LGPA 2017/18
Accountability Requirements
Kisoro District
(Vote Code: 526)
Assessment Compliant %
Yes 2 33%
No 4 67% 526 Kisoro District Accountability Requirements
Definition Compliance Summary of requirements of Compliant? justification compliance
Assessment area: Annual performance contract
xxx LG has submitted an annual performance contract of Non-Compliant the forthcoming year by June 30 on the basis of the PFMAA and LG Budget guidelines for the coming Justification: Annual financial year. Performance contract had not been submitted by the due date of June No 30th of the forthcoming year. Receipt indicate that it was submitted on 11/08/2016
Assessment area: Supporting Documents for the Budget required as per the PFMA are submitted and available
xxxxx LG has submitted a Budget that includes a Compliant Procurement Plan for the forthcoming FY (LG PPDA Regulations, 2006). Justification: Consolidated Yes Procurement Plan 2016/17 was attached to the Budget.
Assessment area: Reporting: submission of annual and quarterly budget performance reports
xxxxx LG has submitted the annual performance report for Non-Compliant the previous FY on or before 31st July (as per LG Budget Preparation Guidelines for coming FY; PFMA • Submission of the Act, 2015) Annual Performance report was submitted No later than July 31st. Refer to the receipt dated August 11th, 2017; SN-0877.
xxxxxx LG has submitted the quarterly budget performance report for all the four quarters of the previous FY; PFMA Act, 2015) •The Quarterly report in question was submitted No later than July 31 and is dated Q4-01/08/2017.
Assessment area: Audit xxxxx The LG has provided information to the PS/ST on the From the Ministry of status of implementation of Internal Auditor General Finance’s inventory of or Auditor General findings for the previous financial LG submissions of year by April 30 (PFMA s. 11 2g). This statement responses to audit includes actions against all findings where the Auditor queries, this General recommended the Accounting Officer to take assessment action (PFMA Act 2015; Local Governments Financial established that Kisoro No and Accounting Regulations 2007; The Local DLG submitted to Governments Act, Cap 243). PS/ST responses to all the 12 audit findings raised in FY 2015/2016 on 25/05/2017 i.e. after the deadline.
xxxxx The audit opinion of LG Financial Statement (issued From the Auditor in January) is not adverse or disclaimer General’s report for FY 2016/2017, this assessment established that Kisoro Yes District Local Government received an unqualified audit opinion. LGPA 2017/18
Crosscutting Performance Measures
Kisoro District
(Vote Code: 526)
Score 60/100 (60%) 526 Kisoro District Crosscutting Performance Measures
Performance No. Scoring Guide Score Justification Measure
Assessment area: Planning, budgeting and execution
1 All new Evidence that a • Physical/Structural Plan is non-existent. infrastructure municipality/district has: Physical Plan Registration book was not projects in: (i) a • A functional Physical available as well as the minutes of the municipality; and (ii) Planning Committee in 0 committee. However, Physical Planning all Town Councils in place that considers new Committee was appointed but is not a District are investments on time: functional. There is a general laxity in approved by the score 2. implementing the Physical Planning Act 2010 respective Physical Planning Committees and are consistent with the approved Physical Plans • All new infrastructure • The district has no approved physical plan, investments have therefore any approved plans of investments approved plans which 0 cannot be consistent with it because it is are consistent with the Maximum 4 points nonexistent. for this performance Physical Plans: score 2. measure.
2 The prioritized • From the Budget Conference Report investment activities 2016/17 it highlights priorities such as : in the approved Construction of Placenta Pit at Buhozi Health AWP for the current Centre III in Busanza Sub-county; Phased FY are derived from Renovation of of Social Centre house in • Evidence that priorities the approved five- Nyarusiza Sub-county; Construction of a 5 in AWP for the current year development Stance VIP latrine at Chihe Primary FY are based on the 2 plan, are based on School,Construction of 5 stance VIP latrine at outcomes of budget discussions in Rutaka P/S in Kirundo Sub-county ; conferences: score 2. annual reviews and Construction of 5 stance VIP latrine at Rukoro budget conferences P/S in Chahi Sub County; Construction of a 5 and have project stance VIP latrine at Ruko Primary School in profiles Nyarubuye S/C, which are also linked to the AWP fro the current FY. • Sampled Activities in the AWP that include among others: Construction of Mumateke Gravity Flow Scheme in Murora Subcounty. Status; Gatera Gravity Flow Scheme in Nyarubuye Sub county; Construction of Karenganyambi Gravity Flow Scheme worth in • Evidence that the Kirondo Sub county; Renovation of Askari capital investments in Staff House at Nyondo Subcounty;Phased the approved Annual renovation of social centre house in Nyarusiza work plan for the current Subcounty; Construction of Placenta Pit at FY are derived from the Buhozi Health Centre III in Busanza Sub- approved five-year 2 county; Phased Renovation of of Social development plan. If Centre house in Nyarusiza Sub-county; different, justification has Construction of a 5 Stance VIP latrine at to be provided and Chihe Primary School,Construction of 5 evidence that it was stance VIP latrine at Rutaka P/S in Kirundo approved by Council. Sub-county ; Construction of 5 stance VIP Score 2. latrine at Rukoro P/S in Chahi Sub County; Construction of a 5 stance VIP latrine at Ruko Primary School in Nyarubuye S/C, were verified to have been extracted from the Development plan 2015/2016-2019/2020 under section 7 of the project profiles.
• Project profiles have • From the Five Year Development Plan been developed and 2015/2016-2019/2020 Section 7 pages 158ff discussed by TPC for all & TPC Minutes when reviewed provide proof 1 investments in the AWP that all project profiles were developed and as per LG Planning have been discussed and adhere to the guideline: score 1. formats in the LG planning guidelines.
3 Annual statistical • Annual statistical abstract developed abstract, with gender and applied disaggregated data has been compiled and • No Annual Statistical Abstract with Gender presented to the TPC to 0 disaggregated data has been compiled to Maximum 1 point on support budget support budget allocation was compiled. this performance allocation and decision- measure making- maximum 1 point. 4 Investment activities • A sample of projects implemented & traced in the previous FY from the Engineer’s files namely: were implemented Construction of Mumateke Gravity Flow as per AWP. Scheme in Murora Subcounty. Status; Gatera Gravity Flow Scheme in Nyarubuye Sub county; Construction of Karenganyambi Gravity Flow Scheme worth in Kirondo Sub Maximum 6 points county; Renovation of Askari Staff House at on this performance • Evidence that all Nyondo Subcounty;Phased renovation of measure. infrastructure projects social centre house in Nyarusiza Subcounty; implemented by the LG Construction of Placenta Pit at Buhozi Health in the previous FY were 2 Centre III in Busanza Sub-county; Phased derived from the annual Renovation of of Social Centre house in work plan and budget Nyarusiza Sub-county; Construction of a 5 approved by the LG Stance VIP latrine at Chihe Primary Council: score 2 School,Construction of 5 stance VIP latrine at Rutaka P/S in Kirundo Sub-county ; Construction of 5 stance VIP latrine at Rukoro P/S in Chahi Sub County; Construction of a 5 stance VIP latrine at Ruko Primary School in Nyarubuye S/C when compared with the Annual budget performance reports, AWP & Budget were found to be consistent.
Based on the following samples of completed investment projects: KISO 526/WRKS/2016- 17/00028 : Construction of Placenta Pit at Buhozi Health Centre III in Busanza Sub- county. Contract Value UGX: 3,825,560 ; KISO 526/WRKS/2016-17/00030: Phased Renovation of of Social Centre house in Nyarusiza Sub-county. Contract Value: UGX: 9,838,840; KISO 526/WRKS/2016-17/00031: • Evidence that the Construction of a 5 Stance VIP latrine at investment projects implemented in the Chihe Primary School. Contract Value: UGX 19,800,000. Construction of Mumateke previous FY were Gravity Flow Scheme (UGX. 79,546,927) in completed as per work 2 plan by end for FY. o Murora Subcounty; Completion of Gatera Gravity Flow Scheme worth UGX. 84,262,089; 100%: score 4 o 80- 99%: score 2 o Below in Nyarubuye Sub county; Construction of 80%: 0 Karenganyambi Gravity Flow Scheme worth 162,843,903 in Kirondo Sub county; Renovation of Askari Staff House at Nyondo Subcounty worth UGX 9,825,860; Phased renovation of social centre house in Nyarusiza Subcounty valued at UGX. 9.838, 840 were all completed at a rate of 87%. 5 The LG has From five sampled projects: Construction of executed the budget Placenta Pit at Buhozi Health Centre III in for construction of Busanza Sub-county. Contract Value UGX: investment projects 3,825,560 ; Phased Renovation of of Social and O&M for all Centre house in Nyarusiza Sub-county. major infrastructure Contract Value: UGX: 9,838,840;Construction projects and assets of a 5 Stance VIP latrine at Chihe Primary during the previous School. Contract Value: UGX 19,800,000. FY • Evidence that all Construction of Mumateke Gravity Flow investment projects in Scheme (UGX. 79,546,927) in Murora the previous FY were Subcounty; Completion of Gatera Gravity completed within 2 Flow Scheme worth UGX. 84,262,089; in Maximum 4 points approved budget – Max. Nyarubuye Sub county; Construction of on this Performance 15% plus or minus of Karenganyambi Gravity Flow Scheme worth Measure. original budget: score 2 162,843,903 in Kirondo Sub county; Renovation of Askari Staff House at Nyondo Subcounty worth UGX 9,825,860; Phased renovation of social centre house in Nyarusiza Subcounty valued at UGX. 9.838, 840 when compared with the Annual budget performance report & Annual financial accounts all indicate being completed within approved budgets.
From the following investment projects:Construction of Mumateke Gravity Flow Scheme (UGX. 79,546,927) in Murora Subcounty. Status: Completed.; Completion of Gatera Gravity Flow Scheme worth UGX. 84,262,089; in Nyarubuye Sub county; Construction of Karenganyambi • Evidence that the LG Gravity Flow Scheme worth 162,843,903 in has budgeted and spent Kirondo Sub county; Renovation of Askari Staff House at Nyondo Subcounty worth UGX at least 80% of O&M 2 budget for infrastructure 9,825,860. Status: Completed, Phased in the previous FY: renovation of social centre house in Nyarusiza Subcounty valued at UGX. 9.838, 840. Status: score 2 Completed. This is also complemented by the annual performance report & budget the DLG spent at least 83%.
Assessment area: Human Resource Management 6 LG has • Evidence that HoDs substantively have been appraised as From the personnel files reviewed by this recruited and per guidelines issued by assessment it was established that all Heads 0 appraised all Heads MoPS during the of Departments were not appraised during the of Departments previous FY: score 2 financial year 2016/2017
Maximum 5 points Out of 9 Heads of Departments only 3 on this Performance positions are substantantively filled.These are Measure. Head of Administrarion, District Education officer and District community Development • Evidence that the LG Officer. has filled all HoDs 0 positions substantively: The rest were assigned duties by the Chief score 3 Administrative Officer
7 The LG DSC has From Secretary DSC it was established that considered all staff 100% of all staff submitted for recruitment that have been were considered as evidenced by submitted for recruitment, The CAO Declaration of vacancies to DSC on confirmation and 4/10/2016 under ref CR/1564/5 the following disciplinary actions • Evidence that 100 vacancies during the previous percent of staff CFO,PHRO,HRO,Inspector of FY. submitted for 2 recruitment have been schools,information officer,ADHO,Medical considered: score 2 officers,Enrolled midwives,Lab Assistants,Assistant Vet Officers. Maximum 4 points on this Performance They were all considered by the DSC in the Measure meeting of 6/12/2016,5/12/2016,13th – 17th February 2017 respectively
• Evidence that 100 From the Secretary District Service percent of staff Commission this assessment established that submitted for 1 all staff submitted by CAO for Confirmation confirmation have been were all considered by DSC in the meeting of considered: score 1 24/10/2016 From the secretary DSC it was established that 13 Cases of displinary were submitted by CAO on 7/6/2017 and 26/5/2017 ref CR/157/2 • Evidence that 100 for action percent of staff submitted for disciplinary 1 All the submitted displinary cases were actions have been considered by DSC in a meeting of 4/12/2017 considered: score 1 CAO acknowledged receipt on action by DSC On 13/12/2017
8 Staff recruited and From the Human Resource Office it was retiring access the established that all the staff recruited during salary and pension the financial year 2016/2017 accessed the payroll respectively • Evidence that 100% of salary payroll not later than two month after within two months the staff recruited during Appointment. the previous FY have accessed the salary 3 The records from IPPS show that the staff payroll not later than two who were appointed in the month of February Maximum 5 points months after 2017, Assumed duty in the month of march on this Performance appointment: score 3 2017 and accessed payroll in April 2017 Measure.
• Evidence that 100% of the staff that retired From the Human Resource office this during the previous FY assessment could not establish staff retired have accessed the 0 during the Financial year 2016/2017 because pension payroll not later the retired staff list was not availed for than two months after verification retirement: score 2
Assessment area: Revenue Mobilization 9 The LG has increased LG own source revenues in the last financial year compared to • If increase in OSR from the one before the previous FY but one to previous FY is more previous financial In FY 2016/2017 Kisoro DLG collected local than 10% : score 4 year (last FY year revenue amounting to UGX 292,156,729 while points • If the increase is 0 but one) UGX 292,781,699 was collected in FY from 5 -10% : score 2 2015/2016; implying a reduction of 0.2%. point • If the increase is less than 5% : score 0 Maximum 4 points points. on this Performance Measure.
10 LG has collected local revenues as • If revenue collection per budget ratio (the percentage of (collection ratio) local revenue collected During FY 2016/2017 Kisoro DLG realised against planned for the local revenue amounting to UGX 292,156,729 previous FY (budget 0 against a budget of UGX 468,320,206. This realisation) is within /- implies that the actual local revenue collected Maximum 2 points 10% : then 2 points. If is below the budget by 38%. on this performance more than /- 10% : zero measure points.
11 Local revenue • Evidence that the During FY 2016/2017, Kisoro DLG collected administration, District/Municipality has UGX 54,551,154 from Local Service Tax allocation and remitted the mandatory 2 (LST) and remitted a total of UGX 41,432,775 transparency LLG share of local (76%) to Sub-counties(UGX 31,197,300) and revenues: score 2 Kisoro Municipality (UGX 10,235,475).
Maximum 4 points on this performance • Evidence that the LG is During FY 2016/2017 Kisoro DLG realised not using more than OSR amounting to UGX 292,156,729 of which measure 0 20% of OSR on council UGX 60,340,000 (21%) was spent on council activities: score 2 allowances.
Assessment area: Procurement and contract management 12 The LG has in place • Evidence that the the capacity to District has the position manage the of a Senior Procurement • Kisoro District LG does not have a procurement Officer and Procurement substantive senior procurement officer. The function Officer (if Municipal: 0 Procurement unit is currently headed by a Procurement Officer and procurement Officer. Assistant Procurement Officer) substantively Maximum 4 points filled: score 2 on this performance measure.
• Evidence that the Signed and stamped TEC Minutes dated TEC produced and 16/6/2017 and 3/4/2017 were submitted to submitted reports to the 1 Contracts Committee; Contracts Committee for the previous FY: score 1
Contracts committee considered recommendations of TEC. Contracts committee decision on a submission report • Committee dated 29/11/2016 for Proc Ref: Kisoro considered 526/wrks/2016/17/00001 for construction of recommendations of the Mumateke gravity flow scheme in murora sub TEC and provide county. Contract awarded to Combine 1 justifications for any Technical services at UGX: 78,644,227. deviations from those recommendations: score Contract committee minutes signed by CC 1 members and dated 16/6/2017 were presented.
13 The LG prepared and submitted a The LG has a Procurement Plan for FY 2017/18 which was comprehensive received by PPDA on 23/6/2017 Procurement and Disposal Plan The plan covers all infrastructure activities for covering FY 2017/18 and these are based on approved infrastructure work plan and budget. Sample infrastructure activities in the projects include: routine maintenance of approved AWP and roads, construction and rehabilitation of is followed. buildings, construction and rehabilitation of • a) Evidence that the community access roads, construction and procurement and rehabilitation of gravity flow scheme, design of Disposal Plan for the gravity flow schemes etc. Maximum 2 points current year covers all on this performance infrastructure projects in measure. Kisoro District LG made procurements in the approved annual 2016/17 which included: work plan and budget 2 and b) evidence that the KISO 526/WRKS/2016-17/00028 : LG has made Construction of Placenta Pit at Buhozi Health procurements in Centre III in Busanza Sub-county. Contract previous FY as per plan Value UGX: 3,825,560 (adherence to the procurement plan) for KISO 526/WRKS/2016-17/00030: Phased the previous FY: score 2 Renovation of of Social Centre house in Nyarusiza Sub-county. Contract Value: UGX: 9,838,840;
KISO 526/WRKS/2016-17/00031: Construction of a 5 Stance VIP latrine at Chihe Primary School. Contract Value: UGX 19,800,000.
14 The LG has The DLG prepared and submitted bid prepared bid documents for investments and infrastructure documents, by August 30th, 2017. maintained contract registers and Sample bid documents prepared in June 2017 procurement include: • For current FY, activities files and evidence that the LG KISO526/WRKS/2017-18/00003: Construction adheres with has prepared 80% of the of 5 stance VIP latrine at Rutaka P/S in established 2 bid documents for all Kirundo Sub-county thresholds. investment/infrastructure by August 30: score 2 KISO526/WRKS/ 2017-18/00004: Construction of 5 stance VIP latrine at Rukoro Maximum 6 points P/S in Chahi Sub County; on this performance KISO526/WRKS/2017-18/00007: Construction measure of a 5 stance VIP latrine at Ruko Primary School in Nyarubuye S/C. The LG has prepared an updated contract register for 2016/17. Sample procurement files include:
KISO526/WRKS/16-17/000021: Construction • For Previous FY, of 20 cubic metres ferrocement tank in evidence that the LG Kanyenka Village, Muramba Subcounty has an updated contract register and has 2 KISO526/WRKS/16-17/00001: Construction of complete procurement Mumateke Gravity Flow Scheme in Murora activity files for all Sub County; and procurements: score 2 KISO526/WRKS/2016-17/00029 : Installation of Electricity in Chibumba Health Centre II in Murora Sub-county
The LG adhered to thresholds in FY 2016/17. Sampled projects that followed established thresholds (open selective bidding) and appeared in the Red Pepper dated October 14, 2016 include:
• Construction of Mumateke Gravity Flow Scheme (UGX. 79,546,927) in Murora Subcounty. Status: Completed.
• Completion of Gatera Gravity Flow Scheme • For previous FY, worth UGX. 84,262,089; in Nyarubuye Sub evidence that the LG county; has adhered with 2 procurement thresholds • Construction of Karenganyambi Gravity Flow (sample 5 projects): Scheme worth 162,843,903 in Kirondo Sub score 2. county;
Selective Bidding:
• Renovation of Askari Staff House at Nyondo Subcounty worth UGX 9,825,860. Status: Completed,
• Phased renovation of social centre house in Nyarusiza Subcounty valued at UGX. 9.838, 840. Status: Completed. 15 The LG has certified The LG prepared interim and completion and provided certificate for selected works/projects. detailed project information on all • Evidence that all Completed projects in FY 2016/2017 include: investments works projects Interim payment certificate No: 1 dated implemented in the 04/01/2017: for Renovation of Kisoro District previous FY were Administration Block. appropriately certified – Maximum 4 points 2 interim and completion on this performance Interim Payment Certificate No 1 for certificates for all measure Construction of 2 Stance VIP latrine at Kisoro projects based on DLG. technical supervision: score 2 Practical Completion Certifucate No: CR/752 dated 04/01/2017: Renovation of Kisoro District Administration Block
On-going projects (2017/18) are labelled with the name of the project, name of contractor, source of funding and expected duration but the contract value is missing.
• Evidence that all Sample Projects with Site Boards but no works projects for the Contract Value include: current FY are clearly labelled (site boards) Rehabilitation of Nyakabande-Bunagana- indicating: the name of Rurembwe-Park TC and Nyakabengo-Gatete 0 the project, contract Roads value, the contractor; source of funding and Rehabilitation of Chibumba-Biizi-Kikakanga expected duration: RD (17KM): Community Agricultural score 2 Infrastructural Improvement Programme Project 3 (CAIIP-3)
Assessment area: Financial management
16 The LG makes monthly and up to- date bank reconciliations • Evidence that the LG Monthly Bank reconciliation for the Treasury makes monthly bank Single Account reviewed by this assessment reconciliations and are 4 were prepared and up to date as of 31 up to-date at the time of Maximum 4 points December 2017. on this performance the assessment: score 4 measure. 17 The LG made timely payment of suppliers during the • If the LG makes timely During FY 2016/2017 Kisoro District Local previous FY payment of suppliers Government did not maintain a payment during the previous FY – 0 claims register. As such, the timeliness of no overdue bills (e.g. payments to suppliers could not be readily procurement bills) of Maximum 2 points ascertained by this assessment. on this performance over 2 months: score 2. measure
18 The LG executes • Evidence that the LG During FY 2016/2017, the Principal Internal the Internal Audit has a substantive Senior Auditor produced all the four quarterly internal function in Internal Auditor and audit reports. Kisoro DLG has substantive accordance with the produced all quarterly 3 head of Internal Audit appointed on LGA section 90 and internal audit reports for 10/10/2005 based on the appointment letter LG procurement the previous FY: score cited by this assessment. regulations 3.
Maximum 6 points • Evidence that the LG has provided information on this performance By the time of this assessment, the Kisoro to the Council and LG measure. DLG Administration had not yet provided PAC on the status of information to Council and LG PAC on the implementation of 0 status of implementation of internal audit internal audit findings for recommendations raised during FY the previous financial 2016/2017. year i.e. follow up on audit queries: score 2.
• Evidence that internal audit reports for the This assessment confirmed that internal audit previous FY were reports for FY 2016/2017 were submitted to submitted to LG the LG PAC. In addition, extracts of LG PAC 1 Accounting Officer, LG minutes in respect of meetings where internal PAC and LG PAC has audit reports were discussed were obtained reviewed them and and verified by this assessment. followed-up: score 1
19 The LG maintains a The assets register was in place and in the detailed and • Evidence that the LG format prescribed by LG Accounting Manual. updated assets maintains an up-dated However, by the time of the assessment, one assets register covering register motor vehicle (cost UGX 173,374,993) details on buildings, 0 registration number LG0016-055 acquired in Maximum 4 points vehicle, etc. as per FY 2016/2017 had not yet been recorded in on this performance format in the accounting the register. As such, the register was not up measure. manual: score 4 to date. 20 The LG has obtained an unqualified or Quality of Annual qualified Audit financial statement from opinion previous FY: • From the Auditor General’s report for FY unqualified audit 2016/2017, this assessment established that 4 opinion: score 4 • Kisoro District Local Government received an Maximum 4 points Qualified: score 2 • unqualified audit opinion. Adverse/disclaimer: on this performance score 0 measure
Assessment area: Governance, oversight, transparency and accountability
21 The LG Council meets and Evidence that the discusses service Council meets and • Council sat 5/8/2016, 27/10/2016, delivery related discusses service 22/12/2016/ 28/02/2017, 30/3/2017 and issues delivery related issues 29/5/2017 and discussed among others including TPC reports, review and approval of committees (PAC, 2 monitoring reports, DSC and Land Committees), BFPs, Reports, performance Laying of budget, revenue enhancement Maximum 2 points assessment results and plans, capacity building plans and on this performance LG PAC reports for last procurement plans among others. measure FY: score 2
22 The LG has responded to the feedback/complaints • Evidence that LG has provided by citizens designated a person to coordinate response to • Planner is the designated person for feed-back (grievance 2 coordination of responses to feed-back based /complaints) and on the budget website. Maximum 2 points responded to feedback on this Performance and complaints: score 2. Measure
23 Evidence that the LG The LG shares has published: • The LG • The pay roll was very well displayed and information with Payroll and Pensioner 2 accessible to the public on the main Notice citizens Schedule on public Board. (Transparency) notice boards and other means: score 2
Total maximum 4 • Evidence that the points on this procurement plan and • Procurement plan not displayed though Performance awarded contracts and 0 some recently awarded contracts were visible Measure amounts are published: at the time of the LG PA exercise. score 1 • Evidence that the LG performance assessment results and implications, are • No LG performance assessment was published e.g. on the 0 carried out in the FY under review. budget website for the previous year (from budget requirements): score 1.
24 The LGs • An unreferenced flimsy file in the Town communicates Clerks office was availed & reviewed it was • Evidence that the HLG guidelines, circulars confirmed that communications explaining have communicated and and policies to LLGs guidelines, circulars especially Budget call explained guidelines, to provide feedback papers, policies from MoLG were issued to circulars and policies 1 to the citizens LLG in the previous year. For example during issued by the national budget conference of 6/10/2016 involving all level to LLGs during LLGs, CAO presented and communicated previous FY: score 1 budget call circular 2017/18 to LLG officials as Maximum 2 points per attendance attached to report. on this performance measure • Evidence that LG during previous FY has conducted discussions • Voucher number 21/02 dated 21.12.16 (e.g. municipal urban being payment for radio talk shows in the fora, barazas, radio amount of two million eight hundred twenty 1 programmes etc..) with thousand was availed as proof that that the the public to provide activity took place. The exercise was feed-back on status of coordinated by the Office of the RDC. activity implementation: score 1.
Assessment area: Social and environmental safeguards
25 The LG has According to DLG quarterly work plan for mainstreamed 2016/17 , the GFP built capacity of district gender into their leaders and technical officers on gender activities and • Evidence that the LG responsive programming in June 2017. planned activities to gender focal person has strengthen women’s provided guidance and The GFP disseminated Gender Policy and roles support to sector 2 Strategy to sector departments in June 2017. departments to mainstream gender into their activities score 2.
Maximum 4 points on this performance measure. • The GFP prepared a work plan for FY 2017/18: Planned activities include continued capacity Building for district leaders and technical staff; Dissemination of gender materials; monitoring of gender mainstreaming in all departments. etc.:
GFP person provided evidence to justify that 90% of the previous year budget was implemented.
• Evidence that gender Expenditure of 500,000 which was allocated focal point has planned to dissemination of gender policy and activities for current FY strategy. GFP provided Voucher no: PV- to strengthen women’s SO5695 dated 6/14/2017. roles and that more than 2 Expenditure on building the capacity of district 90% of previous year’s leaders and technical officers in other sectors budget for gender on gender responsive programming at UGX: activities has been 1,302,000; implemented: score 2. Purchase of sheep and goats for domestic development of Batwa Groups at UGX. 5,602,400. Voucher dated 23/6/2017.
Total Recurrent expenditure for FY 2016/17 was 6,348,000. GFP provided expenditure receipts of UGX 6,102,400 dated 23/6/2017. Percentage Spending: 96% 26 LG has established Screening for compliance to environmental and maintains a compliance was conducted for selected functional system projects e.g. primary and secondary schools and staff for Kisoro Baptist; Modern Times Secondary environmental and School; Kisoro Quality PS; St. Lawrence social impact Natete Primary School among others; and 3 assessment and CAAIP Projects among others. land acquisition • Evidence that Certificates of approval of environmental environmental screening impact assessments for selected projects or EIA where appropriate, are carried were presented. These include: Maximum 6 points on this performance out for activities, projects 2 Certificate of approval of EIA for Proposed and plans and mitigation measure Commercial Complex on plot 79 Kabale measures are planned Kisoro Road, North Ward Parish, Kisoro Town and budgeted for: score Council, Kisoro District dated April 4, 2016. 2 Certificate N0: NEMA/EIA/8384.
Certificate of Approval of EIA No. NEMA/EIA… for a proposed Fuel Filling Station located Nyaruhengeni Village, South Ward, Kisoro Town Council, Kisoro District dated 6th January 2016.
• Evidence that the LG integrates environmental Bid documents e.g. BOQs do not have input from the District Environmental officer. and social management 0 plans in the contract bid documents: score 1
• Evidence that all projects are The LG did not present a land title or implemented on land agreement to suggest that government where the LG has proof 0 projects have been implemented on land of ownership (e.g. a land where DLG has proof of land ownership. title, agreement etc..): score 1
• Evidence that all completed projects have Environmental and The District Environmental Officer did not Social Mitigation present completed and signed Environmental 0 Certification Form and Social Mitigation Certification forms for completed and signed completed projects during this assessment. by Environmental Officer: score 2 LGPA 2017/18
Educational Performance Measures
Kisoro District
(Vote Code: 526)
Score 51/100 (51%) 526 Kisoro District Educational Performance Measures
Performance No. Scoring Guide Score Justification Measure
Assessment area: Human Resource Management
1 The LG education The performance contract shows department has • Evidence that the LG has budget for 1620 teachers as per budgeted and budgeted for a Head Teacher and approved Structure minimum of 7 teachers per school deployed teachers 4 as per guidelines (or minimum a teacher per class for Wage bill provision FY 2017/18 is (a Head Teacher schools with less than P.7) for the for 1620 teachers sufficient to meet and minimum of 7 current FY: score 4 the minimum threshold of one head teachers per teacher and one teacher per class school)
Performance contract for the DLG • Evidence that the LG has and Staff lists shows shortfall of 200 Maximum 8 for this deployed a Head Teacher and 0 teachers and therefore does not performance minimum of 7 teachers per school meet the threshold as required in measure for the current FY: score 4 the measure.
2 LG has substantively recruited all primary school The performance contract shows wage bill for 1620 according to teachers where • Evidence that the LG has filled the approved Structure and Annual there is a wage bill structure for primary teachers with a performance report for the period provision wage bill provision o If 100% score 3 shows current staffing of 1420 6 o If 80 - 99% score 3 o If below therefore a shortfall of 200 teachers 80% score 0 depicting an 87.6% filled up Maximum 6 for this positions performance measure
3 LG has substantively recruited all positions of school inspectors as per • Evidence that the LG has staff structure, All inspectors in the department substantively filled all positions of where there is a recruited and in place according to school inspectors as per staff 6 wage bill provision. the DLG approved structure and structure, where there is a wage bill staff list availed to the team provision: score 6
Maximum 6 for this performance measure 4 Evidence that the LG Education The LG Education Recruitment Plan for FY 2017/18 as department has submitted a department has part of Performance contract seen recruitment plan to HRM for the 2 submitted a and has provisions for the current FY to fill positions of Primary recruitment plan recruitment of 243 teachers Teachers: score 2 covering primary teachers and school inspectors to HRM for the current FY. Evidence that the LG Education department has submitted a All two inspectors in place as per recruitment plan to HRM for the 2 approved staff structure and also Maximum 4 for this current FY to fill positions of School according to staff list reviewed performance Inspectors: score 2 measure
5 The LG Education From the personnel files it was department has established that the inspector was conducted not appraised during the Financial performance year 2016/2017 because he was appraisal for Evidence that the LG Education recruited on 13/1/2017 and had not school inspectors department appraised school completed one year to be eligible 0 and ensured that inspectors during the previous FY • for assessment. performance 100% school inspectors: score 3 appraisal for all The personal file for the principal primary school inspector of schools was not head teachers is availed for verification. conducted during the previous FY.
Maximum 6 for this From the Human Resource office performance Evidence that the LG Education 12 personnel files for Head measure teachers were sampled from 135 department appraised head primary schools. Out of 12 head teachers during the previous FY. • 0 90% - 100%: score 3 • 70% - 89%: teachers sampled only 2 were appraised during the financial year score 2 • Below 70%: score 0 2016/2017
Assessment area: Monitoring and Inspection 6 The LG Education • Circulars to schools from MoES Department has got and seen effectively communicated and • Circulars seen on Teacher explained support supervision at school guidelines, policies, • Evidence that the LG Education levels(sampled schools) circulars issued by department has communicated all • No evidence shown at DEOs the national level in guidelines, policies, circulars issued 0 office on communication of circulars the previous FY to by the national level in the previous and guidelines to schools in the schools FY to schools: score 1 absence of minutes of meeting between Head teachers and DEO
Maximum 3 for this performance measure • Evidence that the LG Education • No minutes availed to verify DEO department has held meetings with meeting with Head teachers. DEO primary school head teachers and claims minutes are with Head among others explained and 0 teacher of Chihe Primary sensitised on the guidelines, school(0772388952) who when policies, circulars issued by the contacted was unable to avail the national level, including on school minutes feeding: score 2
7 The LG Education • Reviewed inspection reports show Department has that public schools were inspected effectively and only two private schools inspected all inspected in 2016/17 private and public primary schools • In FY 2016/17 only the following number of schools were inspected: • Evidence that all private and public QTR 1: 120 primary schools have been Maximum 12 for inspected at least once per term this performance QTR 2: 89 and reports produced: o 100% - measure score 12 o 90 to 99% - score 10 o 8 QTR 3: 128 80 to 89% - score 8 o 70 to 79% - score 6 o 60 to 69% - score 3 o 50 QTR 4: 115 to 59% score 1 o Below 50% score Thus averaging 113 schools 0. inspected per term representing a 83.7% schools inspected per term.
• Inspectors note that no financial releases are made for inspection of private schools. 8 LG Education • Minutes of staff meeting of the • Evidence that the Education department has Department dated 04/1016 shows department has discussed school discussed the discussions of issues of inspections inspection reports and used reports results/reports of 4 under MIN 3/Educ/2016, Minutes of to make recommendations for school inspections, 1/7/2016 min 2/EDUC/2016/016 corrective actions during the used them to make shows discussion of teacher previous FY: score 4 recommendations enrolment and management for corrective actions and followed • Evidence that the LG Education •DES Acknowledgment Form 4 recommendations department has submitted school Note seen for inspection reports for inspection reports to the Directorate FY 2016/2017 dated 15/09/2017 2 of Education Standards (DES) in the Ministry of Education and Sports • Four Quarterly inspection reports Maximum 10 for (MoES): Score 2 for FY 2016/17 seen this performance measure • Sampled four schools and found three schools have no inspection • Evidence that the inspection recommendations made and recommendations are followed-up: 0 followed up. One school head score 4 teacher not available and minutes not accessed
9 The LG Education • EMIS forms shows that total department has • Evidence that the LG has schools are 135 public schools submitted submitted accurate/consistent data: accurate/consistent o List of schools which are 5 • List of schools from DEO shows reports/date for consistent with both EMIS reports 135 public Schools school lists and and OBT: score 5 enrolment as per formats provided by MoES • List of schools and enrolment shows total of UPE is Evidence that the LG has submitted 70,938(33,643 males and 37,295 Maximum 10 for accurate/consistent data: • females) pupils as provided by DEO this performance Enrolment data for all schools which 0 measure • Performance contract indicates is consistent with EMIS report and total enrolment as 73,997 for UPE OBT: score 5 • EMIS data shows 69,767 enrolled in UPE
Assessment area: Governance, oversight, transparency and accountability 10 The LG committee • Minutes availed from the Social responsible for Sercices Standing Committee and education met, dated 27/02/2017; 10/03/2017; discussed service 12/04/2017; 04/05/2017 show that delivery issues and • Evidence that the council the Education Sector committee presented issues committee responsible for education met to discuss service delivery that require met and discussed service delivery issues that included the sector approval to Council issues including inspection, 2 budget; implementation plans, performance assessment results, supervision reports; PLE LG PAC reports etc…during the performance results. Although the previous FY: score 2 reports are presented, minutes Maximum 4 for this don’t indicate discussions of critical performance service delivery issues and follow measure up of action points in supervision reports.
• Minutes availed dated • Evidence that the education sector 27/02/2017; 10/03/2017; committee has presented issues 12/04/2017; 04/05/2017 show 2 that requires approval to Council: presented issues and score 2 recomendations that required approval from Council to the effect.
11 Primary schools in • No evidence or file of SMC reports a LG have on file or even minutes in Education functional SMCs department. Informed that the files Evidence that all primary schools and minutes are with Head teacher have functional SMCs (established, of Chihe Primary School meetings held, discussions of Maximum 5 for this budget and resource issues and • 108 schools have SMCs performance 0 submission of reports to DEO) • according to list of schools that measure 100% schools: score 5 • 80 to 99% signed for appointment letters for schools: score 3 • Below 80% their respective SMCs in 2016 but schools: score 0 no evidence to show functionality in terms of discussions etc as required in the manual.
12 The LG has publicised all schools receiving non-wage • Evidence that the LG has recurrent grants publicised all schools receiving non- • UPE IPF for all schools for QTR 1 wage recurrent grants e.g. through 3 2017/2018 seen on notice boards posting on public notice boards: displayed Maximum 3 for score 3 this performance measure Assessment area: Procurement and contract management
13 The LG Education department has submitted • Procurement plan dated 19/05/17 procurement requests, complete and submitted to the PDU and with all technical items consolidated in DLG procurement plan dated 21/06/17 requirements, to • Evidence that the sector has on pages 4 and 5 PDU that cover all submitted procurement requests to items in the PDU that cover all investment items • Also evidence of procurement 0 approved Sector in the approved Sector annual work plan seen in Performance contract annual work plan plan and budget on time by April 30: pages 50 and 51 and budget score 4 • However submitted after April 30th Maximum 4 for this performance measure
14 The LG Education department has certified and initiated payment During FY 2016/2016, the for supplies on • Evidence that the LG Education Education Department certified time departments timely (as per contract) suppliers’ payment requests within certified and recommended 3 two weeks on average, and suppliers for payment: score 3 payments were done within 30 days points Maximum 3 for this period as per contract agreements. performance measure
Assessment area: Financial management and reporting
15 The LG Education department has submitted annual reports (including • Evidence that the department all quarterly Cumulative Quarterly performance submitted the annual performance reports) in time to reports provided as follows: Q1- report for the previous FY (with the Planning Unit 4 14/10/2016; Q2-16/01/2017; Q3- availability of all four quarterly 10/04/2017; Q4- 12/07/2017 which reports) to the Planner by mid-July is within the set timeline. for consolidation: score 4 Maximum 4 for this performance measure 16 • Evidence that the sector has LG Education has provided information to the internal acted on Internal audit on the status of Audit implementation of all audit findings By the time of this assessment, the recommendation (if for the previous financial year o If Education Department had not yet any) sector has no audit query score 4 o provided information on the status If the sector has provided 0 of implementation of three internal information to the internal audit on audit recommendations raised the status of implementation of all Maximum 4 for this during FY 2016/2017. performance audit findings for the previous measure financial year: score 2 points o If all queries are not responded to score 0
Assessment area: Social and environmental safeguards
17 LG Education • Evidence that the LG Education • Circulars to schools seen on Department has department in consultation with the issues of violence, registration and disseminated and gender focal person has management safety, but no promoted disseminated guidelines on how circulars seen on gender, feeding 0 adherence to senior women/men teacher should gender guidelines •no evidence of collaboration or provide guidance to girls and boys consultation in the absence of to handle hygiene, reproductive minutes or correspondence among health, life skills etc…: Score 2 the two departments Maximum 5 points for this • Evidence that LG Education performance measure department in collaboration with gender department have issued and • No minutes availed of meetings 0 explained guidelines on how to between DEO and Head teachers manage sanitation for girls and PWDs in primary schools: score 2
• Sampled schools(Matinza, Gikoro, Mutolere, Chuho P/S) guidelines on • Evidence that the School gender composition of SMCs Management Committee meet the followed as Schedule 2 of the 1 guideline on gender composition: Education Act 2008 states that at score 1 least two members being female of the foundation body representatives 18 LG Education department has • No minutes availed of meetings ensured that between DEO and teachers • Evidence that the LG Education guidelines on • Sampled schools of Nsabimana, environmental department in collaboration with Environment department has issued Nshimiyimana, Matinza and management are Mutolere Primary schools no disseminated guidelines on environmental management (tree planting, waste 0 evidence of environment management, formation of management guidelines shared or disseminated environmental clubs and Maximum 3 points environment education etc..): score • No circulars seen disseminated or for this 3: performance passed on to schools from DEO measure LGPA 2017/18
Health Performance Measures
Kisoro District
(Vote Code: 526)
Score 47/100 (47%) 526 Kisoro District Health Performance Measures
Performance No. Scoring Guide Score Justification Measure
Assessment area: Human resource planning and management
1 LG has substantively recruited primary Evidence that LG has health workers with a filled the structure for Current staff structure is 605/735 (82%). wage bill provision primary health workers The current allocated funds of from PHC wage with a wage bill provision 4.956.000.000 UGX are consumed by the from PHC wage for the current staff, and thus there was no 6 current FY • More than approved funds for recruiting additional Maximum 6 points for 80% filled: score 6 points, staff even when the district lacks critical this performance • 60 – 80% - score 3 • staff such as a pharmacist, dispensers, measure Less than 60% filled: dental surgeons and nutritionist score 0
2 The LG Health department has submitted a Evidence that Health There is evidence that the DHO submitted comprehensive department has submitted a recruitment plan/request to HRM. The recruitment plan to the a comprehensive recruitment plan was submitted on 12th HRM department recruitment plan/request 4 March 2017 for recruitment of 95 staff to HRM for the current although, vacant posts were not budgeted FY, covering the vacant for this FY since there are no funds positions of health Maximum 4 points for allocated in the wage bill provision. this performance workers: score 4 measure
3 The LG Health department has ensured that performance appraisal Evidence that the health From the personnel files this assessment for health facility in facility in-charge have established that the in charge for Chahafi charge is conducted been appraised during the 0 HCIV, Rubuguri HCIV, Busanza HCIV and previous FY: o 100%: Kisoro District hospital were not appraised score 8 o 70 – 99%: score during financial year 2016/2017 Maximum 8 points for 4 o Below 70%: score 0 this performance measure 4 The Local The HCW as indicated in the staff lists are Government Health deployed in the health facilities. The HCW department has fill daily attendances which are equitably deployed consolidated at the end of the month and health workers across entered into HRIS. A review of both rural health facilities and in and urban Health facilities in HRIS • Evidence that the LG accordance with the indicated that staff are deployed based on Health department has staff lists submitted need and patient load at different facilities. deployed health workers together with the For example, Kisoro Hospital has 5 senior equitably, in line with the 4 budget in the current clinical officers against 1 in the lists submitted with the FY. establishment. Junior clinical officers and budget for the current FY: nursing officers are deployed to lower score 4 Maximum 4 points for health facilities. Rubuguri HCIII which is this performance the farthest was adequately filled. The measure district also ensures that deployments remain within budget. The HRIS contained the staff list deployed and hard copies of attendances were available for review.
Assessment area: Monitoring and Supervision
5 The DHO has • At the district, circulars of FY16/17 from effectively MoH were not available or archived as communicated and hard copies, however, the DHO indicated explained guidelines, communication is usually summarized and policies, circulars sent by mTrac due to budget constraints. issued by the national level in the previous • A review of the mTrac system, indicated FY to health facilities • Evidence that the DHO that several communications are shared has communicated all with all in-charges. E.g. There was a guidelines, policies, communication on recall of a specific circulars issued by the 3 batch of Albendazole from all HF due to Maximum 6 for this national level in the quality issues. performance measure previous FY to health facilities: score 3 • At the facility, e.g. Kisoro Hospital there was evidence of having received guidelines on utilization of HSD PHC non wage grants from the MoH (dated 28th October 2016 and received 11th November 2016). Medical Superintendent also indicated having received messages from the mTRAC system
• Evidence that the DHO • There was no evidence of meeting has held meetings with minutes held to disseminate any health facility in-charges guidelines to HF incharges. Due to budget and among others constraints, the DHO resorted to 0 explained the guidelines, communication using mTrac and emails. policies, circulars issued The Uganda clinical guidelines available by the national level: was distributed by the National Medical score 3 stores in the current FY. 6 The LG Health There is evidence that the DHT didn’t Department has supervise all the HCIV and district hospital effectively provided in the last FY 16/17. In Q1 the hospital Evidence that DHT has support supervision to was supervised and only 2/3 HCIV were supervised 100% of HC district health services 0 supervised. In Q2 and Q3 Hospital was IVs and district hospitals: not supervised and only 2/3 HCIV were score 3 supervised. Q4 no supervision was done as funds were reallocated to Ebola Maximum 6 points for prevention alerts this performance measure Evidence that DHT has From the supervision reports, there is supervised lower level evidence that the DHT supervises lower health facilities within the Health facilities, however, less than 60% previous FY: • If 100% of the HF were supervised. In Q1 only 16 supervised: score 3 points out of 35 lower government health • 80 - 99% of the health 0 facilities were supervised whereas in Q2 facilities: score 2 • 60 - only 8 out of 35 lower HF were 79% of the health supervised. Low supervisions were facilities: score 1 • Less attributed to inadequate allocation of than 60% of the health funds facilities: score 0
7 The Health Sub- Evidence that health district(s) have facilities have been Kisoro has 3 HSD (South, West and East), effectively provided supervised by HSD and however, there was no evidence of HSD support supervision to reports produced: • If supervision reports available at the district lower level health units 100% supervised score 6 for any of the 3 HSD. At the Kisoro points • 80 - 99% of the 0 Hospital (HSD south), it was confirmed health facilities: score 4 • that they have not received funds to carry 60 - 79% of the health Maximum 6 points for out HSD support supervision for the last 2 facilities: score 2 • Less this performance Financial years. measure than 60% of the health facilities: score 0 8 • Evidence that the The LG Health reports have been At the district LG, there was no evidence department (including discussed and used to that reports were discussed and used to HSDs) have discussed make recommendations 0 make recommendations for corrective the results/reports of for corrective actions actions during the previous FY. the support during the previous FY: supervision and score 4 monitoring visits, used them to make recommendations for corrective actions and followed up • Evidence that the The DHT minutes lacks column for recommendations are responsible person to follow up and followed – up and specific 0 subsequent meetings don’t start with activities undertaken for review of previous minutes and feedback Maximum 10 points correction: score 6 on actions undertaken for this performance measure
9 The LG Health department has submitted The LG submits HMIS reports for 42 accurate/consistent • Evidence that the LG health facilities, this includes 1 PNFP reports/date for health has submitted hospital, 2 PNFP HCIII, 1 PNFP HCII and facility lists as per accurate/consistent data 3 PFP clinics. It is a requirement that all regarding: o List of health these facilities report HMIS data to the formats provided by 10 MoH facilities which are MoH. In PBS there are 39 facilities consistent with both HMIS receiving PHC funds, excluding the PFP reports and OBT: score clinics. Reporting rate was at 100% for all 10 the 42 reports in the last quarter as Maximum 10 for this generated by the district biostatistician. performance measure
Assessment area: Governance, oversight, transparency and accountability
10 • Evidence that the council The LG committee • Reviewed Council minutes dated committee responsible for responsible for health 27/02/2017; 10/03/2017; 12/04/2017; health met and discussed met, discussed service 04/05/2017 from the Social Services service delivery issues delivery issues and standing Committee which houses the including supervision 2 presented issues that health sector committee show discussions reports, performance require approval to of the health sector implementation assessment results, LG Council plans/work plans, monitoring reports, PAC reports etc. during supervision reports and sector budget. the previous FY: score 2
Maximum 4 for this performance measure • Based on the Council minutes dated 27/02/2017; 10/03/2017; 12/04/2017; • Evidence that the health 04/05/2017 and the health Sector sector committee has standing committee recomendations there presented issues that 2 is proof of presentation of issues ranging require approval to from implementation plans/work plans, Council: score 2 monitoring reports, supervision reports and sector budget. that required approval from Council.
11 The Health Unit Evidence that health • Current HUMCs/Boards have been in Management facilities and Hospitals existent for the past 3 years. The district Committees and have functional has just completed appointment of 13 Hospital Board are HUMCs/Boards chairpersons for HUMC for various Health operational/functioning (established, meetings facilities. Current HUMCs are functional held and discussions of however, at the hospital and 4 Health budget and resource 0 facilities visited they did not hold all the 4 issues): • If 100% of mandatory quarterly meetings. Q1 Maximum 5 points randomly sampled meetings were not held at the hospital due facilities: score 5 • If 80- to delay in release of funds. At 99% : score 3 • If 70-79%: Nyakabande HCII, funds for HUMC : score 1 • If less than meeting were used to weld broken doors. 70%: score 0 Minutes were available for only ¾ quarters
12 The LG has publicised all health facilities • Evidence that the LG There was no evidence of publicizing HF receiving PHC non- has publicised all health receiving PHC non-wage recurrent grants wage recurrent grants facilities receiving PHC on the notice boards. It was indicated that non-wage recurrent 0 notices are usually removed after a grants e.g. through month. However, this could not be posting on public notice Maximum 3 for this ascertained. performance measure boards: score 3
Assessment area: Procurement and contract management 13 • Evidence that the sector The LG Health has submitted department has procurement requests to • There is evidence that the Sector submitted PDU that cover all submitted Contracts form 1 procurement procurement requests, investment items in the 0 request on the 9th of May 2017 but this complete with all approved Sector annual was late since the deadline was 30th April, technical work plan and budget on 2017 requirements, to PDU time by April 30 for the that cover all items in current FY: score 2 the approved Sector annual work plan and budget Evidence that LG Health department submitted There is evidence that the sector procurement request form submitted the request for Q1 on the 3rd of 2 (Form PP5) to the PDU by August 2017 which was before the Maximum 4 for this 1st Quarter of the current deadline of 30th September, 2017 performance measure FY: score 2
14 The LG Health department has • Evidence that the LG supported all health facilities to submit Health department has health supplies supported all health facilities to submit health NMS worked with the District health team procurement plan to to prepare annual medicine procurement NMS supplies procurement plan to NMS on time: plans and ensured submission of all the 8 soft copies of the procurement plans • 100% - score 8 before 30th June 2017. Procurement Maximum 8 points for plans were submitted on 17th January this performance • 70-99% – score 4 2017 measure • Below 70% - score 0
15 The LG Health department has certified and initiated payment for supplies • Evidence that the DHO During FY 2016/2017, the Health on time (as per contract) certified Department certified suppliers’ payments and recommended 2 within 7 days on average, and payments suppliers timely for were made within the 30 days period as payment: score 2 points per contract agreements. Maximum 2 for this performance measure
Assessment area: Financial management and reporting 16 The LG Health department has submitted annual reports (including all • Evidence that the quarterly reports) in department submitted the time to the Planning annual performance • Annual & Quarterly performance report report for the previous FY was submitted to the Planning Unit for Unit 0 (including all four Consolidation on 27/07/2017 which is later quarterly reports) to the than the set timeline. Planner by mid-July for Maximum 4 for this consolidation: score 4 performance measure
17 Evidence that the sector LG Health department has provided information has acted on Internal to the internal audit on the Audit recommendation status of implementation (if any) of all audit findings for the previous financial year • If By the time of this assessment, the Health sector has no audit query Department had not yet provided score 4 • If the sector has information on the status of Maximum 4 for this 0 performance measure provided information to implementation of three internal audit the internal audit on the recommendations raised during FY status of implementation 2016/2017. of all audit findings for the previous financial year: score 2 points • If all queries are not responded to score 0
Assessment area: Social and environmental safeguards
18 Compliance with All the facilities visited meet the gender gender composition of • Evidence that Health composition of at least one third females. HUMC and promotion Unit Management All the 5 facilities visited had at least one of gender sensitive Committee (HUMC) meet 2 third of the HUMC members to be female. sanitation in health the gender composition At Nyabihuniko HCIII 4/10, Kisoro Hospital facilities. as per guidelines: score 2 4/7, Nyakinama HCIII 3/6, Chahafi HCIV 4/7, and Nyakabande HCII 2/6
Maximum 4 points There was no evidence that the LG has issued guidelines on management of sanitation in Health facilities. However, a • Evidence that the LG visit to the facilities, the facility staff has issued guidelines on available indicated that Partner RHITES- how to manage sanitation SW has trained HCWs on sanitation in health facilities 0 though no records were available for this including separating training. They indicated having received facilities for men and job aids but these were also not displayed women: score 2 anywhere in the at Nyakinama HCIII. At Nyakabande HCII, they had not received training in the last FY
19 The LG Health Through the support of USAID RHITES- department has EC, health facilities have received issued guidelines on guidelines on medical waste medical waste management. The facility staff in Kisoro management • Evidence that the LGs Hospital indicated having received a has issued guidelines on training, coloured bin liners from RHITES- medical waste SW. In addition, Green label a USAID management, including contracted company, collects medical Maximum 2 points 2 guidelines for construction wastes every week. At Nyakinama HCIII, of facilities for medical Nyakande HCII, Chahafi HCIV and waste disposal : score 2 Nyabihuniko HCIII the staff indicated points. mentorships, posters from RHITES-SW were displayed while coloured bins and bin liners were available for waste segregation. LGPA 2017/18
Water & Environment Performance Measures
Kisoro District
(Vote Code: 526)
Score 82/100 (82%) 526 Kisoro District Water & Environment Performance Measures
Performance No. Scoring Guide Score Justification Measure
Assessment area: Planning, budgeting and execution
1 The DWO has - Summary of the safe water targeted coverage showing the average safe allocations to sub- water coverage of the district (43%) counties with safe and each of the sub county was water coverage presented. below the district - 5 Sub-counties were found to be average. • Evidence that the LG Water below the average safe water department has targeted sub- coverage and these included counties with safe water coverage 10 nyakinama, chahi, bukumbiri, below the district average in the Maximum score 10 Muramba and Nyarusiza.. for this budget for the current FY: score 10 performance - 4 sub-counties below the district measure safe water coverage were targeted in the AWP 2017/2018 which includes bukimbiri, chahi, muramba and Nyarusiza sub-counties.
2 The LG Water department has implemented budgeted water projects in the - From the budget for financial targeted sub- year 2016/2017 and the annual counties (i.e. sub- • Evidence that the LG Water progress reports on quarterly basis counties with safe department has implemented submitted to the line ministry, it was water coverage budgeted water projects in the established that 3 water facilities of below the district targeted sub-counties with safe 15 rain water harvesting tanks were average) water coverage below the district implemented in the sub counties of average in the previous FY: score safe water coverage below the 15 district average as planned for in the Maximum 15 budget. These included 2 in points for this muramba and 1 in nyarusiza performance measure
Assessment area: Monitoring and Supervision 3 The LG Water department carries - From the annual progress out monthly Evidence that the LG Water reports, 17 projects were monitoring and department has monitored each of implemented (8 springs and 5 supervision of WSS facilities at least annually. • If RWHT and 4 piped supply systems) project investments more than 95% of the WSS facilities - 12 monthly progress supervision in the sector monitored: score 15 • 80 - 95% of 15 and monitoring reports on 17 the WSS facilities - monitored: projects were compiled by the score 10 • 70 - 79%: score 7 • 60 - Assistant engineering officer and 69% monitored: score 5 • 50 - 59%: Maximum 15 presented to DWO for the 17 score 3 • Less than 50% of WSS points for this projects implemented. performance facilities monitored -score 0 measure
4 The LG Water department has • The reports of MIS obtained submitted from MoWE, the performance accurate/consistent contracts and the OBT attached to reports/data lists of • Evidence that the LG has AWP 2017/2018 submitted on water facilities as submitted accurate/consistent data 23/6/2017 Shows the same list of per formats for the current FY: o List of water projects that are consistent and in 10 provided by MoWE facility which are consistent in both the MIS reports and performance sector MIS reports and OBT: score contracts established from the 10 MoWE and at the district These Maximum 10 for included construction of 8 springs, 8 this performance piped water and rehabibilitation of 2 measure GFS
Assessment area: Procurement and contract management
5 The LG Water department has submitted procurement requests, complete with all technical requirements, to Evidence that the sector has • From the submission report to PDU that cover all submitted procurement requests to PDU by DWO, it was established items in the PDU that cover all investment items that all the investment items in the 4 approved Sector in the approved Sector annual work annual work plan were submitted to annual work plan plan and budget on time (by April PDU for procurement on 27/4/2017 and budget 30): score 4 for the financial year 2017/2018
Maximum 4 for this performance measure 6 The DWO has - From the 5 projects sampled ( appointed Contract 3water tanks, 2 srpings, and 2 Manager and has GFFS, It was established that effectively managed the WSS - Appointment letters for the contracts • If the DWO prepared a contract implemented project for rain water management plan and conducted tanks and springs available and monthly site visits for the different signed by the district engineer 0 WSS infrastructure projects as per Maximum 8 points the contract management plan: - No site meeting minutes and for this score 2 reports for WWS infrastructure performance measure - No copy of the site visitors book and site instructions book
- No contract management plan
- From the site visits, BOQs and designs and drawings presented by • If water and sanitation facilities DWO, for facilities of water tanks constructed as per design(s): score 2 and springs, it was established that 2 the facilities were constructed as per designs.
• If contractor handed over all - No handover reports by the 0 completed WSS facilities: score 2 contractor seen
- From the contract management • If DWO appropriately certified all file, it was established that all the WSS projects and prepared and 2 projects implemented were certified filed completion reports: score 2 by DWO for payment and completion reports attached.
7 • Evidence that - From the contract management the DWOs timely file, it was established that the DWO (as per contract) • Evidence that the DWOs timely together with DE certified and certified and (as per contract) certified and recommended works for payment 0 recommended recommended suppliers for however it was established that suppliers for payment: score 3 points recommendations for payment of 5 payment: score 3 projects out 11 sampled were points delayed for more than a week.
Assessment area: Financial management and reporting 8 The LG Water The performance report from the department has planing unit which was submitted by submitted annual the department for financial year reports (including 2016/2017 dated 08/07/2017 was • Evidence that the department all quarterly availed & reviewed and it was submitted the annual performance reports) in time to established all quarterly progress report for the previous FY the Planning Unit 5 reports were submitted to the (including all four quarterly reports) planner by target milestone of mid- to the Planner by mid-July for july 2017 the 1st, 2nd, 3rd and 4th consolidation: score 5 Maximum 5 for this progresse reports were submitted to performance the planner on 3/11/2016, measure 10/2/2017,19/5/2017 and 28/6/07 respectively.
9 LG Water • Evidence that the sector has Department has provided information to the internal acted on Internal audit on the status of Audit implementation of all audit findings During FY 2016/2017 the water recommendation (if for the previous financial year o If department was not audited by the any) sector has no audit query score 5 o 5 District Internal Audit Department. If the sector has provided As such, the water department did information to the internal audit on not have any audit query. Maximum 5 for this the status of implementation of all performance audit findings for the previous measure financial year: score 3 If queries are not responded to score 0
Assessment area: Governance, oversight, transparency and accountability
10 The LG committee responsible for Based on the Council minutes of the water met, Standing Committee dated discussed service 27/02/2017; 10/03/2017; delivery issues and • Evidence that the council 12/04/2017 & 04/05/2017 as well as presented issues committee responsible for water copies of the reports from DWO that require met and discussed service delivery submitted to sectoral committee, 4 approval to Council issues including supervision quarterly reports and minutes of reports, performance assessment DWSCC meetings for the previous 3 results, LG PAC reports and financial year availalble on file submissions from the District Water including supervision reports, Maximum 6 for this and Sanitation Coordination performance assessment results, performance Committee (DWSCC) etc. during the committee responsible for water measure the previous FY: score 3 met and discussed service delivery issues related to the water sector. - From the Clerk to Council report & the Standing Committee minutes availed dated 27/02/2017; 10/03/2017; 12/04/2017 & • Evidence that the water sector 04/05/2017 alongside committee has presented issues 3 recomendations the committee that require approval to Council: presented to council issues score 3 ranging from budget, workplans, implementation reports, supervisory reports for approval to Council were presented.
11 • The AWP, budget and the Water The LG Water Development grant releases and - From the district notice board, it department has expenditures have been displayed was established that they were 2 shared information on the district notice boards as per displays of releases, procurements widely to the public the PPDA Act and discussed at plans to enhance advocacy meetings: score 2 transparency from the site visits, it was • All WSS projects are clearly established that All rain water tanks labelled indicating the name of the and springs not labelled Maximum 6 points project, date of construction, the 0 for this contractor and source of funding: • Only GFS schemes labelled. performance score 2 measure
• Information on tenders and • from the district Notice board it contract awards (indicating was established that tender contractor name /contract and 2 invitations, notice of the best contract sum) displayed on the evaluated bidder, amount of the District notice boards: score 2 contract were displayed
12 Participation of • An application file for the communities in communities was established and WSS programmes application forms requesting for • If communities apply for water facilities written by water/public sanitation facilities as communities and stamped by LCI per the sector critical requirements 0 and sub-county chief were filed. Maximum 3 points (including community contributions) for this for the current FY: score 1 • No receipts or file showing performance community contributions seen for measure the financial year 2017-2018 • No evidence of receipts or • Number of water supply facilities inventory for the collected funds to with WSCs that are functioning show collections and utilisation of evidenced by collection of O&M 0 funds collected for O7M. funds and carrying out preventive maintenance and minor repairs, for • No minutes or reports for the the current FY: score 2 community meetings
Assessment area: Social and environmental safeguards
13 The LG Water - Only the GFS design report has department has • Evidence that environmental a component of environmental devised strategies screening (as per templates) for all impact assessment report for environmental projects and EIAs (where required) 0 conservation and conducted for all WSS projects and - All other projects don’t have management reports are in place: score 2 environmental reports
Maximum 4 points • Evidence that there has been follow up support provided in case • No evidence of any for this 0 of unacceptable environmental environmental concerns presented performance measure concerns in the past FY: score 1
• It was established from the • Evidence that construction and contract management file that the supervision contracts have clause BOQs had a drainage channel and 1 on environmental protection: score planting of grass in the spring 1 protection and soak pits for rain water tanks
14 The LG Water department has promoted gender equity in WSC • From the software report composition. attached to the submitted 2nd • If at least 50% WSCs are women quarter progress report of as per the sector critical 3 2016/2017 it was established that requirements: score 3 Maximum 3 points women are 75% of the composition for this of water and sanitation committees performance measure 15 Gender- and special-needs sensitive sanitation facilities in public places/RGCs. • If public sanitation facilities have adequate access and separate - No sanitation facilities were 0 stances for men, women and targeted for construction Maximum 3 points PWDs: score 3 for this performance measure