The Ho Chi Minh City People's Committee recently held a conference to announce the deployment of an e-Office model, which consists of a “paperless meeting room” system and the instant, smart reminder” application. By 2020, this model will be widely applied in all communes and wards in the city.
The system of “paperless meeting room” system and the “instant, smart reminder" application are products researched and developed by VNPT Group for the Ho Chi Minh City People’s Committee with the aim of enhancing interaction, effective management and administration of People's Committees from city level to district, commune and ward levels.
The “paperless meeting room”, also called e-Cabinet, with 69 main integrated features and meetings of the Ho Chi Minh City People's Committee will be paperless. Before each meeting session, its digital agenda and documents are prepared for review, approved and immediately forwarded to participants for prior study. They can access digital documents prepared ahead of the meeting session, integrated with convenient tools such as notes and bookmarks on documents. After the meeting, opinions, voting results, directions and conclusions in the meeting will be synthesized and informed to relevant units and individuals in the shortest time.
The application of the “paperless meeting room” system will reduce by 40% the cost of sending express documents and meeting invitations, while ensuring the highest level of information security. Moreover, thanks to digitized application, the time to look up documents as well as the time of meetings will be significantly reduced. Absent delegates can still attend the meeting, look up documents, raise their voices and cast vote when their devices are connected to the system.
As for the “instant, smart reminder” application, leaders of all levels will have a virtual secretary to integrate, classify, schedule and remind works in the most accurate way.
Mr. Nguyen Thanh Phong, Chairman of Ho Chi Minh City People's Committee, said the “paperless meeting room” system and the “instant, smart reminder” application, once applied in practice, will effectively support management and administration of city leaders and local authorities; help shift manual work and paper documents to electronic documents, heading for a “paperless meeting”. In order to manage and operate the “paperless meeting room” system and the “instant, smart reminder” application in a stable, efficient way and ensure safety and security, the HCM City People's Committee will strengthen training for civil servants and widely apply the model across the city.
Speaking at the conference, Secretary of HCM City Party Committee Nguyen Thien Nhan said the “paperless meeting room” system is a practical solution to boost administrative reforms and improve business investment environment; and helps reinforce confidence and increase satisfaction of businesses and people. This software also reduces working time, translates speech into text on device screen, and supports online management, administration and direction. Therefore, it is necessary to digitize administrative documents in the coming time and become a solution for the whole city. “By the end of September 2019, HCM City must deploy the “paperless meeting room” system and the “instant, smart reminder” application to 31 municipal departments and 24 districts. By 2020, this model will be widely applied in all communes and wards in the city,” he directed.