Mbuya Parish HIV/AIDS Initiative Esther Nakasi SPH CDC Medium Term - - PowerPoint PPT Presentation

Improving Procurement Process in Reach Out Mbuya Parish HIV/AIDS Initiative

Esther Nakasi SPH – CDC Medium Term Fellow Institution Supervisor: Dr. Stella Alamo Talisuna Academic Supervisor: Dr. Benson Tumwesigye Dissemination Workshop Hotel African 14th August 2009

About Reach Out Mbuya

• Community, faith-based

NGO in Mbuya Parish

• Founded in May 2001
• Provide Holistic care –

body, mind, family and community.

• Serves 3093 clients in

care, 1697 on ART

• Has two directorates and

4 departments

1 2

Procurement Section

• Procurement section was set up in 2007
• Headed by Procurement officer and supervised

by the Executive Director

• Handles all procurement issues
• Goods, services and works

Problem Identification

• 1. Long procurement

process

• 2. Long waiting time for

clients

• 3. Poor adherence

among adolescent

• 4. Declining adherence

among children on ART

• 5. High population of

sero-discordant couples

• 6. Lack of an

integrated information system

• 7. Poor communication

Problem Statement

• Since July 07 till Dec.08, Reach Out Mbuya has

had long procurement process:

• 4 to 8 weeks for major purchases,
• 2 to 4 weeks for minor purchases
• Long procurement process leads to stock out of

essential items e.g. drugs

• Target for improvement: Reduce the

procurement process by two weeks by:

• Formulating guidelines and procedures

Flow Chart Showing baseline Situation of the Procurement Process

Departmental meetings – Decisions on what to procure

Requisition Generation Budgetary checks and Allocation (DFAM) Approved Yes/No

Getting Pro- forma Invoices Writing Local Purchase Order Receipt of LPO & Preparation for Delivery Receipt of Goods/ Service (Stores) N

N

Cross checking Requisition Form – Proc. Officer

Executive Director’s Approval

Approve d Yes/No

Y N

BOD Approval

Delay 07 days Delay 03 wks Delay 5 days Y

Procurement committee

Project objectives

Objectives:

• To improve the procurement process at Reach

Out Mbuya so as to improve service delivery to clients

• To develop procurement manual by June 2009
• To disseminate procurement procedures to

management and staff

Project implementation

• Discussion of need with management
• Formation of CQI team
• Problem identification
• Review of the available information
• Design of the project
• Funding from SPH-CDC
• Implementation of the project
• Draft procurement manual
• Dissemination of draft to staff members

Dissemination Session

Results / Project Outcome

• Procurement manual in place
• The procurement committee meets regularly to

review procurement

• Copy of the manual distributed to staff
• Additional staff procurement: procurement

assistant and volunteer

Flow Chart Showing change in the process after the intervention

Departmental meetings – Decisions on what to procure

Requisition Generation Budgetary checks and Allocation (DFAM) Approved Yes/No

Getting Pro- forma Invoices Writing Local Purchase Order Receipt of LPO & Preparation for Delivery Receipt of Goods/ Service (Stores)

Cross checking Requisition Form – Proc. Officer

Executive Director’s Approval

Approve d Yes/No

BOD Approval

07 days to 03 days 03 wks To 01wk 5 days to 2 days -

Procurement committee

Lessons Learnt

• Brain storming is critical in identifying
• rganisational challenges
• Root cause analysis procedure is effective

in problem identification

• Team work is key in project

implementation

• Involvement of senior management in

project implementation is key to success

• Quality improvement is a continuous

process.

Challenges

• Turn over of resourceful personnel of the CQI

team

• Various commitments and assignments with in

the organisation delayed the project

• Time frame was too short to accomplish the

project

Sustainability

• Periodical review of the manual to adopt any

new developments in the organisation.

• Orientation of all new staff on the manual.
• Continuous training of staff to give them updates

in the procurement process.

• All procurement activities must be carried out

basing on the manual

Acknowledgements

• SPH-CDC
• Executive Director
• Academic Supervisor
• CQI Team members
• Long term SPH-CDC fellow attached to ROM
• Senior management of ROM
• Staff of ROM
• Clients of ROM.

Fellows having a discussion with the academic supervisor

THANK YOU