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Rwanda Ministry of Health

July 2009

RWANDA MINISTRY OF HEALTH Selected Standard Operating Procedures (SOPs)

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Table of Contents EXTERNAL STANDARD OPERATING PROCEDURES 1. Authorization of Nongovernmental Organizations to Operate in the Health Sector ................................................................................................... 4 2. Authorization to Open a Private Practice (private medicine) .......................................................................................................................................11 3. Technical Assistant Card ..................................................................................................................................................................................................14 4. Obtaining a Work Permit for Technical Assistance for Health .....................................................................................................................................16 5. Facilitation Obtaining Exoneration for Equipments and Products for Health Services ..............................................................................................19 6. Appointments in the Ministry of Health ........................................................................................................................................................................21 7. Volunteer Health Professionals in the Public Sector .....................................................................................................................................................24 8. Scholarship Application in the Health Sector .................................................................................................................................................................27 9. Organization of the Joint Health Sector Review ............................................................................................................................................................30 INTERNAL STANDARD OPERATING PROCEDURES 1. Elaboration or Revision of Health Sector Strategic Plan ...............................................................................................................................................33 2. Elaboration or Revision of Sub-‐Sector Strategic Plans (eg., malaria, HIV) ...................................................................................................................36 3. Elaboration of Ministry of Health Action Plan ...............................................................................................................................................................38 4. Elaboration of Joint Annual Workplan ...........................................................................................................................................................................41 5. Elaboration of MTEF ........................................................................................................................................................................................................43 6. Budget Management and Execution ..............................................................................................................................................................................45 7. Mail Management ...........................................................................................................................................................................................................48 8. Elaboration of Quarterly Meetings and Training Programs ..........................................................................................................................................49 9. Elaboration of Annual Report .........................................................................................................................................................................................51 10. Elaboration of Quarterly report ....................................................................................................................................................................................54 11. Organization of the Ministry of Health Retreat (logistics, presentations, report) ....................................................................................................56 12. Organization of the SMM ..............................................................................................................................................................................................58 13. Elaboration of Quarterly Key Health Indicators Bulletin .............................................................................................................................................59 14. Office Procurement ........................................................................................................................................................................................................61

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ANNEXES 1. Identification Form for Private Medical Practices ......................................................................................................................................................... 68 2. Request for a Meeting with the Minister or Permanent Secretary ............................................................................................................................. 71 3. Form for External Mail Management ............................................................................................................................................................................ 72 4. Form for Internal Mail Management ............................................................................................................................................................................. 73

MINISTRY ACRONYMS

MIFOTRA MINISTRY OF PUBLIC SERVICE, SKILLS DEVELOPMENT AND LABOR MINAFFET MINISTRY OF FOREIGN AFFAIRS AND COOPERATION MINALOC MINISTRY OF LOCAL GOVERNMENT AND SOCIAL AFFAIRS MINECOFIN MINISTRY OF FINANCE AND ECONOMIC PLANNING MINISANTE MINISTRY OF HEALTH MOE MINISTRY OF EDUCATION MOH MINISTRY OF HEALTH

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EXTERNAL STANDARD OPERATING PROCEDURES 1. AUTHORIZATION OF NONGOVERNMENTAL ORGANIZATIONS (NGOS) TO OPERATE IN THE HEALTH SECTOR This standard operating procedure relates to law n°20/2000 of 26/07/2000 on nonprofit organizations. It requires international and national NGOs working in Rwanda to renew their authorization every year.

A. INTERNATIONAL NGOS REQUIRING FIRST-‐TIME REGISTRATION

STEP # ACTIVITY/TASK PROCESS

TIME/ DURATION

PRIMARY

RESPONSIBILITY SECONDARY

RESPONSIBILITY DATA SOURCES

/TOOLS/ TEMPLATES

I. The NGO signs a memorandum of understanding (MOU) with the Ministry of Health (MOH) through the following process: NGO meets with the Minister to discuss . Minister directs NGO to the appropriate technical team concerned with the mission of the NGO.

NGO and technical team draft the MOU. The technical team approves MOU and sends it to Minister for signature.

Minister reviews MOU. If modifications must be made, MOU is returned to technical group for revision. If no modifications are necessary, the Minister signs the MOU.

Signed MOU is sent back to the NGO. NGO sends a letter to request a recommendation letter from MOH with the signed MOU attached.

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TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

The legal department drafts the recommendation letter and passes it to the Permanent Secretary for approval. If approved, it is sent to the Minister for signature. If not approved, it is sent back to the legal department for revision.

Signed request letter is given to NGO. The following documents must be verified by the embassy of the applicant and then submitted to the Minister: Request letter from NGO for authorization Constitution/by-‐laws of NGO Documentation of the recognition and details about its recognized branches throughout the world, if any

Objectives of the NGO and experience in Africa and the world

Annual work plan that provides information on resources available to achieve objectives set by the NGO, preferably accompanied by documents on current and future projects

Documentation on the availability of funds or agreement of funding for the NGO

Letter of collaboration from district or province for current year (obtained by submitting the right documentation to the local authorities)

A letter of recommendation from the MOH (obtained

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TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

after the MOU is signed) Memo describing the program the Vision 2020 and the Economic Development and Poverty Reduction Strategies

Memo describing the program the district development plan

Memo describing the financial capacity of the organization (sources of financing)

MOU signed by the NGO and the MOH

B. INTERNATIONAL NGOS REQUIRING AN EXTENSION TO THEIR REGISTRATION STEP #

ACTIVITY/TASK PROCESS

TIME/

DURATION

PRIMARY



/TOOLS/ TEMPLATES

I. The NGO submits the following documents to the Minister: Request letter Annual activity report for the previous year Annual work plan that provides information on resources available to achieve objectives set by the NGO, preferably accompanied by documents on current and future projects

Annual inventory report duly filled out from MINALOC

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STEP #

ACTIVITY/TASK PROCESS

TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

Letter of collaboration from the district or province for this year (obtained by submitting to the district the MOU with the MOH request letter and the action plan for the district)

A letter of recommendation from the MOH 2020 and the Economic Development and Poverty Reduction Strategies

development plan


C. LOCAL NGOS REQUIRING FIRST-‐TIME REGISTRATION


TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

I. The NGO signs an MOU with the MOH through the following process: Minister directs NGO to the appropriate technical team concerned with the mission of the NGO.

NGO and technical team draft the MOU.

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TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

The technical team approves MOU and sends it to Minister for signature.

Minister reviews MOU. If modifications must be made, MOU is returned to technical group for revision. If no modifications are necessary, the Minister signs the MOU.

Signed MOU is sent back to the NGO. NGO sends a letter to request a recommendation letter from MOH with the signed MOU attached.

The legal department drafts the recommendation letter and passes it to the Permanent Secretary for approval. If approved, it is sent to the Minister for signature. If not approved, it is sent back to the legal department for revision.

Signed request letter is given to NGO. The NGO must submit the following documents to the Minister: Request letter Constitution/by-‐laws of the NGO Minutes of the initial meeting in which the president, vice president and the secretary of the organization are elected

List of founding members and their signatures Statement showing the duly registered members who are the legal representatives of the organization

Annual workplan that provides information on resources

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TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

available to achieve objectives set by the NGO, preferably accompanied by documents on current and future projects


Letter of collaboration from the district or province for this year (obtained by submitting to the district the MOU with the MOH request letter and the action plan for the district)

A letter of recommendation from the MOH 2020 and the Economic Development and Poverty Reduction Strategies

development plan


D. LOCAL NGOS REQUIRING AN EXTENSION TO THEIR REGISTRATION


TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

I. Submit the following documents to the Minister: Request letter

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TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

Annual activity report for the previous year Annual workplan that provides information on resources available to achieve objectives set by the NGO, preferably accompanied by documents on current and future projects

Annual inventory report duly filled out from MINELOC Letter of collaboration from the district or province for this year (obtained by submitting to the district the MOU with the MOH request letter and the action plan for the district)


Copy of the registration certificate from the previous year

2020 and the Economic Development and Poverty Reduction Strategies

development plan


II. The NGO submits the packet of documents to the reception area of the MOH. The file receives a number and the receptionist gives a receipt to the applicant.

Reception area

III. The file is sent to the Central Secretariat where it is logged and then sent to the Minister.

Central Secretariat

IV. Personal

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TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

Planning Unit. Assistant or Administrative Assistant in

V. The file is reviewed and is sent to legal department. Planning

Director Planning Officer

VI. The legal department reviews the file and writes a letter to MINALOC requesting registration.

Legal advisor

VII. The legal department gives the file to the Permanent Secretary for review, who either gives it back to the legal department for revision, or to the Minister for signature.

Permanent Secretary, Minister

VIII. The Central Secretariat sends it to MINALOC. Central Secretariat

IX. MINALOC processes registration and sends registration to NGOs. MINALOC X. Central Secretariat makes a copy of the registration and

files it in the archives. Central

Secretariat

XI. Central Secretariat sends registration to NGO (or NGO can pick it up).

Central Secretariat

2. AUTHORIZATION TO OPEN A PRIVATE PRACTICE (PRIVATE MEDICINE)

The procedure outlines the steps necessary for an accredited health care provider (or association of providers) with two or more years of clinical experience to open a private medical practice.

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TIME/

DURATION

PRIMARY



/TOOLS/ TEMPLATES

I. The applicant must submit a letter to the District Health Officer of the district where the practice will be opened. The letter should: be addressed to the Minister of Health; request permission to open a private practice.

Applicant

II. The District Health Officer must forward this letter to the District Mayor for approval. The applicant can collect this letter

val.

District Health Officer

District Mayor

III. The applicant must submit the following documents to the private medicine officer: The approved letter from the District Mayor requesting authorization to open a private practice

CV Registration certificate (for doctors only)

Nursing registration certificate from the Nursing Task Force of the Ministry of Health (for nurses only)

Official diplomas Statutes (for associations only) Certification of services to be provided (this should be obtained from the last medical institution where the applicant was employed)

District report from the districts in which they are going to work

Identification card

Applicant See Annex 1 for identification form for private medical establishments. This can be obtained from the Private Medicine Officer.

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TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

A Rwandan work permit (for foreign nationals only)

IV. The Private Medicine Officer collects these documents and prepares a certificate of service.

Private Medicine Officer

Director of Health Care Desk

V. The certificate of service is submitted to the Health Care Task Force for approval.

Private Medicine Officer


VI. If approved, the Health Care Task Force submits the certificate to the Unit of Planning, who then forwards it to the Permanent Secretary. If for any reason it is not approved, it will be returned to the Private Medical Officer.


Director of Planning

VII. If the Permanent Secretary approves the certificate, it is sent to the Minister to sign the final authorization. If for any reason it is not approved, it will be returned to the Private Medicine Officer.

Permanent Secretary

Personal Secretary of the Minister of Health

VIII. The Minister sends the authorized certificate back to the Private Medicine Officer.

Personal Secretary of the Ministry of Health

IX. Applicants can then collect the authorized certificate from the Private Medicine Coordinator.

Applicant Private Medical Coordinator

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3. TECHNICAL ASSISTANT CARD This is a card provided by Ministry of Foreign Affairs (MINAFFET) for foreigners working in Rwanda. STEP # ACTIVITY/TASK PROCESS

TIME/

DURATION PRIMARY



/TOOLS/ TEMPLATES

I. The requesting NGO submits the following documents, addressed to the Minster: Letter of request to Minister of Health Completed form from the Rwandan Revenue Authority (RRA)

ction plan Memorandum of understanding between MOH and project/NGOs

Copy of passport (personal information and Rwanda immigration stamp) of the person(s) requesting the card

3 passport pictures of the person(s) requesting the card

Requesting NGO RRA Form can be obtained from Rwanda Revenue Authority.

II. Planning Unit.

Personal Assistant or Administrative Assistant in

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TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

III. The file is reviewed, a request letter to Immigration is drafted .

Director of Planning and Secretary of Planning

Planning Secretariat

IV. The request letter is signed by the Minister. Minister of Health

General Secretary

V. The letter is sent to Immigration through MINAFFET. Central Secretariat


VI. Approval is sent to project/NGOs. MINAFFET

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4. OBTAINING A WORK PERMIT FOR TECHNICAL ASSISTANCE FOR HEALTH This permit gives a foreigner the right to work in Rwanda. It is provided by Ministry of Labor (MIFOTRA). http://www.mifotra.gov.rw/documents.htm STEP # ACTIVITY/TASK PROCESS

TIME/

DURATION PRIMARY



/TOOLS/ TEMPLATES

I. The requesting NGO submits the following documents to the Minster: Part 1: Recruitment Authorization Application letter done by employer to the Director of Labor

Copy of notified certificate or diploma Police clearance (from where he/she was during six month or +) (this obtained by 1. Paying fees at Rwanda Revenue Authority 2. Submitting the following to the First Court of Instance or Police Headquarters: a) a request letter b) filled out form (from police station) c) 3 photos 4) receipt of paid fees)

CV Copy of passport 2 photos Registration certificate Expatriate employment approval Enterprise/company opening declaration, if the said enterprise/company is new or nonregistered

Requesting NGO

http://www.mifotra.gov.rw/documents.htm

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TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

in the MIFOTRA The Unit of Planning secretariat drafts an agreement letter from MINISANTE to submit with the above items.

It is sent to the Minister for signature. Central secretariat sends to MIFOTRA. The recruitment authorization is done during ten working days.

Part 2: Work Permit Application letter done by employer to the Director of Labor

Copy of Recruitment authorization letter Contract of employee signed by employee and company

Card of Rwanda Social Security Fund (CSR) (only if the person is paid by the MOH; otherwise it is not necessary)

Letter from the counterpart ministry the person is working with

Renewal of work permit: Application letter done by employer to the Director of Labor

A new contract of the employee if the first is expired

Copy of employment contract

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TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

Police clearance original of work permit Copy of passport with the last visa N.B. When putting your document in our secretariat, you will be back after five days for a notification of payment of 200,000 Rwandan fr. You have to bring two files, one for work permit, another for Immigration-‐Visa.

II. to the Planning Unit.

Personal Assistant or Administrative Assistant in

III. The file is reviewed and a request letter is drafted to Immigration.



IV. The request letter is signed by the Minister. Minister of Health

General Secretary

V. The letter is sent to Immigration through MIFOTRA. Central Secretariat


VI. Approval is sent to project/NGOs. MIFOTRA

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5. FACILITATION OBTAINING EXONERATION FOR EQUIPMENTS AND PRODUCTS FOR HEALTH SERVICES This procedure is for organizations bringing health equipment (including vehicles) and products into Rwanda from abroad. STEP # ACTIVITY/TASK PROCESS

TIME/

DURATION PRIMARY

RESPONSIBILITY

SECONDARY RESPONSIBILITY

DATA SOURCES /TOOLS/ TEMPLATES

I. The applicant must provide the following to the Planning Unit of MOH: A completed exoneration form A list of items to be exonerated and their costs Memorandum of understanding between the MOH and the organization for the exoneration

Certificate of donation (if applicable)

Applicant

II. The file is reviewed by the Planning Unit, and sent to the health care desk and pharmacy task force if applicable for their approval.

Director of Planning, Health Care desk, Pharmacy task force

Planning Officer

III. Planning Unit sends approved file to the Finance Unit. Planning Officer IV. Finance Unit approves request. Director of

Finance

V. Approval is sent to project/NGOs. Planning Secretariat

VI. The applicant sends the file to Ministry of Economic Planning and Finance (MINECOFIN).

Applicant

VII. The request is processed by MINECOFIN. MINICOFIN VIII. The applicant sends the file to the Rwanda Revenue

Authority. Applicant

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TIME/ DURATION

PRIMARY

RESPONSIBILITY



IX. The file is processed by the Rwanda Revenue Authority. Rwanda Revenue Authority

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6. APPOINTMENTS IN THE MINISTRY OF HEALTH This procedure outlines how individuals can make appointments to meet the Minister or Permanent Secretary. STEP # ACTIVITY/TASK PROCESS

TIME/

DURATION PRIMARY


RESPONSIBILITY


APPOINTMENTS FOR RWANDAN CITIZENS TO MEET THE MINISTER OR PERMANENT SECRETARY

I. The person requesting the appointment submits a request form to the personal assistant of the official. Information to be provided on the form includes: the purpose of the requested appointment other Ministry staff/official met on this matter before

the appointment Propose a time for the appointment.

Requestor See Annex 2 for form for requesting a meeting with the Minister or Permanent Secretary.

II. The personal assistant reads the request and ensures that it is for legitimate business. If the personal assistant deems that the request is more appropriate for another office, s/he forwards the request to the office.

Personal Assistant to Minister; Permanent

Administrative Assistant;

Administrative Assistant

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TIME/ DURATION

PRIMARY


RESPONSIBILITY


III. The personal assistant schedules the meeting and notifies the person by phone or email.

Personal Assistant to Minister; Permanent SAdministrative Assistant;

Administrative Assistant

PARTNERS IN COUNTRY AND FOREIGNERS RESIDING ABROAD

I. The person requesting the appointment submits the following to the Public Relations Officer: An appointment request form. Information to be

provided on the form includes: o the purpose of the requested appointment o other people who will attend the meeting o other Ministry staff/official met on this matter

before the appointment o a proposed time for the appointment

An explanatory memo of the purpose of the meeting A brief biography of the person wishing an appointment

Requestor Same form

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TIME/ DURATION

PRIMARY


RESPONSIBILITY


II. The appointment is arranged in consultation with the assistants of the official.

PR officer with assistants in the officials office

III. The requestor is notified of the meeting by phone or email. PR officer IV. Any working documents required for the meeting are

submitted to the PR officer at least two days before the appointment time.

Requestor

V. . PR officer

MINISTRY OF HEALTH STAFF

I. Ministry staff may meet with ministry officials without procedure provided s/he explains the purpose of the

.

MOH staff member

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7. VOLUNTEER HEALTH PROFESSIONALS IN THE PUBLIC SECTOR This procedure outlines how volunteers can register with the Ministry of Health and get a work placement. STEP # ACTIVITY/TASK PROCESS TIME/

DURATION PRIMARY



/TOOLS/ TEMPLATES

I. The volunteer or sponsoring organization submits the following documents to the Minister of Health: A letter of introduction An explanatory memo of the initiative, detailing

expectations, and the duration of the stay CV(s) of the health professional(s) that are to be sent

A comprehensive list of equipment that will be brought

Confirmation that the SOPs relating to the equipment have been followed

II. For volunteers staying for more than 15 days, a visa extension is required. The HRD officer submits the following to the Rwanda Directorate General of Immigration and Emigration: Forms from directorate filled out by volunteer

Human Resource Development officer

PR Officer

III. For volunteers requiring a visa extension, the HRD officer

processed.


PR Officer

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STEP # ACTIVITY/TASK PROCESS TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

IV. The request is sent to the Human Resource Development Officer who reviews the request and passes it to the Director of Planning for approval.

Personal assistant or administrative assistant to the Minister

V. The request is approved. Director of Planning

VI. An invitation letter is drafted.


PR Officer

VII. The invitation letter is signed. Minister of Health

Permanent Secretary

VIII. The invitation letter is sent to the volunteer(s). Human Resource Development officer

IX. The HRD officer starts to find placement for the volunteer and starts the clearance of equipment, if applicable. After discussion with the Permanent Secretary or Minister, a focal point person is assigned to work with the volunteer.


X. Volunteers must be registered with the medical council of Rwanda before practicing. To register, the volunteers must submit the following to the HRD officer: A copy of their medical or nursing license 2 passport photos

Volunteer or sponsoring agency

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PRIMARY



/TOOLS/ TEMPLATES

XI. The request is submitted to the Medical or Nursing Council secretariat.


XII. The request is processed and a license is issued. Rwanda Medical or Nursing Council

XIII. The license is retrieved and given to the volunteer. Human Resource Development officer

XIV. A descriptive activity report is submitted to the HRD officer before the departure from Rwanda.

Volunteers

XV. The report is submitted to the Minster. Human Resource Development officer

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8. SCHOLARSHIP APPLICATION IN THE HEALTH SECTOR This SOP provides guidance on the process for determining scholarship areas and selecting recipients for the scholarships. STEP # ACTIVITY/TASK PROCESS

TIME/

DURATION PRIMARY

RESPONSIBILITY



I. Internal MOH agencies, taskforces, programs and projects prepare their capacity building plans.

Before December 15

The director of each individual agency, taskforce, program and project

Forms provided by MIFOTRA

II. Individual plans are compiled by HRD desk and sent to MIFOTRA for their information (for abroad studies their approval is required later).

HRD officer

III. MOH approves requests from autonomous agencies affiliated with the MOH and sends them to MIFOTRA for approval.

IV. Capacity building budgets are announced based on the annual budget of the MOH or autonomous agency.

V. The Minister selects the selection committee including a representative from the Student Financing Agency for Rwanda (SFA) and partners to decide the priorities for the scholarship, the application requirements, and the selection criteria.

HRD (MOH) and Loan Disbursement Director (SFAR)

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TIME/ DURATION

PRIMARY

RESPONSIBILITY



VI. The priority focus areas for health sector scholarships are published.

HRD (MOH) Published on Notice boards; communicated to all our agencies

VII. The available scholarships are advertised in radio broadcast and news papers by the MoH and Student Financing Agency for Rwanda (SFAR).

HRD (MOH) and Loan Disbursement Director (SFAR)

VIII. Candidates for the scholarship must submit to the HRD Desk: Application file (Application content to be specified in the scholarship advert)

His/her admission letter from a recognized University

Recommendation from the head of the agencies, taskforces, programs and project

Individual applicant

IX. The applications are received, logged, and duplicated for the selection committee.

HRD desk

X. The committee goes through the selection process (as determined initially) and prepares a selection report.

HRD desk

XI. Applicants are notified of their status. HRD desk XII. The loan contract between the applicant and SFAR is

signed. Loan

Disbursement Director (SFAR)

Contract format to be provide by SFAR

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TIME/ DURATION

PRIMARY

RESPONSIBILITY



XIII. The bond contract between the applicant and the MoH is is a contract signed between the

applicant and MOH to work for the Ministry after study).

HRD desk Contract format to be provided by MoH

XIV. A QUI DE DROIT (clearance) from MIFOTRA through his/her manager/employer. The following is attached to the application letter:

1. Loan confirmation letter 2. Admission letter

20 days before departure

HRD desk Letter template to be provided by MoH

XV. The is granted by MIFOTRA. Within 15 days

MIFOTRA

XVI. The funds are disbursed by SFAR. Loan Disbursement Director (SFAR)

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9. ORGANIZATION OF THE JOINT HEALTH SECTOR REVIEW STEP # ACTIVITY/TASK PROCESS

DURATION/ TIME

PRIMARY


RESPONSIBILITY


I. The date of the review is set in consultation with partners (based on the availability of the Minister of Heath).

Week one Director of Planning

II. A participant list is prepared.

Week one Director of Planning

M&E Coordinator

Last JHSR

III. Progress on last JHSR recommendations are reviewed. Week one Secretary General


Last JHSR

IV. Agenda is prepared. Week one Director of Planning

M&E Coordinator

V. A detailed budget is prepared. Week one Planning Officer Director of Budget

VI. The budget is reviewed. Week one Director of Planning

VII. A letter is written to the Prime Minister asking for authorization for the JHSR (with agenda and budget for the meeting attached).

Week one Sent 21 days before meeting

Minister of Health

VIII. Conference venues are researched and selected (see procurement SOP).

Week two Procurement officer

IX. The invitation letter is drafted. Week two Planning officer M&E Coordinator

X. The invitation letter is reviewed. Week two Director of Planning

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DURATION/ TIME

PRIMARY


RESPONSIBILITY


XI. The invitation letter is signed. Week two Minister of Health

XII. Invitation is sent with last JHSR recommendations and agenda.

Week two Planning officer

XIII. The director of planning suggests people to make presentations at the meeting and contacts them directly.

Week two Director of Planning

XIV. Participants confirm their participation. Week three Partners Send to planning officer

XV. Presenters submit their planned presentations to the planning officer electronically.

Week three Presenters

XVI. Visits are made to the venue to confirm arrangements. Week three Planning officer

XVII. Logistics arrangements are made: transportation to and from the venue, rooms assigned, food ordered.

Week three Logistics Officer Planning Officer

XVIII. The Budget O rais de mission. UPDC recommends the amount for the frais de mission taking into account rules from MINECOFIN, and the finance department approves it. The finance unit pays the participants, and participants sign after presenting their travel authorization.

Week three Budget Officer Director of Admin. and Finance

XIX. The finance unit pays the venue and vendors. Week three Director of Admin. and Finance

32


DURATION/ TIME

PRIMARY


RESPONSIBILITY


XX. Feedback is given on presentations to the presenters. Week three Director of Planning

M&E Coordinator

XXI. Presentations are finalized. Week three Presenters XXII. The 3 day meeting is held. MOH & Partners XXIII. The report of the meeting is prepared. Week four M&E

XXIV. The report is reviewed and finalized. Week four Director of planning

XXV. The final report is sent to all participants and to the Prime Minister.

Week four M&E officer

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INTERNAL SOPS 1. ELABORATION OR REVISION OF HEALTH SECTOR STRATEGIC PLAN STEP # ACTIVITY/TASK PROCESS TIME/

DURATION PRIMARY



/TOOLS/ TEMPLATES

I. Documents are reviewed to identify national strategic goals related to health and in consultation with partners, the planning unit writes a memo to the Minister of Health with recommendations for the goals of the health sector strategic plan.

2 weeks Director of Planning

Vision 2020 EDPRS MDGS/ Cabinet decision document

II. The planning unit discusses the goals with the Minister and agreement is reached on the goals of the plan.

Minister of Health

Secretary General

III. In consultation with partners, the Director of Planning identifies the strategic areas of the ministry of health.

1 week Director of Planning in consultation with partners

Planning Officer Vision 2020 EDPRS MDGS/ Cabinet decision document, Health Sector Policy/ Recommendation of SMM

IV. The director of planning elaborates the methodology of the planning process along with the schedule of consultations.

1 week Director of planning

Planning Officer

V. A task team to draft the plan is identified (If a consultant is to be hired, please see procurement SOP).

1 week Secretary General

Director of planning

Appointment Letter for

34


PRIMARY



/TOOLS/ TEMPLATES

consultant VI. Reference documents are collected and given to the drafting

team.

1 week Director of planning

Planning Officer Vision 2020 EDPRS MDGS/ Cabinet decision document, Health Sector Policy/ Recommendation of SMM

VII. The Health Sector Strategic Plan is developed.

I Month Strategic Plan Task team

Planning Unit EDPRS/ MINECOFIN Guidelines

VIII. Preliminary validation of strategic plan through a workshop 3 day of all stakeholders (see meeting organization SOP) to get comments on the draft.

2 weeks Secretary General

Director of planning

Draft plan

IX. Drafting team integrates comments and creates final draft.

1 week Strategic Plan Task team

X. The final draft is sent to the cabinet for final approval.

1 week Minister of Health

Secretary General

Cabinet Reports

XI. The cabinet sends an approval letter.

1 week Cabinet

XII. Official signing of strategic plan. 1 week Minister of Health

Official document

XIII. Plan for the dissemination of Strategy Plan by determining recipients who will receive hard and soft copies of the plan.

1 March Director of planning

Planning Officer Dissemination of plan

XIV. Copies of documents are printed. Director of Planning Officer

35


PRIMARY



/TOOLS/ TEMPLATES

planning XV. Hard copies are sent to key people and the plan is uploaded

to the web. Director of

planning Planning Officer List of recipients

36

2. ELABORATION OR REVISION OF SUB-‐SECTOR STRATEGIC PLANS (EG., MALARIA, HIV) STEP # ACTIVITY/TASK PROCESS TIME/

DURATION PRIMARY



/TOOLS/ TEMPLATES

I. Identification of health sector goals relevant to organizational mission.

1 Week DG Deputy DG/ DA Vision 2020, EDPRS, MDGS/Cabinet decision document, Health Sector Policy/Recommendation of SMM, Health Sector Strategic Plan

II. Identification of institution strategic areas. 1 week DG /BOARD DG Vision 2020 EDPRS MDGS/ Cabinet decision document, Health Sector Policy/ Recommendation of SMM. Health Sector Strategic Plan

III. Elaboration roadmap of consultations of all stakeholders in the whole process of planning.

1 week DG DA

IV. Identification of task team to draft the plan.

1 week DG DA Appointment letter assigning

37


PRIMARY



/TOOLS/ TEMPLATES

the team V. Collection of reference documents.

1week DA Planning

Officer Vision 2020 EDPRS MDGS/ Cabinet decision document; Health Sector Policy/ Recommendation of SMM; Board recommendations

VI. Development of organizational strategic plan.

2 months Strategic Plan Task Team

Planning Unit Draft Plan

VII. Preliminary validation of Strategic plan.

2 weeks DG/BOARD Deputy/Board Board recommendations

VIII. Final validation of draft by Minister. 1 week DG/BOARD Deputy/Board SMM Report IX. Official signing of strategic plan.

1 week Minister Official document

X. Printing of copies of documents.

1 Week DA Planning Officer

XI. Plan dissemination of strategy plan.

DG/DA Planning Officer

Dissemination

XII. Disseminate strategy plan.

DG/DA Planning Officer

List of recipient departments

38

3. ELABORATION OF MINISTRY OF HEALTH ACTION PLAN STEP # ACTIVITY/TASK PROCESS TIME/

DURATION PRIMARY


RESPONSIBILITY DATA SOURCE /TOOLS/ TEMPLATES

I. Design Action Plan Format

May of every year 1 week


Planning Officer

Health Sector Strategic Plan/ Prime Minister Guidelines

II. Provide Action Plan Guidelines and send with Action Plan Format to all stakeholders

1 week Director of Planning

Planning Officer

List of Guidelines

III. All Institutions develop their Action plans 3 weeks DG Deputy DG/DA Strategic Plan

IV. All Stakeholders submit their Action plans

1 week DG DA List is stakeholders

V. Analysis of all Submitted Action plans


Planning Officer

Data base of stakeholder

VI. Feed back to all Stakeholders

1week


Planning Officer

Records of all feed backs

VII. Submission of Action Plan input

1week

DG Deputy DG/DA List of all institution that submitted plans

VIII. Integration of all Stakeholders input to plan 1week


Planning Officer

action plans

IX. Consolidate all Action Plans


Planning Officer

X. Consensus and validation of Action Plan

1week

PS Director UPDC Meeting recommendations on Action Plan

39


PRIMARY



XI. Finalization of Joint Action Plan document

Last week of June


Planning Officer

Final Document

XII. s Office for approval

Last week of June


Planning Officer

Final Document

XIII. Last week June Office

XIV. After approval, the final Action Plan is put on the Ministry of Health website

1 week Director of Planning

Director ITC Records of all that received MOH Action Plan

Budget plans

I. Obtain Budget Call Circular from Ministry of Finance

February of every year 1 week

Minister Cabinet PS Ministry of Finance recommendations

II. Identify Ministry of Health Priories

1 week

UPDC/UFGRI Planning /Budget Officers

List of Budget Priorities

III. Set ceilings by Priorities

1 week


Budget Set ceilings

IV. Provide Budget Format & Budget ceiling to Institutions & Guidelines

1 week


Budget Templates

V. Submission of institutional Budgets to MOH

1 week

DG Deputy/DF Record of institutions that submitted budget

VI. Analyze all budgets 2 weeks UPDC/UFGRI Planning Budget Analysis

40


PRIMARY



/Budget Officers

Report

VII. Provide feed back and to institution

1 week


Records of feed back

VIII. Institutions submit their input

1 week

DG Deputy/DF Records of institutions that submitted

IX. Integrate institutional input to budget

1 week


updated budget

X. Consolidate all submitted Budget

2 weeks UPDC/UFGRI Planning /Budget Officers

XI. Consensus and validation of Budget Plan by MOH and Institution

1 week

PS UPDC Workshop recommendations

XII. Seek Budget Plan approval from Ministry of Finance

3 weeks PS UPDC Ministry of Finance budget approval reports

XIII. Dissemination of MOH Budget

1 week


Records of all who received MOH budget.

41

4. ELABORATION OF JOINT ANNUAL WORKPLAN STEP # ACTIVITY/TASK PROCESS TIME/

DURATION PRIMARY



I. Design Joint Annual Work Plan template in consultation with Development Partners (DPs)

Every June 3 weeks


DPs Health Sector Strategic Plan/ Prime Minister Guidelines

II. Provide Action Plan Guidelines and distribute template to all stakeholders

Every July 1 week


SWAP Coordinator

List of Guidelines

III. All Institutions develop their Action plans 3 weeks DG Deputy DG/DA Strategic Plan IV. All Stakeholders submit their Action plans

1 week DG DA List is

stakeholders V. Analysis of all Submitted Action plans

1 week Director of

Planning SWAP Coordinator

Data base of stakeholder

VI. Feed back to all Stakeholders

1 week


Planning Officer Records of all feed backs

VII. Submission of Joint Annual Work Plan input

1 week

DG Deputy DG/DA List of all institution that submitted plans

VIII. Integration of all Stakeholders input to plan 1 week


SWAP Coordinator

action plans

IX. Consolidate all Joint Annual Work Plan submissions 3 weeks Director of Planning

SWAP Coordinator

X. Consensus and validation of Action Plan by all stakeholders

1 week

PS Director of Planning

Meeting recommendation on Action Plan

XI. Finalization of Joint Annual Work Plan document 1 week Director of SWAP Final Document

42


PRIMARY



Planning Coordinator XII. Dissemination of Joint Annual Work Plan to all stakeholders

August of every year


SWAP Coordinator

Final document

43

5. ELABORATION OF MTEF STEP # ACTIVITY/TASK PROCESS TIME/

DURATION PRIMARY


RESPONSIBILITY DATA SOURCE

/TOOLS/ TEMPLATES I. Obtain Budget Call Circular from Ministry of Economic

Planning and Finance (MINECOFIN) Every February 1 week

Minister Cabinet PS MINECOFIN recommendations

II. Identify Ministry of Health Priories

1 week


List of Budget Priorities

III. Set ceilings by Priorities

1 week


Budget Set ceilings

IV. Provide Budget Format & Budget ceiling to Institutions & Guidelines

1 week


Budget Templates

V. Submission of institutional Budgets

1 week

DG Deputy/DF Record of institutions that submitted budget

VI. analyze all budgets


Budget Analysis Report

VII. Provide feedback to institutions

1 week


Records of feedback

VIII. Institutions submit their input

1 week

DG Deputy/DF Records of institutions that submitted

44


PRIMARY


RESPONSIBILITY DATA SOURCE

/TOOLS/ TEMPLATES IX. Integrate institutional input to budget

1 week


Updated budget

X. Consolidate all submitted Budget


XI. Consensus and validation of Budget Plan by MOH and Institution

1 week

PS UPDC Workshop recommendations

XII. Seek Budget Plan approval from MINECOFIN

Every April 3 weeks

PS UPDC MINECOFIN budget approval reports

XIII. Dissemination of MOH Budget

7 June 1 week


Records of all who received MOH budget

45

6. BUDGET MANAGEMENT AND EXECUTION


TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

I. Approval of annual budget is received from Ministry Of Economic Planning and Finance (MINECOFIN) along with the cash flow format

5 June Chief budget manager

Director of Finance

Budget summary

II. Copies of the budget are distributed to the different services and institutions

7 June Chief budget manager

Director of Finance

Budget summary

III. The cash flow format is distributed to the different services and institutions with instructions on completing the form and the deadlines.

7 June Budget officer Assistant of Budget officer

Cash flow format

IV. Services send detailed cash flow (Hard and soft copy) 10 June Services and institutions

Assistant of Budget officer

Cash flow format

V. The cash flow (annual, quarterly and monthly) is consolidated


Cash flow format

VI. The cash flow is prepared according to the specific categories (month, quarter etc) and sent to MINECOFIN for analysis.


Cash flow format

VII. The cash flow is presented and discussed at the ministry of finance

15 June Director of Finance

Budget officer Cash flow format

VIII. Send the cash flow approved by MOF to the different services of the MOH

20 June Director of Finance

Budget officer Cash flow format

IX. Each month, each service or task force prepares a financial request

25th of each month

Head of service or task force

Finance manager of each service/task force

Request and necessary documents

46


TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

X. Receive the requests sent to the minister or chief budget manager

25th of each month

Chief budget manager

Director of Finance

Request and necessary documents

XI. Direct expenses are paid by the MINECOFIN directly upon submission of the necessary documentation (see last column)

Beginning of each month

Budget officer Assistant of Budget officer

Approved file and all the necessary documents

XII. Monthly operating expenses requests are sent from the services to the MOH

Beginning of each month

Budget officer ou Financier des services


Approved file and all the necessary documents

XIII. Budget officer signs the requests by managers

First day it is received


Payment order Purchase order Salary list

XIV. Approval of the Order of Payment by the Director of Finance

First day it is received

Director of Finance

Payment order Purchase order Rwanda Salary list

XV. Approval of the chief budget manager Second day after it is received



XVI. Transmission of the file to the treasury service of the Ministry of Finance

Third day after it is received



XVII. File is registered and verified by MINECOFIN

1 week MINECOFIN/Treasury

MINECOFIN Payment order Purchase order Salary list

47


TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

XVIII. Payment is authorized by the Treasury 1 week MINECOFIN/Treasury

OTR Payment order Purchase order Salary list

XIX. The transmission of payment title from the Treasury to the cashier of the state at the National Bank of Rwanda (BNR)

3 days Budget officer Assistant of Budget officer

XX. Proof of payment by the BNR is put on SmartGov. Details of the payment can be accessed by the Director of Finance and Budget Officer.

4 days BNR/Budget officer


XXI. The Director of Finance informs the recipients of the funds

5 days Director of Finance

Budget officer/Assistant

Copy of Ordinance of Payment

XXII. Utilization of funds for the transfer

1 month Person in charge of serivces + accountant

Accountant or his assistant

Bank document

XXIII. Produce financial report

The 5th day of the next month

Accountant Assistant

Template

XXIV. Verify report

The 8th day of the month

Director of Finance

Budget officer Template

XXV. Approval and transmission of the report to MINECOFIN accounting service

The 10th day of the month


Director of Finance

Template

Exception If after analysis the contract amount exceeds 50,000,000 Frw, you need to ask for non-‐objection to the report from the Rwanda Public Procurement Authority (RPPA). The response is usually given within five days

48

7. MAIL MANAGEMENT STEP # ACTIVITY/TASK PROCESS

TIME/

DURATION PRIMARY



/TOOLS/ TEMPLATES

I. 1 Mail is received from outside the MOH and each piece is marked with the entry seal and assigned a number.

Manager of Central Secretariat

Secretary See Annexes 3 and 4 for examples of internal and external mail management forms

II. The mail is logged on the computer in the central secretariat office.


Secretary

III. The mail is directed to the appropriate services in the ministry.


Secretary

IV. Mail to be sent is given to the central secretary office . The mail is: Registered Photocopied Sent (either by the postal service, or an internal vehicle

Secretary Manager of Central Secretariat

V. All the correspondence of the ministry is filed numerically. Manager of Central Secretariat

49

8. ELABORATION OF QUARTERLY MEETINGS AND TRAINING PROGRAMS STEP # ACTIVITY/TASK IN THE PROCESS TIME/

DURATION PRIMARY

RESPONSIBILITY MATRIX


/TOOLS/ TEMPLATES

I. The HR Officer in collaboration with planning officer develop a format to be used

1 Week Planning Director Planning and HR Officer

II. The outline is sent to the Director of Planning and PS for feedback and approval

1 Weeks Planning and HR Officer

III. The format is sent it to all institutions and services for feedback

2 Weeks PS Planning Director

IV. The feedback is received, analysed incorporated and sent to PS and Minister for approval and signature

1 Week Planning Officer HR Officer

V. After signature and approval by the Minister, the compiled quarter meeting and training programme is sent to Prime Minister Office

1 Day Central Secretariat

VI. The PM Office approve the programme and it is sent to all MOH institutions

1 Week HR Officer Planning Officer

VII. Once an institution want to hold a planned meeting or training, it send an authorization request letter with detailed budget to be used and agenda to Minister of Health

1 Week DG/Coordinator

VIII. After the signature of Minister, the file is sent to PM

2Days Central Secretariat

IX. PM Office send an authorization letter to MOH(Central secretariat receives it and send it to the concerned people)

3Days Central Secretariat

50

STEP # ACTIVITY/TASK IN THE PROCESS TIME/ DURATION

PRIMARY

RESPONSIBILITY MATRIX


/TOOLS/ TEMPLATES

X. After the meeting/training, the institution send report to Minister and PM Office

1 Week DG/Coorinator

51

9. ELABORATION OF ANNUAL REPORT STEP # ACTIVITY/TASK PROCESS

TIME/

DURATION

PRIMARY


RESPONSIBILITY


XI. The M&E team develops the outline of the report, specifying the type of content that each department should contribute.

2 weeks

M & E Officer

Assistant HSSP/ Prime Minister Guidelines/Vision 2020/ EDPRS/MDGs

XII. The outline is sent to the Director of Planning and PS for feedback and approval.

1 week

M & E Officer

XIII. The format and outline are sent to services and institutions for feedback

2 weeks Planning Officer

XIV. The feedback is received, incorporated and sent to PS

Planning Officer

XV. PS brings the outline to the senior management meeting for discussion and approval

PS

XVI. Email is sent to heads of services, institutions with the upcoming deadlines with final form and guidelines on how to prepare the reports

1 week Publication and Dissemination Officer drafts it; Coordinator M&E sends it

Publication and Dissemination, HMIS and Data QA specialists

List of Guidelines

52


TIME/ DURATION

PRIMARY


RESPONSIBILITY


XVII. All stakeholders develop their annual reports

3 weeks Head of institution Quarterly reports, M&E/supervision reports, special studies

XVIII. All stakeholders submit their annual reports Head of institution M&E Officer List is of institutions

XIX. All submitted reports are reviewed and data is triangulated to check for accuracy.

1 week Coordinator M&E Publication and Dissemination, HMIS and Data QA specialists

Data bases and reports of institutions

XX. Feed back and requests for clarifications are given to all stakeholders

1 week Coordinator M&E Publication and Dissemination Officer

Records of all feedback

XXI. Receive feedback from all stakeholders 1 week Head of institution M&E Officer List of all institutions that submitted plans

XXII. Integration of all new information and reports are edited

1 week Coordinator M&E Publication and Dissemination/HMIS/Data QA specialists

Final annual reports of institutions

XXIII. Consolidation and report writing 3 weeks Coordinator M&E Publication and Dissemination Officer

Draft report available

XXIV. Send report to PS and Director of Planning and all stakeholders Validation of MoH Annual Report

1 week PS Coordinator M&E Record of validation of Annual Report

53


TIME/ DURATION

PRIMARY


RESPONSIBILITY


XXV. Feedback is provided and M&E incorporates feedback

M&E Coordinator

XXVI. The report is submitted to the minister for review M&E Coordinator

XXVII. Approval and sign off of MoH Annual Report 1 week Minister Coordinator M&E Final Document

XXVIII. A cover letter is written and given to the Minister for signature

1 week M&E Coordinator Publication and Dissemination Officer

Record of all institutions that received the report available

XXIX. The letter is signed by the Minister and returned to the M&E Coordinator

Minister

XXX. The cover letter MOH Annual report sent to the Prime Minister, the President and the director of the Ministry of Finance. (see Mail Management SOP)

Central Secretariat (see Mail Management SOP)

XXXI. The report is sent by the M&E Coordinator to the Public Relations officer

M&E Coordinator

XXXII. The PR officer sends the report to the health communication center

PR Officer

XXXIII. The health communication center posts the report on the website

Health Communications officer

54

10. ELABORATION OF QUARTERLY REPORT STEP # ACTIVITY/TASK PROCESS

TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

I.

Design new Quarterly Report Format 1 week Coordinator M&E Publication and Dissemination Officer

HSSP/ Prime Minister Guidelines/Vision 2020/ EDPRS/MDGs

II. All stakeholders agree with MoH and adopt new Quarterly Report (QR) Format

1 week PS Coordinator M&E List of Guidelines

III. All stakeholders prepare their QRs 1 week Head of institution M&E Officers Quarterly reports, M&E/supervision reports, special studies

IV. All stakeholders submit their QRs 1 week Head of institution M&E Officer List is of institutions

V. Analysis of all submitted QRs and data triangulation 3 days Coordinator M&E Publication and Dissemination Officer

Data bases and reports of institutions

VI. Feed back to all stakeholders 1 day Coordinator M&E Publication and Dissemination Officer


VII. Receive feedback from all stakeholders 1 day Head of institution M&E Officer List of all institution that submitted plans

55


TIME/ DURATION

PRIMARY



/TOOLS/ TEMPLATES

VIII. Consolidation and report writing 3 day Coordinator M&E Publication and Dissemination Officer

Draft report available

IX. Validation of MoH Report 1 day PS Coordinator M&E Record of validation of QR

X. Approval and sign off of MoH QR 2 days PS Coordinator M&E Final Document XI.

stakeholders 1 day Coordinator M&E Publication and

Dissemination Officer

Record of all institutions that received the report

56

11. ORGANIZATION OF THE MINISTRY OF HEALTH RETREAT (LOGISTICS, PRESENTATIONS, REPORT) STEP # ACTIVITY/TASK PROCESS

TIME/

DURATION

PRIMARY

RESPONSIBILITY



I. The date of the retreat is decided and communicated to

Week one Minister

II. Date is communicated to the logistics and planning units Week one Personal Assistant to the Minister of Health

III. Prepare a list of participants Week one Director of Planning

M&E Coordinator

Last JHSR

IV. Review progress on last JHSR recommendations Week one Director of Planning


Last JHSR recommendations

V. Prepare agenda Week one Director of Planning

M&E Coordinator

VI. Requesting authorization to PM Week one Minister of Health


VII. Conference organization including funding, venue and logistics

Week two Director of Planning /UFGRI

Director UPDC/UFGRI

VIII. Send an invitation letter to participants with last JHSR recommendations and agenda

Week two Planning Officer M&E Coordinator

IX. Participants should send confirmation of attendance to Planning Officer

Week three Attendees

X. Submission of planned Presentations to UPDC Week three Presenters XI. Feedback on presentations Week three Director of

Planning M&E Coordinator

XII. Finalizing presentations Week three Presenters

57


TIME/ DURATION

PRIMARY

RESPONSIBILITY



XIII. A 3 day meeting for the health sector review Week three MOH & Partners XIV. Preparation/ Finalizing report Week four UPDC/ M&E XV. Sending report to all participants and to PM Week four UPDC/ M&E

58

12. ORGANIZATION OF THE SMM STEP # ACTIVITY/TASK PROCESS

TIME/

DURATION

PRIMARY

RESPONSIBILITY



I. Institutions/TF/Units and desks forward items to be tabled on the SMM agenda

14 days before SMM

DG/Directors/Coordinators

II. The Office of the PS draws the agenda of the SMM 1 week PS UPDC Director

III. The agenda is discussed and agreed upon with the Minister

1 week Minister PS

IV. The Minister invites SMM members and any other guest. The invitation is sent together with the items of the agenda

14 days before SMM

Minister PS

V. During SMM meetings, draft policies, laws, orders, instructions and other related documents are presented in Green and White paper format

-‐

VI. Decisions of the SMM are held on a unanimous basis -‐ Participants VII. If a draft is not approved, the presenting institution is

asked to review and improve the document within two days. If approved the institution is tasked with implementing or taking next steps.

2 days Presenters

VIII. Minutes of the SMM are taken by the PA to the Minister and distributed to all attendees

Less than 5 days after the SMM

PA

59

13. ELABORATION OF QUARTERLY KEY HEALTH INDICATORS BULLETIN STEP # ACTIVITY/TASK PROCESS

TIME/ DURATION

PRIMARY

RESPONSIBILITY



I. Design and share with all Programs, Units, technical Services, Cells and Autonomous Agencies the Key Health Indicators quarterly Bulletin format

1 week HMIS officer HMIS and Data QA specialists


II. All stakeholders agree with MoH and adopt new Quarterly Bulletin Format

5 working days

Coordinator M&E

HMIS and Data QA specialists

List of Guidelines

III. All stakeholders compile their inputs and outputs indicators according to their Quarterly action plan

5 working days

Head of institution

M&E Officers Quarterly reports, M&E/supervision reports, special studies

IV. All stakeholders submit their Quarterly performances

1 week Head of institution

M&E Officer Internal Reports

V. Data triangulations and data editing 3 days Coordinator M&E

In charge of M&E in different institutions that have databases

All existing databases

VI. Feed back to all stakeholders 1 day Coordinator M&E

HMIS and Data QA Officers


VII. Consolidation and report writing 5 working days

Coordinator M&E

HMIS Officers Draft report available

VIII. Presentation to the SMM and Validation of Key health indicators Bulletin

1 day Coordinator M&E

HMIS Officers

60


TIME/ DURATION

PRIMARY

RESPONSIBILITY



IX. Sharing the adopted Key health Bulletin via Website

2 days PS Coordinator M&E Final Document

X. Produce and distribute the Quarterly Bulletin to 30Districts and 42 Hospitals

1 day Coordinator M&E

Publication and Dissemination Officer

Record of all institutions that received the hard copy Quarterly Bulletin

XI. Design and share with all Programs, Units, technical Services, Cells and Autonomous Agencies the Key Health Indicators quarterly Bulletin format

1 week HMIS officer HMIS and Data QA specialists


61

14. OFFICE PROCUREMENT

This procedure outlines the steps required in procuring any goods or service.


TIME/ DURATION

PRIMARY


RESPONSIBILITY


Preliminary Steps I. Each unit of the MOH must develop a procurement plan.

This is done by indentifying the needs, determining the priorities, and drafting a budget for the procurement.

1st October of each year

Unit head

II. The source of funding for identified needs should be specified

10th October of each year

Unit head

III. Determine the method of awarding contracts. 15th October of each year

Unit head /Procurement officer

IV. Elaborate the global and specific plans for the whole ministry

25 October of each year

Unit head /Procurement officer

Supplying Plan Document /unit

V. Consolidate the procurement plans of the different MOH units

25 December of each year

Procurement officer

Supplying Plan Document of the Ministry available

VI. Train all the appropriate units on the procedures of procurement

Procurement Officer

Training Programme available

Procurement Methods for goods or services less than 1000 000 Frw

62


TIME/ DURATION

PRIMARY


RESPONSIBILITY


I. Detail the needs and technical specifications

2 days Unit head Technical

document II. Request for the pro-‐forma invoices 2 days Procurement

officer Chief of Unit

III. Evaluate the offers, choose one, and justify the choice in a report that is signed by the procurement officer.

7 days Procurement officer

TBI Analysis Report

IV. Send the report to the PS for signature. 2 days PS Procurement officer

Signed Document

V. The report is signed by and returned to the procurement officer

Procurement officer

VI. The purchase order is prepared and signed by the Director of Admin. and Finance (DAF)

1 days Logistician DAF

VII. The purchase order is sent to the vender 1 days Logistic Procurement officer

VIII. The goods/services are received and checked to make sure the order is complete.

Logistic Unit head Material/Works or services available

IX. The bill (sent by the vendor) is paid. 30 days Logistic/DAF Procurement officer/ Unit head

Procurement Methods for goods or services between 1000 000 Frw -‐ 5000 000Frw

I. Detail the needs and technical specifications Unit head Technical

document

63


TIME/ DURATION

PRIMARY


RESPONSIBILITY


II. The request for quotation is drafted


Unit head Invitation to tender document available

III. The request for tenders is signed by the PS 2 days PS Procurement Officer

DAO signed

IV. The request for tenders is distributed to différent suppliers

1 days Procurement Officer

Acknowledgement of receipt available

V. Evaluate the offers, choose one, and justify the choice in a report that is signed by the procurement officer.


TBI Signed evaluation Report

VI. The performance bid bond contract is elaborated 1 days Legal officer The contract is available

VII. The report and contract are sent to the PS for signature 2 days Procurement officer

Signed Documents

VIII. The report and contract are signed by the PS and returned to the procurement officer

PS

IX. The notification of the tender is issued by the procurement office and the performance guarantee is verified by the procurement officer


X. The purchase order is prepared and signed by the Logistician


XI. The purchase order is sent to the vender 1 days Logistician Procurement officer

64


TIME/ DURATION

PRIMARY


RESPONSIBILITY


XII. The goods/services are received and checked to make sure the order is complete.

Logistician Unit head Material/Works or services available

XIII. The bill (sent by the vendor) is paid. 30 days Logistician/DAF Procurement officer/ Unit head

Invoice available and paid

National Invitation to tender Method (<50 000 000) I. Detail the needs and technical specifications

Unit head Technical

Specifications document

II. The request for tenders is drafted


Unit head Invitation to tender document available

III. The request for tenders is signed 2 days PS Procurement Officer

Signed Invitation to tender document

IV. The request for tenders is sent to be published in different newspapers


Papers available

V. The offers are received 1 days Procurement Officer

TBI Openings report available

VI. The offers are evaluated, one is chosen, and the decision is justified in a signed report


TBI Evaluation Report is signed

VII. The performance bid bond contract is elaborated 1 days Legal Advisor Contract available

65


TIME/ DURATION

PRIMARY


RESPONSIBILITY


VIII. The report and contract are sent to the PS for signature 2 days PS

IX. The report and contract are signed by and returned to the procurement officer

2 days PS

X. The notification of the market is issued by the Procurement Office and the performance guarantee is verified by the Procurement Officer


XI. The purchase order is prepared and signed by the Logistician


XII. The purchase order is sent to the vender 1 days Logistic Procurement officer

XIII. The goods/services are received and checked to make sure the order is complete.


XIV. The bill (sent by the vendor) is paid. 30 days Logistic/DAF Procurement officer/ Unit head


XV.

International Invitation to Tender Method

I. Detail the needs and technical specifications

Chef of Unit Technical

document

66


TIME/ DURATION

PRIMARY


RESPONSIBILITY


II. The request for tenders is drafted


Chef d´Unite Invitation to tender document available

III. The request for tenders is signed 2 days PS Procurement Officer

Signed Invitation to tender document

IV. The request for tenders is sent to be published in different newspapers


Papers available

V. The offers are received 1 days Procurement Officer

TBI Openings reports available

VI. The offers are evaluated, one is chosen, and the decision is justified in a signed report


TBI Evaluation report is signed

VII. The performance bid bond contract is elaborated 1 days Legal officer The contract is available

VIII. The report and contract are sent to the PS for signature Procurement Officer

IX. The report and contract are signed by and returned to the procurement officer

2 days PS

X. The notification of the market is issued (what is this exactly ?) and the performance guarantee is verified


XI. The purchase order is prepared and signed by the Logistician


XII. The purchase order is sent to the vender Logistic Procurement officer

67


TIME/ DURATION

PRIMARY


RESPONSIBILITY


XIII. The goods/services are received and checked to make sure the order is complete.


XIV. The bill (sent by the vendor) is paid. Logistic/DAF Procurement officer/ Unit head


Exception If after analysis the contract amount is more than 50,000,000 Frw, a request for non-‐objection from the Rwanda Public Procurement Authority (RPPA) is warranted. The response is usually given within five days.

68

ANNEXES

1. IDENTIFICATION FORM FOR PRIVATE MEDICAL PRACTICES REPUBLIQUE RWANDAISE

MINISTERE DE LA SANTE B.P. 84 KIGALI

Kigali, le

FICHE D'IDENTIFICATION DE L'ETABLISSEMENT PRIVE (Identification form for Private Medical establishments)

(Name of Establishment)

(Address of the Establishment)

69

(Type of Establishment)

(Name of the proprietor) Qualificat (Qualification of the proprietor) Existence du dossier de demande de l'exercice Oui (Yes) Non (No) (Existance of authorising document) Demande d'autorisation faite

(Request for authorisation made)

Accord de principe Oui (Yes) Non(No) (Temporary autorisation)

(Ref. N° of the temporary authorisation letter) Accord définitif (Final autorisation) Ref. N° de l (Ref. N° of the final authorisation letter)

70

Personnel Noms Qualifications Activités (Names) (Qualifications) (Duties)

Signature du Propriétaire (Proprietor's Signature) N.B. Veuillez transmettre cette fiche à la Division Promotion de la Qualité des Soins du Ministère de la Santé: B.P. 84 Kigali, Fax 7 4866, e-‐mail: [email protected] N.B. Please submit this form to the Department for the Promotion of Quality Health Care in the Ministry of Health: P.O BOX 84, Kigali, Fax 7 4866, e-‐mail: [email protected]

mailto:[email protected]

mailto:[email protected]

71

2. REQUEST FOR A MEETING WITH THE MINISTER OR PS REPUBLIQUE DU RWANDA MINISTERE DE LA SANTE BP 84 KIGALI

Noms et prénoms Adresse Profession Désire voir Motif Date Signature : Avis du Destinataire :

72

3. FORM FOR EXTERNAL MAIL MANAGEMENT

RECEIVED MAIL (Month, Year)

Date n° TOPIC ORIGIN RECIPIENT Signature

73

4. FORM FOR INTERNAL MAIL MANAGEMENT

DATE N° TOPIC DESTINATION COPY TO