DEPARTMENTS
ADMINISTRATION
EPIDEMIOLOGY AND DISEASE CONTROL
HOSPITAL EQUIPMENT AND MAINTANANCE
HOSPITAL PLANNING AND PROJECTS CO-ORDINATION
Mission
To ensure that the planning, development and maintenance of the infrastructure of Zimbabwe's Public Health Services is undertaken in the most effective and efficient way to deliver services that are equitable, accessible and of quality care that is sustainable.
Table of Contents
1. Objectives
2. Department Functions
3. General Management Functions
4. Infrastructure Development Planning and Management
5. Implementation Planning and Construction Management
6. Estate Management
7. Further Information
Objectives
The organization of the Hospital Planning and Projects Co-ordination (HPPC) emphasises on decentralisation involving provinces, districts and communities in decision making and implementation. The objectives of the department are:
- To facilitates a multi-professional approach to management, operational and planning issues.
- To clearly define the roles and responsibilities of the members of the organization, the structure of the different management and planning teams at Central, Province and District level and the position of these teams in the hierarchy with particular attention to capital asset management.
- To ensure efficiency, effectiveness, continuity and operational reliability.
Department Functions
The principal functions of the Infrastructure and Physical Planning Development (PPD) are:
- General Management Functions
- Infrastructure Development Planning and Management
- Implementation Planning and Construction Management (including the provision of all necessary supporting services to health facilities such as piped water, sanitation and communication systems)
- Estate Management (including Maintenance Systems)
- Provide guidance on the general policy direction for MOHCW for interpretation on the resource allocation on the Public Sector Investment Programme (PSIP) and the National Three Year Rolling Plan (TYRP) as well as on other programmes within the Ministry.
- Preparation of reports and documents required by the Government or Organisations providing donor funds to the Family Health Projects, Sexually Transmitted Diseases and all other donor supported capital projects.
- Review tenders for all procurements under Family Health projects and Sexually Transmitted Diseases projects. Adjudicate, purchase and ensure distribution to users for the same projects.
- Accounting for the finances under the Family Health Projects and the Sexually Transmitted Diseases projects. Maintenance of projects accounts and preparation of periodic statements for the MOHCW, the World Bank and other supporting donors in line with signed loans and grant agreements respectively.
- Ensuring the provision of required back-up administrative, commodity and technical support to component managers and heads of departments at all levels to enhance project implementation.
Infrastructure Development Planning and Management
- Manage and co-ordinate the preparation of the infrastructure planning components of the Public Sector Investment Programme (PSIP) and the National Three Year Rolling Plan (TYRP).
- Plan and organise a National Audit of Health Care Services and Facilities (including fixed equipment).
- Co-ordinate the assessment and analysis of the outcome of the audit and maintain the continuous updating of health data and information on health institutions (services, facilities and medical equipment).
- Co-ordinate the preparation of District, Provincial and National Infrastructure Development Plans.
- Establish and maintain an HPPC Infrastructure development Planning and Management Procedures Manual.
- Co-ordinate the elaboration of standards and norms on buildings and guidelines for functional planning and dimensioning of health care facilities
- Provide training to the HPPC staff and their counterparts at Province and District level in infrastructure development planning and management.
Implementation Planning and Construction Management
- Co-ordination and management of civil works activities required for the civil works components of the PSIP, TYRP and other donor supported capital projects covered by the MOHCW.
- Co-ordination and management of commissioning activities required for the above, including project implementation, tender documentation, procurement and project supervision.
- Reviewing implementation plans and facilities budget estimates for all project components at all levels of the health sector nationally, in provinces and districts.
- Co-ordinate the preparation of functional briefs (specifying the user requirements) site selections, architect's briefs (including conceptual sketch designs) and environmental control plans for the civil works components of the TYRP taking into account financial staffing and other possible constraints.
- Prepare cost estimates and keep the TMT fully informed of cost development and cost implications of alternative design options for the various planning activities and civil works projects.
- Formulate Terms of Reference for feasibility studies, master plan studies and other studies (financial studies, referral studies for assessing the health services utilisation, functional studies, technical evaluations, soil investigations, technical staff recruitment , etc) when required for the project preparation and management.
- Co-ordinate prequalification of Consultants and Contractors, bidding procedures, evaluations of bids and contract documents for contracting of design and site supervision works.
- Co-ordinate the administration and the control of the performance of the Consultants for the design, site supervision and for the equipment commissioning. Acting from time to time as Client/User representative at site meetings, final inspections, hand over meetings, etc.
- Report to the TMT and explain variation orders, cost implications and justifications for these as well as any issue which may arise. Review variation orders and clear payments and certificates payable to Contractors, suppliers, design Consultants and site supervision Consultants before the payment settling by HPPC. Organise the disbursement of funds to the provincial and district levels when applicable.
- Prepare and continuously update detailed construction and rehabilitation time schedules, project budgets and cash flows, and annual budgets for civil works managed by the HPPC.
- Co-ordinate the rectification of snags with the time schedule for the commissioning. Co-ordinate the checking of compatibility of equipment and furniture with the physical facilities being provided.
- Prepare monthly and quarterly progress reports (financial and technical) based on the information supplied form provinces and districts and MLGNH.
- Co-ordinate the checking of all variations, extra works, fluctuations, financing charges etc and prepare the final cost reports for the different projects.
- Establish and maintain an HPPC Infrastructure Management Procedures Manual and establish the HPPC Standard Bidding Documents (including standard contracts) for design and construction.
- Adapt the existent financiers guidelines (WB, ADB-ADF, DANIDA, NORAD , etc) and standard bidding documents for preparing standard documents (for MoHCW) in computer based forms (files) for tendering and contracting of design Consultant's services, supervision of works as well as construction works.
- Provide training to the HPPC staff and their counterparts at Provincial and District level in health infrastructure planning (functional and technical) and implementation, contract administration and procurement of works/equipment.
- Establish a suitable computer based system for contract management (construction and consultants) and facility management (combined system for computer aided design and building operation/maintenance management) and providing training to HPPC staff on the operation of the software tools for the management.
Estate Management (including Maintenance Systems)
- Co-ordinate the assessment of the technical status of buildings and medical equipment based on the outcome of the National Audit of Health Care Services and Facilities (including fixed equipment).
- Analyse the maintenance cost of buildings and medical equipment and establish a maintenance cost control program.
- Evaluate the present maintenance organization and resources (staff, workshops, equipment and stores) of the MNGNH and elaborate of a strategy for establishment of a decentralised maintenance organisation (also including maintenance of medical equipment) managed by the MOHCW and based on contracting out of services when appropriate.
- Co-ordinate the analysis and determination of future provisions of facilities (workshops, stores, offices , etc) equipment and staffing by field, skill and shift for the maintenance operation (also including medical equipment) in different provinces, districts and communities.
- Co-ordinate the calculation of maintenance budgets, identify the needs of capital investment for coming years and organise the disbursement of funds to the provincial and district levels.
- Co-ordinate the elaboration of standards and guidelines for management and maintenance of health care facilities and medical equipment.
- Establish and maintain standard programs for preventive and routine maintenance standard environmental control plans, standard quality assurance programs and the HPPC Standard Bidding Documents (including standard contracts) for maintenance and service contracts (also including fixed equipment).
- Review lists of requirements of medical equipment and supplies to ensure that specifications and cost estimates are accurate for all upgraded and new health institutions in the country.
- Establish and maintain an HPPC Facility Management Procedures manual including methods and policies for budgeting, procurement, scheduling of work, staffing, training, computerization of administrative and engineering services, maintenance protocols, safety and normative controls, quality control, environmental control, etc (also including fixed equipment).
- Provide training to the HPPC staff and their counterparts at Province and District level in facilities management and maintenance operation.
- Prepare annual bids for staff housing in close liaison with the Provinces and Districts.
| Director HPPC Department email: HPPC Tel.: +263-4-730011 Fax: +263-4-793634 |