedures;

c) Collecting agency’s name;

d) Administrative procedure code on the National Database on administrative procedures;

dd) Codes of fees or charges or fines complying with regulations on the list of fees, charges and fines of the State Treasury.

In case there is no code of fees or charges, it shall be replaced with the code of payment transaction specified in Clause 4 of this Article.

e) Amount receivable;

g) Currency receivable;

h) Name of individual or organization having financial obligations;

i) Time limit for payment (if any);

k) Taxpayer identification number of individual or organization having financial obligations (if any);

l) CITAD code;

m) Account number of the collecting agency at the State Treasury or bank;

n) Account name of the collecting agency;

o) Other information as prescribed by sectors or fields.

2. Payment documents

Payment documents of banks, payment service providers created during administrative processes, public services or other revenues through the National Public Service Portal shall include all information specified in Clause 1 of this Article.

3. When making a payment order to transfer the collected fees, charges or fines to the accounts designated for collecting fees, charges of the collecting organizations opened at credit institutions or the fee collection accounts pending transfer to the state budget of the collecting organizations opened at the State Treasury or to the state budget, banks and payment service providers, the "Content" field of the payment order must be ensured according to the following structure:

<Transaction code>+<Revenue identifier>+<CITAD code>+<Administrative procedure code>+<Collecting agency code>+<Amount>+<Fee/charge/fine code>

4. The National Public Service Portal shall automatically issue transaction codes in the following format:

G22.99.X-YYMMDDZZZZZZ.

In particular, G22.99.X is the Payment Transaction Code, including: G22.99.1: Collection of penalties; G22.99.2: Collection of fees and charges for administrative procedures; G22.99.3: Collection of taxes; G22.99.4: Collection of premiums of social insurance and health insurance; G22.99.5: Payment of electricity bills; G22.99.6: Payment of hospital fees; G22.99.7: Advance collection of court fees; G22.99.8: Payment of tuition and other types of payment transactions.

YYMMDD is the number that represents the year, month, and date on which the transaction arose.

ZZZZZZ is the ordinal number of the transaction in that day.

The list of codes of payment transactions via online payment system of the National Public Service Portal is uniformly made according to the guidelines of technical standards for connection and integration with the online payment system of the National Public Service Portal when developing new public services.

5. Other forms of collection using uniform transaction codes generated by the Information Systems for administrative procedures and public service provision are encouraged according to the structure <Electronic identification code of the collecting agency>. X- YYMMDDZZZZZZ.

6. The electronic payment between commercial banks or intermediary payment service providers to beneficiary accounts of public service providers opened at banks or the State Treasury for fees, charges and other financial obligations in following administrative procedures shall comply with the regulations in Clause 12, Article 1 Decree No. 107/2021/ND-CP or relevant laws.

Article 28. Updating transaction information and documents on the National Public Service Portal, Information Systems for administrative procedures

1. Banks and payment service providers shall fully and promptly update the payment transaction statuses on the National Public Service Portal to serve the administration, review, comparison and support settlement of online payment on the National Public Service Portal.

a) Transaction status includes: initiation, failed initialization, processing, failed payment, successful payment, failed transaction, successful transaction;

b) Settlement status includes: success and failure.

2. Banks and payment service providers shall review payment transactions in "Processing" status until T-1 (the day before the review date); ensure the synchronization and update of transaction completion status (successful or failed) on the National Public Service Portal.

3. Ministries, central and local authorities shall regularly review and compare payment transaction statuses, settlement statuses through authorized accounts to monitor and check payment data on the National Public Service Portal.

In case payment transactions conducted through the Payment System of the National Public Service Portal are recorded as successful payment, but electronic documents have not been synchronized to the Ministerial and provincial administrative procedure information systems, ministries, central and local authorities shall use administrative accounts to send requests for cooperation in synchronous processing of electrical documents to banks and payment service providers. When the processing is complete, the status "Documents received" shall be updated on the National Public Service Portal.

4. Ministries, central and local authorities shall synchronize the status "Payment received" when amounts paid through the National Public Service Portal have been transferred to the beneficiary accounts of the collecting agencies located at commercial banks.

The State Treasury shall synchronize the status "Payment received by the State Treasury" when amounts paid through the National Public Service Portal have been transferred to accounts at the State Treasury.

Article 29. Reviewing, comparing and supporting settlement of online payment on the National Public Service Portal

1. In case transfer of funds to the accounts of collecting agencies is unsuccessful.

Banks and payment service providers shall not refund to customers in case the transaction is successful and electronic documents have been sent to the National Public Service Portal and the Ministerial and provincial administrative procedure information systems, unless otherwise agreed by collecting agencies.

On the basis of revenues that have not been transferred to accounts of collecting agencies at the State Treasury or banks, collecting agencies shall review and send requests to banks and payment service providers. Within 01 working day, banks and payment service providers shall receive requests, respond, and transfer these amounts to accounts of collecting agencies..

2. In case the transfer is unsuccessful due to incorrect payment information of collecting agencies, detected and provided by banks or payment service providers, collecting agencies shall have to work with such banks or payment service providers for updating and adjusting information on the National Database on administrative procedures, Ministerial and provincial administrative procedure information systems; and send the requests to the banks or payment service providers in order to transfer these amounts to the collecting agencies’ accounts.

Article 30. Refunding fees, charges and fines

1. When a person claims a refund of a mistaken payment or overpayment, the competent agency shall receive and process claim as prescribed.

2. The refund of fees, charges and fines that have been transferred to the collecting agency’s account at the State Treasury on the National Public Service Portal shall be carried out as follows:

a) Officials authorized to "Prepare documents for refund of state budget revenues" shall prepare documents for payment transaction codes on the National Public Service Portal. In case a competent agency sends refund documents to the State Treasury, the refund document form shall be used according to regulations of the Ministry of Finance;

b) Officials authorized to "Approve refund documents of state budget revenues" shall approve documents at the administrative function;

c) The refund order shall be transferred to the State Treasury. Officials shall be assigned to prepare documents, approve and monitor the situation and processing results of the State Treasury at the administrative function of the National Public Service Portal.