The
Plan of Official Statistics, Ministry of the Interior
Promulgated according to letter ref. Tai (80) Chu
Jen Chi Tze No. 10873 by Directorate General of Budget, Accounting
and Statistics (DGBAS) Executive Yuan dated Modified text Promulgated according to letter ref.
Tai (89) Chu Jen Chi Tze No. 03008 by DGBAS Executive Yuan dated I. Generalities 1. To strengthen the compilation and management of official affairs statistics, the Ministry of the Interior (MOI) establishes the Plan for Official Statistics (“the Plan”) for reference. Unless otherwise stated in the Statistics Law, its bye-laws and relevant regulations, the official statistics shall be undertaken in accordance with the Plan. 2. The Plan aims to ensure the process for the content, compilation and management of the official statistics, and to clearly diverge the accountabilities and authorities of statistics department and administration departments, enabling to produce accurate official statistics that demonstrate the political performance and are referred to policy-making and planning, enabling these being used for references. 3. The Plan applies to the MOI, and subordinate agencies, institutions and schools. 4. The performances and levels, working efficiency, public cost per unit, budgetary revenue and expenditure fulfilled by the MOI, and subordinate agencies, institutions and schools that may demonstrate the policy implementation shall be included in the context of official statistics. 5. The Plan is established subject to following principles: The statistical items, with nature of regularity and evaluation, as defined in the plan for classification of statistics in governments at all levels and in central government shall be included. The establishment and amendment on the statistical items, such as census (survey) statistics, comparative analysis, various rates, predictions, terminology, definition and classification related to the provision in previous paragraphs are excluded from the program for statement defined in the Plan. The statistical items included in the program for statement of official statistics are restricted to the extent under governance and control. The definition of statistical subjects, classification of terminology shall be formulated based on the legal regulations of the affairs concerned and relevant statistical standards. The program for statement of the subordinate agencies, institutions and schools of the MOI shall not be in contradiction with that for statement of official statistics of the MOI. Unless otherwise stipulated in law, the national interior affairs statistics shall be conducted in accordance with the Plan. In exceptional cases which are not covered in the Plan or not provided in relevant laws, it should be reported to the MOI on case basis for approval. II. Implementation Institutions 6. The authority in charge of the Plan is the Department of Statistics, MOI, and the statistics (accounting) offices at level of subordinate agencies (institutions), and schools. 7. Inspection/report units: the units of the organizations and subordinate agencies (institutions), and schools fulfilling directly any duties relating to the official correspondences and forms or registers and classifying, putting in order, compiling these information are the inspection/report units according to the program for statements. The statistical statements produced are the primary statement report. 8. Collection/report units: the units collecting and preparing the statements submitted by the institutions at lower level or the primary statement report of the organization are the collection/report units. The statistical statements produced are the secondary statement report. The Department of Statistics, MOI is the collection/report unit for finalization of the Plan. III. Statistical Areas 9. The statistical areas of the Plan, except the administrative areas, may be divided based on the jurisdictional areas and the resources planning subject to the requirements of internal affairs management by each agency (institution), and school. 10. The denomination, serial number (code number) and sequential order for the administrative areas as defined in article 9 shall not be in contradiction with the Standard Classification of Statistical Areas of the Republic of China (R.O.C.). IV. Statistical Subjects 11. The statistical subjects of the Plan are divided into category, subtitle, item and column. 12. The said “category” represents the denomination of the classified number for the statistical items that the MOI shall undertake according to “Plan for Division of Statistical Scope in the Governments at All Levels and at Central Organizations”. The said “subtitle” is the denomination of the subcategory. The “item” and “column” represent the title of the statistical report for official affairs and its columns. The “item” and “column” mentioned in previous paragraph should be limited to the items as defined in the rules relating to its administrative affairs. 13. The category, and subtitle of the statistical subjects, the denomination of the implementation agencies, or the unit of the Plan shall be subject to the provisions of “Categories and Subtitles of the Statistical Subjects and Its Execution Agencies or Units under the Plan for Official Statistics, Ministry of the Interior”. V. Statistical Units 14. All units used for different statistics shall be listed in the program, for the measurement or currency where the national system shall apply; in case of different units, the information shall be completed with standard units after conversion. VI. Format and Number of Statistical Books 15. The registration books and forms under the Plan are divided into three types listed below: The original materials (such as official correspondences, applications (declarations) submitted by the general public or group, notices, statements and other documents) based on the official affairs executed by all agencies (institutions) and schools are required to register in books. The original materials prepared according to previous paragraph are bounded into volume instead of registration. The statements submitted by the institutions at lower levels are collected and bound into volumes instead of registration after review. The official affairs mentioned in previous paragraphs are processed with the computers; the storage media are considered a registered book. 16. To establish the format of various statements prepared and compiled by the MOI, the subordinate agencies (institutions) and schools, the program for statement of the Plan is required to: The scope and target for statistics; The standard time for statistics; The criteria for classification of statistics; The definition of statistical subjects; The method for information collection and procedure for compilation; The target for distribution; The size of all statements shall be in B4 (364 x 257mm) size, unless otherwise printed through computers. 17. The registered books shall be categorized according to each item of official affairs, and be classified into independent books or general books with ledgers based on its nature. 18. The registers are major official documents of the organizations. The registrars shall properly safeguard them, and devolve the registers and statements to their successors by listing the details when their jobs are changed. 19. The code number of program for statements is in three sections with eight digits. The first section with four digits is based on the code for statistical items that the MOI shall undertake subject to the “Plan for Division of Statistical Scope in the Governments at All Levels and at Central Government”, while the second section with two digits is the code number for statistical items, and the third section with two digits is the sequential number of statistical statement under each statistical item. 20. The statistics on the official affairs undertaken by the MOI, its subordinate agencies (institutions), and schools shall be itemized by the person in charge of statistics in conjunction with supervisor of the administration departments who should design the formats for the statistical books and forms according to the nature of the official affairs and in consideration of the actual needs. The books and forms shall be submitted in writing to the head of the organization. The person in charge of statistics shall report to his/her supervising body to transfer to the DGBAS for approval, which is applicable to the amendments as accordingly. 21. The formats for the official statistics formats shall be subject to appendix 1 “Program for Statistical Statements on Official Affairs by the MOI, Its Subordinate Agencies (Institutions) and Schools”. VII. Methodology for Inspection/Report and Compilation 22. Whereas the MOI, its subordinate agencies (institutions) and schools processing the statistical information with computers shall input all information mentioned in registers, and print the statistical statement in form of appendix 1 regarding the program for statements. 23. All writings of reports and statements shall be written from left to right. 24. In case the information timeframe falls in “fiscal year”, “academic year”, “semester” and “period”, or “quarter”, the starting time and ending time shall be clearly marked. 25. In case the number listed in the statement is less than half, “0” shall be shown. If no number, “-” shall be indicated, while the number is unidentified, “…”shall be indicated. 26. In case a form is divided into two pages, “Cont.” shall be added on the title of page two. In case of more than two pages, the second page and up shall be added on “Cont. 1”… and “End of Cont.”. 27. If an error found on the statement, it is required to use red pen to cross out on the erratum and write with blue pen the correct number on the erratum, and stamp with the seal of the person completing the form. 28. Sources of information listed in the statements shall indicate clearly the name of the organizations or institutions. 29. Where any exceptional notes for the scope of information listed, targets, or statistical standards are required, the explanatory notes shall be written in the column “Note”. 30. The last page of continuing pages, either vertically or horizontally printed, shall be stamped. 31. All organizations shall edit and compile the information or materials upon obtaining them and file report after compilation. It is not necessary to wait until all information or materials are edited and compiled. 32. The time limits for reporting statistical statements shall not be exceeding two month time for annual report, one month time for six-month report, twenty (20) days for quarterly report, and fifteen (15) days for monthly report following the expiration date for information/materials collected. In exceptional case that the submission of report involves two or more levels, the MOI may determine the time limits in terms of actual needs. The time limits may be extended after approval of the DGBAS. VIII. Availability and Accessibility of Statistical Information 33. All statistical statements of official affairs ought to be clearly identified as confidential, publicly available, or announced in light of accessibility and availability. The information, publicly available or announced, shall as much as possible be available for reference, while the confidential information can only be provided for reference with prior consent of local authority and the DGBAS. 34. The classification of availability and accessibility for official affairs statistics as defined in article 33 shall be established and determined by the department concerned. 35. The original personal information/materials listed in the registers are regarded confidential. IX. Delegation of Authority 36. The format for official statistical statements for the MOI, its subordinate agencies (institutions) and schools will be established by the person in charge of statistics of the MOI in consultation with the departments, the subordinate agencies (institutions) concerned and schools. This applies to any additions or amendments. Any materials involved in the affairs of local authorities shall be undertaken by the personnel in statistics of the MOI in consultation with the administrative departments and local governments. Any official statistical items relating to work efficiency, cost per unit, and the revenue and expenditure shall be established by the person in charge of statistics in conjunction with person in charge of accounting. 37. The administrative departments shall be accountable to record the information/ materials on the official statistical registers if falling in the extent of MOI affairs. The registered information/materials shall be submitted to the personnel in statistical department regularly for categorization and compilation of statistical statements, which will be submitted to the administrative department concerned for countersignature. The registered information/materials concerned as mentioned in previous paragraph shall be submitted to the personnel in administrative department regularly for categorization and compilation of statistical statements, which will be submitted to the statistical department concerned for countersignature. 38. The administrative departments shall be accountable to collect and prepare regularly the information/ materials on the official statistical register if falling in the extent of local affairs, which shall be submitted to the personnel in statistics for compilation of the statistical statements. The statements will be submitted to the administrative department concerned for countersignature. The administrative department concerned as mentioned in previous paragraph shall severely conduct follow-up procedure. Whenever necessary, the assistance of the local authority for statistics or its immediate supervising authority in statistics shall be required. 39. The delegation on preparation and compilation, review, and publication of official statistical statements shall be arranged according to appendix 2 “Delegation of Authority on Official Statistical Volumes for the MOI, Its Subordinate Agencies (Institutions) and Schools”. X. Communication System 40. In case of law amendments or revision under requirement for business change, the format for volumes, subjects, units and reports of official statistics shall be amended (modified) as accordingly by the persons in charge of statistics (accounting) upon receipt of notice from the administrative department concerned. 41. Where the statistics (accounting) departments request for all original information/ materials kept in file of the administrative department concerned for purpose of official affairs, the administrative department concerned shall provide them with full support. 42. Whereas the administrative department needs to use the official statistics of other departments for purpose of engaging in its business, the statistics (accounting) departments shall give full support and provide necessary assistance. 43. Where the administrative department makes a request for official statistics directly from the subordinate agencies (institutions) and schools in order to meet its contingent requirements, it shall notify its statistics (accounting) units as accordingly. XI. Internal Statistical Audit 44. The targets to be audited in the MOI, its subordinate agencies (institutions) and schools for internal statistics are listed below: The original unit that produces the statistical information; The unit that collects or integrates the statistical information; The unit that publishes final statistical results and analyzes the statistics. 45. The internal statistical audit of the MOI, its subordinate agencies (institutions) and schools shall include pre-duty audit and post-duty audit. The pre-duty audit shall focus on review on the preparation of plan, methodology of information collection, and use of fund; while the post-duty audit aims to accuracy of statistical number and review on work performance. 46. The scope of internal statistical audit in the MOI, its subordinate agencies (institutions) and schools includes: Review on statements, including review on statistical registers and accuracy of statistical information; Review on methodology, including review on compilation of statistics and method of analysis; Review on funding, including review on statistical planning and funding; Review on work, including review on workload and work performance. 47. The statistical statements of the MOI, its subordinate agencies (institutions) and schools shall be compiled and reported regularly that shall not be deferred. The compilation of statements shall be recorded for reference. 48. All report departments shall deliberately review the official statistical statements compiled and provided by the subordinate agencies (institutions), schools and local agencies, focusing on the followings: Reporting time scale; Any contradiction or inconsistency of relevant information in relevant statements; Any peculiarity or unreasonableness on the statistical information of each subject; Whether the individual number is consistent with total number in all columns of statements, either vertically or horizontally; Whether the categorization on the columns of the statements, either vertically or horizontally, is reasonable and subject to the requirements; Whether the format, items, definition of subjects, classifications, and papers of the statements is subject to the requirements; Observation on the information change in previous period, if unreasonable, whether it is checked and explanation is given; Whether the handwriting is clear and recognizable, and if any ambiguity; Any error or omission in information time scale; In case of any queries when reviewing, the person completing the form shall be consulted. No modification or change is allowed. XII. Statistical Report 49. The results of official affairs statistics compiled by the MOI, its subordinate agencies (institutions) and schools shall prepare, regularly or irregularly, statistical report based on the following requirements: Internal report: prepare and compile according to the administration management and the requirement of decision-making; External report: prepare and compile according to the requirement by the supervising authorities or associated organizations. 50. The internal report of the MOI, its subordinate agencies (institutions) and schools shall be internally distributed to relevant departments for references after its conclusion of compilation; those prepared and compiled by the administrative departments shall be distributed to statistics (accounting) units for references. 51. The external report prepared and compiled by the MOI, its subordinate agencies (institutions) and schools which are undertaken by the statistics (accounting) units shall be submitted for approval prior to distribution or provision. The external reports made by the administrative departments can only be distributed with countersignature of the persons in charge of statistics. 52. After conclusion of compilation, the external reports prepared by the MOI, its subordinate agencies (institutions) and schools shall be distributed to the governments at all levels and compiling organizations as defined in the “Plan for Division of Statistical Scope in the Governments at All Levels and at Central Government”. XIII. Analysis or Estimates 53. The official statistical information prepared by the MOI, its subordinate agencies (institutions) and schools shall be analyzed on monthly, quarterly, annual, or periodical basis, in consideration of comparing with relevantly international information. 54. If there is a consequential change on the official statistical information of the MOI, its subordinate agencies (institutions) and schools, an analysis on the grounds for change based on factors, such as business factors and socio-economic development, shall be conducted. 55. When a consequential policy being implemented by the MOI, its subordinate agencies (institutions) or schools, a comparative analysis on the statistical information before and after implementation shall be conducted for policy evaluation. 56. The analysis on official statistical results shall be reported to relevant departments and the head of the organization in due course; in case of the affairs of supervising authorities or associated institutions involved, the analytical information shall be addressed to them for references. 57. The personnel in statistics units of the MOI and its subordinate agencies (institutions) shall periodically put in order and analyze all statistical information in previous years prior to the establishment of annual policy for references of policy making for the coming year and budget compilation. XIV. Management of Statistical Information 58. The publication of the information shall be reported by the person in charge of statistics in conjunction with competent administrative department to the supervisor of the organization for approval, and shall be submitted to the statistics (accounting) offices at upper level for reference. 59. The books and publications of statistical information can only be provided with the information publicly available and approved by the head of the organization. A small fee will be charged. 60. One copy of all statistical publications and unpublished statistical reports shall be permanently for reference. Unless otherwise stated in law, the original books and registers for official affairs statistics shall be kept at least five years. 61. All statistical information of the MOI, its subordinate agencies (institutions) and schools shall be delivered to archive management units for filing purpose in accordance with archive management regulations, the remaining shall be kept by the preparation units. 62. The statistical information at expiration of time limits for safeguard, or being stored in memory media of computers, or being filed in form of microfilm may be destroyed with consent of the head of the organization. 63. The time limits for keeping the statistical information stored in memory media of computers or filed in form of microfilm may be determined by considering the actual requirements of each agency (institution) and/or school, without prejudice of principles under paragraph 60. XV. Supplementary Provision 64. The agencies (institutions) and schools affiliated to the MOI shall establish their Plan for Official Statistics; except those with simple statistical work, they may be exempted from establishing the Plan after approval of the MOI. 65. The re-inspection on the statistical audit under the Plan shall be undertaken according to the directions of terms of references on re-inspection on statistical audit for official statistics of the MOI. 66. The content of the addendum may be modified or amended, according to business requirements, without contradiction to the principles of the Plan and with consent of the person in charge of statistics. The amendments shall be submitted to the DGBAS for approval. 67. The Plan may be fulfilled in stages according to its priorities by taking into account the human resources and other resources. 68. The Plan shall be reported to the Minister for approval. The person in charge of statistics shall file the plan to the DGBAS for approval, and notifies in writing of its implementation. This rule is applicable to any amendments required. Appendix Categories and Subtitles of the Statistical Subjects, the Implementation Agencies or Units under the Plan for Official Affairs Statistics, Ministry of the Interior
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