Pre-Proposal Conference on Web-based RMS:

Transcription

1 Pre-Proposal Conference on Web-based RMS: Presentation on KRB-F Work Planning, Reporting Procedures; & Proposed Web-based RMS Presented on 4 th January 2019 by: Planning & Programming Dept. of KRB

2 OUTLINE 1. Introduction 2. Work plan Preparation 3. Implementation Reporting for APRP 4. Web-based RMS

3 List of Abbreviations APRP Annual Public Roads Programme ARICS Annual Road Inventory & Condition Survey CECM County Executive Committee Member CGs County Governments COSTES Cost Estimation CS MoTIHUD Cabinet Secretary, Ministry of Transport, Infrastructure, Housing & Urban Development ERP Enterprise Resource Planning GIS Geographic Information System GoK Government of Kenya KRA Kenya Revenue Authority KRB Kenya Roads Board KRB-F Kenya Roads Board Fund KeNHA Kenya National Highways Authority KeRRA Kenya Rural Roads Authority KURA Kenya Urban Roads Authority KWS Kenya Wildlife Service RAs Road Agencies RMLF Road Maintenance Levy Fund RMS Road management System RSIP Road Sector Investment Programme

4 1. Introduction The Road Maintenance Levy Fund (RMLF) was established in 1993 through an Act of Parliament (Revised in 1994) primarily for maintenance of public roads (both routine and periodic). Kenya Roads Board (KRB) was established through the Kenya Roads Board Act of 1999 which gives KRB statutory powers to manage the Kenya Roads Board Fund (KRB-F) obtained from the following sources: a) Fuel levy by GoK collected through KRA into a Roads Fund (RMLF); b) Transit tolls.

5 The Constitution of Kenya 2010 assigns the responsibility of managing the public road network in Kenya to the National Government (National Trunk Roads) and the County Government (County Roads). On the basis of current legislations i.e. KRB Act and the County Allocation of Revenue Act, funds from KRB-F should be disbursed to the implementing agencies as given in the table below:

6 Table 1. RMLF Allocation S/No. Agency Network Length (Km) Allocation (%) 1 KeNHA 40 2 KeRRA 39, KURA 10 4 KWS CGs 121, * 6 CS-MoTIHUD Allocation 10 7 KRB 2

7 Table 2: Summary of Road Classification and Management in Kenya Overall Responsibility Mandated Agency Road Class Length (Km) National Government KeNHA S, A & B 18,101.9 KeRRA C 19,528.7 KURA UA, UB & UC 2,364.5 Sub-total 1 39,995.1 County Governments Category Road Class Length (Km) Rural roads D, E, F & G 110,958.7 Urban roads UD, UE, UF & UG 10,497.7 Sub-total 2 121,456.4 Grand total 161,451.5

8 2. Work Plans Preparation & Process 2.1 Preparation of Work plans All RAs should carry out ARICS annually and collect data to determine maintainable parts of the road network and then prepare work plans while involving stakeholders (public participation). RAs also expected to make reference to RSIP in prioritization of works. The draft work plans should be submitted to KRB by 30th September of each financial year.

9 2.2 Review & Approval of Work plans Before submission to KRB, work plans must be approved by CECM in charge of Roads for County Governments (CGs). Evidence of Approval is required. Work plans are analysed by KRB for compliance with the requirements of the Board and the Planning and Reporting manual for RMLF funded programmes. Non-compliant work plans are sent to the respective Road Agencies (RAs) for amendments and resubmission. This should be done before end of December.

10 Currently, there are six (6) conditions by the National Treasury that guide the management of the RMLF by CGs: 1. Submission by CECM to County Assembly for approval the revenue & expenditure estimates for RMLF Conditional Grant; 2. Opening of a special purpose account at Central Bank of Kenya for receipt of RMLF; 3. Ensure expenditure of RMLF in road maintenance activities only; 4. Prepare & submit work plans to KRB & ensure there is no duplication through consultation with the Road Agencies; 5. Prepare & submit quarterly progress reports to KRB 6. Comply with any other conditions as may be set by MoTIHUD in consultation with KRB & National Treasury

11 Checklist for review & approval of Work plans: 1. Compliance to budget ceilings & necessary approvals; 2. Standard format with road names & road code numbers consistent with the road register and the actual road length planned for maintenance; 3. Evidence of ARICS; 4. Activities to be based on roadworks as well as inclusion of road safety initiatives & training component for staff on relevant courses/programs; 5. Application of COSTES manual in formulation of unit rates; 6. Planning for road maintenance to embrace the network approach; 7. Check for overlap of proposed roads by CGs with that of RAs.

12 Summary of APRP Preparation & Approval Process Activity Timelines Issuance of ceilings ARICs undertaken & draft Work Plans submitted Review of Work Plans APRP compilation Board Approval CS MoTIHUD Approval July August-September October-November End of December Jan-February March-April

13 Sample work plan:

14 Sample ARICS form:

15 3. Reporting on APRP Implementation All the works in the APRP should be carried out in 12 months. Quarterly APRP Implementation reports are submitted to KRB in the formats presented in the APRP Preparation and Reporting Manual. APRP Implementation reports from the RAs will be reviewed and summary reports prepared and presented to KRBs Board of Directors. 2 sets of reports are prepared which are the Half-Year APRP Report and the Annual APRP Report.

16 The Planning & Reporting formats are available in templates prepared by KRB which include: 1. Summary report 2. Quarterly progress report (Physical output & expenditures) 3. Financial report 4. Employment report 5. Training report

17 Sample Quarterly Progress Report:

18 4. Web-Based Road Management System Background KRB formulated a system for work planning which KeRRA adopted as its Planning, Management and reporting tool for all maintenance works in FY2009/10. KeNHA & KURA started using the system in FY2010/11. Though the system has undergone improvements up to the current version 5.0, it is not web based and is also not integrated with GIS data.

19 Objectives The overall objective is to automate the process for work planning and reporting by CGs and RAs. Specific objectives of the assignment are: To establish a web-based RMS to enhance capacity and improve efficiency and consistency in reporting To improve KRB capability to monitor road maintenance programs being implemented by RAs and CGs To enable KRB track and form treads on the amount of resources being applied on maintenance of specific roads

20 User Requirements It is envisaged the system will be used by KRB, CGs and RAs as outlined below: a) KRB To review RAs and CGs work plans for compliance. To consolidate work plans into APRP. To review and analyze RAs and CGs progress reports (both Non-Financial and Financial). To prepare Management reports To track funds disbursements to RAs and CGs To Integrate with other systems including COSTES, KRB-GIS and KRB-ERP To report on the level of compliance with the APRP and monitor progress

21 b) County Governments To prepare work plans and submit supporting documents (e.g. approvals by CECM) To prepare and update progress report To submit work plans and progress reports to KRB. To capture road inventory and condition data To monitor project cost c) Road agencies To submit work plans and progress reports to KRB.

22 Thank you!