Evaluation of the ministerial-level scientific Proposal “Solutions to boost the application of TCVN ISO standards in quality management system of MOHA in state management”

On 23 July, the Ministry of Home Affairs organized the evaluation session of the ministerial-level Scientific Proposal “Solutions to boost the application of TCVN ISO standards in quality management system of MOHA in state management” (the Proposal) chaired by the Dr. Can Quang Tuan, Deputy Director General of the Department of Organization and Staffing. The Evaluation Council (the Council) comprised of seven members hosted by Dr. Tran Anh Tuan, Vice Minister of the Ministry of Home Affairs.

Dr. Tran Anh Tuan, MOHA Vice Minister, chaired the evaluation session

At the evaluation session, Dr. Can Quang Tuan, Deputy Director General of the Department of Organization and Staffing, the Chairman of the Proposal, on behalf of the Research Team, gave a brief presentation of research outcomes of the Project. According to results of the study, ISO quality management system has been applied in MOHA since 2004. Besides strong points, concerning issues remained existed and these concerns should be sufficiently evaluated. Therefore, the Proposal was aimed to propose solutions to boost the application of TCVN ISO in quality management system in MOHA’s state management activities; and drawing out experience for State administrative organizations to possibly build and successful apply quality management system in solving their work.

The Proposal was structured into 3 chapters. In Chapter 1, general issues were introduced regarding the ISO 9000 Quality management system and its application in state management practices. Chapter 2 analyzed the current uses of ISO 9000 Quality Management system by the Ministry of Home Affairs in its state management activities. Chapter 3 proposed solutions to boost the application of the ISO 9000 Quality Management system into the MOHA’s state management activities.

Dr. Can Quang Tuan, Deputy Director General of the Department of Organization – Staffing, briefing study outcomes of the Proposal

Prof.Assoc. Vu Thi Phung, the Dean of Faculty of Archival Studies and Office Administration, University of Social Sciences and Human Culture – Evaluator 1 said that “This is a Proposal which has realistic values, high values of application, contributes practically to state management activities of the Ministry of Home Affairs; concurrently, is a referencing material for other ministries and sectors in the public administration reforms in general and in applying ISO in particular”. The Proposal was appropriately structured relatively. About content, the Proposal questioned and answered thoroughly major issues i.e., general issues of Quality Management system according to standards of ISO 9000-2008, rationale and benefits of using ISO in state management activities. The Proposal generalized the process of applying ISO in the Ministry of Home Affairs during the period of 2008-2014, conducted surveying activities and systemize fields of application, appraised outputs and analyzed reasons of limitations during the course of establishing, applying and performing ISO in the Ministry of Home Affairs … Consequently, the Proposal proposed 9 solutions to enhance ISO application in state management activities of the MOHA, emphasized commitment and participation of MOHA’s leaders in steering role across founding, applying, maintaining, renovating and developing the Quality Management system, which helps improve efficiency in state management activities and practically contribute to organizations and society.

However, in order to complete the Proposal, according to Prof. Assoc. Vu Thi Phung, the authors should gather subordinate contents under a bigger content title and name it the Benefits and steps to apply ISO in state administrative organizations. Additionally, it should add one external evaluation step of Certificate Granting Agency, preventing the case where tests and examinations are conducted in prior to ISO certification. In addressing the down side of ISO application, the Research Team should provide more explanations to assist readers in understandings accurately, etc.... In Chapter 3, the fields, which need ISO application in the up-coming time, and materials and procedures to be adjusted and renovated, etc... should be pointed out.

Dr. Ngo Hai Phan, a member of Evaluation Council, giving feedback of the Proposal

Dr. Ngo Hai Phan, Director General of the Administrative Procedures Control Agency, Ministry of Justice – Evaluator 2 commented: The Ministry of Home Affairs in the role of a standing unit of the Government in public administration reforms, requesting more thorough studies in order to develop macro-proposals, i.e., amending and supplementing regulations, institutions, procedures relating to establishing and applying quality management in state administrative organizations. The Proposal would have contributed more theoretical and practical values if the author made clearer differences in building and applying ISO between producing units where outputs are tangible and administrative units where outputs are mostly intangible, except a small part of outputs existing in form of legal documents and administrative decisions, yet particularly influence socio-economic process.

Other members of the Evaluation Council also contributed their feedbacks, assessments and opinions for several contents of the Proposal, i.e., Research Team should provide additional information in the part of history, rationale and characteristics of state administration management and its relationship to ISO; typical features of MOHA in state management should be discussed; more examples should be presented to illustrate specifically in evaluations of outcomes gained as well as short-comings to overcome; in-depth, group discussion, and leader consultation and expert consultation methods should be used in finding out reasons of limitations. Consequently, appropriate solutions should be pointed out, engage public administration reforms with building and applying quality management; a pivotal table should be designed to keep track of the procedures to be supplemented and new procedures to be established. Concurrently, it should identify which MOHA’s works need to have procedures established, for which proposals would be made as regulations. Responsibilities also should be clearly identified among cooperative organizations. Besides, experience of ministries and sectors in ISO application was a good source of referencing. Solutions should include suitable rewarding forms for individuals and organizations having outstanding performance in applying ISO into their work; this criterion could help to evaluate the level to which individuals or organizations complete their duties. Besides, more communications on relationship between ISO and public administration reforms for civil servants and public employees of the Ministry of Home Affairs should be further strengthened.

In concluding remarks at the evaluation session, MOHA Vice Minister, Dr. Tran Anh Tuan – Chairman of Evaluation Council highly appreciated the studying outcomes of the Proposal and considered that a Proposal aving highly practical values and applicable. However, the Proposal should supplement more ISO application experiences from ministries, sectors, and especially the experiences from the practices of foreign countries; besides, it should explain and differentiate several concepts such as quality management according to ISO procedures and administrative procedures. Moreover, it should discuss more on the responsibilities of the leaders of organizations and units in applying ISO based quality management system. The Chairman of the Evaluation Council also requested the Research Team to study, consolidate and learn from feedbacks of members in the Evaluation Council for completing the Proposal.

Evaluation Council ranked the Proposal outcomes at Good level./.

Reported by Kim Lien

Translated by ISF