Building an excellent knowledge base is important when working as a virtual assistant to support civil servants.

Speed ​​up progress, do not let work backlog occur

On August 30, Minister Nguyen Manh Hung chaired the August 2024 State management conference of the Ministry of Information and Communications .

The August 2024 State Management Conference of the Ministry of Information and Communications took place on August 30, in a combination of in-person and online formats. Photo: Le Anh Dung

Taking place in both in-person and online formats, the conference was also attended by Deputy Ministers of Information and Communications Phan Tam, Pham Duc Long, Nguyen Huy Dung, Nguyen Thanh Lam; Vice Chairman of Hai Phong City People's Committee Hoang Minh Cuong and leaders of heads and deputy heads of agencies, units and enterprises under the Ministry.

Statistics updated by the Office of the Ministry of Information and Communications at the conference showed that in the first 8 months of 2024, the information and communications industry continued to grow in terms of revenue, profit, budget payment as well as contribution to the country's GDP, with a growth rate of 20 - 25.5% over the same period last year.

Notably, in August, the Ministry of Information and Communications chaired a series of meaningful activities to celebrate the 79th anniversary of the Information and Communications industry's tradition, typically: Incense offering ceremonies at Dinh Hoa Safe Zone, Thai Nguyen and the Information and Communications industry's martyrs' cemetery in Tay Ninh ; Organizing meetings with more than 400 retired cadres in the North, Central and South; 3D mapping projection at the Ministry's Headquarters building to recreate the history of the formation and development of the Information and Communications industry; Organizing a talk between the Minister and all cadres and employees in the Ministry about the tradition, history of the industry and the opportunities, challenges, missions and tasks of the current generation.

At the same time, many professional activities continue to be maintained stably and effectively by agencies and units within the Ministry. However, the review results of the Office of the Ministry of Information and Communications show that, in addition to nearly 150 tasks completed by units in August, there are still a number of tasks that have exceeded the deadline required by the Ministry's leaders. For units with many tasks that are slow to be implemented, Minister Nguyen Manh Hung requested the leaders of these units to focus on speeding up the progress of work settlement, not allowing the backlog of tasks.

Statistics on the development of the information and communication industry in the first 8 months of this year. Photo: Office of the Ministry of Information and Communication

The view that leaders are responsible for investing in technology and developing digital tools to reduce workload and help officials, civil servants, public employees, and workers has been affirmed many times by Minister Nguyen Manh Hung.

At the meeting of all staff in the Ministry of Information and Communications on August 28, the head of the Information and Communications sector shared about two tasks that the Ministry of Information and Communications is focusing on implementing to reduce the workload for employees, which are: Developing a virtual assistant to serve staff and civil servants; and implementing an online reporting system with the specific goal of reducing the number of reports from the Department of Information and Communications to the Ministry by 10 times each year, thereby also reducing the time that agencies and units in the Ministry have to process reports.

Checking the progress and results of the implementation of the above two important tasks is the content that takes up most of the time of the August 2024 State management conference of the Ministry of Information and Communications. In particular, online reporting has been piloted by the Office of the Ministry of Information and Communications since mid-July until now, with the orientation of comprehensive digital transformation of report synthesis work, while optimizing processes, minimizing time, costs and human resources.

Minister Nguyen Manh Hung pointed out that the hope when implementing online reporting is to move towards lower levels not needing to report to higher levels. Photo: Le Anh Dung

Minister Nguyen Manh Hung requested the Office of the Ministry of Information and Communications to prepare a thematic report on the implementation of the online reporting system, based on working with the Ministry's specialized agencies and units and the Departments of Information and Communications of neighboring areas on the content of changing the reporting form of agencies and units.

Specifying the goal of the online reporting system is to move towards the point where subordinates do not need to report to superiors, the head of the Information and Communications sector also stated the requirement: From the data periodically updated by the Departments of Information and Communications on the system, the directors and division heads will have to make monthly or ad hoc reports on the operational situation in the field under their charge.

Building a knowledge base is the main job when working as a virtual assistant to support civil servants.

Most of the time of the August state management conference was spent on demoing the virtual assistant of the National Digital Transformation Agency, the Foreign Information Agency, and exchanges and discussions to find feasible solutions, especially building excellent knowledge systems of the units.

Mr. Do Lap Hien, representative of the National Digital Transformation Agency, demoed the unit's virtual assistant at the conference. Photo: Le Anh Dung

The Ministry of Information and Communications has determined to be a pioneer in applying virtual assistants to professional activities. The virtual assistant of the Ministry of Information and Communications is a combination of human-built expert knowledge systems and large language models of artificial intelligence. By promoting the use of virtual assistants to support work, units also accumulate organizational knowledge, which is a valuable asset to leave to future generations.

Director of the Department of External Information Pham Anh Tuan informs about how to become a virtual assistant of the Department. Photo: Le Anh Dung

Through the virtual assistant demo of the two units, Minister Nguyen Manh Hung reiterated the Ministry's viewpoint in developing virtual assistants to serve cadres and civil servants, that is, building a knowledge system is important and the main thing; The excellence of virtual assistants to serve cadres and civil servants must first be the knowledge system.

In response to concerns from units about how to accelerate the building of a knowledge system, Minister Nguyen Manh Hung suggested a method that includes the following steps: Review existing questions to see if they are common questions in the unit's work practices; Use ChatGPT to answer single questions; Divide the task of answering new questions, double questions that integrate multiple contents for employees in the unit; Finally, 'harden' the answers through a meeting to evaluate the accuracy to unify them into the unit's knowledge system. This final step is to ensure that for 1 process, 1 task, the system only gives 1 answer. "This is how we use ChatGPT in state management!", Minister Nguyen Manh Hung said.

At the conference, Minister Nguyen Manh Hung assigned Deputy Minister Pham Duc Long to direct and focus on quickly making a virtual assistant for the National Digital Transformation Agency. After that, through comparing the plans for making a virtual assistant at the National Digital Transformation Agency and the Department of External Information, the Ministry's leaders will agree on the plan and provide instructions for other units to implement it.

Changing the way civil servants work with virtual assistants The Ministry of Information and Communications expects virtual assistants to change the knowledge system and working methods of the state civil servant system, and to smarten the operations of the entire Vietnamese civil servant system.

Source: https://vietnamnet.vn/xay-dung-he-tri-thuc-xuat-sac-la-quan-trong-khi-lam-tro-ly-ao-ho-tro-cong-chuc-2317144.html