RWANDA MINISTRY OF HEALTH

Transcription

1 RWANDA MINISTRY OF HEALTH Selected Standard Operating Procedures (SOPs) Rwanda Ministry of Health July 2009

2 Table of Contents EXTERNAL STANDARD OPERATING PROCEDURES 1. Authorization of Nongovernmental Organizations to Operate in the Health Sector Authorization to Open a Private Practice (private medicine) Technical Assistant Card Obtaining a Work Permit for Technical Assistance for Health Facilitation Obtaining Exoneration for Equipments and Products for Health Services Appointments in the Ministry of Health Volunteer Health Professionals in the Public Sector Scholarship Application in the Health Sector Organization of the Joint Health Sector Review...30 INTERNAL STANDARD OPERATING PROCEDURES 1. Elaboration or Revision of Health Sector Strategic Plan Elaboration or Revision of Sub- Sector Strategic Plans (eg., malaria, HIV) Elaboration of Ministry of Health Action Plan Elaboration of Joint Annual Workplan Elaboration of MTEF Budget Management and Execution Mail Management Elaboration of Quarterly Meetings and Training Programs Elaboration of Annual Report Elaboration of Quarterly report Organization of the Ministry of Health Retreat (logistics, presentations, report) Organization of the SMM Elaboration of Quarterly Key Health Indicators Bulletin Office Procurement

3 ANNEXES 1. Identification Form for Private Medical Practices Request for a Meeting with the Minister or Permanent Secretary Form for External Mail Management Form for Internal Mail Management MINISTRY ACRONYMS MIFOTRA MINAFFET MINALOC MINECOFIN MINISANTE MOE MOH MINISTRY OF PUBLIC SERVICE, SKILLS DEVELOPMENT AND LABOR MINISTRY OF FOREIGN AFFAIRS AND COOPERATION MINISTRY OF LOCAL GOVERNMENT AND SOCIAL AFFAIRS MINISTRY OF FINANCE AND ECONOMIC PLANNING MINISTRY OF HEALTH MINISTRY OF EDUCATION MINISTRY OF HEALTH 3

4 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/ 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. 4

5 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 5

6 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/ 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 6

7 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 Memo describing the financial capacity of the organization (sources of financing) C. LOCAL NGOS REQUIRING FIRST- TIME REGISTRATION STEP # ACTIVITY/TASK PROCESS TIME/ 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. 7

8 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 8

9 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 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 Memo describing the financial capacity of the organization (sources of financing) D. LOCAL NGOS REQUIRING AN EXTENSION TO THEIR REGISTRATION STEP # ACTIVITY/TASK PROCESS TIME/ I. Submit the following documents to the Minister: Request letter 9

10 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) Documentation on the availability of funds or agreement of funding for the NGO Copy of the registration certificate from the previous year 2020 and the Economic Development and Poverty Reduction Strategies development plan Memo describing the financial capacity of the organization (sources of financing) II. The NGO submits the packet of documents to the Reception area reception area of the MOH. The file receives a number and the receptionist gives a receipt to the applicant. III. The file is sent to the Central Secretariat where it is logged and then sent to the Minister. Central Secretariat IV. Personal 10

11 Unit. Assistant or Administrative Assistant in V. The file is reviewed and is sent to legal department. Director VI. The legal department reviews the file and writes a letter to Legal advisor VII. MINALOC requesting registration. 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. XI. Central Secretariat sends registration to NGO (or NGO can pick it up). Central Secretariat 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. 11

12 I. The applicant must submit a letter to the District Health 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. II. The District Health must forward this letter to the District Mayor for approval. The applicant can collect this letter val. 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 District Health District Mayor Applicant See Annex 1 for identification form for private medical establishments. This can be obtained from the Private Medicine. 12

13 A Rwandan work permit (for foreign nationals only) IV. The Private Medicine collects these documents and prepares a certificate of service. V. The certificate of service is submitted to the Health Care Task Force for approval. VI. VII. VIII. IX. If approved, the Health Care Task Force submits the certificate to the Unit of, who then forwards it to the Permanent Secretary. If for any reason it is not approved, it will be returned to the Private Medical. 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. The Minister sends the authorized certificate back to the Private Medicine. Applicants can then collect the authorized certificate from the Private Medicine Coordinator. Private Medicine Private Medicine Director of Health Care Desk Permanent Secretary Personal Secretary of the Ministry of Health Applicant Director of Health Care Desk Director of Health Care Desk Director of Personal Secretary of the Minister of Health Private Medical Coordinator 13

14 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/ 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 II. Unit. Requesting NGO Personal Assistant or Administrative Assistant in RRA Form can be obtained from Rwanda Revenue Authority. 14

15 III. The file is reviewed, a request letter to Immigration is drafted. Director of and Secretary of IV. The request letter is signed by the Minister. Minister of Health V. The letter is sent to Immigration through MINAFFET. Central Secretariat VI. Approval is sent to project/ngos. MINAFFET Secretariat General Secretary Secretariat 15

16 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). STEP # ACTIVITY/TASK PROCESS TIME/ I. The requesting NGO submits the following documents to the Minster: Requesting NGO 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 16

17 in the MIFOTRA The Unit of 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 17

18 II. 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. to the Unit. Personal Assistant or Administrative Assistant in Director of 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 V. The letter is sent to Immigration through MIFOTRA. Central Secretariat VI. Approval is sent to project/ngos. MIFOTRA Secretariat General Secretary Secretariat 18

19 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/ I. The applicant must provide the following to the 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) II. The file is reviewed by the Unit, and sent to the health care desk and pharmacy task force if applicable for their approval. Applicant Director of, Health Care desk, Pharmacy task force III. Unit sends approved file to the Finance Unit. IV. Finance Unit approves request. Director of Finance V. Approval is sent to project/ngos. Secretariat VI. The applicant sends the file to Ministry of Economic and Finance (MINECOFIN). VII. The request is processed by MINECOFIN. VIII. The applicant sends the file to the Rwanda Revenue Authority. Applicant MINICOFIN Applicant 19

20 IX. The file is processed by the Rwanda Revenue Authority. Rwanda Revenue Authority 20

21 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/ 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: II. the purpose of the requested appointment other Ministry staff/official met on this matter before the appointment Propose a time for the appointment. 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. Requestor Personal Assistant to Minister; Permanent Administrative Assistant; Administrative Assistant See Annex 2 for form for requesting a meeting with the Minister or Permanent Secretary. 21

22 III. The personal assistant schedules the meeting and notifies the person by phone or . Personal Assistant to Minister; Permanent S Administrative Assistant; Administrative Assistant PARTNERS IN COUNTRY AND FOREIGNERS RESIDING ABROAD I. The person requesting the appointment submits the following to the Public Relations : 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 22

23 II. The appointment is arranged in consultation with the assistants of the official. PR officer with assistants in the officials office PR officer Requestor III. The requestor is notified of the meeting by phone or . IV. Any working documents required for the meeting are submitted to the PR officer at least two days before the appointment time. 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 23

24 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/ 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 III. For volunteers requiring a visa extension, the HRD officer processed. Human Resource Development officer Human Resource Development officer PR PR 24

25 IV. The request is sent to the Human Resource Development who reviews the request and passes it to the Director of for approval. Personal assistant or administrative assistant to the Minister V. The request is approved. Director of VI. An invitation letter is drafted. Human Resource Development officer VII. The invitation letter is signed. VIII. The invitation letter is sent to the volunteer(s). 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 Minister of Health Human Resource Development officer Human Resource Development officer Volunteer or sponsoring agency PR Permanent Secretary 25

26 XI. The request is submitted to the Medical or Nursing Council secretariat. XII. The request is processed and a license is issued. XIII. The license is retrieved and given to the volunteer. XIV. A descriptive activity report is submitted to the HRD officer before the departure from Rwanda. XV. The report is submitted to the Minster. Human Resource Development officer Rwanda Medical or Nursing Council Human Resource Development officer Volunteers Human Resource Development officer 26

27 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/ I. Internal MOH agencies, taskforces, programs and projects prepare their capacity building plans. II. III. IV. Individual plans are compiled by HRD desk and sent to MIFOTRA for their information (for abroad studies their approval is required later). MOH approves requests from autonomous agencies affiliated with the MOH and sends them to MIFOTRA for approval. 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. Before December 15 The director of each individual agency, taskforce, program and project HRD officer HRD (MOH) and Loan Disbursement Director (SFAR) Forms provided by MIFOTRA 27

28 VI. VII. The priority focus areas for health sector scholarships are published. The available scholarships are advertised in radio broadcast and news papers by the MoH and Student Financing Agency for Rwanda (SFAR). HRD (MOH) HRD (MOH) and Loan Disbursement Director (SFAR) Individual applicant 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 IX. The applications are received, logged, and duplicated for HRD desk the selection committee. X. The committee goes through the selection process (as HRD desk determined initially) and prepares a selection report. XI. Applicants are notified of their status. HRD desk XII. The loan contract between the applicant and SFAR is signed. Loan Disbursement Director (SFAR) Published on Notice boards; communicated to all our agencies Contract format to be provide by SFAR 28

29 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. 20 days before departure HRD desk Letter template to be provided by MoH The following is attached to the application letter: 1. Loan confirmation letter 2. Admission letter XV. The is granted by MIFOTRA. Within 15 MIFOTRA days XVI. The funds are disbursed by SFAR. Loan Disbursement Director (SFAR) 29

30 9. ORGANIZATION OF THE JOINT HEALTH SECTOR REVIEW STEP # ACTIVITY/TASK PROCESS / TIME 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 II. A participant list is prepared. Week one Director of M&E Coordinator III. Progress on last JHSR recommendations are reviewed. Week one Secretary Director of General IV. Agenda is prepared. Week one Director of M&E Coordinator V. A detailed budget is prepared. Week one Director of Budget VI. The budget is reviewed. Week one Director of VII. VIII. A letter is written to the Prime Minister asking for authorization for the JHSR (with agenda and budget for the meeting attached). Conference venues are researched and selected (see procurement SOP). Week one Sent 21 days before meeting Week two Minister of Health Procurement officer Last JHSR Last JHSR IX. The invitation letter is drafted. Week two officer M&E Coordinator X. The invitation letter is reviewed. Week two Director of 30

31 STEP # ACTIVITY/TASK PROCESS / TIME XI. The invitation letter is signed. Week two Minister of Health XII. Invitation is sent with last JHSR recommendations and Week two officer agenda. XIII. The director of planning suggests people to make presentations at the meeting and contacts them directly. Week two Director of XIV. Participants confirm their participation. Week three Partners Send to planning officer XV. Presenters submit their planned presentations to the Week three Presenters planning officer electronically. XVI. Visits are made to the venue to confirm arrangements. Week three officer XVII. Logistics arrangements are made: transportation to and from the venue, rooms assigned, food ordered. 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. Week three Logistics Week three Budget Director of Admin. and Finance The finance unit pays the participants, and participants sign after presenting their travel authorization. XIX. The finance unit pays the venue and vendors. Week three Director of Admin. and Finance 31

32 STEP # ACTIVITY/TASK PROCESS / TIME XX. Feedback is given on presentations to the presenters. Week three Director of 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 M&E Coordinator 32

33 INTERNAL SOPS 1. ELABORATION OR REVISION OF HEALTH SECTOR STRATEGIC PLAN STEP # ACTIVITY/TASK PROCESS TIME/ 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. II. The planning unit discusses the goals with the Minister and agreement is reached on the goals of the plan. III. In consultation with partners, the Director of identifies the strategic areas of the ministry of health. IV. The director of planning elaborates the methodology of the planning process along with the schedule of consultations. V. A task team to draft the plan is identified (If a consultant is to be hired, please see procurement SOP). 2 weeks Director of Minister of Health 1 week Director of in consultation with partners 1 week Director of planning 1 week Secretary General Vision 2020 EDPRS MDGS/ Cabinet decision document Secretary General Vision 2020 EDPRS MDGS/ Cabinet decision document, Health Sector Policy/ Recommendatio n of SMM Director of planning Appointment Letter for 33

34 VI. Reference documents are collected and given to the drafting team. 1 week Director of planning VII. The Health Sector Strategic Plan is developed. I Month Strategic Plan Task team 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 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 XI. The cabinet sends an approval letter. 1 week Cabinet consultant Vision 2020 EDPRS MDGS/ Cabinet decision document, Health Sector Policy/ Recommendatio n of SMM Unit EDPRS/ MINECOFIN Guidelines Director of Draft plan planning Secretary General Cabinet Reports XII. Official signing of strategic plan. 1 week Minister of Health XIII. Plan for the dissemination of Strategy Plan by determining 1 March Director of recipients who will receive hard and soft copies of the plan. planning XIV. Copies of documents are printed. Director of Official document Dissemination of plan 34

35 XV. Hard copies are sent to key people and the plan is uploaded to the web. planning Director of planning List of recipients 35

36 2. ELABORATION OR REVISION OF SUB- SECTOR STRATEGIC PLANS (EG., MALARIA, HIV) STEP # ACTIVITY/TASK PROCESS TIME/ 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/Recommen dation 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 1 week DG DA the whole process of planning. IV. Identification of task team to draft the plan. 1 week DG DA Appointment letter assigning 36

37 V. Collection of reference documents. 1week DA the team Vision 2020 EDPRS MDGS/ Cabinet decision document; Health Sector Policy/ Recommendation of SMM; Board recommendations Draft Plan VI. Development of organizational strategic plan. 2 months Strategic Plan Task Team Unit 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 XI. Plan dissemination of strategy plan. DG/DA XII. Disseminate strategy plan. DG/DA Dissemination List of recipient departments 37

38 3. ELABORATION OF MINISTRY OF HEALTH ACTION PLAN STEP # ACTIVITY/TASK PROCESS TIME/ I. Design Action Plan Format May of every year 1 week Director of DATA SOURCE Health Sector Strategic Plan/ Prime Minister Guidelines List of Guidelines II. Provide Action Plan Guidelines and send with Action Plan 1 week Director of Format to all stakeholders 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 2 weeks Director of Data base of stakeholder VI. Feed back to all Stakeholders 1week Director of 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 Director of action plans IX. Consolidate all Action Plans 3 weeks Director of X. Consensus and validation of Action Plan 1week PS Director UPDC Meeting recommendations on Action Plan 38

39 XI. Finalization of Joint Action Plan document Last week of June XII. s Office for Last week of approval June XIII. Last week June XIV. After approval, the final Action Plan is put on the Ministry of Health website Budget plans I. Obtain Budget Call Circular from Ministry of Finance February of every year 1 week Director of Director of Office 1 week Director of Director ITC DATA SOURCE Final Document Final Document Records of all that received MOH Action Plan Minister Cabinet PS Ministry of Finance II. Identify Ministry of Health Priories 1 week UPDC/UFGRI /Budget s III. Set ceilings by Priorities 1 week UPDC/UFGRI /Budget s IV. Provide Budget Format & Budget ceiling to Institutions & Guidelines 1 week UPDC/UFGRI /Budget s recommendations List of Budget Priorities Budget Set ceilings 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 Budget Analysis 39

40 DATA SOURCE /Budget Report s VII. Provide feed back and to institution 1 week UPDC/UFGRI /Budget Records of feed back s VIII. Institutions submit their input 1 week DG Deputy/DF Records of institutions that submitted IX. Integrate institutional input to budget 1 week UPDC/UFGRI updated budget /Budget s X. Consolidate all submitted Budget 2 weeks UPDC/UFGRI /Budget s 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 UPDC/UFGRI /Budget s Records of all who received MOH budget. 40

41 4. ELABORATION OF JOINT ANNUAL WORKPLAN STEP # ACTIVITY/TASK PROCESS TIME/ I. Design Joint Annual Work Plan template in consultation with Development Partners (DPs) Every June 3 weeks Director of DPs DATA SOURCE Health Sector Strategic Plan/ Prime Minister Guidelines List of Guidelines II. Provide Action Plan Guidelines and distribute template to all stakeholders Every July 1 week Director of SWAP Coordinator 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 SWAP Coordinator Data base of stakeholder VI. Feed back to all Stakeholders 1 week Director of 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 Director of SWAP Coordinator IX. Consolidate all Joint Annual Work Plan submissions 3 weeks Director of SWAP Coordinator X. Consensus and validation of Action Plan by all stakeholders 1 week PS Director of action plans Meeting recommendation on Action Plan XI. Finalization of Joint Annual Work Plan document 1 week Director of SWAP Final Document 41

42 XII. Dissemination of Joint Annual Work Plan to all stakeholders August of every year Director of Coordinator SWAP Coordinator DATA SOURCE Final document 42

43 5. ELABORATION OF MTEF STEP # ACTIVITY/TASK PROCESS TIME/ I. Obtain Budget Call Circular from Ministry of Economic and Finance (MINECOFIN) Every February 1 week DATA SOURCE Minister Cabinet PS MINECOFIN recommendations II. Identify Ministry of Health Priories 1 week UPDC/UFGRI /Budget s III. Set ceilings by Priorities 1 week UPDC/UFGRI /Budget s IV. Provide Budget Format & Budget ceiling to Institutions & Guidelines 1 week UPDC/UFGRI /Budget s List of Budget Priorities Budget Set ceilings Budget Templates V. Submission of institutional Budgets 1 week DG Deputy/DF Record of institutions that submitted budget VI. analyze all budgets 2 weeks UPDC/UFGRI /Budget s VII. Provide feedback to institutions 1 week UPDC/UFGRI /Budget s Budget Analysis Report Records of feedback VIII. Institutions submit their input 1 week DG Deputy/DF Records of institutions that submitted 43

44 DATA SOURCE IX. Integrate institutional input to budget 1 week UPDC/UFGRI Updated budget /Budget s X. Consolidate all submitted Budget 2 weeks UPDC/UFGRI /Budget s XI. Consensus and validation of Budget Plan by MOH and 1 week PS UPDC Workshop Institution XII. Seek Budget Plan approval from MINECOFIN Every April 3 weeks XIII. Dissemination of MOH Budget 7 June 1 week recommendations PS UPDC MINECOFIN budget approval reports UPDC/UFGRI /Budget s Records of all who received MOH budget 44

45 6. BUDGET MANAGEMENT AND EXECUTION STEP # ACTIVITY/TASK PROCESS TIME/ I. Approval of annual budget is received from Ministry Of Economic and Finance (MINECOFIN) along with the cash flow format II. Copies of the budget are distributed to the different services and institutions III. The cash flow format is distributed to the different services and institutions with instructions on completing the form and the deadlines. 5 June Chief budget manager Director of Finance 7 June Chief budget manager Director of Finance 7 June Budget officer Assistant of Budget officer IV. Services send detailed cash flow (Hard and soft copy) 10 June Services and institutions V. The cash flow (annual, quarterly and monthly) is consolidated VI. The cash flow is prepared according to the specific categories (month, quarter etc) and sent to MINECOFIN for analysis. Assistant of Budget officer 10 June Budget officer Assistant of Budget officer 10 June Budget officer Assistant of Budget officer Budget summary Budget summary Cash flow format Cash flow format Cash flow format Cash flow format VII. VIII. IX. The cash flow is presented and discussed at the ministry of finance Send the cash flow approved by MOF to the different services of the MOH Each month, each service or task force prepares a financial request 15 June Director of Finance 20 June Director of Finance 25th of each Head of service month or task force Budget officer Budget officer Finance manager of each service/task force Cash flow format Cash flow format Request and necessary documents 45

46 X. Receive the requests sent to the minister or chief budget manager XI. XII. Direct expenses are paid by the MINECOFIN directly upon submission of the necessary documentation (see last column) Monthly operating expenses requests are sent from the services to the MOH 25th of each month Beginning of each month Beginning of each month XIII. Budget officer signs the requests by managers First day it is received XIV. Approval of the Order of Payment by the Director of Finance First day it is received 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 Chief budget manager Budget officer Budget officer ou Financier des services Budget officer Director of Finance Chief budget manager Budget officer XVII. File is registered and verified by MINECOFIN 1 week MINECOFIN/Tre asury Director of Finance Assistant of Budget officer Assistant of Budget officer Assistant of Budget officer Assistant of Budget officer MINECOFIN Request and necessary documents Approved file and all the necessary documents Approved file and all the necessary documents Payment order Purchase order Salary list Payment order Purchase order Rwanda Salary list Payment order Purchase order Salary list Payment order Purchase order Salary list Payment order Purchase order Salary list 46

47 XVIII. Payment is authorized by the Treasury 1 week MINECOFIN/Tre asury XIX. XX. The transmission of payment title from the Treasury to the cashier of the state at the National Bank of Rwanda (BNR) Proof of payment by the BNR is put on SmartGov. Details of the payment can be accessed by the Director of Finance OTR 3 days Budget officer Assistant of Budget officer 4 days BNR/Budget officer and Budget. XXI. The Director of Finance informs the recipients of the funds 5 days Director of Finance XXII. Utilization of funds for the transfer 1 month Person in charge of serivces + accountant XXIII. Produce financial report The 5th day Accountant of the next month XXIV. Verify report The 8th day Director of of the month Finance XXV. Approval and transmission of the report to MINECOFIN accounting service The 10th day of the month Chief budget manager Assistant of Budget officer Budget officer/assistant Accountant or his assistant Assistant Budget officer Director of Finance Payment order Purchase order Salary list Copy of Ordinance of Payment Bank document Template Template 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 47

48 7. MAIL MANAGEMENT STEP # ACTIVITY/TASK PROCESS TIME/ I. 1 Mail is received from outside the MOH and each piece is marked with the entry seal and assigned a number. II. III. The mail is logged on the computer in the central secretariat office. The mail is directed to the appropriate services in the ministry. Manager of Central Secretariat Manager of Central Secretariat Manager of Central Secretariat 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 V. All the correspondence of the ministry is filed numerically. Manager of Central Secretariat Secretary See Annexes 3 and 4 for examples of internal and external mail management forms Secretary Secretary Manager of Central Secretariat 48

49 8. ELABORATION OF QUARTERLY MEETINGS AND TRAINING PROGRAMS STEP # ACTIVITY/TASK IN THE PROCESS TIME/ I. The HR in collaboration with planning officer develop a format to be used II. The outline is sent to the Director of and PS for feedback and approval III. The format is sent it to all institutions and services for feedback IV. The feedback is received, analysed incorporated and sent to PS and Minister for approval and signature V. After signature and approval by the Minister, the compiled quarter meeting and training programme is sent to Prime Minister Office VI. The PM Office approve the programme and it is sent to all MOH institutions 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 VIII. After the signature of Minister, the file is sent to PM IX. PM Office send an authorization letter to MOH(Central secretariat receives it and send it to the concerned people) 1 Week Director 1 Weeks and HR MATRIX and HR 2 Weeks PS Director 1 Week HR 1 Day Central Secretariat 1 Week HR 1 Week DG/Coordinator 2Days 3Days Central Secretariat Central Secretariat 49

50 STEP # ACTIVITY/TASK IN THE PROCESS TIME/ X. After the meeting/training, the institution send report to Minister and PM Office 1 Week DG/Coorinator MATRIX 50

51 9. ELABORATION OF ANNUAL REPORT STEP # ACTIVITY/TASK PROCESS TIME/ XI. XII. The M&E team develops the outline of the report, specifying the type of content that each department should contribute. The outline is sent to the Director of and PS for feedback and approval. 2 weeks M & E Assistant HSSP/ Prime Minister Guidelines/Vision 2020/ EDPRS/MDGs 1 week M & E XIII. The format and outline are sent to services and institutions for feedback 2 weeks XIV. XV. The feedback is received, incorporated and sent to PS PS brings the outline to the senior management meeting for discussion and approval PS XVI. 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 drafts it; Coordinator M&E sends it Publication and Dissemination, HMIS and Data QA specialists List of Guidelines 51

52 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 List is of institutions XIX. XX. All submitted reports are reviewed and data is triangulated to check for accuracy. Feed back and requests for clarifications are given to all stakeholders 1 week Coordinator M&E Publication and Dissemination, HMIS and Data QA specialists 1 week Coordinator M&E Publication and Dissemination Data bases and reports of institutions Records of all feedback XXI. Receive feedback from all stakeholders 1 week Head of institution M&E 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/HMI S/Data QA specialists XXIII. Consolidation and report writing 3 weeks Coordinator M&E Publication and Dissemination XXIV. Send report to PS and Director of and all stakeholders Validation of MoH Annual Report Final annual reports of institutions Draft report available 1 week PS Coordinator M&E Record of validation of Annual Report 52

53 XXV. Feedback is provided and M&E incorporates M&E Coordinator feedback 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 XXIX. The letter is signed by the Minister and returned to the M&E Coordinator 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) XXXI. The report is sent by the M&E Coordinator to the Public Relations officer XXXII. The PR officer sends the report to the health communication center XXXIII. The health communication center posts the report on the website 1 week M&E Coordinator Publication and Dissemination Minister Central Secretariat (see Mail Management SOP) M&E Coordinator PR Health Communications officer Record of all institutions that received the report available 53

54 10. ELABORATION OF QUARTERLY REPORT STEP # ACTIVITY/TASK PROCESS TIME/ I. Design new Quarterly Report Format 1 week Coordinator M&E Publication and Dissemination HSSP/ Prime Minister Guidelines/Visio n 2020/ EDPRS/MDGs II. All stakeholders agree with MoH and adopt new 1 week PS Coordinator M&E List of Guidelines Quarterly Report (QR) Format III. All stakeholders prepare their QRs 1 week Head of institution M&E s Quarterly reports, M&E/supervisio n reports, special studies IV. All stakeholders submit their QRs 1 week Head of institution M&E List is of institutions V. Analysis of all submitted QRs and data triangulation 3 days Coordinator M&E Publication and Dissemination VI. Feed back to all stakeholders 1 day Coordinator M&E Publication and Dissemination Data bases and reports of institutions Records of all feed backs VII. Receive feedback from all stakeholders 1 day Head of institution M&E List of all institution that submitted plans 54

55 VIII. Consolidation and report writing 3 day Coordinator M&E Publication and Dissemination 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 Record of all institutions that received the report 55

56 11. ORGANIZATION OF THE MINISTRY OF HEALTH RETREAT (LOGISTICS, PRESENTATIONS, REPORT) STEP # ACTIVITY/TASK PROCESS TIME/ 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 M&E Coordinator IV. Review progress on last JHSR recommendations Week one Director of Director of V. Prepare agenda Week one Director of M&E Coordinator VI. Requesting authorization to PM Week one Minister of Director of Health VII. Conference organization including funding, venue and Week two Director of Director logistics /UFGRI UPDC/UFGRI VIII. Send an invitation letter to participants with last JHSR Week two M&E recommendations and agenda Coordinator IX. Participants should send confirmation of attendance to Week three Attendees X. Submission of planned Presentations to UPDC Week three Presenters XI. Feedback on presentations Week three Director of M&E Coordinator XII. Finalizing presentations Week three Presenters Last JHSR Last JHSR recommendations 56

57 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 57

58 12. ORGANIZATION OF THE SMM STEP # ACTIVITY/TASK PROCESS TIME/ I. Institutions/TF/Units and desks forward items to be 14 days DG/Directors/Co tabled on the SMM agenda before SMM ordinators 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 1 week Minister PS Minister IV. The Minister invites SMM members and any other guest. 14 days Minister PS The invitation is sent together with the items of the agenda before SMM 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 58

59 13. ELABORATION OF QUARTERLY KEY HEALTH INDICATORS BULLETIN STEP # ACTIVITY/TASK PROCESS TIME/ I. Design and share with all Programs, Units, technical Services, Cells and Autonomous Agencies the Key Health Indicators quarterly Bulletin format II. III. All stakeholders agree with MoH and adopt new Quarterly Bulletin Format All stakeholders compile their inputs and outputs indicators according to their Quarterly action plan 1 week HMIS officer HMIS and Data QA specialists 5 working days 5 working days Coordinator M&E Head of institution IV. All stakeholders submit their Quarterly performances 1 week Head of institution V. Data triangulations and data editing 3 days Coordinator M&E VI. Feed back to all stakeholders 1 day Coordinator M&E VII. Consolidation and report writing 5 working days VIII. Presentation to the SMM and Validation of Key health indicators Bulletin Coordinator M&E 1 day Coordinator M&E HMIS and Data QA specialists M&E s M&E In charge of M&E in different institutions that have databases HMIS and Data QA s HMIS s HMIS s HSSP/ Prime Minister Guidelines/Vision 2020/ EDPRS/MDGs List of Guidelines Quarterly reports, M&E/supervision reports, special studies Internal Reports All existing databases Records of all feed backs Draft report available 59

60 IX. Sharing the adopted Key health Bulletin via Website X. Produce and distribute the Quarterly Bulletin to 30Districts and 42 Hospitals XI. Design and share with all Programs, Units, technical Services, Cells and Autonomous Agencies the Key Health Indicators quarterly Bulletin format 2 days PS Coordinator M&E Final Document 1 day Coordinator M&E Publication and Dissemination 1 week HMIS officer HMIS and Data QA specialists Record of all institutions that received the hard copy Quarterly Bulletin HSSP/ Prime Minister Guidelines/Vision 2020/ EDPRS/MDGs 60

61 14. OFFICE PROCUREMENT This procedure outlines the steps required in procuring any goods or service. STEP # ACTIVITY/TASK PROCESS TIME/ 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. 1 st October of each year II. The source of funding for identified needs should be 10 th October specified of each year III. Determine the method of awarding contracts. 15 th October of each year IV. Elaborate the global and specific plans for the whole ministry 25 October of each year Unit head Unit head Unit head /Procurement officer Unit head /Procurement officer Supplying Plan Document /unit V. Consolidate the procurement plans of the different MOH units VI. Train all the appropriate units on the procedures of procurement 25 December of each year Procurement officer Procurement Procurement Methods for goods or services less than Frw Supplying Plan Document of the Ministry available Training Programme available 61

62 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 IV. Send the report to the PS for signature. 2 days PS Procurement officer V. The report is signed by and returned to the procurement officer VI. The purchase order is prepared and signed by the Director of Admin. and Finance (DAF) TBI Procurement officer 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. Analysis Report Signed Document 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 Frw Frw I. Detail the needs and technical specifications Unit head Technical document 62

63 II. The request for quotation is drafted 2 days Procurement officer Unit head III. The request for tenders is signed by the PS 2 days PS Procurement IV. The request for tenders is distributed to différent suppliers V. Evaluate the offers, choose one, and justify the choice in a report that is signed by the procurement officer. 1 days Procurement 3 days Procurement TBI Invitation to tender document available DAO signed Acknowledgeme nt of receipt available 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 VIII. The report and contract are signed by the PS and PS returned to the procurement officer IX. The notification of the tender is issued by the 7 days Procurement procurement office and the performance guarantee is verified by the procurement officer X. The purchase order is prepared and signed by the 1 days Logistician DAF Logistician XI. The purchase order is sent to the vender 1 days Logistician Procurement officer Signed Documents 63

64 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 (< ) I. Detail the needs and technical specifications Unit head Technical Specifications document II. The request for tenders is drafted 2 days Procurement officer Unit head III. The request for tenders is signed 2 days PS Procurement IV. The request for tenders is sent to be published in different newspapers 30 days Procurement V. The offers are received 1 days Procurement VI. The offers are evaluated, one is chosen, and the decision 3 days Procurement is justified in a signed report TBI TBI Invitation to tender document available Signed Invitation to tender document Papers available Openings report available Evaluation Report is signed VII. The performance bid bond contract is elaborated 1 days Legal Advisor Contract available 64

65 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 X. The notification of the market is issued by the Procurement Office and the performance guarantee is verified by the Procurement XI. The purchase order is prepared and signed by the Logistician 2 days PS 7 days Procurement 1 days Logistician DAF 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. Logistic Unit head Material/Works or services available XIV. The bill (sent by the vendor) is paid. 30 days Logistic/DAF Procurement officer/ Unit head XV. International Invitation to Tender Method Invoice available and paid I. Detail the needs and technical specifications Chef of Unit Technical document 65

66 II. The request for tenders is drafted 2 days Procurement officer Chef d Unite III. The request for tenders is signed 2 days PS Procurement IV. The request for tenders is sent to be published in different newspapers 45 days Procurement V. The offers are received 1 days Procurement VI. The offers are evaluated, one is chosen, and the decision is justified in a signed report 3 days Procurement TBI TBI Invitation to tender document available Signed Invitation to tender document Papers available Openings reports available 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 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 7 days Procurement 1 days Logistician DAF XII. The purchase order is sent to the vender Logistic Procurement officer 66

67 XIII. The goods/services are received and checked to make sure the order is complete. Logistic Unit head Material/Works or services available XIV. The bill (sent by the vendor) is paid. Logistic/DAF Procurement officer/ Unit head Invoice available and paid 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. 67

68 ANNEXES 1. IDENTIFICATION FORM FOR PRIVATE MEDICAL PRACTICES REPUBLIQUE RWANDAISE Kigali, le MINISTERE DE LA SANTE B.P. 84 KIGALI FICHE D'IDENTIFICATION DE L'ETABLISSEMENT PRIVE (Identification form for Private Medical establishments) (Name of Establishment) (Address of the Establishment) 68