SYNTHESIS OF MANAGEMENT TOOLS RP AND THEIR PROCEDURES

Transcription

1 SYNTHESIS OF MANAGEMENT TOOLS RP AND THEIR PROCEDURES Name of Tool MoU HI- (including attached Job Descriptions PT ) Job Description PTs Job Description Head of PTs Job Description of Cleaner of PT Procedure Frequency of distribution MoU AND JOB DESCRIPTIONS 2. 4 prints paraphed+signed by and Hrt copies to RP/PT 4. Scan and classify on Computer 5. copy of scanned document to /Hrt 2. 6 prints paraphed+signed by PTs+RPM 3. 2 copies to RP/PT 4. Scan and classify on Computer 5. copy of scanned document to /Hrt 2. 3 prints paraphed+signed by Head of PT+RPM 3. 2 copies to RP/PT 4. Scan and classify on Computer 5. copy of scanned document to /Hrt 2. Explain Job Description to Cleaner 3. 3 prints paraphed+signed by Cleaner+RPM 4. 2 copies to RP/PT 5. Scan and classify on Computer 6. copy of scanned document to /Hrt No. (to be) signed / transmitted 4 Originals 2 Scans 6 Originals 3 Scans 3 Originals 3 Scans 3 Originals 3 Scans Receptors Original: HI, HI,, MoPlanning. Scan: HI, HI HI HRT, PTs (4), Scan: Admin HI KBL, HI, HI HI HRT, Head of PT,. Scan: Admin HI KBL, HI, HI HI HRT, Cleaner, Scan: Admin HI KBL, HI, HI Date of implementation July 27, 2005; August 14, 2005 (Amendment Job Descriptions) July 27, 2005; August 14, 2005 (Amendment) July 27, 2005; August 14, 2005 (Amendment) July 27, 2005 Date of renewal

2 PURCHASES + DONATIONS 1. Fill in Proforma Request on Computer 2. 2 Prints 3. Sign (Applicant ID+Financial officer can be Proforma Requests signed by RPM/RPA). (needed for 4. Transmit 1 print to Log Dpt. Ongoing to Log amounts higher 5. Show 1 print to RPM (if request done by than 100 USD) RPA) and classify in folder. 6. Follow up the request, choose from the 3 quotations delivered by log dpt. 7. Fill in purchase request 1. Fill in Purchase Request on Computer 2. 2 Prints 3. Sign (RPA can only sign Applicant ID). 4. Transmit Request to RPM for Financial Officer signature (in absence, submit to for Purchase Requests Ongoing to Log signature). 5. Transmit 1 print to Log Dpt. 6. Show 1 print to RPM (if request done by RPA) and classify in folder. 7. Follow up the request. 1. Put item/quantity per item/total amount of donation/date and adapt text of introduction Prints signed by Head PT+RPM/RPA Donation 3. The 4 Prints are signed by Admin Ongoing Certificates 4. Prints go to: RP, Admin HI, PT, 5. Scan and classify on Computer 4 Originals 2 Scans Original: RP, Log HI HRT Original: RP, Log HI HRT Original: RP, Admin HI HRT, PT, Scan: Log HI KBL, Admin HI KBL Summer 2005 New procedure since August 05

3 Attendance Sheet PT Attendance Evaluation PT Monthly Payment Sheet Support PT INCENTIVES PAYMENT PT CENTRE AND SALARY TEACHER 1. Draw up monthly attendance sheet (starting on 26th of current month, finishing on 25th of next month). 2. On 25th of each month: bring new sheet to PT centre and collect current one (if 25th is a Friday, it will be collected on 24th; if 25th is 25th of each Original: RP Saturday, it will be collected on 26th). month to PT Copy: PT 1 Copy 3. Calculate required monthly attendance. 4. Calculate real attendance of each PT (attendance before 8 a.m will not be counted; additional presence for Continuing Education will be counted; no bonus system from one month to another.) 5. Establish attendance evaluation sheet on Computer. 6. Fill in monthly payment sheet in function of atttended hours and compliance to job description (2 prints) 7. Get cash advance from HI Admin. 8. Pro rata payment and signature staff PT centre+rpm/rpa. 9. to PT 10. Stamp the other original (Date, PCAF, PCAS, signature), transmit it to HI Admin and clear the cash advance copies for RP/ 12. Scan and classify Monthly Payment Sheet on Computer. 1. Ongoing updating by RPM 2. RPA transmits his data of previous month by 4th of following month to RPM. 3. RPM synthesizes data. 4. data to, Hrt, SARC 5. 2 prints for, PT every month to PT (soft copy) every month to HI Admin/PT every month to,, Hrt, SARC, PT 1 Copy 3 Soft Copies Original: RP Soft Copy: PT HI HRT, PT Copy: RP, Hard Copy:, PT Soft Copy: HI, HI, SARC (donor or others as required) April-05 April-05 February-05 25th of each month 25th-26th of each month 26th-27th of each month Mid of each month.

4 Payment sheet Computer/English Course 1. At beginning of each month, RPA collects attendance sheet of courses. 2. RPA verifies amount of hours taught and analyses attendance. 3. RPA fills in monthly payment sheet according to hours taught prints 5. RPA gets cash advance from HI Admin. 6. Payment and signature of payment sheet by Teacher+RPA. 7. Give one original to teacher. 8. Stamp the other original (Date, PCAF, PCAS, signature), transmit it to HI Admin and clear the cash advance copy of payment sheet to RP copy of attendance sheet to PT centre. every month to HI Admin, Teacher 2 x 1 Copy HI HRT, Teacher Copy: RP Copy Attendance Sheet: PT Mid of each month.

5 Inventory List Consumables PT Inventory List PT (exc. Consumables) INVENTORY 1. Original is fixed inside the consumables cupboard on door. 2. Updating by PTs each time they remove an item. 3. Regular check by Head of PT 4. Head of PT requests renewal of stock as at end of each necessary. project cycle to 5. RP replies according to budgetary RP, PT possibilities. 6. Random check of list by RPA. 7. Head of PT recounts, computerizes and signs current status at end of each project cycle and transmits it to RP. 1. Complete inventory check at end of each project cycle or in case of change of head of PT. 2. Update computerized inventory list. 3. Put code and HI sticker on item where necessary. 4. Signature of 3 Originals: a) if end of project cycle: signature head of At end of each PT+RPA. project cycle (or if b) if change of head of PT: signature of Head of PT old+new head of PT and of witness of admin changed) to RP,. PT, Admin 5. Oringinals to HI RP, PT, Admin. 6. RPA scans original, classifies it in RP and transmits soft copy to PT. 7. IN CASE OF RMOVAL / ADDITION OF AN ITEM: only update computerized inventory list and put code and HI sticker on item. 3 Originals 2 Scans Originals: RP, PT Copy: at request New procedure (Admin HI KBL, since August 05 Log HI KBL, HI, HI Coord) Originals: RP, PT, Admin Copy: at request New procedure (Admin HI KBL, since August 05, Coord) Scans: PT, Log HI KBL At end of each project cycle (start September 05, start January 06 etc.) At end of each project cycle (start September 05, start January 06 etc.)

6 1. Burns Ward transmits signed form including quantity of each item needed to PT every Thursday. 2. Head of PT replies according to possibilities of stock. He signs form by indication which quantity of each requested item is really Burns Consumables transmitted. Transmission List 3. Transmission of consumables each Weekly Graph for Cons Saturday. Rhytm 4. When form is full, i.e. after each month, head of PT transmits the form to RP who makes 3 copies (RP/PT, Admin ). 5. Head of PT informs HI RP about his needs. 6. HI RP replies according to budgetary possibilities. 7. RP establishes monthly Graph to monitor consumption rhytm. 1. Original is fixed on door of RP cupboard. 2. Updating by RPM/RPA each time an item is removed. 3. Make donation certificate if item is for PT Inventory List RP. Ongoing 4. Fill up stock by time. 5. RPA recounts, computerizes and signs current status every 3 months and fixes 1 print at door of cupboard. Statistics Monthly Treatment Statistics 1. PTs fill in Monthly Treatment Statistics and transmit them to Head of PT. 2. Head of PT checks the Forms and transmits them to RPA nlt mid of next month. 3. RPA compares data of registration book with received data (no. of inpatient/outpatient treatments; no. of new inpatients/outpatients). Monthly 4. In case of irregularities, the RPA informs the RPM. 5. RPA synthesizes the data on computer and transmits data to RPM. 6. RPM compiles data for reports. 7. End data transmitted to PT centre. 3 Copies 1 Copy Original: Burns Ward, Admin Graph:, PT, HI, HI Juin 2005 Originals: RP Copy: at request (Admin HI KBL, July-05 Log HI KBL, HI, HI ) Original: RP Copy of compiled data:, at request and in reports Weekly At end of each project cycle (start September 05, start January 06 etc.) 2003 Monthly