Reducing paperwork and shortening processing times

On September 30, at the headquarters of the Ministry of Industry and Trade, the Department of Science, Technology and Digital Transformation under the Ministry of Industry and Trade, in coordination with the National Foundation for Science and Technology Development under the Ministry of Science and Technology, held a training session on the use of the Online Management System for Science, Technology and Innovation Tasks.

The program was attended by representatives of departments, agencies, institutes, universities and other units under the Ministry. The training focused on introducing the National Digital Platform for Science, Technology and Innovation Management; providing guidance on account access and the functions of the Online Management System for Science, Technology and Innovation Tasks; and discussing and addressing difficulties and questions raised by participants.

The training session was also one of the first activities undertaken by the Department of Science, Technology and Digital Transformation following its reorganization under Decision No. 2236/QD-BCT dated September 11, 2026, issued by the Minister of Industry and Trade. It reflects the Department’s consistent approach of using data as the basis for management and digital platforms as the means of managing science and technology.

In recent times, the National Foundation for Science and Technology Development has closely and promptly coordinated with the Department in issuing accounts, preparing materials and assigning staff to provide direct guidance to units under the Ministry of Industry and Trade. The Foundation operates the Online Management System for Science, Technology and Innovation Tasks and is implementing a program to support ministries, sectors and localities. Its support is an important condition for the Ministry of Industry and Trade to complete its assigned target within the required timeframe.

Nguyen Thi Lam Giang, Director of the Department of Science, Technology and Digital Transformation under the Ministry of Industry and Trade, said that, in implementing Resolution No. 57-NQ/TW of the Politburo and the 2025 Law on Science, Technology and Innovation, science and technology management is shifting from procedural control towards output-based management, driven by data and greater transparency. The Online Management System for Science, Technology and Innovation Tasks digitizes the entire lifecycle of tasks on a unified nationwide database.

“For organizations in charge of implementing tasks and scientists, the System reduces paperwork, shortens processing times and allows them to track the status of applications in real time. For management agencies, the System ensures traceability and transparency and provides evidence-based data for resource allocation,” she said.

program No. 02-CTr/BCĐTW dated February 2, 2026, issued by the Central Steering Committee, and Decision No. 318/QD-BCT dated February 13, 2026, issued by the Minister of Industry and Trade, set an important target: 100% of science, technology and innovation tasks must be managed and monitored throughout their entire lifecycle on a digital platform, with completion scheduled for the fourth quarter of 2026.

With only around three months remaining, Nguyen Thi Lam Giang stressed: “This is not about installing another piece of software; it is about changing the way management is conducted. Any task that is not on the System is not yet being managed in accordance with the new requirements.”

Data must be “accurate, complete, clean and live”

To implement the assigned tasks and meet the requirements, Nguyen Thi Lam Giang highlighted four requirements for units involved in science and technology activities.

First, all seven stages of the task lifecycle must be fully updated: commissioning; selection or direct assignment; contracting; disbursement; acceptance; transfer; and post-acceptance monitoring. Tasks included in the 2027 annual plan will be selected, directly assigned and contracted through the System.

At the training session, representatives of the National Foundation for Science and Technology Development provided guidance to participating units on the System’s operating procedures, user access rights, data updates and task management in the digital environment.

Second, data must be “accurate, complete, clean and live”. Heads of units are responsible for their respective units’ data. Electronic records must be consistent with original records and ensure traceability and digital signatures. Data on the System will serve as the basis for the Department to monitor, urge implementation and report to the Ministry’s leadership. The Department will minimize requests for units to resubmit information that is already available on the System.

Third, user accounts must be managed strictly and information must be disclosed in accordance with regulations. Accounts are issued to individuals and must not be shared. Any personnel changes must be reported immediately so that access rights can be adjusted. Information on results and financial matters subject to disclosure must be updated on the Platform so that research findings can reach businesses, making cooperation among the State, scientists and businesses more substantive.

Fourth, implementation must adhere to three key milestones. Before October 15, 2026, 100% of units must activate their accounts and establish access rights. From October 15, 2026, all notices and registrations relating to the Ministry’s science, technology and innovation tasks will be carried out on the National Platform. In December 2026, the Department will reconcile the data and report to the Ministry’s leadership. The Department will announce the data update rate of each unit on a monthly basis.

To ensure smooth and consistent implementation, the Department of Science, Technology and Digital Transformation requested continued coordination and support from the National Foundation for Science and Technology Development in the period ahead.

Specifically, the Department asked the Foundation to establish a dedicated focal point and a permanent technical support channel for units under the Ministry of Industry and Trade during the peak implementation period in October and November 2026, ensuring that issues relating to accounts, access rights and digital signatures can be addressed promptly.

In addition, the Department requested guidance and support in updating data on ongoing and transitional tasks, including consideration of batch data-entry options using a standardized template to shorten the time required for digitization.

It also proposed completing functions suited to the specific characteristics of the industry and trade sector, including ministerial-level tasks, key science and technology programs, pilot production projects and commissioned tasks for the development of strategic technologies.

At the same time, the Department proposed granting it access to data and management reports to monitor the progress of data updates by individual units and support reporting to the Steering Committee, while gradually studying the connection and sharing of data with the Industry and Trade Knowledge Database.

The Department also proposed organizing specialized training sessions tailored to different groups, including management agencies, organizations in charge of implementing tasks, and accounting departments, as well as providing training materials and instructional videos so that units can conduct their own training.

The Department of Science, Technology and Digital Transformation proposed that the two sides soon agree on a regular coordination mechanism between the Department and the Foundation, covering focal points, communication channels, data sharing and periodic progress reviews.

For its part, the Department committed to fully consolidating feedback from users within the Ministry of Industry and Trade to contribute to further improvements to the System.

According to delegates attending the training session, digital transformation in science and technology management will only succeed when every unit and every staff member regards it as their own responsibility. Completing the target of managing 100% of tasks throughout their entire lifecycle on the digital platform in the fourth quarter of 2026 will provide a concrete measure of that responsibility.