Kyta Platform & MOHA: Transforming Public Governance in the AI Era

A directive is issued at 8 a.m. By the afternoon, who owns it? What stage is it at? When will there be a finished output? In many state administrative agencies, the answer still depends on a phone call, a Zalo message, or a secretary's handwritten notebook.

Vietnam's Ministry of Home Affairs is renewing how work is managed, moving toward an interconnected digital platform, aiming to end the situation where documents, tasks and results sit scattered across different channels. This is not one ministry's problem alone. Across the public administration system, agencies face the same underlying challenge: how to turn every directive into a task with a named owner, a deadline, and a measurable output, and how to evaluate civil servants on real data rather than subjective judgment.

Kyta Platform, built on three core applications, eDLM, eTask and eKPI, was designed for exactly this problem, with AI acting as an assistant throughout the entire work lifecycle.

Three layers of friction slowing down public governance

In practice, across ministries, agencies and localities, the friction tends to show up at three levels.

At the level of ministry, agency and local leadership, tasks assigned through informal channels such as phone calls or chat messages easily get lost. There is no central system to track and monitor every case, internal or external. More seriously, the lack of connection between directives and their execution means subordinate units sometimes misread the intent behind a directive, directly affecting the outcome.

At the unit leadership level, the difficulty lies in tracking progress in real time. Without early-warning tools, bottlenecks in execution go undetected until they cause delays, reduce efficiency, and make risk hard to control.

At the level of civil servants and public employees, daily professional work remains scattered across multiple systems, without tools to measure performance or send reminders. Staff evaluation, as a result, stays largely qualitative, lacking sufficient data for an objective assessment.

These gaps become sharper as agencies begin implementing Decree 335/2025/ND-CP on evaluating and ranking the quality of civil servants. Without a clear output defined for each job position, aggregating, quantifying and comparing the weight of different tasks becomes time-consuming and imprecise. In many places, existing systems are simply not ready for automatic, real-time evaluation.

A solid legal foundation for the transformation

Kyta Platform is designed to align closely with the current legal framework, including Resolution 57-NQ/TW on developing science, technology, innovation and national digital transformation, Decree 335/2025/ND-CP on evaluating and ranking the quality of civil servants, Decree 45/2026/ND-CP on managing state-budget-funded IT investment, Decree 30/2020/ND-CP on official correspondence, and Decree 116/2024/ND-CP on managing civil servant records and job positions. Staying close to these regulations means an agency can adopt the platform without worrying about legal validity or compatibility with forthcoming rules.

A comprehensive solution: three connected applications on one data chain

Kyta Platform is built on three pillar applications, with AI integrated from the start, forming a closed governance loop.

eDLM, Document Management, digitizes the entire document lifecycle under Decree 30, covering incoming, outgoing and internal documents on a single platform, with no printing required. Leaders can annotate and direct processing right on the system, and routing to the relevant departments or individuals happens automatically. Remote digital signing on mobile devices allows approval anytime, anywhere. Documents are automatically filed into an electronic archive, searchable within seconds.

eTask, Task Assignment and Tracking, converts document content into specific tasks, assigned to the right person with the right deadline, eliminating the "forgotten task" problem. Reminders go out through multiple channels, including Dashboard, SMS and Zalo. Progress is tracked in real time using Gantt charts and Kanban boards. Each department or unit can define its own standard task catalog, linked to job-position descriptions for each civil servant rank, forming the basis for scoring and time allocation. The system also supports encrypted confidential tasks that are still recorded for scoring purposes.

eKPI, Staff Evaluation, automatically links execution results from eTask to KPI metrics for monthly evaluation, aligned with Decree 335. Civil servants can enter their own scores, attach evidence, and discuss with their supervisor. The approval process runs through multiple levels: the direct leader reviews and proposes a ranking, the evaluation council gives its opinion and drafts the final ranking, and the authorized leader approves and issues the official result. Any ranking adjustment is recorded with a stated reason to ensure transparency, and the full evaluation history is always ready for audit and workforce planning.

AI woven through the entire work lifecycle

The biggest difference in Kyta Platform is that AI is not a bolt-on feature. It accompanies every step of the work process. On eDLM, AI helps classify documents, extract key information, and reduce manual errors, alongside an AI chatbot assistant that supports document lookup and Q&A.

On eTask, AI works along three main lines. Task decomposition suggestions, known as AI WBS, propose a Task and Subtask structure from a directive's content for quick user confirmation, removing the need for manual planning. Document-to-Task suggestions recognize directive actions within PDF or Word files to generate a corresponding task list. Smart Assignee suggestions recommend the right person based on role, unit and current workload, ensuring a fair distribution of work.

The system also flags overdue risk based on SLAs and similar past cases, detects bottlenecks where work has piled up for too long, and helps coordinate resources when it spots an overload or a slowdown in a specific individual or unit.

The payoff: "6 Clarities" in real time

The entire system is built around one guiding principle: "6 Clarities". Clear on who, what, when, responsibility, output and authority, all updated in real time.

For ministry, agency and local leadership, this becomes a tool to grasp information in real time, control progress, and make accurate decisions based on execution data, rather than manually compiled reports. For unit leadership, the system optimizes task assignment, ensures transparent accountability, and enables fair performance evaluation based on real data. For civil servants and public employees, digitized and clearly measured work makes it easier to hit KPIs, get properly recognized, and access more opportunities for growth.

A realistic rollout, not an overnight revolution

Kyta Platform follows a standardize-first, adopt-later principle, starting with one pilot unit before expanding under control. The survey and process-analysis phase typically takes four to six weeks, followed by eight to ten weeks of configuration, permission setup, training and user guidance. Throughout operation, a technical support team is available around the clock, while the system is continuously updated to reflect the government's latest regulations.

Throughout this process, the standard task catalog serves as the foundation: each standard task carries a specific output, a single main responsible person, and a defined time allocation, limiting subjective evaluation as much as possible. User feedback is collected continuously at each stage to refine and complete the system before expanding to the next unit.

Conclusion

The challenge many state administrative agencies face is not a lack of will to go digital, but the absence of a sufficiently interconnected platform where documents, tasks and staff evaluation run on one continuous data chain. Kyta Platform, with its eDLM, eTask and eKPI applications and AI woven throughout, was built to solve exactly that problem, aligned with the direction the Ministry of Home Affairs and many other agencies are pursuing as they modernize public governance for the digital age.

👉 Contact Kyta Platform to plan your organization's move to digital work management.

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