Local Government Performance Assessment
Kibuku District
(Vote Code: 605)
Assessment Scores
Accountability Requirements %
Crosscutting Performance Measures 65%
Educational Performance Measures 93%
Health Performance Measures 90%
Water & Environment Performance Measures 72% 605 Accountability Requirements 2019 Kibuku District
No. Summary of requirements Definition of compliance Compliance justification Compliant? Annual performance contract 1 Yes LG has submitted an annual performance • From MoFPED’s The LG submitted an Annual contract of the forthcoming year by June 30 inventory/schedule of LG Performance Contract on the basis of the PFMAA and LG Budget submissions of performance on15/07/2019 04:03 through guidelines for the coming financial year. contracts, check dates of the on line platform submission and issuance of [email protected] and it was receipts and: received by MoFPED on the same day. o If LG submitted before or by due date, then state The Performance Contract ‘compliant’ hard copy was physically delivered and stamped o If LG had not submitted received by MoFPED on or submitted later than the 30/7/2019 under reference due date, state ‘non- CR/213/5 compliant’ Since the submission dead • From the Uganda budget line date was extended from website: 30th June 2019 to 31st www.budget.go.ug, check August 2019 the DLG was and compare recorded date compliant. therein with date of LG submission to confirm.
Supporting Documents for the Budget required as per the PFMA are submitted and available 2 Yes LG has submitted a Budget that includes a • From MoFPED’s Procurement Plan for the forthcoming FY inventory of LG budget The LG submitted a Budget by 30th June (LG PPDA Regulations, submissions, check for the FY 2019/2020 on 2006). whether: 18/07/2019 03:43 through the online platform o The LG budget is [email protected] and accompanied by a received by MoFPED on the Procurement Plan or not. If same day a LG submission includes a Procurement Plan, the LG is The Budget contained a compliant; otherwise it is Procurement Plan and not compliant. Disposal for FY 2019/2020
Since the submission dead line date was extended from 30th June 2019 to 31st August 2019 the DLG was compliant.
Reporting: submission of annual and quarterly budget performance reports 3 Yes LG has submitted the annual performance From MoFPED’s official The LG submitted the Annual report for the previous FY on or before 31st record/inventory of LG Performance Report for the July (as per LG Budget Preparation submission of annual previous FY 2018/2019 on Guidelines for coming FY; PFMA Act, performance report 25/07/2019 through the on 2015) submitted to MoFPED, line platform [email protected] check the date MoFPED and received by MoFPED on received the annual the same day. performance report: • If LG submitted report to MoFPED in time, then it is compliant • If LG submitted late or did not submit, then it is not compliant
4 Yes LG has submitted the quarterly budget From MoFPED’s official Submission of the quarterly performance report for all the four quarters record/ inventory of LG budget performance reports of the previous FY by end of the FY; PFMA submission of quarterly during FY 2018/2019 was Act, 2015). reports submitted to done as follows: MoFPED, check the date MoFPED received the Quarter -Submission Date- quarterly performance Reference- reports: Acknowledgement Date-
• If LG submitted all four Q1 20/11/2018 reports to MoFPED of the [email protected] previous FY by July 31, 20/11/2018 then it is compliant (timely Q2 18/1/2019 submission of each [email protected] quarterly report, is not an 18/1/2019 accountability requirement, but by end of the FY, all Q3 10/5/2019 quarterly reports should be [email protected] available). 10/5/2019
• If LG submitted late or Q4 25/07/2019 did not submit at all, then it [email protected] is not compliant. 25/07/2019
Audit 5 No The LG has provided information to the From MoFPED’s Responses to PS/ST on 8 PS/ST on the status of implementation of Inventory/record of LG (eight) queries raised by the Internal Auditor General and the Auditor submissions of statements Internal Auditor General in FY General’s findings for the previous entitled “Actions to Address 2017/2018 were submitted on financial year by end of February (PFMA s. Internal Auditor General’s quarterly basis as indicated 11 2g). This statement includes actions findings”, below: against all find- ings where the Internal Audi- tor and the Auditor General Check: 1st quarter responses were recommended the Accounting Officer to submitted to PS/ST on • If LG submitted a take action in lines with applicable laws. 25th/2/2019 Ref. CR/156/1 ‘Response’ (and provide details), then it is compliant 2nd quarter responses were submitted to PS/ST on 25th • If LG did not submit a’ /2/2019 Ref. CR/156/156/1. response’, then it is non- compliant 3rd quarter responses were submitted to PS/ST on • If there is a response for 25th/2/2019 Ref. CR/156/1 all –LG is compliant 4th quarter responses were • If there are partial or not submitted to PS/ST on 25th/ all issues responded to – 2/2019 Ref. CR/156/1 LG is not compliant. A) Internal Auditor General FY 2017/2018
Total number of queries raised: 08
Total number of queries cleared: 08
Total number of queries pending: 00
The nature of queries raised and cleared included the following:
Assets management.
Payment documents not stamped “PAID”
Water Sector activities.
NUSAF 3 activities.
District Service Commission (DSC) activities.
Production Department activities.
In addition, responses to PS/ST on 11 (eleven) audit queries raised by Auditor General in FY 2017/2018 were belatedly made on 29th/3/2019 Ref. CR/156/1 contrary to the mandatory deadline of not later than end of February 2019 as per PFMA 2015 11 2g.
B) Office of the Auditor General FY 2017/2018
Total number of queries raised: 11
Total number of queries cleared: 11
Total number of queries pending: 00
The nature of queries raised and cleared were as indicated below:
Performance of YLP programme Implementation of URF
Pension Arrears
Double transfer of UWEP funds
Staffing gaps
Natural Resources activities
Assets management
Poor condition of Medical Equipment
Procurement & Works
Capitation Grants
Governance & Oversight.
6 Yes The audit opinion of LG Financial The Auditor General's Statement (issued in January) is not Opinion on the financial adverse or disclaimer. statements of Kibuku LG for the year ended 30th June 2019 was " Unqualified" hence compliant.
605 Crosscutting Kibuku Performance District Measures 2019
Summary of No. Definition of compliance Compliance justification Score requirements Planning, budgeting and execution 1 0 All new Evidence that a district/ The Physical Planning Committee was in place and infrastructure municipality has: composed of 16 members including a chairperson and 4 projects in: (i) a Town Clerks for the 4 newly created Town Councils and municipality / (ii) • A functional Physical Not 13 as per Part III) of the Physical Planning Act, 2010 in a district are Planning Committee in place as follows: approved by the that considers new respective investments on time: score Name Designation Appointment date Ref Physical 1. Mr Mugolo Richard -CAO/Chairperson Planning Committees and Katooko Beatrice Physical Planner /Secretary 11/5/2016 are consistent Reference CR/156/1 with the approved Dipuroma Fredrick District Engineer 11/5/2016 Reference Physical Plans CR/156/1
Maximum 4 Wamika Christopher District Education Officer 11/5/2016 points for this Reference CR/156/1 performance measure. Nyiro Julius District Agriculture Officer 11/5/2016 Reference CR/156/1
Nkabi Julius District Water Officer 11/5/2016 Reference CR/156/1
Hiirya Grace Negesa District Community Development officer 28/2/2018 Reference CR/156/1
Dr. Buyinza Godfrey District Heath Officer 28/2/2018 Reference CR/156/1
Okurut David District Natural Resources officer 28/2/2018 Reference CR/156/1
Kawugule Joseph District Environment Officer 16/6/2018 Reference CR/156/1
Namara Pamela Staff Surveyor 16/6/2018 Reference CR/156/1
Walega John Town Clerk of Kibuku 11/5/2016 Reference CR/156/1
Pande Samuel Town Clerk of Kadama Town Council 16/6/2018 Reference CR/156/1
Mulumba Sarah Town Clerk of Tirinyi Council 16/6/2018 Reference CR/156/1
Kikondo James Town Clerk of Kasasira Town Council 16/6/2018 Reference CR/156/1
Kataike Leah Town Clerk of Bulangira Town Council 16/6/2018 Reference CR/156/1
The committee lacked a Physical Planner in Private Practice due to budget limitations. The Committee was functional during the FY 2018/2019 as evidenced by meetings held as follows:
Date of meetings:3rd June 2018
Matters discussed: Strategies to kick start the development of town councils of Kadama, Tirinyi, Bulangira, Kasasira.
Under min KDLG/3/2019
Issue: There was a need to produce the physical development plans for the respective areas
Date of Meeting: 27March 2019 Reactions on Previous Meeting under Min KDLG/01/2019 Min 04/2019
Matter discussed: Lack of funding for the Physical Planning department. The Physical Planner expressed the concern of lack of funds to carry out activities citing an example of conducting regular District Physical Planning Committee meetings.
On the same note she inquired whether it required her to set performance targets for the next financial year and if so how shall be appraised and assessed during the next National Assessment exercise being an area of assessment.
Presentation of files for discussion. Under Min 05/11/2018. The secretary presented files deemed for inspection before approval to ascertain the ownership status
Date of Meeting: 15 March 2019
Matter discussed under Min KDLG 01/2019 MIN 03/2019. Presentation of status report on Physical Planning in the district
The Physical Planner informed the members that as a department they had placed emphasis on sensitization of masses on physical planning and other land related matters.
Date of Meeting:19/12/2018
Matter discussed under Min KDLG/04/2018 MIN 05/2018 presentation and consideration of a) Building plans for approval after discussion Application for Uganda National Roads Authority for Special Purpose (Camp for road construction) was approved b) . Property Files c) Conversion of customary tenure to freehold tenure
The District had a physical Plans Register 1 0 All new • Evidence that district/ MLG The LG did not submit Minutes of Physical Planning infrastructure has submitted at least 4 sets Committee to MLHUD during the FY 2018/19 projects in: (i) a of minutes of Physical municipality / (ii) Planning Committee to the in a district are MoLHUD score 1. approved by the respective Physical Planning Committees and are consistent with the approved Physical Plans
Maximum 4 points for this performance measure.
1 0 All new • All infrastructure The LG did not have an approved District Physical infrastructure investments are consistent Development Plan. projects in: (i) a with the approved Physical municipality / (ii) Development Plan: score 1 in a district are or else 0 approved by the respective Physical Planning Committees and are consistent with the approved Physical Plans
Maximum 4 points for this performance measure. 1 0 All new • Action area plan prepared The LG did not prepare an Action Area plan for FY infrastructure for the previous FY: score 1 2018/2019. projects in: (i) a or else 0 municipality / (ii) in a district are approved by the respective Physical Planning Committees and are consistent with the approved Physical Plans
Maximum 4 points for this performance measure.
2 2 The prioritized • Evidence that priorities in The District held a budget conference for FY2019/20 held investment AWP for the current FY are on 8/11/2018 at the District Headquarters. A Power point activities in the based on the outcomes of Presentations by HoDs was presented. approved AWP budget conferences: score 2. for the current FY There was evidence that the priorities in the approved are derived from AWP for FY 2019/20 were based on the outcomes of the the approved budget conference as in the examples below; five-year Sector- Projects -page AWP 2019/20 -BUDGET development CONFERENCE Page plan, are based
on discussions in annual reviews Production-Construction of a plant clinic phase II - page 36 and AWP-Power point presentation by HOD Production During the Budget Conference held on 8/11/2018 (Not paged) budget conferences and Health -Upgrading of Kabweri HC II to HC III - page 50 AWP -Power point presentation by HOD Health during the have project Budget Conference held on 8/11/2018 (Not paged) profiles Health -Construction of a 5 stances lined pit latrine at Kirika Maximum 5 HC III -47 Power point presentation by HOD Health during points on this the Budget Conference held on 8/11/2018 (Not paged) performance measure. Health -Construction of a 5 stances lined pit latrine at Kasasira HC III -47 Power point presentation by HOD Health during the Budget Conference held on 8/11/2018 (Not paged)
Health -Renovation/repair of OPD block at Dodoi HC II - 51 Power point presentation by HOD Health during the Budget Conference held on 8/11/2018 (Not paged)
Health -Renovation/repair of OPD block at Bulangira HC III- 51 Power point presentation by HOD Health during the Budget Conference held on 8/11/2018 (Not paged)
Health - Renovation/repair of OPD block at Kadama HC III - 51 During the Budget Conference held on 8/11/2018 (Not paged)
Health - Minor repairs of maternity ward at Nabuli HC III- 50 Power point presentation by HOD Health during the Budget Conference held on 8/11/2018 (Not paged)
Health -Construction of a morgue at Kibuku HCIV- 49 Power point presentation by HOD Health during the Budget Conference held on 8/11/2018 (Not paged)
Health - Construction of a washing slab for patients at Kibuku HC IV- 49 During the Budget Conference held on 8/11/2018 (Not paged)
Health - Partial completion of maternity ward at Kasasira HC III - 50 Power point presentation by HOD Health during the Budget Conference held on 8/11/2018 (Not paged)
Education- construction of a 2 Classroom block at st. Joseph Kamolokini p/s -63 Power point presentation by HOD Education during the Budget Conference held on 8/11/2018 (Not paged)
Education-Construction of a 2 Classroom block at Bukamiza p/s -63 Power point presentation by HOD Education during the Budget Conference held on 8/11/2018 (Not paged)
Education-Construction of a 2 Classroom block at st. luke Kiryolo P/S- 63 Power point presentation by HOD Education during the Budget Conference held on 8/11/2018 (Not paged))
Education-Construction of a 2 Classroom block at st. Benard Kenkebu p/s -63 Power point presentation by HOD Education during the Budget Conference held on 8/11/2018 (Not paged)
Education- Rehabilitation of a 2 Classroom Block at Bumiza P/S -63 Power point presentation by HOD Education during the Budget Conference held on 8/11/2018 (Not paged)
Water - Construction of a pit latrine at Kajoko RGC 87 Power point presentation by HOD Water during the Budget Conference held on 8/11/2018 (Not paged)
Water -deep borehole drilling of 14 boreholes -87 Power point presentation by HOD Water During the Budget Conference held on 8/11/2018 (Not paged)
Water -Deep bore drilling of 07 boreholes -87 Power point presentation by HOD Water during the Budget Conference held on 8/11/2018 (Not paged)
Water -Rehabilitation of 13 Boreholes-87 Power point presentation by HOD Water during the Budget Conference held on 8/11/2018 (Not paged)
Water -Rehabilitation of 06 Boreholes 87 Power point presentation by HOD Water during the Budget Conference held on 8/11/2018 (Not paged) 2 1 The prioritized • Evidence that the capital There was evidence that the capital investments in the investment investments in the approved approved Annual work plan for FY 2019/20 are derived from activities in the Annual work plan for the the approved five-year development plan as follows approved AWP current for the current FY SECTOR- PROJECTS- AWP page-DDP Page are derived from FY are derived from the Production - Construction of a plant clinic phase II -page 36 the approved approved five-year AWP -page141 DDP five-year development plan. If differences appear, a Health -Upgrading of Kabweri HC II to HC III -page 50 AWP development justification has to be -page 145 DDP plan, are based provided and evidence on discussions in provided that it was Health -Construction of a 5 stances lined pit latrine at Kirika annual reviews HC III - page 47 AWP page 145 DDP and approved by the Council. Score 1. Health -Construction of a 5 stances lined pit latrine at budget Kasasira HC III page 47 AWP page 145 DDP conferences and Health - Renovation/repair of OPD block at Dodoi HC II have project page 51AWP page145 DDP profiles Health -Renovation/repair of OPD block at Bulangira HC III Maximum 5 page 51 AWP page 145 DDP points on this performance Health - Renovation/repair of OPD block at Kadama HC III measure. page 51 AWP page145 DDP
Health -Minor repairs of maternity ward at Nabuli HC III page 50 AWP page145 DDP
Health -Construction of a morgue at Kibuku HCIV page 49 AWP page 147 DDP
Health -Construction of a washing slab for patients at Kibuku HC IV page 49 AWP page 147 DDP
Health -Partial completion of maternity ward at Kasasira HC III page 50 AWP page 145 DDP
Education construction of a 2 Classroom block at st. Joseph Kamolokini p/s page 63 AWP page 148 DDP
Education -Construction of a 2 Classroom block at Bukamiza p/s page 63 AWP page 148 DDP
Education Construction of a 2 Classroom block at st. luke Kiryolo P/S page 63 AWP page 148 DDP
Education Construction of a 2 Classroom block at st. Benard Kenkebu p/s page63 AWP page148 DDP
Education -Rehabilitation of a 2 Classroom Block at Bumiza P/S page63 AWP page148 DDP
Water- Construction of a pit latrine at Kajoko RGC page 87AWP page 153 DDP
Water-deep borehole drilling of 14 boreholes page 87 AWP page DDP 153
Water-Deep bore drilling of 07 boreholes page 87 AWP page 153 DDP Water-Rehabilitation of 13 Boreholes page 87 AWP page 153 DDP
Water-Rehabilitation of 06 Boreholes - page 87 AWP page 153 DDP
2 2 The prioritized • Project profiles have been The LG developed Project profiles for FY 2018/2019 and investment developed and discussed by discussed them in the DTPC of 2nd April 2019 under activities in the TPC for all investments in the Min.04/KDL DTPC 04/2019 . An example of a project approved AWP profile was as follows; for the current FY AWP as per LG Planning are derived from Katyaime PS guideline: score 2. the approved Dept – LG five-year Sector – Education development plan, are based Title of Project- Construction of Classroom block on discussions in annual reviews Implementing Agency- Kibuku DLG and Location – Katyaime budget conferences and Total Planned Expenditure – 52,000,000
have project Fund to be secured – 52,000,000 profiles Funding Gap – NIL Maximum 5 Current Expenditure – 3,750,000 points on this performance Start date- 4th January 2019 measure. Completion date – 30th June 2019
Project Objective- Give shelter to children in a new school
Targeted beneficiaries- Pupils
Project background and Justification – Completion of classroom construction
Technical Description - Construction of 2 Classroom block
Project Work plan and Budget – To start in January 2019
3 1 Annual statistical • Annual statistical abstract, The LG had an Annual Statistical Abstract in place abstract with gender- disaggregated developed in June 2019 signed by Mr Mugolo Richard CAO. developed and data has been compiled and It was reportedly presented to DTPC, discussed and applied presented to the TPC to approved but the Minutes could not be traced. support budget allocation Maximum 1 point and decision-making- The Annual Statistical Abstract was presented to Council for on this maximum score 1. approval during Council meeting of 12 March 2018under performance MIN 23/KDC/FY 18-19. presentation and approval of measure statistical abstract 2018/2019. The information contained in the Annual statistical Abstract supported evidence based budget allocation and decision making processes.
4 2 Investment • Evidence that all The LG ensured that all infrastructure projects activities in the infrastructure projects implemented by the LG in the previous FY were derived previous FY implemented by the LG in the from the annual work plan and Approved budget as were previous FY were derived shown below: implemented as from the annual work plan per AWP. and budget approved by the S/N -Subject of Procurement -Page A W P - Page LG Council: score 2 BUDGET Maximum 6 points on this performance 1 Construction of a plant clinic phase 1 in Production and measure. Marketing department under AEG Page 39 AWP , Page 14 Approved budget
2 Construction of a teacher’s staff house, a kitchen and a 2 stances lined pit latrine at Mikombe p/s in Kirika s/c under Education department under SFG Page 54 AWP , Page 27 Approved budget
3 Construction of a 2 classroom block at Pulaka p/s in Kakutu s/c under Education department under SFG Page 56 AWP , Page 27 Approved budget
4 Construction of a 2 classroom block at Nankodo p/s in Nankodo s/c under Education department under emergency fund Page 56 AWP ,NIL
6 Construction of a kitchen and a 2 stance lined pit latrine for staff house at Bugwere p/s in Tirinyi s/c under SFG Page 56 AWP, Page 27 Approved budget
7 Construction of a 5 stances lined pit latrine at Katiryo p/s in Kituti s/c under SFG Page 56 AWP, Page 31 Approved budget
8 Construction of a 5 stances lined pit latrine at Nabuli p/s in Kagumu s/c under SFG Page 56 AWP, Page 31 Approved budget
9 Construction of a 5 stances lined pit latrine at Buseta HC III in Buseta s/c under PHC Page 56 Page 21 Approved budget
10 Construction of placenta pits at Bulangira HCIII, Buseta HCIII,and Kirika HCIII under DDEG Page 50 AWP, Page 24 Approved budget
11 Construction of a shelter at Kibuku district headquarters under Planning Unit under DDEG Page 133 AWP,Page 26 Approved budget
16 Upgrade of Nalubembe HCII to HCIII under UgIFT Page 49 AWP, Page 21 Approved budget
17 Siting, drilling, casting, and installation of 17 boreholes Lot A under DWSCG Page Page 120 AWP, Page 35 Approved budget
18 Siting, drilling, casting, and installation of 6 boreholes Lot B under DDEG Page 120 AWP, Page 35 Approved budget
19 construction of Kasasira and Kabweri Seed Secondary Schools under UgIFT Page 56 AWP, 28 Approved budget
20 construction of a 2 classroom block at katyame P/S in Nandere s/c under Education department under DDEG Page 56 AWP, Page 30 Approved budget 21 Construction of a 5-stance lined pit latrine at Katyame p/s in Nandere s/c under Education department under DDEG Page 55 AWP, Page 30 Approved budget 4 2 Investment • Evidence that the The LG completed implemented projects in the previous activities in the investment projects FY as per work plan by end of FY as reflected below: previous FY implemented in the previous were FY were completed as per Subject of Procurement - Project Implemented As implemented as work plan by end for FY. Planned (YES/NO ) per AWP. o 100%: score 4 Maximum 6 Construction of a plant clinic phase 1 in Production and points on this o 80-99%: score 2 Marketing department under AEG YES performance o Below 80%: 0 measure. Construction of a teacher’s staff house, a kitchen and a 2 stances lined pit latrine at Mikombe p/s in Kirika s/c under Education department under SFG YES
Construction of a 2 classroom block at Pulaka p/s in Kakutu s/c under Education department under SFG YES
Construction of a 2 classroom block at Nankodo p/s in Nankodo s/c under Education department under emergency fund YES
Construction of a kitchen and a 2 stance lined pit latrine for staff house at Bugwere p/s in Tirinyi s/c under SFG YES
Construction of a 5 stances lined pit latrine at Katiryo p/s in Kituti s/c under SFG YES
Construction of a 5 stances lined pit latrine at Nabuli p/s in Kagumu s/c under SFG YES
Construction of a 5 stances lined pit latrine at Buseta HC III in Buseta s/c under PHC YES
Construction of placenta pits at Bulangira HCIII, Buseta HCIII,and Kirika HCIII under DDEG YES
Construction of a shelter at Kibuku district headquarters under Planning Unit under DDEG YES
Upgrade of Nalubembe HCII to HCIII under UgIFT NO
Siting, drilling, casting, and installation of 17 boreholes Lot A under DWSCG YES
Siting, drilling, casting, and installation of 6 boreholes Lot B under DDEG YES
construction of Kasasira and Kabweri Seed Secondary Schools under UgIFT NO
construction of a2 classroom block at katyame P/S in Nandere s/c under Education department under DDEG YES
Construction of a 5-stance lined pit latrine at Katyame p/s in Nandere s/c under Education department under DDEG YES
TOTAL 21
YES 19
NO 2
19/21x100 = 90.5% 5 0 5 The LG has • Evidence that all S/N Subject of Procurement - Budget Estimated value 0 executed the investment projects in the Ug shs) Contract value (Ug shs) budget for previous FY were completed construction of within approved budget – 1 Construction of a plant clinic phase 1 in Production and investment Max. 15% plus or minus of Marketing department under AEG 98,833,000(Budget) projects and original budget: score 2 98,833,000 (Contract value) O&M for all major 2 Construction of a teacher’s staff house, a kitchen and a 2 infrastructure stances lined pit latrine at Mikombe p/s in Kirika s/c under projects during Education department under SFG 95,000,000(Budget) the previous FY 95,000,000 (Contract value) Maximum 4 3 Construction of a 2 classroom block at Pulaka p/s in points on this Kakutu s/c under Education department under SFG Performance 50,054,7000(Budget) 50,054,7000 (Contract value) Measure. 4 Construction of a 2 classroom block at Nankodo p/s in Nankodo s/c under Education department under emergency fund 104,255,263 (Budget)103,500,160 (Contract value)
6 Construction of a kitchen and a 2 stance lined pit latrine for staff house at Bugwere p/s in Tirinyi s/c under SFG 30,000,000(Budget) 29,475,594 (Contract value)
7 Construction of a 5 stances lined pit latrine at Katiryo p/s in Kituti s/c under SFG 18,000,000(Budget) 17,187,284 (Contract value)
8 Construction of a 5 stances lined pit latrine at Nabuli p/s in Kagumu s/c under SFG 18,000,000(Budget) 18,000,000 (Contract value)
9 Construction of a 5 stances lined pit latrine at Buseta HC III in Buseta s/c under PHC 17,000,000 16,702,237 (Contract value)
10 Construction of placenta pits at Bulangira HCIII, Buseta HCIII,and Kirika HCIII under DDEG 13,000,000 (Budget)13,000,000 (Contract value)
11 Construction of a shelter at Kibuku district headquarters under Planning Unit under DDEG 10,000,000 (Budget)9,508,440 (Contract value)
16 Upgrade of Nalubembe HCII to HCIII under UgIFT 475,000,000 (Budget)471,644,930 (Contract value)
17 Siting, drilling, casting, and installation of 17 boreholes Lot A under DWSCG 416,026,140 (Budget)415,382,522 (Contract value)
18 Siting, drilling, casting, and installation of 6 boreholes Lot B under DDEG 147,044,520(Budget) 146,681,322 (Contract value)
19 construction of Kasasira and Kabweri Seed Secondary Schools under UgIFT 4,000,000 (Budget)3,982,573 (Contract value)
20 construction of a2 classroom block at Katyame P/S in Nandere s/c under Education department under DDEG 54,000,000 (Budget)53,989,885 (Contract value)
21 Construction of a 5-stance lined pit latrine at Katyame P/s in Nandere s/c under Education department under DDEG 18,000,000 (Budget)17,946,278 (Contract value) TOTAL 2,018,705,923 (Budget) 1,560,888,925 (Contract value)
2,018,705,923/1,560,888,925X100 = 77.3%
77.3 – 100 (-22.7%) 5 The LG has 2 executed the • Evidence that the LG has List of assets and projects in need of maintenance for budget for budgeted and spent at least FY 2018/2019 was in place as below: construction of 80% of the O&M budget for Sector -Asset/Project -Cost of O&M investment infrastructure in the previous FY: score 2 projects and Water- Rehabilitation of bore holes -21,857,772 O&M for all major infrastructure Roads Roads Routine Maintenance 47,323,000 projects during the previous FY Various Sectors Motor Vehicles & Heavy Plants 23,800,160 Maximum 4 points on this Education Repair of Classroom block. 530,400 Performance Water & Roads Operations 31,226,000 Measure. TOTAL Cost of O&M = 124,737,332
Asset/Project- O&M Budget -Actual Expenditure
Rehabilitation of bore holes 74,628,000 (O&M Budget ) ( for Works including Roads) 21,857,772 ( Expenditure )
Roads Routine Maintenance 47,323,000(O&M Budget ) 47,323,000 ( Expenditure )
Motor Vehicles & Heavy Plants 57,937,000(O&M Budget ) (Including Operations) 23,800,160 ( Expenditure )
Repair of Classroom block. 530,400(O&M Budget ) 530,400 ( Expenditure )
O p e r a t i o n s NIL (O&M Budget ) 31,226,000 ( Expenditure )
TOTAL 180,418,400 (O&M Budget ) 124,737,332 ( Expenditure )
Budget for O&M in FY 2018/2019Shs 132,565,000 as on pages 5-40 of the approved budget for FY 2018/2019.
Actual expenditure on O&M during the FY Shs 124, 737,332 derived from various Payment Vouchers under Water, Health, Education & Works sectors.
Percentage 94%.
Workings: 124,737,332/132,565,000 x 100 = 94%
NOTE: Used Payment Vouchers for actual expenditure as an alternative source of information as there was no explicit code for O& M on infrastructure projects in the Chart of Accounts for the Draft Final Accounts for FY 2018/2019.
Human Resource Management 6 LG has 0 substantively • Evidence that the LG has During the Council meeting held on 3rd June 2017, Kibuku recruited and filled all HoDs positions District Council customised the establishment structure appraised all substantively: score 3 under Min 04/KTC/06/2017 and submitted the structure to Heads of the Permanent Secretary Ministry of Public Service on 20th Departments July 2017 under reference CR.156/1 for approval, which structure was approved by the PS MoPS on 10th August Maximum 5 2017 under reference ARC/135/306/01 and adopted by the points on this council. Performance Measure The approved structure illustrated that there should be 9 Heads of departments. The PAT identified only 6 out of 9 positions that where substantively filled these included the following;
Okurut David – DNRO appointed through appointment letter dated 20th June 2012 reference number CR.156/1
Wamika Christopher DEO appointed through appointment letter dated 16th August 2017 under reference CR.156/1 0 after confirmation from DSC under Min No. 5e/668/05
Madawa John Mbula appointed CFO through appointment letter dated 31st July 2019 under reference CR/152/1
Dr. Buyinza Godfrey Kagawa appointed DHO through appointment letter dated 14th June 2018 Ref. No. 156/1
Nyiro Julius appointed DPO through appointment letter dated 31st March 2017 Ref. No. 156/1
Negesa Hirya Grace appointed DCDO through appointment letter dated 12th September 2017 Ref. No. 156/1
three positions were filled with assigned staff these included the following;
Mwiraguzu Stephen assigned as DCO through unreferenced assignment letter dated 7th September 2018
Kirya Paul Sajja – assigned District Planer through assignment letter dated 23rd July 2018
Dipuloma Fredrick. assigned District Engineer through unreferenced assignment letter dated 21st August 2018 6 LG has 2 substantively • Evidence that HoDs have During the time of assessment all appointed HoDs and recruited and been appraised as per assigned HoDs had performance reports on file as listed appraised all guidelines issued by MoPS below. Heads of during the previous FY: score Okurut David DNRO performance report on file signed on Departments 2 28th July 2019 Maximum 5 Wamika Christopher DEO performance report on file signed points on this on 22nd July 2019. Performance Measure Madawa John Mbula CFO performance report on file signed on 29th July 2019.
Dr. Buyinza Godfrey Kagawa DHO performance report on file signed on 8th July 2019
Nyiro Julius DPO performance report on file signed On 30th May 2019
Negesa Hirya Grace DCDO performance report on file signed On. 8th July 2019
Assigned staff
Kirya Paul Sajja assigned District Planner performance report on file signed On. 23rd July 2019
Dipuloma Fredrick– assigned as DE performance report on file signed On.1st July 2019
Mwiraguzu Stephen– assigned as DCO performance report on file signed On.12th July 2019
7 The LG DSC has 2 considered all • Evidence that 100 % of staff Through unreferenced cover letter dated 5th April 2019 the staff that have submitted for recruitment CAO forwarded a list of 53 vacancies (3-Head Teachers, 6- been submitted have been considered: score Deputy Head Teachers, 3- Senior Education Assistants and for recruitment, 2 21 Education assistants ) to the Secretary DSC for filling confirmation and Then a meeting was held on 14th April 2019 under Min disciplinary number Min.9/2019 by DSC discussing and approving the actions during advert. the previous FY. On 17th April 2019 the advert was run in the Monitor News Maximum 4 paper. points on this Performance Then in a meeting held on 7th June 2019 appointments Measure. were done according to departments as follows;
Under Min 31/2019 in a meeting held on 7th June 2019 twenty one education assistants were appointed such as Akurut Beatrice, Bajje Abdullah,Balya Sabani
Under Min 25/2019 in a meeting held on 7th June 2019 three Deputy Head Masters were promoted to Head Teachers such as Bakobereki Phoebe, Kwiri Charles. 7 The LG DSC has 1 considered all • Evidence that 100 % of During the FY under review (2018/19) the CAO submitted staff that have positions submitted for lists of 49 staff for confirmation with cover letters dated: 13th been submitted confirmation have been May 2019, 12th March 2019, 10th April 2019 and 10th for recruitment, considered: score 1 October 2018. confirmation and The submitted staffs were confirmed on 4th September 2019 disciplinary under minute No. 39/2019. For instance Nakiya Caroline actions during under minute 37/2019was confirmed as a clinical officer and the previous FY. Kapio Samuel under Minute Number 36/2019 was Maximum 4 confirmed as Education Assistant points on this . Performance Measure.
7 The LG DSC has 1 considered all • Evidence that 100 % of In FY 2018/19, there were no submissions to DSC for staff that have positions submitted for disciplinary actions. been submitted disciplinary actions have for recruitment, been considered: score 1 confirmation and disciplinary actions during the previous FY.
Maximum 4 points on this Performance Measure. 8 Staff recruited 0 and retiring • Evidence that 100% of the None of the 21 newly recruited staff accessed salary within access the salary staff recruited during the two months after appointment and pension previous FY have accessed Manti Geoffrey was appointed an Education Assistant payroll the salary payroll not later through appointment letter dated 18th June 2019 under respectively than two months after reference CR/156/1 entitled to a monthly pay of 469,355 and within two appointment: score 3 posted to Bukamiza P/s. According to his first pay slip dated months 28th September 2019, under IPPS1046433 his base salary Maximum 5 was 1,40806/- By the time of assessment he had not points on this accessed the salary payroll. Performance Vashiti Katooko was appointed an Education Assistant Measure. through appointment letter dated 1st July 2019 under reference CR/156/1 entitled to a monthly pay of 469,355 and posted to Bukamiza P/s. By the time of assessment he had not accessed the salary payroll.
Akello Christine was appointed an Education Assistant through appointment letter dated 18th June 2019 under reference CR/156/1 entitled to a monthly pay of 469,355 and posted to Bukamiza P/s. According to his first pay slip dated 28th September 2019, under IPPS1045996.
By the time of assessment he had not accessed the salary payroll. 8 Staff recruited 0 and retiring • Evidence that 100% of the None of the 11 LG staff who retired in FY 2018/19 accessed access the salary staff that retired during the the pension payroll within (2) months after retirement. and pension previous FY have accessed For example, Muttibwa Nyole Faith (Education Assistant II) payroll the pension payroll not later IPPS 415066 retired on 31st July 2018 had not accessed respectively than two months after the pension pay roll. within two retirement: score 2 months Margret Jane Kairania IPPS 415399 retired on 14th September 2018 and accessed pension pay roll in Maximum 5 August2019. points on this Performance The reasons for the late access to pension funds included Measure. the following;
Pensioners delay to start the process even after being advised to initiate within the last six months to date of retirement and the delay in decentralisation of the pension system.
Revenue Mobilization 9 The LG has 4 increased LG • If increase in OSR Total of OSR (excluding sale of assets) for FY 2017/2018 own source (excluding one/off, e.g. sale was Shs 74,470,680 as on page 20 of Final Accounts FY revenues in the of assets) from previous FY 2017/2018. last financial year but one to previous FY is Total of OSR (excluding sale of assets) for FY 2018/2019 compared to the more than 10 %: score 4. was Shs 83,024,300 as on page 22 of the Draft Final one before the • If the increase is from 5% - Accounts for FY 2018/2019. previous 10 %: score 2. financial year Local Revenue increase was Shs 8,553,620. (last FY year but • If the increase is less than 5 one) %: score 0. Percentage was 11.49%
Maximum 4 Attributes to the local revenue increase were as below: points on this Performance Finance & Administration Committee carried out vigorous Measure. revenue mobilization and collection than the previous FY.
The LG recruited more staff and accessed the Pay roll thus more LST collected i.e. collected Shs 56,458,000 in FY 2018/2019 whereas Shs 49,751,150 was collected in FY 2017/2018 registering an increase of Shs 6,706,850 representing 13.5% increase. 10 LG has collected 0 local revenues • If revenue collection ratio Total Local Revenue Planned/Budgeted (Original Budget) as per budget (the percentage of local for FY 2018/2019 was Shs 71,994,000 as on page 2 and (collection ratio) revenue collected against pages 48 – 64 of the approved original budget for FY planned for the previous FY 2018/2019. Maximum 2 (budget realisation) is within points on this Total Local Revenue collected during FY 2018/2019 was performance +/- 10 %: then score 2. If Shs 83,024,300 as on page 22 of the Draft Final Accounts measure more than +/- 10 %: Score 0. FY 2018/2019
Performance was: 83,024,300/71,994,000 x 100 = 115.3%
Budget realization was more than the recommended+10%.
Workings:
115.3% - 100% = 15.3%
Attributes to the budget realization/collection ratio being more than the recommended +10% were as follows:
Vigorous local revenue mobilization and collection by Finance & Administration Committee in FY 2018/2019.
The LG recruited more staff and accessed the Pay roll thus more LST collected i.e. collected Shs 56,458,000. 11 Local revenue 0 administration, • Evidence that the Local Revenue collections subjected to sharing with LLGs allocation and District/Municipality has was Shs 56,458,000 as on page 22 of the Draft Final transparency remitted the mandatory LLG Accounts FY 2018/2019. share of local revenues: Maximum 4 score 2 Amount of local revenue remitted to LLGs was Shs points on this 29,795,000 of which Shs 12,045,000 was remitted to the 4 performance (four) Town Councils of Bulangira, Tirinyi, Kadama & measure. Kibuku. The balance of Shs 44,413,000 was shared with the 16 (sixteen) Sub counties as follows:
Workings:
56,458,000 – 12,045,000 (remitted to the 4 TCs 100%) = 44,413,000
Amount shareable with the 16 Sub counties was : Shs 44,413,000
65% of Shs 44,413,000 = Shs 28,868,450
35% of Shs 44,413,000 =Shs 15,544,550
TOTAL: 44,413,000
Actual remitted to the 16 Sub counties was Shs 17,750 representing 40% contrary to the 65% as per the LGA Cap 243 as amended Section 85 (4)
Workings
17,750, 000/44,413,000 x 100 = 40%
NOTE: All the above computations were derived from transfer Voucher No. 01/12/2018 dated 4th/12/2018 for Shs 29,795,000 to LLGs.
11 Local revenue 0 administration, • Evidence that the total Actual expenditure on Council allowances and emoluments allocation and Council expenditures on in FY 2018/2019 was Shs 33,615,000 against OSR of Shs transparency allowances and emoluments- 74,470,680 collected in FY 2017/2018 representing 44.3% (including from all sources) is contrary to 20% limit recommended as per 1st Schedule of Maximum 4 not higher than 20% of the LGA Cap 243 as amended Regulation 4. points on this OSR collected in the performance previous FY: score 2 In addition, no authority to exceed the 20% of OSR collected measure. in FY 2017/2018 was sought from the Minister of Local Government as required under 1st Schedule of the LGA Cap 243 as amended Regulation 4 (A).
Procurement and contract management 12 0 The LG has in • Evidence that the District The District LG had a position of Senior Procurement Officer place the has the position of a Senior substantively filled but the position of Procurement officer capacity to Procurement Officer and was vacant. manage the Procurement Officer (if procurement Municipal: Procurement function Officer and Assistant The Senior Procurement Officer (Mr Kereba Kefa) was Procurement Officer) appointed on promotion on 31st May 2017 as directed by Maximum 4 substantively filled: score 2 points on this DSC under min no 46/2017 Ref:CR.156/1 performance The position of the Procurement Officer was not filled. measure.
12 1 The LG has in • Evidence that the TEC The appointed Evaluation committee for the procurement place the produced and submitted during FY 2018/2019 produced evaluation reports with capacity to reports to the Contracts technical and clear recommendations to the contract manage the Committee for the previous committee for instance; procurement FY: score 1 function
Maximum 4 Siting, drilling, casting and installation of 17 boreholes lot A. points on this Ref: Kibu 605/wrks/18-19/00001 was evaluated by performance DWO,PAO, SAA, DFO, and SS. measure.
In its report dated 23rd August 2018 the TEC recommended to the CC that Icon Project Ltd be a warded contract as the best bidder at UGX 415,382,522.
The CC on 12thOctober 2018 under min no 24(ii)/10/DCC4/2018/2019 upheld recommendation of EC and awarded Icon project Ltd a contract of UGX 415,385,522.
The same TEC evaluated procurement subject
Sitting, drilling, casting and installation of 06 boreholes lot B and CC under min no 24(ii)/10/DCC4/2018/2019 awarded a contract to East Africa boreholes Ltd at UGX146,681,322.Ref: Kibu605/wrks/18-19/00002
Construction of placenta pit at Buseta HCIII, Bulangira HCIII and Kirika HCIII Ref: Kibu605/wrks/18-19/00011 was evaluated on 8th February 2019 by Civil Engineer,SAA, DFO, DWO and Bio- statistian. In its report it recommended CC to award Mwamba Enterprise a contract of UGX 13,000,000.
The CC dated 7th March 2019 under min no 72(x)/03/DCC11/2018/19 upheld recommendation of TEC and awarded Mwamba Enterprise a contract of UGX 13,000,000. 12 1 The LG has in • Evidence that the Contracts The Contracts Committee considered recommendations of place the Committee considered the TEC and in all awarded contracts, the PAT did not note capacity to recommendations of the TEC any deviations from EC recommendations For examples: manage the and provide justifications for procurement any deviations from those function recommendations: score 1 In its report dated 23rd August 2018 the TEC recommended Maximum 4 to the CC that Icon Project Ltd be a warded contract as the points on this best bidder at UGX 415,382,522. performance measure. The CC on 12th October 2018 under min no 24(ii)/10/DCC4/2018/2019 upheld recommendation of EC and awarded Icon project Ltd a contact of UGX 415,385,522
In its report of 8thFebruary 2019, the TEC recommended that the Construction of placenta pit at Buseta HCIII, Bulangira HCIII and Kirika HCIII Ref: Kibu 605/wrks/18- 19/00011 it recommended that the contract be awarded to Mwamba Enterprise at UGX 13,000,000.
The CC dated 7th March 2019 under min no 72(x)/DCC11/2018/19 upheld recommendation of TEC and awarded Mwamba a contact of UGX 13,000,000. 13 2 The LG has a • a) Evidence that the The procurement plan for FY 2019/2020 covered all the comprehensive procurement and Disposal infrastructure projects for the FY 2019/2020 AWP for Procurement and Plan for the current year instance Disposal Plan covers all infrastructure covering projects in the approved The page 5 of 9 procurement plan, the project for the infrastructure annual work plan and budget upgrading of Kabweri HCII to HCIII at 633,750,000 reflected activities in the and b) evidence that the LG in AWP at page no.50 under vote; health approved AWP has made procurements in Construction of 2 classroom block at Luke Kiryolo p/s at and is followed. previous FY as per plan 56,000,000 on page 6 of 9 of procurement plan reflected in (adherence to the AWP 2019/2020 on page 71. Maximum 2 procurement plan) for the points on this previous FY: score 2 Deep borehole drilling of 14 boreholes on page 8 of 9 of performance procurement plan at 343,000,000 reflected on page no. 88 measure. of AWP FY 2019/2020
The following procurements were done in the FY 2018-19 as per the Procurement plan for FY 2018-19 which was prepared on 7th September 2018 under ref CR/156/1 submitted to Ministry of Finance, Planning and Economic Development.
Construction of 5 teacher’s staff house at Mikombe P/s ref Kibu 605/wrks/18-19/00004. The contract was awarded to Mass Technologies ltd at UGX 95,000,000. Procurement Method used was Open Domestic Bidding. Interim Certificate dated 25th June 2019 amounting to UGX 22,706,707
Construction of 2 classroom block at Pulaka Ps Ref: Kibu 605/wrks/18-19/00005.The Contract was awarded to Mass Technologies ltd at UGX 50,054,700. Procurement Method used was Open Domestic Bidding. Interim Certificate dated 25th June 2019 amounting to UGX 9,297,572.
14 • For current FY, evidence 2 The LG has that the LG has prepared FY 2019/2020, the LG had prepared 100% of the Bid prepared bid 80% of the bid documents for Documents for all Infrastructure Investment projects by 30th documents, all investment/infrastructure August 2019. For instance Siting, drilling, casting and maintained by August 30: score 2 installation of 07 deep boreholes lot B under DDEG dated contract registers 1st August 2019. and procurement activities files and adheres with Partial completion of a maternity ward at Kasasira HCC III in established Kasasira T/C dated 1st August 2019. thresholds.
Maximum 6 points on this Renovation of OPD at Dodoi HCII in Kadama Sub County. performance measure. 14 2 The LG has • For Previous FY, evidence There was DLG Contract Register that captured all the prepared bid that the LG has an updated contracts executed for both works and supplies for the FY documents, contract register and has 2018/2019. maintained complete procurement contract registers activity files for all and procurement procurements: score 2 The register comprises of Register No, Date, activities files Contractor/Supplier, Contract Agreement No, and and adheres with Commitment Form No. Amount Committed, Bills, Amount established paid and date. thresholds.
Maximum 6 points on this The Contracts Register was up to date as it captured performance construction of 2 classroom blocks at Kanyaime P/s in measure. Nandere Sub County in education department under DDEG amounting 46,120,173 dated 28th June 2019.
14 • For previous FY, evidence 2 The LG has that the LG has adhered with All the procurements undertaken during the FY 2018/2019 prepared bid procurement thresholds under review complied with Regulation 33(3)of the LGs documents, (sample 5 projects): score 2. (Public Procurement and Disposal of Public Assets) maintained Regulations 2006 Thresholds for procurement of Works (1a contract registers and 1b), thresholds for procurement of supplies and services and procurement (2a and 2b), micro procurement (3) and community purchase activities files (4).The LG used two procurement methods; Open Domestic and adheres with and Selective bidding. This was evident from the sample of established five indicated below; thresholds. Siting, Drilling, Casting and Installation of 17 boreholes lot Maximum 6 A. Ref: Kibu 605/wrks/18-19/00001 at UGX 415,319,020. points on this The method used was Open Domestic Bidding and was performance advertised in New Vision, 14th June 2018. measure. Construction of placenta pit at Buseta HCIII, Bulangira HCIII and Kirika HCIII Ref: Kibu 605/wrks/18-19/00011 at UGX 13,000,000. The method used was selective bidding. Construction of a 5 stance lined pit latrine at Buseta HCIII Ref. 605/wrks/18-19/00010) at UGX 16,702,237. The method used was selective bidding.
Construction of 2 classroom blocks at Pulaka P/s Ref: Kibu 605/wrks/18-19/00005 at UGX 50,054,700. The method used was Open Domestic Bidding and was advertised in New Vision dated 21st November 2019.
Construction of a teacher staff house at Mikombe P/s Ref: Kibu 605/wrks/2018-19/00004 at UGX 95,000,000. The method used was Open Domestic Bidding and was advertised in the New Vision, 21st December 2018. 15 • Evidence that all works 2 The LG has projects implemented in the For FY 2018/2019 all works projects implement were certified and previous FY were appropriately certified based on technical supervision. provided detailed appropriately certified –
project interim and completion information on all certificates for all projects For instance: investments based on technical supervision: score 2 Maximum 4 points on this Certificate of practical completion for construction of a 5 performance stance pit latrine at Buseta Health Centre III under PHC, FY measure 2018/2019 (ref no. Kibu 605/wrks/18-19/00010 certificate was issued on 26th June 2019 and signed by the DE after supervising the project.
Completion certificate of construction of 2 blocks at Pulaka primary school in Bulangira Sub County under SFG, FY 2018/2019 Ref. Kibu 605/wrks/18-19/00011 certificate issued on 24th June 2019 and signed by DE. The project was inspected by Civil Engineer and DE on 26th June 2019.
An interim certificate for completion of Siting, Drilling, Casting and Installation of 17 boreholes lot A. Ref. Kibu 605/wrks/18-19/00001 was certificate was issued on 17th June 2019 by the Civil Engineer –Water and signed by the District Engineer showing that works had been completed.
15 2 The LG has • Evidence that all works The procurement process was at the evaluation stage and certified and projects for the current FY no contracts had been issued yet by the time of assessment. provided detailed are clearly labelled (site Therefore no works projects had started project boards) indicating: the name information on all of the project, contract value, investments the contractor; source of funding and expected Maximum 4 duration: score 2 points on this performance measure
Financial management 16 4 The LG makes • Evidence that the LG The LG operated 15 (fifteen) manual Cash books in FY monthly and up makes monthly bank 2018/2019 but was rolled on to IFMS in October 2019. to-date bank reconciliations and are up to- reconciliations date at the time of the All the cash books operated in FY 2018/2019 had been assessment: score 4 reconciled to the respective bank statements on a monthly Maximum 4 basis as evidenced by the sampled bank accounts below: points on this performance Administration Account: measure. Bank statement balance as at 30th/6/2019: 154,358
Cash book balance as at 30th/6/2019: 10,352
NUSAF 3 OPERATION ACCOUNT:
Bank statement balance as at 30th/6/2019: 1,640,000
Cash book balance as at 30th/6/2019: 104,181.
Natural Resources Account:
Bank statement balance as at 30th/6/2019: 18,995
Cash book balance as at 30th/6/2019: 18,995
Community Based Services Account:
Bank statement balance as at 30th/6/2019: 3,240,452.
Cash book balance as at 30th/6/2019: 45,952.
YLP Project Account:
Bank statement balance as at 30th?6/2019
Cash book balance as at 30th/6/2019:
Bank statement as at 30th/6/2019
In addition, the LG operated 15 (fifteen) manual Cash books in the current FY but only up to 30th 9/2019 and monthly bank reconciliations were done on time for instance:
Health Account:
Bank Statement balance as at 30/9/2019 was 386,908,422.
Cash book balance as at 30th/August 2019: 386,908,422.
Works & Water account:
Bank statement balance as at 30th/9/2019: 261,981,005.
Cash book balance as at 30th/9/2019: 260,482,523
Accountability Account:
Bank statement balance a sat 30th9/2019/ 78,559, 424
Cash book balance as at 30th/9/2019: 78,346,424.
NOTE: The LG was rolled on IFMS in October 2019 and system generated monthly bank reconciliations to begin in November 2019. 17 • If the LG makes timely 2 The LG made payment of suppliers during The LG made timely payments of suppliers during the timely payment of the previous FY – no previous FY With no procurement bills as evidenced in the suppliers during overdue bills (e.g. sampled payments below: the previous FY procurement bills) of over 2 M/s Leo Holdings Ltd requested for payment of Shs months: score 2. Maximum 2 5,090,000 on 29th/4/2019 for supply of meals & points on this refreshments during SMC meetings held on 16th - performance 24th4/2019 which was recommended for payment by the measure DEO on 31st/5/2019 and paid on the same day vide PV No. 09/5/019 within 32 days.
M/s Raikain General Consult requested for payment of Shs 2,998,662 on 28th/6/2019 for protection of Spring Well at Kajoko (Kabusule Village) which was certified under Certificate No. 1 and recommended for payment by the DWO on 28th/6/2019 and paid on the same day vide PV No. 29/06/2019 within 1 day.
M/s Mwamba Enterprises requested for payment of Shs 13,000,000 on 5th/6//2019 for construction of Placenta pits at Buseta HCIII, Bulangira HCIII & Kirika HCIII which was certified under Certificate No. 1 and recommended for payment by the DHO on 25th/6/2019 and paid on the same day vide PV No. 10/06 within 20 days.
18 0 The LG executes • Evidence that the LG has a The LG did not have a substantive Senior Internal Auditor as the Internal Audit substantive Senior Internal required but had an Acting District Internal Auditor by the function in Auditor: 1 point. names of Kayenda John who was assigned by DSC as per accordance with DSC Minute No. 67/2012 (xvii) dated June 12, 2012. the LGA section • LG has produced all 90 and LG quarterly internal audit procurement reports for the previous FY: regulations score 2.
Maximum 6 points on this performance measure.
18 2 The LG executes • LG has produced all The LG produced all the 4 (four) Quarterly Internal Audit the Internal Audit quarterly internal audit Reports for FY 2018/2019 which had been addressed to the function in reports for the previous FY: District Speaker and copied to various authorities including accordance with score 2. CAO, IAG, LGPAC to mention but a few as indicated below: the LGA section 90 and LG Quarter Date of report Reference procurement Quarter 1 15th/10/2018 CR/250/1 regulations Quarter 2 15th/01/2019 CR/250/1 Maximum 6 points on this Quarter 3 15th/04/2019 CR/250/1 performance measure. Quarter 4 15th/7/2019 CR/250/1 18 Evidence that the LG has 2 The LG executes provided information to the The LG availed information to Council & LG PAC on the the Internal Audit Council and LG PAC on the status of implementation of all the 11 (eleven) Internal Audit function in status of implementation of Queries raised during FY 2018/2019 as indicated below: accordance with internal audit findings for the Nature and total number of queries raised: 11 the LGA section previous financial year i.e. 90 and LG follow up on audit queries Nature and total number of queries cleared: 11 procurement from all quarterly audit regulations reports: score 2. Nature and total number of queries pending: 00
Maximum 6 The nature of queries raised included the following to points on this mention but a few: performance measure. Non-functional Bore hole at Katak P/S.
Non- functional Bore hole at Kalampete P/S.
Non- functional Shallow Well at Kirika Sub county.
Shs 1,350,000 unaccounted for by Walekwa Abel Wilson (Senior Environmental Health Officer)
No hand washing facilities & poor disposal of used vaccine Vials at Tirinyi HCIII.
Tirinyi HCIII in darkness due to broken Solar.
18 0 The LG executes • Evidence that internal audit All the 4 Quarterly Internal Audit Reports for FY 2018/2019 the Internal Audit reports for the previous FY were duly submitted to the LG Accounting Officer and copied function in were submitted to LG to LGPAC as indicated below: accordance with Accounting Officer, LG PAC the LGA section and LG PAC has reviewed Quarter Date of submission 90 and LG them and followed-up: score Reference for report review procurement 1. Quarter 1 15th/10/2018 regulations CR/252/1 dated 25th/9/2019 Maximum 6 Quarter 2 15th/01/2019 points on this CR/252/1 dated 25th/9/2019 performance measure. Quarter 3 15th/04/2019 LGPAC Meeting of 16th/10/2019 Agenda No. 3 Min No. 3/PAC/2019 (Report not yet produced)
Quarter 4 15th/07/2019 Not reviewed by LGPAC
However, LGPAC reviewed and followed-up only 3 (three) reports for 1st, 2nd and 3rd quarters.
The 4th Quarterly Internal Audit Report FY 2018/2019 had not been reviewed at the time of assessment. 19 • Evidence that the LG 0 The LG maintains an up- dated The LG maintained both Manual and Computerized Assets maintains a assets register covering Registers which comprised Motor Vehicles & Heavy Plants, detailed and details on buildings, vehicle, Land and Buildings as well as Fixed Assets – General. updated assets etc. as per format in the However, both Assets Registers formats were contrary to the register accounting manual: score 4 Maximum 4 one prescribed in the LGAM 2007 as on pages 167 & 168 points on this e.g. both Assets register for Motor Vehicles and Heavy performance Plants lacked the provision for O&M. measure. In addition, The Assets Register for Motor Vehicles and Heavy Plants had not been up-dated at the time of assessment.
20 4 The LG has Quality of Annual financial The Auditor General's Opinion on the financial statements obtained an statement from previous FY: of Kibuku LG for the year ended 2019 was "Unqualified". unqualified or qualified Audit • Unqualified audit opinion: opinion score 4
Maximum 4 • Qualified: score 2 points on this • Adverse/disclaimer: score 0 performance measure
Governance, oversight, transparency and accountability 21 2 The LG Council • Evidence that the Council The LG Council met and discussed service delivery related meets and meets and discusses service issues as provided in the minutes below: discusses delivery related issues service delivery including TPC reports, Quarter 1: Meeting held on28thSeptember 2018chaired by related issues monitoring reports, Hon Sabano Zerida District Speaker discussed: performance Maximum 2 Under Minute 2/KDC/FY 18-19Presentation and Discussion points on this assessment results and LG of education Monitoring and District PAC Reports performance PAC reports for last FY: The chair invited the chairperson health and education to measure score 2 present the report before the house. In his presentation, the chairperson informed the members that the monitoring team meant to establish the efficacy of school management committees and the general status of all primary schools in the district.
Under Min.4/KDC/FY 18-19. Selection and Consideration of Standing Committee members
The chair informed members that she had created a committee for Works and Technical Services and asked members to propose a chair person and after discussion the Male Councillor for people with disabilities (Hon Mpingirika Ronald – Not mentioned) was proposed and unanimously approved by all members
Quarter 2: Meeting held 21st December 2018discussed the following:
Under MIN 2/KDC/FY 18-19 Discussion and Consideration of Standing recommendations.
Resolutions:
The health department should re-align its budget and work plan for FY 2018/19 to cater for payment of retention of medical stores of Ug. shs 30,000,000 and retention of VIPs of 1,740,000
The district should regulate the operation of drug shops by health workers working within the health facilities of the district.
The meeting of 31/5/2019 Chaired by Speaker, Hon Sabano Zerida under MIN 2/KDC/FY 18-19 Presentation and Approval of Budget estimates for FY 2019/2020. During his presentation, the Leader of Government business secretary for finance requested the house to include a supplementary budget of shs 88,625,679 that the district received after approving the budget for FY 2018/2019
Resolutions.
The Planning department should utilize part of the DDEG funds allocated for running its activities in the forth- coming financial year to procure a brand new double motor vehicle to facilitate its staff in running and coordinating programs
The district should share a credit line budget of 259,464,016 allocated for medicines and medical equipment amongst the newly upgraded facilities of Lyama and Nalubende. 22 • Evidence that LG has 1 The LG has designated a person to The Local Government designated Ms Okurut David Head responded to the coordinate response to feed- Natural Resources Department to handle grievances and to feedback/ back (grievance/complaints) provide feed-back (grievance /complaints) in letter from Mr complaints and responded to feedback Richard Magolo CAO dated 12th April 2017 under reference provided by and complaints: score 1. CR KBK/156/1 An example where a complaint was received citizens and handled was one of Takali Mary from Kanyumuny PS who had been removed from payroll for going for further Maximum 2 studies without seeking official release. After a series of points on this meetings with her she was pardoned and redeployed to Performance Kanyumuny PS and she is reportedly working well. Measure
22 0 The LG has • The LG has specified a The LG did not have a specified and publicly displayed responded to the system for recording, system for recording, investigating and responding to feedback/ investigating and responding grievances complaints to grievances, which should provided by be displayed at LG offices citizens and made publically available: score 1 Maximum 2 points on this Performance Measure
23 0 The LG shares Evidence that the LG has Payroll for the month of October, 2019 was pinned up on the information with published: wall outside the Administration block. citizens (Transparency) • The LG Payroll and But the pensioner schedule was no way to be seen Pensioner Schedule on Total maximum 4 public notice boards and points on this other means: score 2 Performance Measure
23 1 The LG shares • Evidence that the The procurement plan and awarded contracts for FY information with procurement plan and 2019/20 were published on the wall of the procurement citizens awarded contracts and office for the public’s eye. (Transparency) amounts are published: score 1. As evidenced by a published procurement plan that Total maximum 4 included items such as procurement of fuel and lubricants points on this worth 30,600,000/= for the administration department mode Performance of procurement was to be selective from the prequalified list Measure The awarded contracts were also displayed such as Construction o a kitchen and a 2 stance lined pit latrine for staff house at Bugwere P/s KIBU/605/WKS/18-19/00007, method of procurement was selective bidding, best bidder was Sonsole General contractors, date of award was 7th March 2019, contract value was 29,475,594/= 23 1 The LG shares • Evidence that the LG The LG presented and discussed Assessment Results information with performance assessment during a DTPC Meeting held on 24 April 2019 under Min citizens results and implications are 05/KDL DTPC/04/2019 attended by; (Transparency) published e.g. on the Councillors –32 Total maximum 4 budget website for the points on this previous year (from budget District Staff -36 Performance requirements): score 1. Head teachers – 5 Measure Health In charges - 2
24 1 The LGs • Evidence that the HLG The HLG communicated and explained guidelines, circulars communicates have communicated and and policies issued by the national level to LLGs as guidelines, explained guidelines, evidenced by DTPC Meeting held on 20th February 2019 circulars and circulars and policies issued under Min 07/KDL/DTPC/02/2019 attended by 76 policies to LLGs by the national level to LLGs Participants as follows: to provide during previous FY: score 1 feedback to the Councillors- 28 citizens DTPC members – 32 Maximum 2 SAS – 16 . points on this performance The Guidelines discussed included : DDEG and BFPs measure
24 1 The LGs • Evidence that LG during the The LG during 2018/19 conducted discussions through communicates previous FY conducted Radio Programmes to interact with the public and also guidelines, discussions (e.g. municipal provide feed-back on status of activities. One activity circulars and urban fora, barazas, radio discussed through a radio programme was the Youth policies to LLGs programmes etc.) with the Livelihood Programme to sensitize and create public to provide public to provide feed-back awareness and mobilize youth regarding the Programme as feedback to the on status of activity evidenced by recorded programme on Audio CD, receipt citizens implementation: score 1. Number 0159 from Radio Bugwere FM for payment of 500,000 for airing the above-mentioned programme and Maximum 2 activity report dated 5th February 2019 prepared by points on this Mwiraguza Moses, District Youth Livelihood Programme performance Focal Point Person. measure The LG also made radio announcements as evidenced by acknowledgement of 100,000 cash from the LG by Bateegera Eseza on behalf Radio Bugwere FM dated 21/12/2018
Social and environmental safeguards 25 2 The LG has • Evidence that the LG The DLG gender focal person and CDO provided guidance mainstreamed gender focal person and and support to sector department in FY 2018/2019 for gender into their CDO have provided instance activities and guidance and support to planned activities sector departments to to strengthen mainstream gender, Note of guidance from the Ministry of Gender Labour and women’s roles vulnerability and inclusion Social Development (MGLSD) on indicative, planning into their activities score 2. Maximum 4 figures for the Youth Livelihood programme, FY 2018/19 points on this dated 27th July 2018. It was received by Kibuku LG on 31st performance July 2018 addressed to all Town Clerks of Municipalities measure. signed by Permanent Secretary Pius Bigirimana.
Report of the sanitation of District staff on the rights of children, people with disabilities and women on 27th September 2018
25 2 The LG has • Evidence that the gender The DLC gender focal person and CDO planned for a mainstreamed focal point and CDO have minimum of 2 activities for current FY 2019/2020 for instance gender into their planned for minimum 2 activities and activities for current FY to planned activities strengthen women’s roles Training of youth(Youth project manager committee, Youth to strengthen and address vulnerability procurement committee and social accountability committee) women’s roles and social inclusions and on page 100 of AWP @ UGX 602,373,000 Maximum 4 that more than 90 % of points on this previous year’s budget for performance gender activities/ To conduct 17 bottom up planning session in seventeen measure. vulnerability/ social inclusion parishes on page 103 of AWP @ UGX 796,000 has been implement-ted: score 2.
To conduct monitoring and supervision of youth livelihood programme projects on page 100 on AWP @ UGX 135,664,000
Support supervision of functional Adult literacy (FAL) on page 104 of 2019/2020 AWP. @ UGX 3,186,000
The approved budget estimates was 756,109,000 and expenditure was 425,556,800 thus implementing 56.3%
Being payment in respect District Women executive council meeting held on 14th November 2018 at 300,000
Training of 23 youth project monitoring committees dated 16th June 2019 at 1,231,000. 26 1 LG has • Evidence that All projects implemented in FY 2018/2019 were established and environmental screening or appropriated screened and mitigation measures are planned maintains a EIA where appropriate, are and budgeted for. functional system carried out for activities, and staff for projects and plans and For instance environmental mitigation measures are and social impact planned and budgeted for: assessment and score 1 Construction of 5 stance lined Pit Latrine at Buseta HCIII. land acquisition Screening was done on 4th October 2018 by the DEO. The Environment and Social Management Plan was done on 4th Maximum 6 October 2018 by the DEO and Ag. AHO - EH. points on this performance Environmental and Social Certification form was issued on measure 25th June 2019 by the DEO and DCDO.
Buganza bore hole drilling.
Screening was done on 8th October 2018 by DEO. Environment and Social Mitigation Plan was done on 8th October 2018 by DEO and Civil Engineer - Water.
Environmental and Social Mitigation Certification form was issued on 28th June 2019 by the DEO and DCDO Construction of a teacher staff 4 in 1 kitchen and 2 stance lined Pit Latrine at Mikombe
Screening was done on 3rd October 2018 by DEO. Environment and Social Mitigation Plan was done on 3rd October 2018 by DEO and Civil Engineer - Water.
Environmental and Social Mitigation Certification form was issued on 26th June 2019 by the DEO and DCDO. 26 1 LG has • Evidence that the LG The LG integrated environmental and social management established and integrates environmental and and health and safety plans in the contract bid documents as maintains a social management and highlighted below: functional system health and safety plans in the and staff for contract bid documents: environmental score 1 In the project for Construction of a 5 stance lined pit latrine at and social impact Buseta HCIII Ref. 605/wrks/18-19/00010 the following was assessment and included in the BOQ land acquisition
Maximum 6 points on this Allow for HIV sensitization by the District health officer performance measure
Labour and gender related issues by the Community Development Officer
Trees planting and management at the site
All this was aimed at protecting the Environment.
In the project for Siting, Drilling, Casting and Installation of 06 boreholes lot B. Ref: Kibu/605/wrks/18-19/00002, the following was included in the BOQ.
Cleaning site of any environmentally hazardous waste such as oil and their safe disposal that avoid environment contamination landscaping site and general observation of national environmental mitigation guidelines.
Allow for project screening and development of environmental mitigation plan
Provide environmental mitigation measures
All this was aimed at protecting the Environment 26 1 LG has • Evidence that all projects Out of the 9 implemented and sampled projects 3 were on established and are implemented on land land where LG had a proof of land ownership as evidenced maintains a where the LG has proof of below. functional system ownership (e.g. a land title, and staff for agreement etc..): score 1 environmental On the project for putting a borehole in Bungaza Village, and social impact there was a land agreement between the land owner (Mr assessment and Mwiri Hassan) and Area LC Chairman showing the land land acquisition measuring (30*50) where the borehole was to be built dated Maximum 6 6th May 2019. points on this performance measure On the project for putting a borehole in Kiryolo Village, there was land agreement form between the land owner (Mr Stephen Kijali) and Area LCI chairperson showing the land the borehole was to be built dated 6th February 2019.
On the project for putting a borehole in Buseta Village, there was a water source land agreement form between the land owner (Mr Dembere Martin) andand the Area LCI chairperson showing the land measuring (5*5 meters) where the borehole was to be built dated 20th November 2018.
26 1 LG has • Evidence that all completed There was evidence that all completed projects had established and projects have Environmental environmental and social mitigation forms completed and maintains a and Social Mitigation signed by the CDO and DEO as evidenced below. functional system Certification Form completed and staff for and signed by Environmental environmental Officer and CDO: score 1 Completion certificate for the Buganza borehore drilling. and social impact assessment and Environmental and Social Mitigation Certification form was land acquisition issued on 28th June 2019 by the DEO and DCDO. Maximum 6 points on this performance Construction of 5 stance lined Pit Latrine at Buseta HCIII. measure Environmental and Social Certification form was issued on 25th June 2019 by the DEO and DCDO.
Completion certificate for the Kiryolo borehole drilling.
Environmental and Social Mitigation Certification form was issued on 28th June 2019 by the DEO and DCDO.
Construction of a teacher staff 4 in 1 kitchen and 2 stance lined Pit Latrine at Mikombe
Environmental and Social Mitigation Certification form was issued on 26th June 2019 by the DEO and DCDO. 26 0 LG has • Evidence that the contract There was no evidence that the contract payment certificates established and payment certificated includes included prior environmental and social clearance since all maintains a prior environmental and the sampled interim certificates, there was no one from functional system social clearance (new one): Environment that signed. and staff for Score 1 environmental and social impact assessment and land acquisition
Maximum 6 points on this performance measure
26 0 LG has • Evidence that There was no evidence availed at the time of Assessment established and environmental officer and that the Environmental Officer and CDO made monthly maintains a CDO monthly report, reports. Instead they made activity reports based on projects functional system includes a) completed under implementation. and staff for checklists, environmental and social impact b) deviations observed with assessment and pictures, c) corrective actions land acquisition taken. Score: 1
Maximum 6 points on this performance measure
605 Education Performance Kibuku Measures 2019 District
Summary of No. Definition of compliance Compliance justification Score requirements Human resource planning and management 1 The LG education 4 department has • Evidence that the LG has T h e Education department Budgeted for a total of 51 budgeted and budgeted for a Head H e a d Teachers and 942 Teachers with a Wage Bill deployed teachers as Teacher and minimum of 7 Provision of Ug.x5,973,839,000 under Approved Budget per guidelines (a teachers per school (or Estimates FY:2019/2020 of Vote 605 Kibuku LG Head Teacher and minimum a teacher per Performance Contract for school with classes less than minimum of 7 class for schools with less p.7. as per page 62 of the District Budget, FY 2019/2020. teachers per school) than P.7) for the current FY: Signed by Chair person LCV score 4 Maximum 8 for this performance measure
1 The LG education 4 department has • Evidence that the LG has The LG, Education department deployed a Head Teacher budgeted and deployed a Head Teacher and a minimum of 7 teachers for primary schools with deployed teachers as and minimum of 7 teachers classes less than P.7. per guidelines (a per school (or minimum of For example from the Sample of schools, visited: Head Teacher and a teacher per class for schools with less than P.7) minimum of 7 Irene Namunghenge (V/2007/312) had been Appointed, for the current FY: score 4 teachers per school) vide, Ref: CR/156/1 dated 19/06/2019 under Kibuku District Service Commission Minute, 25.2/2019 - as Head Maximum 8 for this Teacher and was posted to Kadama P/S. performance measure Sabali Dominic, had been Appointed Head Teacher, vide Ref: CR/156/1dated 19/06/2019 under Kibuku District Service Commission Minute, 25.2/2019 - as Head Teacher and was posted to Tirinyi P/S on Transfer Instruction Ref: CR/161/2 dated 20/06/2016.
Bumba Joseph, had been appointed Head Teacher Nabiswa P/S on Transfer Instruction Ref: CR/156/2 dated 14/07/2018.
Kwiri Charles had been appointed Head Teacher, Molokochomo P/s.
2 LG has substantively 6 recruited all primary • Evidence that the LG has The Wage Bill Provision for Primary school Teachers in school teachers filled the structure for Kibuku District for FY: 2019/2020 was Ug.x where there is a primary teachers with a 5,973,839,000. wage bill provision wage bill provision The Staff ceiling for Kibuku Education department was Maximum 6 for this o If 100%: score 6 (993+06) = 999 Teachers, with a Wage Bill Provision. performance o If 80 - 99%: score 3 Therefore at a staff ceiling of 999 Primary School measure Teachers in Education Sector, 993 Teachers, represented o If below 80%: score 0 about (993/999) x 100% = 99.4% of the total Education staff. 3 LG has substantively 6 recruited all positions • Evidence that the LG has The LG showed that Education department Substantively of school inspectors substantively filled all filled all positions of Inspectors of Schools per Staff as per staff structure, positions of school Structure. where there is a inspectors as per staff Officers were: wage bill provision. structure, where there is a wage bill provision: score 6 1) Nabirye Reticia Appointed Vide; Letter Ref: CR/156/1 Maximum 6 for this dated 31/05/2017 under MIN 46/2017 and signed by performance D/CAO. measure 2) Wenene Beatrice Inspector of Schools; Appointed vide; Letter Ref.CR/156/1 dated 02/05/2019 under MIN No. 34.14/2019.
3 ) Nyebba Christopher Inspector of School Appointed vide; Letter Ref: CR/156/1, dated, 03/06/2019 and signed by D/CAO.
With a Wage Bill Provision under Vote. 548 Butebo LG Approved Budget Estimates FY: 2019/2020.
4 2 The LG Education Evidence that the LG department has Education department has There was evidence that the LG Education Department submitted a submitted a recruitment submitted a Recruitment Plan for FY: 2019/2020 on recruitment plan plan to HRM for the current 20/08/2019 to the HRM and was received on the same covering primary FY to fill positions of day teachers and school inspectors to HRM for • Primary Teachers: score the current FY. 2
Maximum 4 for this performance measure
4 2 The LG Education Evidence that the LG There was evidence that the LG Education Department department has Education department has submitted a Recruitment Plan for FY: 2019/2020 on submitted a submitted a recruitment 20/08/2019 to the HRM and was received on the same recruitment plan plan to HRM for the current day. covering primary FY to fill positions of teachers and school The Education department had in 2019/2020 Planned to inspectors to HRM for • School Inspectors: score recruit 02 Inspectors of Schools. the current FY. 2 Under one Minute all Inspectors of Schools were Maximum 4 for this Appointed Vide: Ref: CR/156/1: performance 1- Wenene Beatrice Appointed Ref: CR/156/1 dated measure 03/06/2019 under MIN No.34.13/2019.
2- Nyebba Christopher Appointed Ref: CR/156/1 dated 03/06/2019 under MIN No.34.13/2019.
Monitoring and Inspection 5 3 The LG Education Evidence that the LG Evidence during assessment, revealed, Education department has Education department has department 03 Inspectors of Schools had submitted their conducted ensured that all head Performance Agreements and had been appraised by performance teachers are appraised and CAO for FY: 2019/2020. appraisal for school has appraised all school inspectors and inspectors during the Nabirye Reticia submitted Performance Contract on ensured that previous FY 03/07/19 and appraised on 04/07/2019. performance Wenene Beatrice and Nyebba Christopher did not qualify appraisal for all • 100% school inspectors: for appraisal. primary school head score 3 teachers is They were only 03 months recruited. conducted during the previous FY. Wenene Beatrice Appointed Ref: CR/156/1 dated 03/06/2019 under MIN No.34.13/2019. Maximum 6 for this performance Nyebba Christopher Appointed Ref: CR/156/1 dated measure 03/06/2019 under MIN No.34.13/2019.
5 3 The LG Education Evidence that the LG By time of assessment all Head Teachers had submitted department has Education department has their Performance Agreements for appraisal for the period conducted ensured that all head 01/01 2019 to 31/12.2019. performance teachers are appraised and appraisal for school has appraised all school For example from the Sample of schools visited; Kwirin inspectors and inspectors during the Charles V/2007/312, Head Teacher of Molokochomo P/s ensured that previous FY submitted a performance report on 07/01/2019 and was performance appraised by Sub county Chief, on 30/10/2019. appraisal for all • Primary school head Sabali Dominic (V/2005/525), Head Teacher Tirinyi P/s primary school head teachers submitted a performance report 28/10/2019 and teachers is appraised. conducted during the o 90 - 100%: score 3 previous FY. o 70% and 89%: score 2 Namunghenge Irene Kadama P/S submitted a performance report on 06/03/2018 and appraised 0n Maximum 6 for this o Below 70%: score 0 18/07/2019. performance measure Bumba Joseph Head Teacher Kabiswa P/S submitted her Performance Contract on 24/10//2019 and was appraised on 24/10/2019. All Head Teachers submitted and were all appraised. 6 1 The LG Education • Evidence that the LG Evidence that at the time of assessment: The Education Department has Education department has department received some Guide lines and Circulars from effectively communicated all the MoES as follows: communicated and guidelines, policies, explained guidelines, circulars issued by the 1) Guidelines vide; Ref: ADM/48/90/01, dated 03/03/2019 policies, circulars national level in the about the Ban on Buying Examinations from Commercial issued by the previous FY to schools: Examiner. national level in the score 1 2) Guide line/ Circular Ref: EPD/192/336/01 dated previous FY to 07/03/2019 on the Phasing Out of Public -Partnerships schools (PPP) in Schools that was scheduled to stop by Maximum 3 for this 15/02/2019. performance 3) Guide line Vide; letter Ref: PLE /CF/EA/10 dated measure 11/03/2019 about the Guide lines for the Registration of PLE Candidates Academic Year 2019.
4) Guide lines letter vide; Ref: CR/203/1 dated 06/02/2019 about the Senior Woman (SWT) / Senior Men Teacher Guidance and Counseling of Girls and Boy Children at school.
Guide lines letter vide; Ref: CR/MAY/02 dated 05/04/2019 Implementation of the Government Policies in Schools; on Feeding, Tree – planting, Child Rights, and Teacher Support SupervisionThese gudeliness were distributed during the meetings held between the DEO and Head teacher such as in a meetig held on 25/09/2018 and under MIN 06/25/2018 the Guide lines letter vide; Ref: CR/203/1 dated 06/02/2019 about the Senior Woman (SWT) / Senior Men Teacher Guidance and Counseling of Girls and Boy Children at school. Was distributed to teachers. 6 2 The LG Education • Evidence that the LG There was evidence that the Education department held Department has Education department has meetings with Head Teachers and among other explained effectively held meetings with primary and sensitized them on Guides, Policies and Circulars communicated and school head teachers and issued at National Level as outlined below: explained guidelines, among others explained policies, circulars and sensitised on the The Education department (DEO) and Head Teachers issued by the guidelines, policies, held a meeting on 25/09/2018 and under MIN national level in the circulars issued by the 06/25/2018.The DEO, emphasized the role of Hygiene previous FY to national level: score 2 and Sanitation and underscored the purpose of Hand – schools Washing after visiting latrines. He also called for equal treatment of all pupils with Special Needs (PWDs). The Maximum 3 for this DEO further cautioned Head Teachers against performance stigmatization of Children with HIV/AIDs. measure The meeting resolved that all Head Teachers adhere to set Guidelines and implement agreed programme. Thirty- seven (37) Head Teachers attended the meeting.
The DEO meeting with Head Teachers on 05/06/2019 and under MIN. 03/07/06/2019 the DEO reminded the 48 Head Teachers in attendance to ensure implementation of all Government policies and programs such as Feeding in primary schools.
Head Teachers were also advised to further ensure Senior Women Teachers (SWTs) conduct regular meetings with Girls evidenced with Minutes in place.
3) On 25/09/2018 the DEO held a meeting with Head Teachers and under MIN.06 /25/09/2018 DEO Emphasized to Head Teachers on Hygiene and Sanitation where the Pupils had Wash Hands after use of Latrine.
He also called for equal treatment of Pupils with Special Needs (PWDs).
And called upon Head Teachers to all Parents are engaged into supporting their Children ant school.
There were also meetings on 02/02/2018, 30/07/2018 and 30/05/2018 respectively. 7 12 The LG Education • Evidence that all licenced A Sample of 04 (four) Government Aided primary and 01 De- partment has or registered schools have Private school were visited and Inspected; Schools effectively inspected been inspected at least inspected included; Kadama P/s, Tirinyi P/S, all registered primary once per term and reports Molokochomo P/S, Nabiswa P/s and Fundamental P/S. schools2 produced: Kadama P/Ss was inspected as follows: Maximum 12 for this o 100% - score 12 performance Term 1: Inspection Report on 18/10/2018, measure o 90 to 99% - score 10 Term 2: Inspection Report on 15/01/2019: o 80 to 89% - score 8 Term 3: Inspection Report on 06/07/2019; o 70 to 79% - score 6 Kadama P/s Inspection Reports: o 60 to 69% - score 3 Term 1 = 1 o 50 to 59 % score 1 Term 2 = 1 o Below 50% score 0. Term 3 = 1
Therefore annual coverage = 100%.
Tirirnyi P/s Inspection Reports:
Term 1, inspection was on 14/10/2018,
Term 2, inspection was on 04/03/2019.
Term 3 Inspection was on 09/04/2019
Tirinyi P/s Inspection Reports:
Term 1 = 1
Term 2 = 1
Term 3 = 1,
Therefore 3/3xx100% = 100%
Molokochomo P/s
Inspection Report , 22/03/2019 = 1
Inspection Report , 24/06/2019 = 1
Inspection Report , 15/11/2019 = 1
Therefore Annual coverage = 100%
Nabiswa P/s Inspection Reports: 25/06/2019, 27/10/2018, 12/11/2019.
Term 1 = 1
Term 2 = 1
Term 3 = 1
Therefore annual coverage =100%
Therefore, the overall inspection coverage was (100%+ 100% +0%+100% = (300%) / 4 = 100%.
8 4 LG Education • Evidence that the Through the departmental meetings held for instance one department has Education department has held on 27 February 2019 under MIN 5/HE/FY 18-19 discussed the results/ discussed school proved that the Education department discussed School reports of school inspection reports and Inspection reports and used them to make corrections: inspec- tions, used used reports to make them to make recommendations for below are features found in the inspections and what was recommendations for corrective actions during disscussed corrective actions the previous FY: score 4 Term II, Purpose of Inspection was to establish Factors and fol- lowed that enhance or hinder smooth Teaching / Learning in recommendations government aided Primary schools like: Maximum 10 for this The Learning Environment performance measure School management and Head Teacher performance.
Effectiveness of Teaching and learning
Involvement of Parent and Community in Children’s learning process.
Findings included:
Successes such as:
60% Teachers found in school had made instructional materials and were using them especially in Lower Primary.
Most Head Teachers were present on days of inspection.
It was also observed that Curriculum was being followed. And RTI methodology of learning was being followed in Lesson among other methods.
However, there were Challenges like:
Inadequate Classroom space and chairs for learners for example in Kobolwa p/s, Tirirnyi p/s , Molokochomop/s, Katyaime C.O.U P/s, Kasasira P/s,Nandere P/s St.Bernard Kenkubu P/s, Kagumu P/s, Bukamia P/s, St.Joseph Kamolochin P/s.
Inadequate and irregular support supervision by Head Teachers in P/schools.
Inadequate Sanitary Pads in all primary schools.
Recommendations; were that:
Education department should organize CPDs on instructional material making and support supervision to Teachers and Head Teachers respectively.
Ministry of Education Plan and Budget for Construction of new class rooms and or New schools to improve on the learning environment.
Head Teachers provide Hand -Washing facilities and Soap to areas of convenience.
All stake holders should embrace and encourage the RTI methodology learning approach that was due to be taught in schools.
In Private Primary schools the purpose of Inspection was to: Ascertain level of maintenance of key managerial documents in schools.
Check on level of Hygiene and Sanitation
Curriculum availability, implementation and coverage.
Promote security and safety in schools.
Key Findings included:
98% of the schools were not registered or licensed.
80% of the teachers not Qualified.
70% of the schools had Low level of Hygiene and Sanitation.
98% of Teachers could scheme and lesson – plan.
There was no evidence of making and using IMS in teaching.
90% of the schools lacked School – Mottos.
60 % were operating in peoples’ homes.
There was evidence of internal school supervision in 98% schools visited.
General recommendations were that:
Schools identified and recommended for Closure be closed unless missing Gaps are had been addressed.
Follow up visits of basic requirements and minimum standards (BRMS).
Conduct training workshops for all private Nursery and Primary schools Proprietors and Head Teachers.
Successes such as:
60% Teachers found in school had made instructional materials and were using them especially in Lower Primary.
Most Head Teachers were present on days of inspection.
It was also observed that Curriculum was being followed. And RTI methodology of learning was being followed in Lesson among other methods.
However, there were Challenges like:
Inadequate Classroom space and chairs for learners for example in Kobolwa p/s, Tirirnyi p/s , Molokochomop/s, Katyaime C.O.U P/s, Kasasira P/s,Nandere P/s St.Bernard Kenkubu P/s, Kagumu P/s, Bukamia P/s, St.Joseph Kamolochin P/s.
Inadequate and irregular support supervision by Head Teachers in P/schools.
Inadequate Sanitary Pads in all primary schools.
Recommendations; were that: Education department should organize CPDs on instructional material making and support supervision to Teachers and Head Teachers respectively.
Ministry of Education Plan and Budget for Construction of new class rooms and or New schools to improve on the learning environment.
Head Teachers provide Hand -Washing facilities and Soap to areas of convenience.
All stake holders should embrace and encourage the RTI methodology learning approach that was due to be taught in schools.
In Private Primary schools the purpose of Inspection was to:
Ascertain level of maintenance of key managerial documents in schools.
Check on level of Hygiene and Sanitation
Curriculum availability, implementation and coverage.
Promote security and safety in schools.
Key Findings included:
98% of the schools were not registered or licensed,80% of the teachers not Qualified.
70% of the schools had Low level of Hygiene and Sanitation.
98% of Teachers could scheme and lesson – plan.
There was no evidence of making and using IMS in teaching.
90% of the schools lacked School – Mottos.
60 % were operating in peoples’ homes.
There was evidence of internal school supervision in 98% schools visited.
General recommendations were that:
Schools identified and recommended for Closure be closed unless missing Gaps are had been addressed.
Follow up visits of basic requirements and minimum standards (BRMS).
Conduct training workshops for all private Nursery and Primary schools Proprietors and Head Teachers. 8 2 LG Education • Evidence that the LG Evidence that the Education department submitted department has Education department has Quarterly School inspection reports to the Directorate of discussed the results/ submitted school Education Standards (DES) in the Ministry of Education reports of school inspection reports to the and Sports (MoES) was as follows: inspec- tions, used Directorate of Education them to make Standards (DES) in the Term1 – Inspection Reports submitted and received on recommendations for Ministry of Education and 03/05/2019. corrective actions Sports (MoES): Score 2 Term2 - Inspection Report submitted and received on and fol- lowed 14/08/2019. recommendations Term 3 – Inspection Reports submitted and received on Maximum 10 for this 30/10/2018. performance measure All Inspection Reports were officially Acknowledged.
8 4 LG Education • Evidence that the Evidence of Feed Back Report from recommendations of department has inspection Inspection Report Term1, 2018 of 11/10/2018 reference to discussed the results/ recommendations are Page 01, DEO had recommended: reports of school followed- up: score 4. inspec- tions, used Management of Support supervision by Head Teachers to them to make improve performance. recommendations for Improve level of Learning. corrective actions and fol- lowed Teachers effectiveness levels on teaching and learning recommendations process.
Maximum 10 for this Ascertain level of Parent engagement in school learning. performance measure Head Teacher management skills and Performance.
Actions Followed / Achievements were:
Teachers had up to date and approved schemes of work.
Pupils’ exercises/work were regularly marked.
Improved use of Instructional materials evident in most schools.
Regular school meetings and minutes in place.
Skilling for Girls, being supported especially in Oloki sub county. 9 5 The LG Education • Evidence that the LG has The LG submitted a list of 41 schools which are department has submitted consistent with both EMIS reports and PBS submitted accurate/consistent data: accurate/consistent reports/date for o List of schools which are school lists and consistent with both EMIS enrolment as reports and PBS: score 5
per formats provided by MoES
Maximum 10 for this performance measure
9 0 The LG Education Evidence that the LG has Evidence from the sampled schools showed Education department has submit- department submitted Enrolment Data of a Total 52,620 submitted Pupils which was not consistent with EMIS Enrolment. accurate/consistent ted accurate/consistent reports/date for data: ENROL EMIS school lists and • Enrolment data for all Molokochomo P/s 1664 1628 enrolment as schools which is consistent Kobolwa 1711 1755 per formats provided with EMIS report and PBS: score 5 by MoES Kadama P/s 158 1527
Maximum 10 for this Tirirnyi P/s 1273 1078 performance measure
Education department submitted Primary School Lists with a total 52,620 of Enrollment. Information of Enrollment data with EMIS reports and PBS was not accurate. Primary school Lists had similar EMIS Codes but inaccurate Enrolment pupil numbers all these was eevidenced from the sampled schools as follow;
PBS School Enroll
Molokochomo P/s 1664 1628
Kobolwa P/S 1711 1755
Kadam P/S 1586 1527
Tirinyi P/S 1273 1078
Governance, oversight, transparency and accountability 10 2 The LG committee re- • Evidence that the council The Council Committee responsible for education under sponsible for committee responsible for the Health and Education Committee held a number of education met, education met and meetings as follows: discussed service discussed service delivery delivery issues and issues including The meeting of 6thDecember 2018 under Min MIN. pre- sented issues inspection, performance 5/HE/FY 18-19 Presentation and discussion of first quarter that require approval assessment results, LG sectoral Performance Reports to Council PAC reports etc. during the The District Inspector of schools presented activities that previous FY: score 2 Maximum 4 for this had been implemented within the quarter which included; performance conducting General Parents meeting in primary and measure secondary schools, inspections, supervision and monitoring of school activities
She informed the meeting that planned projects included construction of a staff kitchen and a 2 lined pit latrine at Bugwere Primary school. Construction of teacher’s house, kitchen and a 2 stance lined pit latrine at Mikombe primary school.
The following recommendations were made:
Reports for monitoring should always be shared by all stakeholders
Indisciplined teachers should be forwarded to the sanctions committee for interrogation
The district should prioritize the newly coded schools when allocating facilities such as desks and other utilities
The meeting for s2nd Quarter was held 4thJanuary 2019.
Chaired by Hon Mukono Charles Chairperson Health and Education Committee
Under MIN 5/HE/FY 18-19 Presentation and discussion of education Monitoring Reports.
The district Inspector of schools reported that some schools had a shortfall in critical infrastructure and among the most affected were Kavule, Mikombe, Goli-goli, Kapyani, Moru, Nabuli and Pulaka Primary Schools
He further reported that there was increasing encroachment on school land attributed to failure survey the land by the district
Meeting of 27th February 2019 Chaired by Mr Mukono Charles Chairperson,
Presentation and discussion of 2nd Quarter reports. Under MIN 5/HE/FY 18-19 during the discussion it was agreed that the education department should plan for construction of a pit latrine at Kirika Primary School including replacing shutters on the boys’ latrine.
The school administration should set up sanitation clubs in all schools in the district 10 2 The LG committee re- • Evidence that the The meeting of 21st May 2019 under MIN 5/HE/ FY 18-19. sponsible for education sector committee Presentation of sectoral Priorities and Budgets for FY education met, has presented issues that 2019/2020 under the same Minute the District Education discussed service require approval to Officer presented his sectoral priorities and budget for FY delivery issues and Council: score 2 2019/2020 pre- sented issues that require approval The budget totaling 10,148,252,443 was forwarded to to Council Council for Approval which was approved on 31 May 2019 under Minute 2/KDC/FY 18-19 Presentation and Maximum 4 for this Approval of Budget Estimates for FY 2019/2020 performance measure The meeting of 27 February 2019 under MIN 5/HE/FY 18- 19 made recommendations for Councils approval:
Head teachers who take 3 consecutive years without any first grade in their respective schools should be demoted to deputy head teacher
Council should come up with an ordinance to address feeding challenges in schools
The department of education should as soon as possible present all disciplinary cases of each staff to the district sanctions committee for action.
11 5 Primary schools in a Evidence that all primary Primary Schools had established, functional SMC LG have functional schools have functional committees and held meetings as below: SMCs SMCs (estab- lished, meetings held, discussions 1)Molokochomo P/S SMC was functional with 13 Maximum 5 for this of budget and resource members included; performance issues and submission of Alice Muwalamusa, Sarah Galigonda,Kirya Davd, Tibbo measure reports to DEO/ MEO) Nuwa Mose, Fred Mpola, Hassn Mwiri, Peter Bimba, • 100% schools: score 5 Charles Kwiri, Patrick Mutaki, Moses Kolangha,KalereKeziron, Midard Mulido, James • 80 to 99% schools: score Mudhenya, Myogo Fred,. 3 Molokochomo P/S SMC - held a meeting on 05/02/2019. • Below 80 % schools: score 0 Under Item 03 0f the Agenda the Head Teacher welcomed members and called the meeting to order. Explained the purpose of the meeting and invited the Chairperson Finance to present the Budget.
Head Teacher asked the members to recognize the Teachers excellent performance in previous PLE and deserving appreciation. Encouraged members to maintain stronger Strategies for continued Academic performance.
A Budget of Ug.x.4, 800,000 was presented and approved for implementation. A number of 14 members attended the meeting.
2) Kadama P/s SMC was functional with 11 members were comprised of:
3 Female to 9 male and included; Annet Olive Mudangha, Irene Namunghenge,Susan Tibaaga, Oliver Busabusa, Proscovia Akiror, Dorothy Mudondo, Florence Apio, Were Muzamiru, Zungu Geofrey, Kadhenhe Paul, Samuel Musolo. Kadama P/s SMC held a meeting on 24//05/2019 and under MIN.05/05/2019, discussed Budget Estimates and outlined key summary breakdown into; Scholastic materials, Co-curricular Activities, Management, Administration and Contingency.
MIN.06/05/2019, the meeting resolved to approve the Budget and endorsed to implement all proposed key Activities for the development of the school.
Eleven (11) members attended the meeting.
Tirinyi P/S SMC was functional with 12 members were comprised of:
3 Female to 9 male and included;
Tirinyi P/S SMC held a meeting on 22/02/2019 for a Proposed UPE Release Planning meeting, Term 1, 2019.
Minute 05/2019, the Meeting presented the proposed key items for expenditure and discussed the Budget - Break down which the meeting adopted and endorsed for implementation.
3) Nabiswa SMC meeting held 16/04/2019 under MIN06/4/2019 discussed Absenteeism and negligence of from duty by staff, case in point, Mr Odaak Steven Opio.
. The meeting advised Mr. to stop Drinking.
Nabiswa P/s meetings coverage=3/3x100%= 100%
Tirinyi P/S SMC was functional and had 11 Members who included 3 Female, 10male as: These were; Syliva Nakigozi, Harriet Tambaki, Richard Nakswa, Samson Mbulakyalo, Dominic Sabali, Geofrey Kisagalya, Joshua Madawutu, John Bosco Changa, Mensulam Waliwoki, Tom William Musamba.
Therefore, over all meeting average was (100% + 100% + 100% +100% + 0 %)/5 = 80%. 12 Evidence that the LG has 3 The LG has publicised all schools At the time of assessment un stamped list of Schools that publicised all schools receiving non-wage received Non-Wage recurrent grants, (UPE) had been receiving non- wage recurrent grants e.g. posted on the Public Notice Boards at Kibuku District recurrent grants through posting on public Head quarters as a requirement. notice boards: score 3 Maximum 3 for this Evidence from Sample Primary Schools visited indicated performance the following: measure Molokochomo P/s UPE Release Notice board,
Term 1 = Ug,x 4,826,876
Term 2 = Ug.x 4,630, 169
Term 3 = Ug.x 6,940,000
Tirirnyi P/s UPE Release
Term 1 = Ug.x. 4,700,000
Term 2 = Ug.x.3,400,000
Term 3 = Ug.x.3,400,000
Kadama P/s UPE Release Notice
Term 1 = Ug.x.4,626,414
Term 2 = Ug.x.4,357,181
Term 3 = Ugx. 6,558,000
Nabiswa P/S UPE Release Notice
Term 1 = Ug.x.4,360,000
Term 2 = Ug.x.4,000,000
Term 3 = Ugx. 6,800,000
Releases were received under Non-Wage Bill Recurrent grants on a termly basis to UPE primary schools.
Procurement and contract management 13 4 The LG Education • Evidence that the sector The Procurement inputs were submitted on 25/04/ 2019. department has has submitted procurement submitted input into input to Procurement Unit Those Inputs covered Investment Items of: the LG procurement that covers all investment Construction of Classrooms, plan, complete with items in the approved all technical Sector annual work plan - Pit Latrines, requirements, and budget on time by April 30: score 4 - Staff Houses, to the Procurement Unit that cover all - Procurement of Desks. items in the approved Sector annual work Under Vote.605 Kibuku LG Approved Budget Estimates plan and budget FY2019/2020.
Maximum 4 for this performance measure
Financial management and reporting 14 Evidence that the LG 3 The LG Education Education departments The LG Education department had timely certified and department has timely (as per contract) recommended suppliers for payment as evidenced in the certified and initiated certified and recommended sampled payments below: payment for supplies suppliers for payment: M/s Sonsole General Contractors Ltd requested for on time score 3. payment of Shs 16,900,000 on 23rd/5/2019 for Balance Maximum 3 for this on construction of a Kitchen with 2-stance lined pit latrine performance at Bugwere P/S which was certified under Certificate No. measure 2 and recommended for payment by DEO on 29th/5/2019 and paid on 30th/5/2019 vide PV No. 08/5/2019.
M/s LAB-PLUS (U) Ltd requested for payment of Shs 792,735,160 (advance payment) on 27th/6/2019 for Balance on construction of Kabweri, Kasasira Seed Secondary School which was recommended for payment by DEO on 27th/6/2019 and paid on the same day vide PV No. 23/06/2019.
M/s Litigation International Ltd requested for payment of Shs 14,682,019 on 28th/6/2019 for construction of 5- stance lined pit latrine at Katiryo P/S which was certified under Certificate No. 1 and recommended for payment by DEO on 28th/6/2019 and paid on the same day vide PV No. 20/6/19. 15 4 The LG Education • Evidence that the The Annual performance report from Education department has department submitted the Department was submitted to Planner on 15/7/2019 submitted annual annual performance report reports (including all for the previous FY (with Submission of Quarterly reports to District Planner quarterly reports) in availability of all four was as follows: time to the Planning quarterly reports) to the Quarter Date of submission Date of receipt Unit Planner by 15th of July for Reference consolidation: score 4 Maximum 4 for this Q1 No submision letter 12/10/2018 performance measure Q2 No submision letter 22/1/2019
Q3 No submision letter 30/4/2019
Q4 15/7/2019 15/7/2019 CR/302/1
16 2 LG Education has • Evidence that the sector The LG Education department had 2 (two) audit queries acted on Internal has provided information to raised in FY 2018/2019 (1st Quarterly Internal Audit Audit recom- the internal audit on the Report) but which had been cleared as evidenced in the mendation (if any) status of implementation of 3rd Quarterly Internal Audit Report FY 2018/2019 dated all audit findings for the 15th/4/2019 Ref. CR/250/1. Maximum 4 for this previous financial year performance Total number and nature of queries raised: 02 measure o If sector has no audit query Total number and nature of queries cleared: 02
score 4 Total number and nature of queries pending : 00
o If the sector has provided information to the internal The nature of queries raised were as indicated below: audit on the status of imple- mentation of all audit Non-functional Bore hole at Katak P/S. findings for the previous financial year: score 2 Non-functional Bore hole at Kalampete P/S
o If all queries are not NOTE: The two bore holes queried were rehabilitated and respond- now functional as per 3rd Quarterly Internal Audit Report.
ed to score 0
Social and environmental safeguards 17 2 LG Education • Evidence that the LG Evidence of Minutes of Meetings of Dissemination of Department has Education department in Guidelines held on 25/09/2018 at KOBOLWA P/S. disseminated and consultation with the promoted adherence gender focal person has Under MIN06/25/09/2018, the Gender – Focal Person to gender guidelines disseminated guidelines advised Head Teachers How to Handle HIV/AIDs on how senior women/men Children without Stigmatization which would lead Maximum 5 points for teachers should provide Learners to Drop -out of school. this performance guidance to girls and boys DEO cautioned Head Teachers to desist from stigmatizing measure to handle hygiene, children and called for equal treatment of Pupils with reproductive health, life Special Needs (PWDs). skills, etc.: Score 2 He also emphasized the value of Hygiene and Sanitation where Learners have to WASH Hands after use of Latrines 17 2 LG Education • Evidence that LG The Education department in collaboration with the Department has Education department in Gender Focal Person explained to the Head Teachers of disseminated and collaboration with gender Primary schools on issues in a meeting held on 27 promoted adherence department have issued February 2019 under MIN 5/HE/FY 18-19 explained and to gender guidelines and explained guidelines issued guidelines such as on how to manage Maximum 5 points for sanitation for girls and . Equal treatment of Children with Special Needs (PWDs). this performance PWDs in primary schools: . Training of Head Teachers, on the Rights of Girl and measure score 2 Boys.
. Value of Hygiene and Sanitation, thus purpose of “Hand -Washing” after use of Latrine.
. Being sensitive on Gender aspects while recruiting new staff.
17 1 LG Education • Evidence that the School Evidence from School Samples visited revealed that Department has Management Committee School Management Committees met the Gender disseminated and meets the guideline on composition as required. promoted adherence gender composition: score to gender guidelines 1 1) Tirinyi P/s SMC 11 members were comprised of: 2 Female to 9 male. Maximum 5 points for this performance Harriet Tambaki, Sylivia Nakigozi, Samson Mbulakyalo, measure Richard Nakaswa, Dominic Sabali, Geofrey Kisagalya, Joshua Mudawutu, John Bosco Changa, Waliwoki Mensulati, Misael Minjo, TomWiliam Musamba.
2) Kadama P/s SMC was functional with 12 members were comprised of:
3 Female to 9 male and included; Annet Olive Mudangha, Irene Namunghenge, Susan Tibaaga, Oliver Busabusa, Proscovia Akiror, Dorothy Mudondo, Florence Apio, Were Muzamiru, Zungu Geofrey, Kadhenghe Paul, Samuel Musolo.
3) Nabiswa P/s SMC was functional with 12 members comprised of:
2 Female to 10 who included; Feresi Mukhwana, Phina Awori, Ben Muwanguzi, Matia Tukubyakuyinda Alex, Peter Namboga, Ernest Kalebe, Joseph Bumba, Paul Mulomi, Wilberforce Pokino.
4) Molokochomo P/s SMC was functional with 11 members were comprised of:
3 Female to 9 male and included; Alice Muwalamusa, Sarah Galigonda, Rose Mugala, Irene Namusobo, Peter Bumba, James Mudenya, Fred Nyogo, Nuwa Tibbo, Medard Mulido, Fred Mpola. Hassan Mwiri, Charles Kwiri.
5)Fundamental P/s SMC was functional with 10 members were comprised of; 1 Female to 9 male and included; Beatrice Habajja, Steven Wankya, Dapher Mumpi, Moses Musagala, Simon Dongo, Venus Kijali, Yeku Wampala, Peter Wajire, Matia Weyanga, Nathan Iga. 18 1 LG Education • Evidence that the LG There was evidence that the Education sector in department has Education department in collaboration with the Environment department issued ensured that guide- collaboration with guidelines as follows; lines on Environment department environmental has issued guidelines on In a Meeting with Head Teachers on 30/07/2018, the management are environmental Guidelines on “Implementation of Government Policies on dissemi- nated and management (tree planting, Tree Planting in Schools” as was received through policy complied with waste management, Communication vide; Ref: CR/MAY/02 dated05/04/2018. formation of environmental 2) Security Guide lines to Educational Institutions of Maximum 3 points for clubs and environment Learning by His Excellence the President of the Republic this performance education etc.): score 1: measure of Uganda with the Inspector General of Police as communicated vide; Ref: CR/161/2 dated 27/02/2019 Caution against Schools, Secondary and Tertiary institutions / Colleges in line with the 33 Fire Accidents in 29 Schools Reported on 3/07/2008.
18 1 LG Education • Evidence that all school All 6 school infrastructure projects were screened before department has infrastructure projects are approval for construction using the checklist for screening ensured that guide- screened before approval of projects (ESSF) by the Senior Environmental Officer in lines on for construction using the FY 2018/2019 on 28th June 2018, 25th June 2018, 2nd environmental checklist for screening of October 2018, 3rd October 2018 and 1st October 2018. management are projects in the budget That included: dissemi- nated and guidelines and where risks complied with are identified, the forms Construction of two classroom at Katyaime P/s screening include mitigation actions: done on 28th June 2018 Maximum 3 points for Score 1 this performance Construction of a 5 stance lined pit latrine at Katiryo P/s measure screening done on 25th June 2018.
Construction of 2 classroom Blocks at Pulaka P/s screening done on 25th June 2018.
Construction of 2 classroom Blocks at Pulaka P/s screening done on 1st October 2018.
Construction of staff house, kitchen and a 2 stance pit latrine at Mikombe P/s screening done on 3rd October 2018.
Where risks such as soil erosions were identified and a mitigation measure of planting grass was planned to counter the risks.
18 1 LG Education • The environmental officer Evidenced from the quarterly report dated 27th June 2019, department has and community the Environmental Officer through the DHRO to the DEO ensured that guide- development officer have reported that the actions in the mitigation plan had been lines on visited the sites to checked implemented. environmental whether the mitigation management are plans are complied with: dissemi- nated and Score 1 complied with
Maximum 3 points for this performance measure
605 Health Performance Kibuku Measures 2019 District
Summary of Definition of No. Compliance justification Score requirements compliance Human resource planning and management 1 4 LG has substantively Evidence that LG has The District Health sector staffing norms in the approved recruited primary filled the structure for AWP for FY 2019/2020 had 256 health workers and a wage health care workers primary health care bill of 2,295,304,000/= and the staff at post for FY 2019/20 with a wage bill with a wage bill were 184 for a wage bill of 2,205,416,616/= representing provision from PHC provision from PHC 72%. wage wage for the current FY The wage bill difference 519,040,740 was to be used to • More than 80% recruit 22 health care workers mainly on replacement of filled: score 8 those retiring and those leaving the district. Maximum 8 points for this performance • 60 – 80% - score 4 measure • Less than 60% filled: score 0
2 6 The LG Health Evidence that Health The DHO submitted a recruitment plan to CAO/HRM for FY department has department has 2019/2020 on 8th July 2019. The LG was to recruit 22 health submitted a submitted a care workers: 1MO, 1 Lab Tech, 1 Lab Assist, 3 Health Inform comprehensive comprehensive Assist, 2 HA, 2 EMW,2 EN, 1 Assist Inventory Manager, 1 recruitment plan for recruitment plan/re- Cold Chain Assist, 2 Anesthetic Assist, 3 porters, 3 Askaris primary health care quest to HRM for the workers to the HRM current FY, covering department the vacant positions of primary health care workers: score 6
Maximum 6 points for this performance measure 3 8 The LG Health Evidence that the all By the time of assessment, all the in-charges (100%) of the department has health facilities in- five sampled health facilities (Kibuku HC IV, Bulangira HC III, conducted charges have been Kasasira HC III, Kabweri HC II, and Kirika HC III) had been performance appraisal appraised during the appraised for FY 2018/2019. for Health Centre IVs previous FY: and Hospital In- In-Charge Kibuku HC IV: Dr Simuya Rashid MO, charge and ensured o 100%: score 8 CR/D/10100, IPPS 818975, was appraised by CAO on 10th performance October 2019 o 70 – 99%: score 4 appraisals for HC III In-Charge Bulangira HC III: Kiuluka Dauda SCO, and II in-charges are o Below 70%: score CR/D/10366, IPPS 837641 was appraised by PAS/CAO on conducted 0 3rd September 2019
In-charge Kirika HC III: Owino Jacob SCO, CR/D/10381, Maximum 8 points for IPPS 838382 was appraised by PAS/CAO on 10th October this performance 2019 measure In-charge Kasasira HC III; Wanyama Yusufu SCO, CR/D/10397, IPPS 853430 was appraised by PAS/CAO on 10th October 2019
In-charge Kabweri HC II: Tazenya Keffa E/N, CR/D/10282, IPPS 823693 was appraised by CAO on 23rd September 2019
This result (5/5)*100 = 100%
4 4 The Local Government • Evidence that the By the time of assessment, the district Local Government Health department has LG Health department Health Department deployed its health workers in line with deployed health has deployed health lists submitted in AWP budget for FY 2019/2020. The workers across health workers in line with the following health workers were sampled and used to show facilities and in lists submitted with the proof of this observation: accordance with the budget for the current staff lists submitted FY, and if not provided Dr Simuya Rashid Posting Instruction CR/161/1 of 7th July together with the justification for 2006 first posted to Kirika HC III as SCO, then instruction budget in the current deviations: score 4 KBK/156/1 of 28th August 2018 assigned duty as in-charge FY. Kibuku HC IV
Maximum 4 points for Owino Jacob SCO posting instrument CR/156/1 of 18thJune this performance 2015 posted to Kirika HC III measure Wanyama S. Yusufu SCO posting instruction CR/156/1 of 13th July 2017 posted to Kasasira HC III.
Tazenya Keffa E/N posting instruction CR/156/1 of 7th February 2019 posted to Kibuku HC IV, then with posting instruction CR/156/1 of 15th January 2018 transferred from Kibuku HC IV to Kabweri HC II as n-charge.
Kiuluka Dauda SCO with instrument CR/156/1 of 18th June 2015 posted to Tirinyi HC II, then with transfer instrument Ref CR 1/156/1 of 12th October 2016 transferred to Bulangira as in-charge
These health care workers were compared on BPS list of staff as deployed to different health facilities, by title, salary scale, computer number among other parameters and were found matching or in agreement. with staff list in the approved DHO’s Annual work plan 2019/2020. Monitoring and Supervision 5 3 The DHO/MHO has • Evidence that the The DHO through circular letters: Ref Adm.105/197/01 of effectively DHO/ MHO has 29th April 2019; Ref ADM 71/342/01 of 8th May 2019; and communicated and communicated all unreferenced circular letter dated 3rd July 2019 explained guidelines, guidelines, policies, communicated the following guidelines and policies to all in- policies, circulars circulars issued by the charges of Health Facilities: issued by the national national level in the level in the previous previous FY to health 1) Circular letter dated 29th April 2019 about the prevention FY to health facilities facilities: score 3 of cancer of the cervix among women and girls through use of Human Papilloma Virus (HPV) vaccine targeting 10 year girls.
Maximum 6 for this 2 ) Measles-Rubella (MR), Polio Vaccination Campaign and performance measure introduction of MR vaccine into Routine Immunization, 2019
3) Sector grant and Budget Guidelines for local Governments Extracts of the PHC Non-wage recruitment grants 2018/2019
The above named guidelines were found at the 5 sampled health facilities (Kibuku HC IV, Kasasira HC III, Bulangira HC III, Kirika HC III, and Kabweri HC II). The in-charges who received the guidelines acknowledged receipt of the guidelines on a copy of the forwarding circular letter which was availed to the assessment team by the DHO at the time of assessment.
5 3 The DHO/MHO has • Evidence that the The DHO held Extended District Health Team (EDHT) effectively DHO/ MHO has held meetings and explained guidelines and policies. For communicated and meetings with health example in EDHT meeting held on 18th September 2018 explained guidelines, facility in- charges and agenda items number 6 and 7 and discussed under Minute policies, circulars among others 06/KDL DHT/09/2018 the DHO explained “ Sector issued by the national explained the Conditional Grant and HUMC Guidelines”; Minute 07/KDL level in the previous guidelines, policies, DHT/09/2018 the DHO explained “Hepatitis B roll out FY to health facilities circulars issued by the Vaccine” national level: score 3
Maximum 6 for this performance measure 6 3 The LG Health Evidence that The District had 12 Health facilities (11 Government and 1 Department has DHT/MHT has PNFP) which were receiving PHC-non wage funds during effectively provided supervised 100% of FY 2018/2019. Of these there were 1 HC IV, 7 HC IIIs and 4 support supervision to HC IVs and district HC IIs. The DHO conducted integrated Support supervision district health services hospitals (including covering Kibuku HC IV and lower HC IIIs and HC IIs in all the PNFPs receiving PHC 4 quarters of FY 2018/2019 as follows: grant) at least once in a quarter: score 3 In two reports dated 28th September 2018 and 27th Maximum 6 points for September 2018 the DHO indicated that the team consisting this performance of DHO Dr. Buyinza Godfrey, Mr Olupot Anthony (DHO- measure MCH), Mr Abel Walekhwa SEHO, and Ms Suubi Suzan Biosta.supervised Kibuku HC IV and lower HC IIIs and HC II namely Kasasira HC III, Kirika HC III, Nabuli HC III, Tirinyi HC III, Buseta HC III, Bulangira HC III, Kagumu HC III, Kadama HC III, Kabweri HC II, Nacoda HC II, Kenkebu HC II, Dodoi HC II, Buchanagandi HC III, Lwatama HC II
In a similar way Quarter II supervision reports two dated 3rd January 2019 and 31st December 2018 show that the DHO and team conducted supervision to Kibuku HC IV and 16 lower Health units III and II from 17th to 21st December 2018.
Quarter III supervision report dated 7th March 2019 indicated that support supervision was conducted 4th to 11th Feb 2019. The teams supervised Kibuku HC IV and the 11 lower Health Facilities III and II.
Quarter IV Supervision report dated 23rd May 2019 indicated that support supervision was conducted 21st to 27th May 2019 again covering Kibuku HC IV and 11 Lower Health facilities.
KEY ISSUES IDENTIFIED
Some staff were frequently absent from duty. They were warned to clean up the bad habit
Knowledge gap among some staff was observed. For instance some midwives did not remember key principles in obstetric, assessing adequacy of pelvis, etc. The DHO recommended the need to organize in-service training and mentoring to continue. 6 1 The LG Health Evidence that The district had two counties but with only one functional Department has DHT/MHT has ensured HSD located within Kibuku HC IV. The current coordinator effectively provided that HSD has super- for Kibuku HSD is the in-Charge Kibuku HC IV Dr.Rashid support supervision to vised lower level Simuya. The following reports were adduced to show that the district health services health facili- ties within HSD conducted support supervision of lower Health Centers the previous FY: III and II.
• If 100% supervised: Quarter I supervision report was missing. Maximum 6 points for score 3 this performance Quarter II Supervision report dated 10th December 2018 measure • 80 - 99% of the indicated that the HSD supervised Nabuli HC III, Kirika hC III, health facilities: score Kadama HC III, Kabweri HC II, Tirinyi hC III, Lwatama Hc II, 2 Buseta HC III, and Kasasira HC III
• 60% - 79% of the Quarter III supervision report dated 30th April 2019 indicated health facilities: score that the HSD supervised Nabuli HC III, Kirika HC III, Kadama 1 HC III, Kabweri Hc II, Tirinyi HC III, Lwatama HC II, Buseta hC III, and Kasasira HC III • Less than 60% of the health facilities: Quarter IV supervision report dated 30th May 2019. score 0 3/4*100 = 75%
7 4 The LG Health • Evidence that all Reports produced at the time of assessment show that the department (including the 4 quarterly reports quarterly support supervision conducted by the DHO team HSDs) have have been discussed and that of the Kibuku HSD were discussed in four (4) discussed the and used to make Extended District Health Team (EDHT) meetings held on 5th results/reports of the recommendations (in October 2018, 13th February 2019, 5th June 2019 and 31st support supervision each quarter) for July 2019. and monitoring visits, corrective actions used them to make during the previous FY: For instance Extended DHT meeting of 5th October 2018 recommendations for score 4 under Minute 6/10/2018 discussed Issues of Quality corrective actions and Improvement and Quarter I support supervision report were followed up discussed. Some of the issues that were discussed include: absence of leave rosters, PHC funds received had not been displayed in some facilities, Only Kibuku HC IV had a work Plan. Maximum 10 points for this performance Extended DHT meeting of 13th February 2019 discussed measure Quarter II support supervision report under Minute 6/2/2019.
7 6 The LG Health • Evidence that the The Local Government Health Sector Department had department (including recommendations are established a “Sanctions and Reward Committee” that was HSDs) have followed up and mandated to follow-up recommendations and findings of discussed the specific activities support supervision. An example of un minuted minutes of results/reports of the undertaken for this committee shows that the committee sat on 2nd April support supervision correction: score 6 2019 key issues were idenitiied and proposed actions and monitoring visits, pointed out such as Absenteeism was sanctioned with used them to make warnings, counseling for first time offenders recommendations for corrective actions and followed up
Maximum 10 points for this performance measure 8 10 The LG Health • Evidence that the The list of Health facilities that were receiving PHC-non- department has LG has submitted wage grants was obtained as displayed on notice boards of submitted accurate/ accurate/consistent the CAO and DHO. The HMIS –Focal Person was requested consistent reports/data data regarding: to print out the Health facilities submitting HMIS in December for health facility lists 2018 and June 2019 to assess rate of submission and receiving PHC funding o List of health facilities timeliness of submission using OPD HMIS form 105 it was as per formats receiving PHC funding, established that the reporting rate was 100% and timelines provided by MoH which are consistent for HMIS 105 reporting was also 100%. with both HMIS reports and PBS: score 10 The facilities receiving PHC non-wage and submitting HMIS reports were: Bulangira HC III, Buseta HC III, Kabweri HC II, Maximum 10 for this Kenkebu HC II, Dodoi HC II, Kadama HC III, Nabuli HC III, performance measure Kasasira HC III, Kibuku HC IV, Kirika HC III, Tirinyi HC III
Governance, oversight, transparency and accountability 9 2 The LG committee • Evidence that the The Council Committee responsible for Health and responsible for health LG committee Education sat and discussed issues for Health as follows: met, discussed service responsible for health delivery issues and met and discussed The meeting of 27th September 2018 under MIN 5/HE/FY presented is- sues that service delivery issues 18-19 Presentation and Discussion of 1st quarter sectoral require approval to including supervision performance reports. The District Health Officer informed the Council reports, performance meeting that most health facilities were having a challenge of assessment results, LG land for expansion. PAC reports etc. during She also reported that Ug Shs 665, 445 from lower health the previous FY: score Maximum 4 for this facilities were reallocated to make functional Nalubembe HC 2 performance measure III.
Recommendation under the very minute were made as follows:
Health Workers who work less than 15 days in a month should not be paid salary as a deterrent measure
The DHO should review the plan for refunding the WHO/MOH funds before the district’s accounts are frozen.
The meeting of 24th January 2019, Under MIN 5/HE/FY 18- 19 Presentation and Discussion of 2nd Quarter Sectoral Performance Reports
The DHO Reported that the department a total budget of Shs 259,464,016 in form of credit line for medicine from National Medical Stores which the department had received from the MOH.
He further reported that the procurement process for the construction of Nalubembe HCII had been concluded and awarded to GEOMAX Engineering LTD at shs 471,644,930 and the Contractor was expected to commence with work on 1st January 2019
The meeting of 4th March 2019 under Min 4/HE/FY 18-19 Reaction to Communications 2 &3
On page 5, the DHO informed members that the district received 3 Fridges from GAVI for Kasasira and Bulangira HC III .
And that Buchanagandi NACODA and Kasasa HC III had no fridges
She requested the committee to allow the allocation of HC IV in Kabweri County in line with the Presidential Directive.
. 9 2 The LG committee • Evidence that the The meeting of 21st May 2019 under MIN 5/HE/ FY 18-19. responsible for health health sector Presentation of sectoral Priorities and Budgets for FY met, discussed service committee has pre- 2019/2020. delivery issues and sented issues that presented is- sues that require approval to The DHO presented a budget of 3,369,437,301 for require approval to Council: score 2 implementation of health activities during the year Council 2019/2020. The budget was recommended for Council approval under the same minute and Council Approved it on 31st May 2019 under MIN 2/KDC/FY 18-19 Presentation and Approval of Budget Estimates for FY 2019/2020. Maximum 4 for this performance measure The meeting of 4th January 2019 under MIN 4/HE/FY 18-19 made recommendations for Council Approval as follows:
All officers who were involved in the misuse of funds for immunization should be investigated and to refund the money
The District Executive Committee should engage the board of governors of Kibuku SS to avail some land for future development and upgrading of Kibuku Health Center IV to a Hospital status.
10 6 The Health Unit Evidence that health The 5 Health facilities that were sampled had functional Management facilities and Hospitals HUMCs that met regularly at least once in each Quarter Committees and have functional during FY 2018/2019 Hospital Board are HUMCs/Boards operational/functioning (established, meetings Kibuku HC IV-HUMC had 8 members with Mr Kamba William held and discus- sions as C/Person. The committee met at least once every quarter of budget and resource during FY 2018/19 as follows: 21st September 2018 (Quarter issues): I), 12th November 2018 (Quarter II), 11th February 2019 Maximum 6 points (Quarter III), and 29th May 2019 (Quarter IV). • If 100% of randomly sampled facilities: Kirika hc III-HUMC had 7 members and met quarterly three score 6 time as follows: No meeting in quarter I, but met on 1st December 2018 (Quarter II), 30th April 2019 (quarter III), and • If 80-99 %: score 4 6th June 2019 (Quarter IV)
• If 70-79: %: score 2 Kasasira HC III-HUMC had 8 members and met on 29th September 2018 (Quarter I), 13th December 2018 (Quarter • If less than 70%: II), 7th March 2019 (Quarter III), and 13th June 2019 (Quarter score 0 IV).
Bulangira HC III-HUMC had 7 members and met on 21st July 2018 (Quarter I), 20th December 2018 (Quarter II), 7th March 2019 (Quarter III), and 23rd May 2019 (Quarter IV).
Kabweri HC II-HUMC had 9 members and met as follows: 28th September 2018 (Quarter I), 21st December 2018 (Quarter II), 24th march 2019 (Quarter III), and 30th June 2019 (Quarter IV).
COMPUTATION
5/5* 100 = 100% 11 4 The LG has publicised • Evidence that the The District posted the lists of Health Facilities that had all health facilities LG has publicised all received PHC-Non-wage during FY 208/19 on notice boards receiving PHC non- health facilities of CAO and DHO’s offices wage recurrent grants receiving PHC non- wage recurrent grants QUARTER 1 PHC RELEASE TO LOWER HEALTH UNITS e.g. through posting on FOR FY 2018/2019 public notice boards: Maximum 4 for this Bulangira HC II: 2,070,332; Buseta HC III:—2,070,332; score 4 performance measure Kadama HC II: 2,070,332; Kasasira HC III: 2,70,332; Kirika HC II: 2,070,332; Nabuli HC III: 2,070332; Tirinyi HC III: 2,070,332; Dodoi HC II: 450,000; Kabweri HC II:450,000; Lwatama HC II: 450,000; Kenkebu HC II: 450,000; and Kibuku HC IV: 11,783,285
The above similar list was posted on notice boards for Quarter II, Quarter III and Quarter IV of FY 2018/2019. The amounts of monies were the same. The headings and date of display changed accordingly each quarter.
Procurement and contract management 12 2 The LG Health • Evidence that the The DHO submitted a Procurement Plan to PDU on 29thApril department has sector has submitted 2019 to procure 14 items. The PDU acknowledged receipt of submitted input to input to procurement this document on 29th April 2019. The Health sector procurement plan and plan to PDU that cover Procurement plan was consolidated in the whole district requests, complete all investment items in procurement plan. In the consolidated district plan the health with all technical the approved Sector sector component is on pages 5 and 6 of nine pages requirements, to PDU an- nual work plan and that cover all items in budget on time by April the approved Sector 30 for the current FY: annual work plan and score 2 budget
Maximum 4 for this performance measure
12 2 The LG Health • Evidence that LG For FY 2019/2020 the DHO submitted Procurement request department has Health department using Form PP1 on 8th July 2019; submitted input to submitted procurement procurement plan and request form (Form a) Among the procurement submissions were: Construction requests, complete PP5) to the PDU by 1st of Morgue at Kibuku HC IV worth 10,000,0000/=Construction with all technical Quarter of the current of a 5-stance lined pit latrine at Kasasira C III worth requirements, to PDU FY: score 2. 18,000,000/= that cover all items in For FY 2018/2019 the DHO submitted Procurement request the approved Sector using Form PP1 on 24//9/2018 annual work plan and budget
Maximum 4 for this performance measure 13 4 The LG Health • Evidence that the The LG Health department had untimely certified and department has DHO/ MHO (as per recommended suppliers for payment as evidenced in the certified and initiated contract) certified and sampled payments below: payment for supplies recommended on time suppliers timely for M/s Wegalinkira Auto Dealers requested for payment of Shs payment: score 4. 4,220,000 on 13th/11/2018 for Repairs and Servicing of Health Sector Vehicles which was recommended for payment by DHO on 30th/5/2019 (150 days later) and paid Maximum 4 for this on 19th/12/2019 vide PV No. 10/06. performance measure M/s Mass Technologies Ltd requested for payment of Shs 29,999,850 on 3rd/01/2019 for construction of the District Medical Stores which was certified under certificate No. 1 and recommended for payment by DHO on 13th/3/2019 (69 days later) and paid on 19th/3/2019 vide PV No. 07/03..
M/s Kakinnee Enterprises Ltd requested for payment of Shs 1,778,941 on 10th/12/2018 for balance and Retention on construction of a 5- stance lined pit latrine at Kibuku HC 1V which was recommended for payment by DHO on 10th/04/2019 (111days later) and paid on 10th/04/2019 vide PV No. 01/04
Financial management and reporting 14 4 The LG Health • Evidence that the The department of Health submitted the annual performance department has department submitted report for the previous FY 2018/2019to Planner on 12/7/2019 submitted annual the annual reports (including all performance report for Submission of quarterly reports to Planner during FY quarterly reports) in the previous FY 2018/2019 was as follows: time to the Planning (including all four Quarter Date of submission Received Unit quarterly reports) to the Reference Planner by mid-July for consolidation: score 4 Q1 2/11/2018 2/11/2018 CR Maximum 4 for this Q2 28/1/2019 31/1/2019 CR performance measure Q3 25/04/2019 25/04/2019 CR
Q4 12/7/2019 12/7/2019 CR 15 2 LG Health department Evidence that the The LG Health department had 5 (five) audit queries of which has acted on Internal sector has provided one was raised in the 3rd Quarter and four in 4th Quarterly Audit recommendation information to the Internal Audit Reports for FY 2018/2019. (if any) internal audit on the status of The query raised in the rd Quarterly Internal Audit Report implementation of all was cleared by LGPAC as per their review meeting of audit findings for the 16th/10/2019 Agenda No. 3 Min.No.3/PAC/2019 Maximum 4 for this previous financial year performance measure The four queries raised in the 4th quarter were also cleared • If sector has no as per subsequent 1st Quarterly Internal Audit Report for FY audit query: Score 4 2019/2020 dated 15/10/2019 Ref. CR/250/1.
• If the sector has Total number and nature of queries raised: 05 provided information to Total number and nature of queries cleared: 05 the internal audit on the status of Total number and nature of queries pending: 00 implementation of all audit findings for the The nature of queries raised and cleared were as indicated previous financial year: below: Score 2 points Shs 1,350,000 unaccounted for by Walekwa Abel Wilson • If all queries are not (Senior Environmental Health Officer)
responded to Score 0 No hand washing facilities and poor disposal of of used vaccine vials in Tirinyi HCIII.
Lacked Health Information Assistant in Buseta HCIII.
Tirinyi HCIII in darkness due to broken Solar system.
The Performance Monitoring Charts were not up-dated.
Social and environmental safeguards 16 0 Compliance with • Evidence that There was evidence that the HUMCs considered the gender gender composition of Health Unit composition but it was not sufficient as seen from the HUMC and promotion Management sampled Health facilities below. A sample of 5 Health of gender sensitive Committee (HUMC) facilities had a Health Unit Management Committee (HUMC) sanitation in health meet the gender as mandated by laws of Uganda. Each HUMCwas required facilities. composition as per to have a minimum of 30% women in its structural guidelines (i.e. composition. At the time of assessment the gender minimum 30 compliance status in the HUMCs showed that only two out of five health facilities sampled (Kibuku HC IV and Kabweri HC Maximum 4 points % women: score 2 II) 40% were gender compliant (had at least 30% of their committee members women).
Kibuku HC IV-HUMC had 10 members (3 Female and 6 Male) 30% gender compliance.
Members: Kamba William C/Person; Mr Kyaita Difasi; Mr Gonansa Lawrence; Mr Masyale Sowedi, Ms Nankoma Harriet; Ms Adong Faith; Mr Taaya Julius; Mr. Ahamed Bumba, Hawa Nakyeya
Kirika hc III-HUMC had 7 members (2 Female and 5 Male) 29% gender sensitive
Members: Mr Kisense Richard C/Person; Mr Owino Jacob; Mr Kalosi Simon; Mr Wenene Beatrice; Mr Kanwaiko Stephen; Mr sawe Nathan; Ms Mugaba Mary
Kasasira HC III-HUMC had 8 members (2 Female and 6 Male) 25% gender compliant
Members: Mr Idube Yolamu; Mr Maka Silyvester; Mr Byaki George; Mrs Logose Abisagi; Mr Mawere Sam; Mr Wanyama S, Yusufu; Ms Logose Eunice; Mr Keno Charles Alan
Bulangira HC III-HUMC had 7 members (2 Female and 5 Male) 29% Gender compliant
Mr Nandago Dan C/Person; Mr Kindi Isaac; Mr Kateu Bernard; MS Nagatema Lydia; Mr Kiuluka Dauda; Ms Bangibasa Betty; Mr Wanyama Godfrey.
Kabweri HC II-HUMC had 9 members (5 Female and 4 Male) 56% Gender compliant.
Mr.Loda Francis C/Person; Mr.Tazenya Keffa; Mr. Meri Gideon; Ms Aryomo Suzan; Ms Gimbo Hadja; Ms Katooko Jane; Ms Namukose Ruth; Ms Aliya Marriam; and Mr Kairania Patrick 16 2 Compliance with • Evidence that the In circular letter dated 17th March 2019 communicated to all gender composition of LG has issued in-charges of health facilities, the DO issued some guidelines HUMC and promotion guidelines on how to on sanitation in Health facilities. The highlights of the circular of gender sensitive manage sanitation in letter include hand washing facilities, provision and labeling sanitation in health health facilities of latrines, and provision of continuous health education by facilities. including separating Health Assistants among others. Along with the circular letter facilities for men and he forwarded a copy of sanitation guidelines titled women: score 2. “Guidelines for Management of Sanitation in Health Units FY 2018/2019“. During the time of assessment each of the Maximum 4 points sampled health facilities each facility had separate latrine stances for Male and female clearly labeled “MALE” and “FEMALE”
17 2 LG Health department • Evidence that all At the time of assessment there was evidence that the health has ensured that health facility sector department was in a process of constructing a 5 guidelines on infrastructure projects stance latrine at Buseta HC III, and 3 placenta pits Bulangira, environmental are screened before Krika and Buseta HC IIIs. For each of these Projects there management are approval for was evidences that environmental and social safeguards had disseminated and construction using the been applied. Screening forms had been filled by the complied with checklist for screening Environmental Officer and Community Development Officer of projects in the on 4th October 2018 for Construction of a 5-stance latrine at budget guidelines and Buseta HC III; and another set was filled for construction of a where risks are Placenta pit at Kirika HC III signed on 4th October 2018. . Maximum 4 points for identified, the forms this performance include mitigation measure actions: Score 2
17 2 LG Health department • The environmental The Compliance Monitoring Report for Health sector Projects has ensured that officer and community FY 2018/19 was signed by Kaugule Joseph (EO) on 10thJuly guidelines on development officer 2019. The Projects covered under this compliance notice environmental have visited the sites to included: management are checked whether the disseminated and mitigation plans are 1. Construction of Placenta Pits at Kirika HCIII, Kasasira HC complied with complied with: Score 2 III, and Bulangira HC III,
2. Construction of a 5-stance VIP latrine at Buseta HC III
Maximum 4 points for 3. Remodeling Nalubembe HC III, construction of maternity this performance ward and OPD block. measure
18 4 The LG Health • Evidence that the The DHO through a circular letter dated 3rd July 2018 department has issued LG has issued forwarded “Uganda National infection, Prevention and guidelines on medical guidelines on medical Control Guidelines MoH 2013”. These guidelines address waste management waste management, Medical waste Management as part of measures for including guidelines prevention and control transmission of infections in health (e.g. sanitation charts, care settings. The guidelines were seen at the sampled posters, etc.) for facilities. Maximum 4 points construction of facilities for medical waste disposal2: score 4.
605 Water & Sanitation Kibuku Performance 2019 District
Summary of No. Definition of compliance Compliance justification Score requirements Planning, budgeting and execution 1 0 The DWO has • Evidence that the The District Water Department allocated 57% of the budget targeted allocations district Water department to sub counties with safe water coverage below the district to sub-counties has targeted sub- counties average in the budget for the current FY. The AWP for the with safe water with safe water coverage Water Sector was prepared on 18th July 2019, Ref: coverage below the below the district average CR/156/1. It was received on 26th July 2019 by Ministries of district average. in the budget for the Local Government and Ministry of Finance Planning and current FY: Economic Development.
o If 100 % of the budget The District Water Average Coverage for FY2019/2020 was Maximum score 10 allocation for the current 72% for this FY is allocated to S/Cs performance below average coverage: The areas below the District Water Average Coverage were: measure score 10 Kadama (71),Nandere(71),Kagumu(57),Kasasira(48),KibukuTC** o If 80-99%: Score 7 (60),Kirika(54),Nabiswa(51),Tirinyi(61)and Lwatama(58).
o If 60-79: Score 4 The Total Development Budget was UGX 409,200,200(this excludes money for toilets) (Ref. Development Budget for o If below 60 %: Score 0 the Water Sector, 2019/20).
The money targeted for areas below the District Water Average Coverage was as below.
Deep Hole Drilling 14No. (areas targeted that were below the district average water coverage were Nabiswa x 2, Kagumu x 2,Kirika x 1, Nandere x 2, Kasasira x 1) = (8/14)*308,700,002= 176,400,001
Retention on borehole drilling for FY2018/19= 0.654(percentage of funds spent on water stressed areas in FY2018/19)&*41,538,259= 26,999,868
Rehabilitation in Kasasira x2, Tirinyi x2, Lwatana x 2= (6/13)*41,431,939= 19,122,433
Quality Testing = 4,365,000
Assessment for Rehabilitation = 4,200,000
Fuel = (8/14)*9,165,000= 5,237,142
TOTAL = 231,957,000
Percentage = (231,959,000/409,400,200)*100= 57%
2 5 The district Water • Evidence that the The Water Department implemented 65.4% of the projects in department has district Water department areas below the Average District Water Coverage as implemented has implemented illustrated below. budgeted water budgeted water projects in projects in the the targeted sub-counties The District Average Water Coverage was 80% targeted sub- with safe water coverage The areas below the district average coverage are: Kabweri counties (i.e. sub- below the district average (75), Kadama (64), Nandere (62), Kagumu (55), Kasasira counties with safe in the previous FY. (66), Nankodo (51), Kibuku TC (61), Kirika (77), Nabiswa water coverage o If 100 % of the water (62), Tirinyi (63), Lwantama (54) below the district projects are implemented average) in the targeted S/Cs: The Development Budget was
Score 15 UGX 476,398,786
Maximum 15 points o If 80-99%: Score 10 The portion of Funds implemented in the areas below the for this district water coverage was as below illustrated: performance o If 60-79: Score 5 Boreholes in 11 areas that are below the district water measure o If below 60 %: Score 0 average coverage (Kagumu, Lwatama x 2, Nandere x 2 , Kadama, Tirinyi, Kabweri x 2, Kirika, Kasasira)
=(11/17)*380,181,132= 245,999,556
Retention money for FY2017/18:
In FY2018/19, areas which were below the district average coverage where projects were implemented were Lwantamo (Tirinyi) x 1, Tirinyi x 1, Kibuku x 2, Kagumu x 2, Kasasira x 1, Nankindo (part of Kasasirax1), Kadama x 1, Nandere (part of kadama x1, Kabwere x 2) = (12/17)*41,650,132= 29,400,093
Procurement of Borehole Spares to use in Nabiswax2, Kadamax2, Kagumu x 2, Kasasira x 1= (7/11)*28,299,282= 18,008,634
Labor for Rehabilitation =(7/11)*5,390,330= 3,430,210
Retention for Rehabilitation for FY2017/18 projects in Kagumu x 2, Bulangira x 3, Kasasira x 3 = (8/11)*3,368,961= 2,450,153
Water Quality Testing = 2,849,000
Assessment Visits = (7/11)*3,378,479= 2,149,941
Fuel portion = (11/17)*11,281,602= 7,299,860
Total = UGX 311,579,000
Percentage = (311,579,000/476,398,786)*100= 65.4%
Summary of Projects Implemented:
Siting, Drilling, Casting and Installation of 17 Boreholes Lot A under DWSCG
Ref:KIBU/605/wrks/18-19/00001
Project was awarded to Ms Icon Projects Limited at UGX 415,382,552
Siting, Drilling, Casting and Installation of 17 Boreholes Lot A under DDEG
Ref:KIBU/605/wrks/18-19/00002
Project was awarded to Ms. East Africa Boreholes Limited at UGX 146,681,322
Supply of Assorted borehole parts Lot A under DDEG
Ref: Kibu/605/SUPLS/18-19/00166
Contract was awarded to Ms. Water flow Civil and Technical Services Ltd at UGX 36,500,000 Supply of Assorted borehole parts Lot B under DWSCG
Ref: Kibu/605/SUPLS/18-19/00167
Contract was awarded to Ms. Kaso Investments Limited at UGX 24,350,000
Monitoring and Supervision 3 10 The district Water Evidence that the district There was evidence that the District Water Department department carries Water department has monitored each of the WSS facilities at least annually as per out monthly monitored each of WSS the monitoring reports below. monitoring of facilities at least annually. project investments The District Water office issued monthly reports from July in the sector • If more than 95% of the 2018 to June 2019. For Example on 10th August 2018, a WSS facilities monitored: monthly report was issued by the Civil Engineer- Water score 15 detailing the facilities monitored in areas of Bukatikoko, Bulangira, Kadoto, Kakunyumunyu, Kangalaba, Kabiriti, Maximum 15 points • 80% - 95% of the WSS Pulaka, and Kagondo. These had mainly boreholes. They for this facilities - monitored the functionality, non-functionality, water user performance committees, protection and operation and maintenance. measure monitored: score 10 Also on 12th November 2018, a monthly report was issued • 70 - 79%: score 7 by the Civil Engineer- Water detailing the facilities monitored • 60% - 69% monitored: in areas of Kabweri, Nabikabala, Buloki, Kagoli, Busiginyi, score 5 Katakopa, Bukatabala, Kitende and Molokochomo. These had mainly boreholes. They monitored the functionality, non- • 50% - 59%: score 3 functionality, water user committees, protection and operation and maintenance. • Less than 50% of WSS facilities monitored: score Further, on 5th April 2019, a monthly report was issued by 0 the Civil Engineer- Water detailing the facilities monitored in areas of Bumiza, Busikwe, Kanyolo, Nadoto, Minyani, Nalubembe, Namusita. These areas had boreholes, swallow wells and Valley Tanks. They monitored the functionality, non-functionality, water user committees, protection and operation and maintenance
As per the 4th Quarter report for the water sector submitted to the ministry of Water and Environment (Ref:CR/156/1) on 25th July 2019, unpaged sheet), Kibuku had a total of 585 facilities comprising of has a total of 1485 facilities comprising of (501 Boreholes 19 Shallow wells, 52 springs, 4 dams, 2 Valley tanks, 5 pumped pipe water system, and 2 rain water harvesting systems and all these were visited. 4 5 The district Water • Evidence that the district There was evidence that the District Submitted department has has submitted accurate/consistent data for the previous FY2018/2019 as submitted accurate/consistent data per the reports below in the various quarters. accurate/consistent for the current FY: Score 5 reports/ data lists of Quarter 1 report submitted on 10th October 2018 and water facilities as Received by MoWE on 17th October 2018 per formats Quarter 2 report submitted on 10th January 2019 and provided by MoWE Received by MoWE on 17th January 2019
Quarter 3 report submitted on 2nd April 2019 and Received Maximum 10 for by MoWE on 11th April 2019 this performance Quarter 4 report submitted on 18thJuly 2019 and Received measure by MoWE on 25th July 2019
4 5 The district Water • List of water facility There was evidence that the List of water facilities were department has which are consistent in consistent in both sector MIS reports and PBS. submitted both sector MIS reports accurate/consistent and PBS: score 5 It was contained in report prepared by the CAO on 25th July reports/ data lists of 2019 and submitted to the Ministry of Water and water facilities as Environment on 9th September 2019. It contained 23 per formats Form1s for the new boreholes in various areas such as provided by MoWE Kabweri, Lwantama, Kakutu, Bulangira,Kasasira, Buseta, Kadama, Tirinyi, Nabiswa, Nankodo, Kagumu, Nandere, Kitantalo and Kurika. These were captured on Form 1s.
Maximum 10 for Form 4 showed all the old facilities, their locations, source, this performance functionality and management. measure This corresponded with data from PBS contained in First Quarter Progressive report for FY2018/19 Page 80 where its highlighted that 23 deep hand pump boreholes were sited, drilled, casted and installed in various subcounties such as Bulangira, Kagumu, Kabweri, Kadama, Kirika, Tirinyi, and Kibuku.
Procurement and contract management 5 4 The district Water Evidence that the sector The sector submitted in put for the district procurement plan department has has submitted input for the to PDU that cover all investment items in the approved submitted input for district procurement plan to Sector annual work plan and budget on 30th April 2019. district’s PDU that cover all procurement plan, investment items in the The requisition submitted to the PDU on 30th April 2019 by complete with all approved Sector annual the DWO, showed a list of items to be included in the Annual technical work plan and budget on Consolidated Procurement Plan. It was complete with requirements, to time (by April 30): score 4 specifications, drawings and BOQs. The projects submitted PDU that cover all were: items in the Construction of Public Latrines in RGCs approved Sector annual work plan Deep Borehole drilling (Hand Pumps) (14no) and budget Rehabilitation of Deep Boreholes (13No) Maximum 4 for this performance measure
6 2 The district has • If the contract manager There was evidence that the Contract Manager was appointed Contract prepared a contract appointed, contract management plans prepared monthly Manager and has management plan and visits for the different WSS infrastructure projects as per the effectively conducted monthly site contract management plan conducted as illustrated below. managed the WSS visits for the different WSS contracts infrastructure projects as A letter from the CAO dated 22nd October 2018 appointing per the contract the District Water Officer, Mr. Nkabi Julius as the Contract management plan: score 2 Manager for Siting, Casting and Installation of Boreholes, Lot A and B, rehabilitation of Boreholes and protection of Maximum 8 points Springs. for this performance A contract Management Plan dated 8th January 2019 was measure prepared and signed by the DWO and Contractor. This was for the Siting, Drilling, Casting and Installation of 17No. Boreholes –Lot A. The purpose of the Contract Management Plan was to ensure standard and consistent management of the contract, key stakeholders and suppliers. It stated the roles and responsibilities of the DWO and Contractor. It also talked of stakeholder management, performance management and reporting schedules.
A contract Management Plan dated 10th January 2019 was prepared and signed by the DWO and Contractor. This was for the Siting, Drilling, Casting and Installation of 6No. Boreholes –Lot B. The purpose of the Contract Management Plan was to ensure standard and consistent management of the contract, key stakeholders and suppliers. It stated the roles and responsibilities of the DWO and Contractor. It also talked of stakeholder management, performance management and reporting schedules.
For the 17 Boreholes- Lot A, A siting report by DWO was issued on 18th March 2019 showing the site location details, expected water bearing, expected depth of fresh rock, maximum recommended borehole depth and recommended method of drilling. This was followed by a drilling report dated 20th May 2019 by the DWO showing how drilling was conducted in the different areas and at different dates and finally an installation report was issued on 20th May 2019 by the DWO showing when pump testing was done, the well yield, static water levels, pump installation depth for the different borehole sites.
For the 6 Boreholes- Lot B, a Siting report by DWO was issued on 4th February 2019 showing the site location details, expected water bearing, expected depth of fresh rock, maximum recommended borehole depth and recommended method of drilling. This was followed by a drilling report dated 20th May 2019 by the DWO showing how drilling was conducted in the different areas and at different dates and finally an installation report was issued on 20th May 2019 by the DWO showing when pump testing was done, the well yield, static water levels, pump installation depth for the different borehole sites.
Further a supervision report was issued on 10th May 2019 by the DWO showing the status of each site in various areas such as Nawojja, Nabiswa, Kajoko, Kagumu, Nabuli and Nadoto.
A practical completion certificate was issued on 25th June 2019 for the 17No boreholes. It was issued by the Contracts Manager, the DWO. Another practical completion certificate was issued on 20th June 2019 for the 6No boreholes. It was issued by the Contracts Manager, the DWO.
Also a progress report on the rehabilitation of 05No. deep hand boreholes was issued on 10th July 2018 showing works on the boreholes are complete.
Also a progress report on the rehabilitation of 11No. deep hand boreholes was issued on 28th June 2019 showing the works on the boreholes are complete.
Also a progress report on the rehabilitation of 16No. deep hand boreholes was issued on 28th June 2019 showing the works on the boreholes are complete.
6 2 The district has • If water and sanitation As per the BOQs, Specifications, Drawings, Interim reports, appointed Contract facilities constructed as per there was evidence that the sanitation facilities were Manager and has design(s): score 2 constructed as per the designs as per evidenced by reports effectively from the technical supervision teams. managed the WSS contracts Siting, Drilling, Casting of Boreholes –Lot A
A completion certificate was issued by the Contracts Manager- the Civil Engineer Water on 25th June 2019 Maximum 8 points showing that the boreholes have been constructed in for this accordance with specifications and conditions of the performance contract. measure Also a handover report from Icon Projects Limited dated 2nd November 2019 showed that the siting, drilling, casting and installation of 17No. boreholes in various areas such as Kenkubu P/S, Baganza, Nampoli, Natoto B, Budanya and Kiryolo was successfully done and all the hydrological survey, drilling, pump testing and water quality analysis reports were attached. This report was confirmed by the Contracts Manager, the Civil Engineer- Water.
Siting, Drilling, Casting of Boreholes –Lot B
A completion certificate was issued by the Contracts Manager- the Civil Engineer Water on 20th June 2019 showing that the boreholes have been constructed in accordance with specifications and conditions of the contract.
Also a handover report from East African Boreholes Limited dated 29th November 2019 showed that the siting, drilling, casting and installation of 6No. boreholes in various areas such as Nabiswa, Kagumu, Nankodo, Tirinyi was successfully done and all the hydrological survey, drilling, pump testing and water quality analysis reports were attached. This report was confirmed by the Contracts Manager, the Civil Engineer- Water.
Also as per the field visits by the assessment team on Kiryolo II, Bukomolo, Buwumo, and Kitantalo Boreholes, as per BOQ section no. 3.1 and 3.2, it was noted that the construction of the Hand Pump platform and installation of the U3M Hand Pump Head were successfully done. 6 2 The district has • If contractor handed There was evidence that the contractor handed over the appointed Contract over all completed WSS completed WSS facilities as evidenced below. Manager and has facilities: score 2 effectively A Handover report from M/s. Icon Projects Limited dated 2nd managed the WSS November 2019 showed that the siting, drilling, casting and contracts installation of 17No. boreholes in various areas such as Kenkubu P/S, Baganza, Nampoli, Natoto B, Budanya and Kiryolo was successfully done and all the hydrological survey, drilling, pump testing and water quality analysis Maximum 8 points reports were attached. This report was confirmed by the for this Contracts Manager, the Civil Engineer- Water. performance measure A hand over report from East African Boreholes Limited dated 29th November 2019 showed that the siting, drilling, casting and installation of 6No. boreholes in various areas such as Nabiswa, Kagumu, Nankodo, Tirinyi was successfully done and all the hydrological survey, drilling, pump testing and water quality analysis reports were attached. This report was confirmed by the Contracts Manager, the Civil Engineer- Water.
6 2 The district has • If DWO appropriately There was evidence that the DWO appropriately certified all appointed Contract certified all WSS projects WSS projects and filed completion reports as per Manager and has and prepared and filed illustrations below. effectively completion reports: score 2 managed the WSS Siting, Drilling, Casting of 17 no. Boreholes –Lot A contracts An interim certificate was raised on 17th June 2019 by the Civil Engineer –Water and signed by the District Engineer showing that works had been completed. Also on the same Maximum 8 points date, a status report was issued by the Civil Engineer Water for this showing that the work on 15 no. boreholes was complete performance and thus the contractor can be paid. An interim certificate for measure the two remaining boreholes was issued later on 28th June 2019 after they had been completed too.
A completion certificate was issued by the Contracts Manager- the Civil Engineer Water on 25th June 2019 showing that the boreholes have been constructed in accordance with specifications and conditions of the contract.
Siting, Drilling, Casting of 6 No. Boreholes –Lot B
An interim certificate was raised on 20th June 2019 by the Civil Engineer –Water and signed by the District Engineer showing that works had been completed. Also on the same date, a status report was issued by the Civil Engineer Water showing that the work on the boreholes was complete and thus the contractor can be paid.
A completion certificate was issued by the Contracts Manager- the Civil Engineer Water on 20th June 2019 showing that the boreholes have been constructed in accordance with specifications and conditions of the contract. 7 3 The district Water • Evidence that the The DWO timely certified and recommended suppliers for depart- ment has DWOs timely (as per payment as per the following sampled payments. certified and initi- contract) certified and ated payment for recommended suppliers M/s East Africa Bore holes Ltd requested for payment of Shs. works and supplies for payment: score 3 points 146,681,322 on 19/6//2019 for Drilling & Installation of 6(six) on time bore holes which was certified under certificate No. 1 and recommend for payment by District Water Officer on Maximum 3 for this 20th/6/2019 and was paid on 24th/6/2019 vide PV No. performance 17/6/2019. measure M/s ICON Projects Ltd requested for payment of Shs 43,981,679 on 25th/6/2019 for Siting, Drilling, Casting & Installation of two (2) bore holes under Lot 1 A in Kibuku District which was certified and recommended for payment by the DWO on 28th/6/2019 and was paid on the same day vide PV No. 30/06/19.
M/s Rainkain General Consult Ltd requested for payment of Shs 2, 998,662 on 28th/6/2019 for Protection of Spring Well at Kajoko (Kabusule village) which was certified under certificate No. 1 on 28th/6/2019 and paid on the same day.
Financial management and reporting 8 5 The district Water • Evidence that the The department submitted the annual performance report for department has department submitted the the previous FY 2018/2019 on 25/7/2019 submitted annual annual performance report reports (including for the previous FY But according to District Planner, the Water department all quarterly (including all four quarterly submits quarterly reports directly to the MOWE and not to reports) in time to reports) to the Planner by Planner. the Plan- ning Unit mid-July for consolidation: score 5
Maximum 5 for this performance measure
9 3 The District Water • Evidence that the sector The LG Water department had 2 (two) audit queries raised in Department has has provided information to the 1st Quarterly Internal Audit Report for FY 2018/2019 acted on Internal the internal audit on the which was cleared as per the 3rd Quarterly Internal Audit Audit status of implementation of Report dated 15th/04/2019 Ref. CR/250/1 recommendation (if all audit findings for the any) previous financial year Total number and nature of queries raised: 02
o If sector has no audit Total number and nature of queries cleared: 02 query score 5 Maximum 5 for this Total number and nature of queries pending; 00 performance o If the sector has provided The nature of the queries raised was as indicated below: measure information to the internal audit on the status of No functional in Shallow Well in Kirika Sub county. implementation of all audit findings for the previous No functional Bore hole at Bugobera Village. financial year: score 3
If queries are not responded to score 0 Governance, oversight, transparency and accountability 10 3 The district • Evidence that the The Council Committee responsible for Water under initially committee council committee Finance Administration Works and Technical services responsible for responsible for water met chaired by Hon Mukama Kasolo Willy Chairperson, met and water met, and discussed service discussed service delivery issues. For instance, the meeting discussed service delivery issues including of 14th September 2018 Under MIN 3/FASW/FY 18-19 delivery issues and supervision reports, Presentation and Discussion of 4th Quarter Sector presented issues performance assessment Performance Reports. that require results, LG PAC reports approval to Council and submissions from the During the meeting the DWO reported that the sector District Water and received 258,736,708 under development projects, non Sanitation Coordination wage recurrent as well as projects under DDEG Committee (DWSCC) etc. Maximum 6 for this The DWO presented activities implemented during the during the previous FY: performance quarter that included: Conducting extension staff meetings, score 3 measure submission of 3rd Quarter reports to MOWE, conducting (District Water Supply and and Sanitation Coordination Committee (DWSSCC)meetings, paid for rehabilitation of boreholes and also paid for retention of boreholes.
During Council Meeting of 28th September 2018 a new committee of Works and Technical services was created that would be responsible for Water among others under Minute 4/KDC/FY 2018-2019 Selection and Consideration of Standing committee Members
The meeting of 12th March 2019 Chaired by Hon. Kiirya Jonathan Chairperson under MIN 5/WTS/FY 18-19 Presentation and Discussion of Water Quality test and Water Sector Performance Report
The DWO reported that tests on some selected water sources were conducted with the purpose of acquiring information on the quality and safety of those waters. The exercise was conducted on 14 boreholes in the four sub- counties of Tirinyi, Lwatama, Buseta and Kadama. 10 3 The district • Evidence that the water The meeting of 23rd May 2019 under MIN 5/WTS/FY 18-19 committee sector committee has Presentation and Discussion of Sectoral Priorities and responsible for presented issues that Budgets for FY 2019/20. water met, require approval to discussed service Council: score 3 The DWO presented a draft budget of shs. 952,000,000 for delivery issues and implementation of various activities under the water sector to presented issues the committee which was approved and subsequently that require recommended for Council Approval and was subsequently approval to Council approved by Council on 31 May 2019 under Minute 2/KDC/FY 18-19
The meeting of 12th March 2019 made the following Maximum 6 for this recommendations for Council Approval performance measure The district should create a contingence fund under water to facilitate repair and rehabilitation of broken holes
The district should plan for sanitation facilities including dumping and toilet facilities for all the growing rural trading centers in the district
The district should reinstate chlorine dispensers in all boreholes without them and also continue sensitizing communities on their proper use.
.
11 2 The district Water • The AWP, budget and There was evidence that the AWP budget and the Water department has the Water Development Development grant releases and expenditures were shared information grant releases and displayed on the District Notice Board at the time of the widely to the public expenditures have been assessment. to enhance displayed on the district transparency notice boards as per the The following releases were also displayed on Notice PPDA Act and discussed Boards quarterly. at advocacy meetings: 1st Quarter Development Budget amounting to UGX score 2. Maximum 6 points 156,799,595 was released and it was displayed on the for this Notice Board on 6thAugust 2018 performance measure 2nd Quarter Development Budget amounting to UGX 158,799,595 was released and it was displayed on the Notice Board on 15th January 2018
UGX Development Budget amounting to UGX 158,799,595was released and it was displayed on the Notice Board on 15th April 2019
UGX 7,962,482 as Non Wage was released and it was displayed on the Notice Board on 25th July 2019. 11 2 The district Water • All WSS projects are There was evidence that the projects were clearly labeled department has clearly labelled indicating indicating the name of the project, date of construction, the shared information the name of the project, contractor and source of funding. This was as per the visits widely to the public date of construction, the carried out by the Assessment Team. to enhance contractor and source of transparency funding: score 2 Kiryolo II Borehole: Its labeled as follows
Date of Construction: 05/06/2019
Maximum 6 points Borehole no. DWD-69604 for this FY:2018/19 performance measure Funded By: DWSCG
Contractor: ICON PROJECTS LIMITED
Bukomolo Borehole: Its labeled as below.
Date of Construction: 02/05/2019
Borehole no. DWD-69603
FY:2018/19
Funded By: DWSCG
Contractor: ICON PROJECTS LIMITED
Kitantalo Borehole: Its labeled as below.
Date of Construction: 01/04/2019
Borehole no. DWD-69606
FY:2018/19
Funded By: DWSCG
Contractor: ICON PROJECTS LIMITED
Buwumo Borehole: Its labeled as below.
Date of Construction: 30/04/2019
Borehole no. DWD-69603
FY:2018/19
Funded By: DWSCG
Contractor: ICON PROJECTS LIMITED 11 2 The district Water • Information on tenders There was evidence that the information on tenders and department has and contract awards contract awards was displayed on Notice Boards as per the shared information (indicating contractor name availed best evaluated bidder notices below: widely to the public /contract and contract sum) to enhance displayed on the District Supply of assorted borehole spare parts Lot A under transparency notice boards: score 2 DWSCG
Best Evaluated Bidder Notice was signed by the Deputy CAO on 21st February 2019. Maximum 6 points for this Date of Display was 21st February 2019 performance Date of Removal was 07th March 2019 measure Best Evaluated Bidder: Ms. Water flow Civil and Technical Services Ltd at UGX 36,500,000.
Supply of assorted borehole spare parts Lot B under DDEG
Best Evaluated Bidder Notice was signed by the Deputy CAO on 21st February 2019.
Date of Display was 21st February 2019
Date of Removal was 07th March 2019
Best Evaluated Bidder: Ms. Kaso Investment Limited at UGX 24,350,000.
Siting, Drilling and Pump Testing of Boreholes (17No.) Lot A under DWSCG
Best Evaluated Bidder Notice was signed by the PAS on 14th September 2018
Date of Display was 14th September 2018
Date of Removal was 27th September 2018
Best Evaluated Bidder was Ms. Icon Projects Limited at UGX 415,382,522
Siting, Drilling and Pump Testing of Boreholes (6No. Lot B under DDEG)
Best Evaluated Bidder Notice was signed by the PAS on 14th September 2018
Date of Display was 14th September 2018
Date of Removal was 27th September 2018
Best Evaluated Bidder was Ms. East Africa Boreholes Ltd at UGX 146,681,332 12 1 Participation of • If communities apply for There was evidence that the LG received applications for communities in water/ public sanitation water in the FY 2019/20. WSS programmes facilities as per the sector critical requirements There was an application for a borehole from Kakubeke (including community Village, Kakutu Parish, Kakutu Sub County and the contribu- tions) for the community paid UGX 200,000 as a contribution towards the Maximum 3 points current FY: score 1 borehole drilling as per receipt no. 891 dated 14th October for this 2019. performance measure There was also an application for a borehole from Katyaime Village, Katyaime Parish, Nandere Sub County and the community paid UGX 200,000 as a contribution towards the borehole drilling as per receipt no. 881 dated 26th August 2019.
12 2 Participation of • Water and Sanitation There was sufficient evidence of a functional water and communities in Committees that are sanitation committees as evidenced below. WSS programmes functioning evidenced by either: i) collection of O&M There was a training report issued on 12th November 2019 funds, ii( carrying out showing the training of water user committees at Buseta preventive mainte- nance Village. The objective of the training was to give participants Maximum 3 points and minor repairs, iii) the roles and responsibilities of the committees and the for this facility fenced/protected, or critical requirements for safe water. By the end of the training performance iv) they an M&E plan for the user committee members were able to understand the measure the previous FY: score 2 importance of memorandum of understanding signed between communities, sub counties and districts, Note: One of parameters meaningful involvement of women, community contributions above is sufficient for the , operation and maintenance and settling of disputes. The score. training was attended by 20 members.
Another training report was issued on 28th December 2018 showing the training of User Committee on critical requirements in Goli Goli Sub county. The objective of the training was to give participants the roles and responsibilities of the committees and the critical requirements for safe water. By the end of the training, the user committee members were to appreciate the importance of payment of community contribution fees, donation of land and to come up with a committee to ensure operation and maintenance of the facilities.
Also there was training of the Water User committee members of Nabuli one, Kagumu II and Nawojja villages on 21st January 2019. The topics covered ranged from land agreements, hygiene and sanitation, community contributions and gender issues. The community had already banked the community contribution fees.
Social and environmental safeguards 13 2 The LG Water • Evidence that Buganza borehole drilling. department has environmental screening devised strategies (as per templates) for all Screening was done on 8th October 2018 by DEO. for environmental projects and EIAs (where Environment and Social Mitigation Plan was done on 8th conservation and required) conducted for all October 2018 by DEO and Civil Engineer - Water. management WSS projects and reports Environmental and Social Mitigation Certification form was are in place: score 2 issued on 28th June 2019 by the DEO and DCDO.
Maximum 4 points Kiryolo II borehole drilling. for this Screening was done on 1st October 2018 by DEO. performance Environment and Social Mitigation Plan was done on measure 1stOctober 2018 by DEO and Civil Engineer - Water.
Environmental and Social Mitigation Certification form was issued on 28th June 2019 by the DEO and DCDO
Buyembe borehole drilling.
Screening was done on 2nd October 2018 by DEO. Environment and Social Mitigation Plan was done on 2nd October 2018 by DEO and Civil Engineer - Water.
Environmental and Social Mitigation Certification form was issued on 28th June 2019 by the DEO and DCDO. 13 1 The LG Water • Evidence that there has The issued completion certificates provided evidence that department has been follow up support follow up support was provided in case of unacceptable devised strategies provided in case of environmental concerns. In other words all projects are for environmental unacceptable cleared by the Environmental officer in regards to conservation and environmental concerns in environment issues. management the past FY: score 1 Below are some of the issued certificates of sampled projects:
Maximum 4 points Environmental and social mitigation completion certificate for this form for Buyemba borehole drilling project dated 28th June performance 2019 and signed by DEO and DCDO. measure The implementation of environmental and social mitigation plans was achieved during the project implementation.
The environmental and social mitigation plans stipulate what included in the BOQ to be implemented by the contractor. The environmental and social mitigation measures implemented include trees planting, site clearing, drainage establishment, social inclusion among others complied by DEO and DCDO.
Environmental and social mitigation completion certificate form for Kiryolo II borehole drilling project dated 28th June2019 signed by DEO and DCDO.
The implementation of environmental and social mitigation plans was achieved during the project implementation.
The environmental and social mitigation plans stipulate what included in the BOQ to be implemented by the contractor. The environmental and social mitigation measures implemented include trees planting, site clearing, drainage establishment, social inclusion among others complied by DEO and DCDO
13 0 The LG Water • Evidence that There was no evidence that construction and supervision department has construction and contracts had a clause on environmental protection devised strategies supervision contracts have for environmental clause on environmental conservation and protection: score 1 management
Maximum 4 points for this performance measure 14 3 The district Water • If at least 50% WSCs There was sufficient evidence that at least 50% of the WSCs department has are women and at least were women and occupying key positions as per sampled promoted gender one occupying a key WSCs below. equity in WSC position (chairperson, composition. secretary or Treasurer) as Natoto B Borehole: 9Members, 6Women and 3 Men. 67% per the sector critical Women. Maximum 3 points requirements: score 3 for this Kitantalo II Borehole:50% were Women and the Vice performance Personwas a Woman measure Nanzerena Village Borehole: 9 Members: 5 Women and 4 Men. 56% were Women and the Vice Chairperson and Treasurer wereall Women
15 3 Gender and • If public sanitation The Public Sanitation facilities visited had all the special needs- facilities have adequate requirements. For Example. sensitive sanitation access and separate facilities in public stances for men, women The Public Toilet at Mikombe Primary School.( constructed places/ and PWDs: score 3 2014) had separate Stances for Boys and Girls. For the Boys, It had 5 Stances. It was labeled, had a ram and a RGCs provided by provision for PWDs. For the Girls, it had 5 Stances, labeled, the Water had a ram and a provision for PWDs. Department.
Maximum 3 points for this performance measure