the united republic of tanzania ministry of works, … · 2018. 10. 18. · the united republic of...

THE UNITED REPUBLIC OF TANZANIA

MINISTRY OF WORKS, TRANSPORT AND COMMUNICATION

SUPPLY, CUSTOMIZATION AND IMPLEMENTATION OF ELECTRONIC DOCUMENTS MANAGEMENT SYSTEM (EDMS) FOR TANROADS

TENDER NO. AE/001/2018-19/HQ/G/52

Addendum No. 1 to the Bidding Documents

Date: 17th October 2018

Addendum No. 1 to the bidding documents is issued in accordance with Instructions to Bidders, Clause 10.1 to effect changes to the various sections of bidding documents SECTION III: TENDER DATA SHEET Item No. 1 Replace:

19 22.2 (b) Project name: Supply, Customization and Implementation of Electronic Documents Management System (EDMS) for TANROADS IFT title and Tender number: Supply, Customization and Implementation of Electronic Documents Management System (EDMS) for TANROADS, AE/001/2018-19/HQ/G/52 Time and date for submission: 31st October 2018

20. 23.1 The deadline for submission of Tenders shall be: 31st

October 2018

With:

19 22.2 (b) Project name: Supply, Customization and Implementation of Electronic Documents Management System (EDMS) for TANROADS IFT title and Tender number: Supply, Customization and Implementation of Electronic Documents Management

System (EDMS) for TANROADS, AE/001/2018-19/HQ/G/52 Time and date for submission: 16th November 2018

20. 23.1 The deadline for submission of Tenders shall be: 16th November 2018

Item No. 2 Replace: 21.

26.1 The Tender Opening shall take place at:

Street Address: Airtel House, Ali Hassan

Mwinyi/Kawawa Roads Junction

Floor/Room No.: 4th Floor, Conference Room,

City : Dar es Salaam

Country: Tanzania

Date: 31st October 2018

Time: Immediately after the bid submission deadline

With:

21.

26.1 The Tender Opening shall take place at:

Street Address: Airtel House, Ali Hassan

Mwinyi/Kawawa Roads Junction

Floor/Room No.: 4th Floor, Conference Room,

City : Dar es Salaam

Country: Tanzania

Date: 16th November 2018

Time: Immediately after the bid submission deadline

SECTION VII: SYSTEM REQUIREMENTS SPECIFICATIONS (SRS)

Item No. 3 Replace: Page Sect VII- 87 to 89 ANNEX 2: List of Essential Business Processes and Workflows that will be automated in Stage I of EDMS

Annex 2A. General Overview of Essential Processes

This Stage I EDMS will focus on the automation of key departmental business processes that will ensure the functioning of TANROADS HQ (in readiness to relocation to Dodoma).

Registry/Record Department: automation of all Incoming Mail (Correspondences). Including automation of capture of all incoming mails and electronic routes to respective reviewers and approvals and final response back to records department. The workflows shall also automate the minuting, comments and annotation, digital signing and rubber-stamping of officers at various decision-making levels in the HQ.

Human Resource Dept. Automation of all internal memos and forms processes, e.g. travel requests, advance requests, leave requests, transport requests, imprest retirements etc. Create internal process to automate responses to mundane tasks within the department, reminders and deadlines for compliances etc.

Finance Dept.- the Stage I EDMS shall create interface to connect the payment approval documents in EDMS with Epicor accounting system including payment vouchers (PVs), receipt generations, and workflows for cash transactions, etc. This process is also expected to perform team management and workload distribution. Create business process to connect to the cashier’s check issuing process for final payments, Interim payment certificate processing for contracts and suppliers, etc.

Procurement Dept. (Supply Services) –. Automation of procurement processes from normal Purchase requisitions, LPO processing to contractual/tender based procurement, Fixed and infrastructure Asset Management, Material requests and tracking etc.

Annex 2B: Business Process Maps of Essential Processes to be automated during Stage I

(Will be uploaded to TANROADS’ website in due course)

With:

ANNEX 2: List of Essential Business Processes and Workflows that will be automated in Stage 1

of EDMS

Annex 2A. Organization Structure of TANROADS

THE APPROVED ORGANIZATION STRUCTURE OF TANZANIA NATIONAL ROADS AGENCY

(Approved by the President on 7th July, 2018)

MINISTER

PERMANENT SECRETARY

INTERNAL AUDIT UNIT

CHIEF INTERNAL AUDITOR

PUBLIC RELATIONS UNIT

MANAGER

PUBLIC PRIVATE PERTINERSHIP UNIT

MANAGER

PROCUREMENT OF GOVERNMENT FUNDED

SECTION

MANAGER

LEGAL SERVICES UNIT

CHIEF LEGAL COUNSEL

CHIEF EXECUTIVE

PROCUREMENT AND CONTRACTS CONTROL

DIRECTORATE

DIRECTOR

PROCUREMENT OF DONOR FUNDED

PROJECTS SECTION

MANAGER

TANROADS ADVISORY

BOARD

REGIONAL OFFICES

MANAGER

GOVERNMENT FUNDED PROJECTS SECTION

MANAGER

DEVELOPMENT PARTNERS FUNDED PROJECTS SECTION

MANAGER

DESIGN & CONSTRUCTIONS OF AIRPORTS SECTION

MANAGER

PROJECTS DIRECTORATE

DIRECTOR

MAINTENANCE DIRECTORATE

DIRECTOR

BUSINESS SUPPORT SERVICES

DIRECTORATE

DIRECTOR

CONTRACTS CONTROL SECTION

MANAGER

MAINTENANCE PROG. TRUNK &URBAN ROADS

SECTION

MANAGER

MAINTENANCE PROG REGIONAL ROADS SECTION

MANAGER

ROADS ASSETS MANAGEMENT SYSTEM SECTION

MANAGER

WEIGHBRIDGE OPERATIONS

MANAGER

MANAGER

HUMAN RESOURCES AND ADMINISTRATION

SECTION

MANAGER

FINANCE AND

ACCOUNTS SECTION

MANAGER

PLANNING, M&E

SECTION

MANAGER

RESEARCH AND DEVELOPMENT UNIT

CHIEF ENGINEER

INFRASTRUCTURE PLANNING DIRECTORATE

DIRECTOR

PROJECTS PLANNING SECTION

MANAGER

ENVIROMENT & SOCIAL MGT. SECTION

MANAGER

PROJECTS M&E SECTION

MANAGER

ROAD SAFETY SECTION

MANAGER

PROJECTS CONTRACTS MANAGEMENT SECTION

MANAGER

ICT AND STATISTICS UNIT

MANAGER

TANROADS ENGIN. CONSULTING UNIT

CHIEF ENGINEER

FIGURE 1(b). Typical Organization Structure of a TANROADS’ Regional Manager’s Office

Annex 2B. General Overview of Essential Processes

The Stage I EDMS will focus on the automation of key departmental business processes that will ensure the functioning of TANROADS HQ (in readiness to relocation to Dodoma).

Legal Unit. All legal matters related processes as the Unit supports various user departments in contracting, legal opinions, etc.

Finance & Accounts Department- the Stage I EDMS shall create interface to connect the payment approval documents in EDMS with Epicor accounting system including payment vouchers (PVs), receipt generations, and workflows for cash transactions, etc. This process is also expected to perform team management and workload distribution. Create business process to connect to the cashier’s check issuing process for final payments, Interim payment certificate processing for contracts and suppliers, etc.

Human Resource Department: Automation of all internal memos and forms processes, e.g. travel requests, advance requests, leave requests, transport requests, imprest retirements etc. Create internal process to automate responses to mundane tasks within the department, reminders and deadlines for compliances etc.

Directorate of Procurement & Contracts (Supply Services) –. Automation of procurement processes from normal Purchase requisitions, LPO processing to contractual/tender based procurement, Fixed and infrastructure Asset Management, Material requests and tracking etc.

Directorate of Maintenance. All business processes of the Directorate including annual budgeting, weighbridge operations, etc.

Registry (Records Management) Unit: automation of all Incoming Mail (Correspondences). Including automation of capture of all incoming mails and electronic routes to respective reviewers and approvals and final response back to records department. The workflows shall also automate the minuting, comments and annotation, digital signature and rubber-stamping of officers at various decision-making levels in the HQ.

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ANNEX 2C: Business Process Maps of Essential Processes to Be Automated During Stage I

NOTES:

* Process Steps are listed in tabular format for the first three departments/units. Final Business Process Maps will be validated in drawing formats during the contract implementation.

* The remaining Process Steps are given in drawing formats.

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ANNEX 2C (1): Process Steps - Legal Counsel – TANROADS-HQ

ACRONYMS

AGC Attorney General Chamber CE Chief Executive DPL Director of Planning HFCA Head of Finance and Chief Accountants LC Legal Counsel PLC Principal Legal Counsel RM Regional Manager MWTC Ministry of Works, Transport and Communications

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1 PROCESS STEPS FOR LEGAL COUNSEL – TANROADS-HQ

1.1 Provision of Legal Opinions

SN KEY ACTIVITIES Action Person RELEVANT DOCUMENTS

1.1.1 User Department requests for legal opinion (through inter-office memo) to the CE

User Department

Request letter

1.1.2 CE reviews the request and forwards to PLC for action

CE Request letter

1.1.3 PLC reviews the request and assign it to a Legal Counsel (LC)

PLC Formal request letter to CE/PLC

1.1.4 LC Requests for any supportive documents and information needed from User Department

LC Request for Information letter

1.1.5 User Department submits required documents and information to LC

User Department

letters, documents files, Contracts document, etc.

1.1.6 LC conducts legal research and prepares draft legal opinion and submit draft to PLC

LC Books, relevant documents, laws and regulations

1.1.7 PLC review draft legal opinion and send comments to LC

PLC Draft Legal opinion letter

1.1.8 LC makes necessary corrections or addresses comments and submit final legal opinion to PLC

LC Corrected legal opinion letter

1.1.9 PLC review Revised legal opinion, approves (if no further comments) and submit to CE

PLC Legal opinion letter

1.1.10 CE receives the Final Legal Opinion and instructs a letter issued to User Department and/or intended stakeholder

CE Legal opinion letter

1.1.11 The Final legal opinion is submitted to intended User Department

Registry Office Legal opinion letter

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1.2 Legal Representation

SN KEY ACTIVITIES ACTION PERSON

RELEVANT DOCUMENTS

1.2.1 User Department submit summons, notice of litigation, letter for legal assistance, demands notice or any other legal document to CE

User department/ stakeholders

Letter for legal assistance, courts pleadings, court summons and other legal documents

1.2.2 CE reviews the summons/court pleadings and forwards to PLC for action

CE Letter for legal assistance, courts pleadings, court summons and other legal documents

1.2.3 PLC reviews the summons/court pleadings and assign it to legal counsel for action

PLC Letter for legal assistance, courts pleadings, court summons and other legal documents

1.2.4 LC write the User Dept. (Regional manager/ directorate or unit) for obtaining needed information and documents

LC Request for information letter

1.2.5 User Dept. (Regional manager/ directorate or unit) submits to LC needed information

User Dept.

1.2.6 LC write to Attorney General Chambers for input to prepare court pleadings and other documents.

LC Letter to Attorney General/ Records from RM & projects files, valuation reports etc.

1.2.7 AGC submits /collaborate with LC to prepare court pleadings and other documents

AGC

1.2.8 LC fills Request for Court fees and NOA/Retirement (if required) and submit to PLC

LC NOA/IOU

1.2.9 PLC approve Payments and Forward NOA/ Retirement to HFCA for payment Process

PLC NOA/Retirement/IOU

1.2.10 LC attend court litigation and prepares outcome report for filing and submit to PLC

LC Court Files

1.2.11 PLC reviews the outcome report and approves the filing.

PLC

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1.3 Contract Vetting


RELEVANT DOCUMENTS

1.3.1 User Department requests for Contract vetting (through inter-office memo) to the CE

User department

Cover Letter and Draft contract document

1.3.2 CE reviews the request and forwards it to PLC for action

CE Draft contract document


PLC Draft contract document

1.3.4 LC vet the contract and submit a letter to CE for approval

LC Vetting letter

1.3.5 CE receives the vetting letter and instructs a letter issued to User Department and/or intended stakeholder

CE Vetting letter

1.3.6 The vetted letter submitted to intended User Department

Registry Vetting letter

1.4 Pre - Contract Negotiation


RELEVANT DOCUMENTS

1.4.1 User department submit a Letter of appointment in pre-contractual negotiation to PLC

User department

Letter of appointment

1.4.2 PLC assign it to appointed LC for action PLC Letter of appointments and

its attachments

1.4.3 LC Attend pre contractual negotiation and submit (joint work with negotiation committee) minutes of negotiation to the tender board for review and approval

LC Power of attorney and other relevant documents

1.5 Quarterly Report Preparation


RELEVANT DOCUMENTS

1.5.1 User department request for quarterly report to PLC on progress of cases and other activities

User department

Letter of request

1.5.2 PLC review the request and assign it to LC for necessary action

PLC Letter of request

1.5.3 LC liaise with other LC for the status of the cases and other activities, prepare a quarterly report and submit to PLC

LC Case files

1.5.4 PLC reviews the draft quarterly report and approve for submission to user department.

PLC Quarterly report

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1.6 Attestation of Contract Documents


RELEVANT DOCUMENTS

1.6.1 User Department request for contracts attestation (through inter-office memo) to the CE

User department

Request letter and contract document

1.6.2 CE reviews the request and forwards to PLC for action

CE Request letter and contract document


PLC Request letter and contract document

1.6.4 LC Attest the contract document and submit to user department

LC Contract Document

1.7 Review of Laws and Regulations


RELEVANT DOCUMENTS

1.7.1 User department submit legal challenges in their operation that requires legal reforms to CE.

User department Request letter

1.7.2 CE review the request and forward it to PLC for action

CE Request letter

1.7.3 PLC review the request and assign it to LC for action

PLC Request letter

1.7.4 LC Identify laws and regulation to be reviewed. LC Initiate the process of laws and regulation review by drafting letter to AGC, MWTC and other stakeholders for CE approval

LC Laws and regulations

1.7.5 CE signs the letters and submit them to AGC (and MWTC as the case may require)

CE Letter to MWTC/ AGC

1.7.6 AGC/MWTC submit a Letter of Approval of the review of law and regulation to CE

AGC Letter of approval

1.7.7 CE minutes the approval to PLC and notify the user Department on the changes and amendment of laws and regulation that touch their daily operation

CE New or amended Regulations and Laws. Notification letter to all RMs, units and directories on the changes of laws and regulation

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ANNEX 2C (2): Process Steps – Head of Finance and Chief Accountant (HFCA)

ACCOUNTING FOR CASH RECEIPTS AND PAYMENTS

ACCOUNTING FOR CASH RECEIPTS.


RELEVANT DOCUMENTS

FOOT NOTES, QA/CQ CONTROLS, ETC

The Cashier receives payment from the customer; the Cashier counts the money, or accepts a cheque / cash deposit slip and issues TANROADS Official Receipt. The Cashier gives the original TANROADS Receipt to the customer; the received cash is banked in the relevant Bank Account intact on the same same/following day and then Duplicate is attached together with the relevant Bank pay-in-slip and filed serially. Triplicate Receipt remains in the receipt book

CASHIER TANROADS Official Receipt, Cash Deposit Slip , EFD Receipts and Bank Pay -in -Slip

No personal cheques should be accepted but Bankers cheques from Companies, Clubs or partnerships etc. -3 Copies of Receipts are prepared

The AHOA refers to TANROADS Receipts and the Bank pay-in-slip and posts in the Cash-Book by using Epicor 10 system. S/he then batches the Receipts and Bank Pay-in-Slips accordingly.

AHOA TANROADS Official Receipt Cash deposit slip

PETTY CASH PAYMENT PROCEDURES


RELEVANT DOCUMENTS


An Employee requests for a refund by filling in a form (TNRA/AMF/11) and attaches all relevant supporting documents (if any) and submits to the Head of Department (HoD) for approval.

EMPLOYEE

Form (TNRA/AMF/11)

The Head of Department (HoD) reviews the Form and if satisfied S/he approves and forwards the Form to HFCA for payment. If not

HoD

Form (TNRA/AMF/11)

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satisfied the HoD returns the Form to the Employee for corrections and re-submission or for keeps if not eligible for payment.

The HFCA reviews the Form and if everything is in order S/he forwards it to the AHOA for payment initiation. If not satisfied the HFCA returns the Form to the HoD for corrections and re-submission or for keeps if not eligible for payment.

HFCA

Form (TNRA/AMF/11)

The AHOA reviews the form and forwards it to Cashier for further payment processes

AHOA

Form (TNRA/AMF/11)

The Cashier prepares voucher for payment and sends to Head Office Accountant (HoA) for verification (codes)

CASHIER

Form (TNRA/AMF/11), Payment Voucher

The Head Office Accountant (HoA) verifies codes; approves payment Voucher (PV) and returns to the Cashier for payment and Posting. If the codes are not compliant HOA returns the PV to Cashier for corrections and re-submission

HOA


The Cashier prints Cheque and stamps “PAID” on Payment Voucher and all supporting documents. S/he submits the cheque to approved signatories as follows; Category A: Hija A. Malamla (DBS); Chrispianus B. Ako (DPr); Rhoda P. Gwivaha (HFCA); ------- Category B: Alex B. Mugeta (HoA); Henry B. Mwakibete (DFPA) -----

CASHIER

Form (TNRA/AMF/11), Payment Voucher, Cheque

Appropriate cheque book and bank account should be used.

The approved signatories sign the cheque and return to the Cashier after “opening” it if appropriate.

Approved Signatories


The Cheque must be signed by one signatory from Category A and one from Category B; or both from Category A.

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The Cashier presents a cheque at the bank for cash collection. Upon her/his return to the office, S/he disburses the cash to employees basing on their approved requests and makes all payees sign in the Cash Payment Register to acknowledge receipt of the money. S/he then files all documents accordingly.

CASHIER Cheque, Cash, Cash Payment Register

CASH ADVANCE PROCEDURES


RELEVANT DOCUMENTS


The employee fills in IOU Form (TNRA/AMF/60) and submits to the Head of Department (HoD) for approval

EMPLOYEE IOU (TNRA/AMF/60)

The Head of Department (HoD) checks the validity of the IOU, approves and submits the Form to the HFCA. If not satisfied the HoD returns the Form to the Employee for corrections and re-submission or for keeps if not eligible for payment.

HoD IOU (TNRA/AMF/60)

The HFCA reviews the IOU Form and if everything is in order S/he forwards it to the AHOA for payment initiation. If not satisfied the HFCA returns the Form to the HoD for corrections and re-submission or for keeps if not eligible for payment.

HFCA IOU (TNRA/AMF/60)

The AHOA reviews the form and prepares Voucher then sends them to Head Office Accountant (HoA) for verification (codes)

AHOA

Form (TNRA/AMF/60)

The Head Office Accountant (HoA) verifies codes; approves Payment Voucher (PV) and returns to the Cashier for payment and Posting. If the codes are not compliant HOA returns the PV to AHOA for corrections and re-submission

HOA


The AHOA prints Cheque and stamps “PAID” on Payment Voucher and all supporting documents. S/he submits the cheque to approved signatories for signature as follows; Category A:

AHOA



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Hija A. Malamla (DBS); Chrispianus B. Ako (DPr); Rhoda P. Gwivaha (HFCA); ------- Category B: Alex B. Mugeta (HoA); Henry B. Mwakibete (DFPA) -----

The approved signatories sign the cheque and return to the Cashier for issuance to the payees.




Cashier prepares the cash payment register for payees to sign after receiving their cheques. S/he then closes the transaction and batches all relevant documents accordingly.

CASHIER Cheque, Cheque Payment Register

CHEQUE PAYMENT PROCEDURES – HOA


RELEVANT DOCUMENTS

Foot Notes, QA/CQ Controls, etc

The HFCA reviews the respective file containing the IPCs / Invoices / Fee Note etc. and channels to HOA for initiating payment processes. If not compliant HFCA returns the file to respective Director for correction and re-submission.

HFCA IPCs/ Invoices/ Fee Notes & supporting documents (in File)

The HOA reviews the file and channels it to AHOA for further payment processes.

HOA IPCs, Invoices, Fee Notes & supporting documents (in File)

The AHOA prepares the Payment Voucher, sends it to the HoA for checking and posting.

AHOA

PVs, IPCs, Invoices, Fee Notes (in File)

The HOA signs the voucher as evidence of checking and sends it to HFCA for final approval.

HOA

PV

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The HFCA checks and approves the Payment Voucher through Epicor ready for payment. S/he then sends the Payment Voucher back to the HOA for posting.

HFCA

PV

The HOA posts the transaction in Epicor system and submit the Voucher to the AHOA ready for printing the Cheque

HOA PV

The AHOA prints the Cheque together with its cheque list ready for the Cheque Signatories to sign. S/he submits the cheque to approved signatories for signature as follows; Category A: Hija A. Malamla (DBS); Chrispianus B. Ako (DPr); Rhoda P. Gwivaha (HFCA); ------- Category B: Alex B. Mugeta (HoA); Henry B. Mwakibete (DFPA) ----

AHOA

PV, Cheque & Cheque-list


The approved signatories sign the cheque and return to the Cashier for issuance to the payees and continue with other banking procedures for all cheques equal or above TZS 10,000,000.00.


PV, Cheque & Cheque-list


The AHoA attaches cheque-list to the Payment Voucher, prepared Bank Letter (where appropriate) and TRA Forms for Withholding Tax (where applicable). S/he submits the same to the respective signatories for signature.

AHoA Payment Voucher, Cheque, Cheque List &TRA Forms, Bank

Letters

(i). Bank Transfer letters are required for the amount more than or equal to TZS 10 Million or USD 10,000.00

(ii). For all payments subjected to Withholding Tax a Form has to be filled in for processing the same through TRA gateway.

Two of the approved signatories i.e. Mr. Hija A.Malamla (DBS), Eng. Chrispianus B. Ako (DPr), Ms. Rhoda P. Gwivaha (HFCA), Mr. Alex B. Mugeta (HOA), Mr. Henry B. Mugeta and Mr. Augustino Konzo will sign the TRA Forms and Bank


TRA Forms, Bank Letters

The TRA Form and Bank Letters must bear signatures of any two approved signatories.

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Letters accordingly and return the same to the AHOA

The AHOA sorts out the documents; some cheques are set aside to be issues to relevant payees over the counter. Others together with relevant Bank Letters and corresponding cheque lists are handed over to Cashier and RFMA for presentation to the Bank and TRA/Taxpayers accordingly.

AHoA Cheque, Cheque List &TRA Forms, Bank

Letters

The FRMA keeps the signed TRA Forms for issuing them to the respective Taxpayers or TRA when required and files the duplicates accordingly.

RFMA TRA Forms

The Cashier takes all the cheques that have an amount equal or above 10,000,000.00 to the Bank and comes back with transfer advice to prove that the amounts have been credited to respective payees accounts. S/he files all supporting documents after stamping “PAID” the Payments Vouchers (in Triplicate) together with all relevant supporting documents.

CASHIER PV, Cheque, Cheque-List, Bank Letters

The AHoA prepares the Cheque Payment Register for all payees who are to receive their cheques (together with PV’s duplicate) over the counter to sign. S/he batches the vouchers serially in respective files.

AHoA Cheque, Cheque Payment Register

The payee or the authorized representative of the payee collects the cheque and signs in the cheque-register.

CASHIER Payment Voucher and Cheque

CHEQUE PAYMENT PROCEDURES – DFPA

SN KEY ACTIVITIES ACTION RELEVANT Foot Notes, QA/CQ

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PERSON DOCUMENTS Controls, etc

The HFCA reviews the respective file containing the IPCs / Invoices / Fee Note etc. and channels to DFPA for initiating payment processes. If not compliant HFCA returns the file to respective Director for correction and re-submission.

HFCA IPCs/ Invoices/ Fee Notes & supporting documents (in File)

The DFPA reviews the file and Channels it to ADFPA for payment processes.

DFPA IPCs/ Invoices/ Fee Notes & supporting documents (in File)

The ADFPA prepares the Payment Voucher, sends it to the DFPA for checking.

ADFPA

PVs, Invoices, Fee Notes & Supporting Documents (in File)

The DFPA checks the payment Voucher and forwards it to HFCA for authorization and approval though Epicor system.

DFPA


The HFCA approves it and channels the Payment Voucher to ADFPA for posting in the system

HFCA


The ADFPA posts the Payment Voucher and channels it to the AHOA for Cheque printing

ADFPA PVs, Invoices, Fee Notes & Supporting Documents (in File)

The AHOA prints the cheque and submits them together with the relevant Payment Voucher back to ADFPA

AHOA PVs, Invoices, Fee Notes & Supporting Documents (in File) and Cheque


The ADFPA submits the Cheques, Cheque List, Bank Letters and TRA Order Forms to approved signatories for their signatures who are as follows; Category A: Hija A. Malamla (DBS); Chrispianus B. Ako (DPr); Rhoda P. Gwivaha (HFCA); ------- Category B:

ADFPA Cheque, Cheque Lists, TRA Order Forms, Bank Letters

(i) Bank Transfer letters are

required for the amount

more than or equal to

TZS 10 Million or USD

10,000.00

(ii)For all payments subjected to Withholding

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Alex B. Mugeta (HoA); Henry B. Mwakibete (DFPA) -----

Tax a Form has to be filled in for processing the same through TRA gateway.

The approved signatories sign the cheque and return to the ADFPA for issuance to the payees and continue with other banking procedures for all cheques equal or above TZS 10,000,000.00 and USD 10,000.00.


Cheque, Cheque Lists and Bank letters


The DFPA reviews all the documents mentioned in 1.4.2.8 and signs then forwards to HFCA for final approval / authorization and signing of TRA Forms and Bank Letters

DFPA PV, Cheque, Cheque-List, Bank Letter, TRA Order Forms in file

The TRA Order Form and Bank Letters must bear signatures of any two approved signatories.

The HFCA reviews, signs and forwards the documents to ADFPA for accomplishment of banking and TRA procedures regarding the payments

HFCA PV, Cheque, Cheque-List, Bank Letter, TRA Order Forms

The ADFPA presents the cheques to relevant Banks and upon his/her return S/he stamps all documents “PAID” batches them in files accordingly. S/he keeps the signed TRA Forms for issuing them to the respective Taxpayers or TRA when required and files the duplicates accordingly.

ADFPA PV, Cheque, Cheque-List, Bank Letter, TRA Order Forms

The ADFPA prepares the Cheque Payment Register for all payees who are to receive their cheques (together with PV’s duplicate) over the counter to sign. S/he batches the vouchers serially in respective files.

ADFPA Cheque, Cheque Payment Register

The payee or the authorized representative of the payee collects the cheque and signs in the cheque-register. S/he batches serially the original vouchers for future reference/evidence, while it’s duplicate is filed in the project

ADFPA PV, Cheque, Cheque-List, Bank Letter, TRA Order Forms

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file.

BANK RECONCILIATION

SN KEY ACTIVITIES ACTION PERSON RELEVANT DOCUMENTS


At the end of each month, the Cashier collects Bank Statements of all accounts maintained by the Agency with different Banks and submits them to the Registry for registering

Cashier

Bank Statements

The Administrative Personnel (from registry) receives and registers the Bank Statements accordingly.

Administrative Personnel

Bank Statements, Register

The Administrative Personnel sends the Bank Statements to the Chief Executive

PS-CE

Bank Statements

After preview, the Chief Executive (CE) forwards them to the DBS

CE

Bank Statements

The DBS checks and channels them to HFCA DBS Bank Statements

The HFCA reviews and sends them to respective accountants for Bank Reconciliation performance

HFCA Bank Statements

With reference to respective Cash Book and Bank-Pay-in-Slips, respective Accountants perform the Bank Reconciliations accordingly. When Bank reconciliations are done, respective accountants

Respective Accountants

Bank Statements Cash-Books Receipts & Bank Pay-in-slips.

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print them and forward the same to HoA and DFPA for checking.

The HoA and DFPA check and sign on the space provided (if in order) before submission of the same to HFCA for final approval and signature

HOA/DFPA

Bank Reconciliation Statement

The HFCA checks and approves by signing in the space provided (if in order) and returns them to respective accountants for filing.

HFCA Bank Reconciliation Statement

The respective accountants file approved Bank Reconciliation Statements chronologically in respective files.

Respective Accountant

Bank Reconciliation Statement

ACCOUNTING FOR PURCHASES OF MATERIALS AND CONSUMABLES ON CREDIT


RELEVANT DOCUMENTS

Foot Notes, QA/CQ Controls, etc.

The user department communicates with the Supplies Officer about the need/requirement

User Department

Loose Minutes/Internal Memo

The Supplies Officer (SO) writes a Purchase Requisition Form No.2 (PPRA) after consulting the User Department and submits the same to HFCA for budget allocation

Supplies Officer (SO)

Purchase Requisition Form No.2 (PPRA)

The HFCA forwards the Purchase Requisition Form to HoA for budget allocation.

HFCA Purchase Requisition form No.2 (PPRA)

The HoA indicates on the Form the budget allocation and returns the Form to HFCA

HoA Purchase Requisition

form No.2 (PPRA)

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The HFCA channel the Form to DBS for approval. HFCA Purchase Requisition

form No.2 (PPRA))

DBS submits the same to the CE for authorization of expenditure.

DBS Purchase requisition form No.2 (PPRA)

The CE approves then returns the form to DBS for further processes.

CE Purchase requisition form No.2 (PPRA)

DBS reviews and submits the form to SO DBS Purchase requisition form No.2 (PPRA)

The Supplies Officer write internal Memorandum to DPC through DBS on the basis of approved Purchase Requisition for further actions..

SO Quotation

The DPC writes to allow the SO to issue LPO if the involved amount is consider Minor / Micro Value or pass the quotations to Tender Board if the amount is not Minor/Micro Value If the amount requires Tender Board approval, the DPC reviews the Quotation, if in order, they are returned to the SO for circulation of quotations among competitive suppliers.

DPC Minutes

Suppliers submit the Quotation back to the DPC Suppliers Quotation

The DPC writes the CE to requests for appointment of an Evaluation Committee for quotation evaluation.

DPC Letter of Request for Evaluation Committee

The Chief Executive appoints the Evaluation Committee and writes to informs the DPC

CE Letter appointing the Evaluation Committee members

The DPC writes to informs the Evaluation Committee members about the appointment and the terms of reference for the assignment

DPC Terms of Reference

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The Evaluation Committee accomplishes the assignment and, through evaluation report, gives award recommendations to the DPC

Evaluation Committee

Evaluation Report

The DPC presents Evaluation Report to the Tender Board, informs about the award recommendations and seeks approval to proceed with procurement processes

DPC Evaluation Report

The Tender Board (if agrees to the Recommendation) minutes to grant approval to proceed with procurement processes. If the Board does not concur with the recommendation the Evaluation Report is returned to the Evaluation Committee for corrections and re-submission.

Tender Board (Secretary)

Tender Board Minutes

DPC minutes to informs the SO about Tender Board’s approval and allows her/him to proceed with issuance of Purchase Order for Minor/Micro Value quotations

DPC DPC’s Minutes

Supplies Officer prepares Purchase Order and submits the same to DBS for review and approval.

SO PO

DBS reviews and approves/certifies then submits the same Purchase Order to CE for authorization

DBS

CE authorizes accordingly and returns the Purchase Order to Suppliers Officer

CE PO

Supplies Officer generates an LPO from Epicor System (in duplicate) and issues it to a selected Supplier S/he gives the Original PO to the Supplier, the duplicate is filed.

SO PO

The supplier delivers the Goods accordingly. The SO form the Inspection Committee and write to CE through DPC for approval of the committee.

SO Delivery Note, Minutes

With collaboration with other Inspection Team Members, and after inspecting and finding everything in order

SO Goods Received Note, Stores Ledger, Issue

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Inspection Committee gives inspection report and issue Certificate to supplier. The Supplies Officer issues a Original Goods Received Note to Supplier, duplicate to FAA and triplicate is filed. S/he records the materials and /or consumables in Stores Ledger and issues them to respective user department according to stores procedures

Note

The representative from user department signs to acknowledge receipt of goods.

Representative from User

Department

Issue Note

Supplier submits her/his Invoice for payment.(Procedures in 1.4.1 have to repeated)

Supplier Invoice

ISSUANCE AND PAYMENT OF IMPREST



The Employee fills in the NOA form (TRNA/AMF/56) or Special Imprest form (TRNA/AMF/58) and submits to the supervisor for checking

EMPLOYEE

NOA-Form TRNA/AMF/56 or Special Imprest form TRNA/AMF/58

The Supervisor checks and signs the Form (if everything is ok) and forwards to the Director. If the Form is not in order, the Supervisor returns to the Employee for corrections and re-submission

SUPERVISOR NOA-Form

TRNA/AMF/56 or

Special Imprest form

TRNA/AMF/58

The Director reviews, approves and forwards the form to HFCA. If according to her/him the Form is not in order, then it is returned to the Supervisor for corrections and resubmission.

Director

NOA-Form

TRNA/AMF/56 or

Special Imprest form

TRNA/AMF/58

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The HFCA reviews and sign the form then forward to the Accounts Assistant (AAA) - (Imprest Control) for Initiating payment. If according to her/him the Form is not in order, then it is returned to the Director for corrections and resubmission.

HFCA

NOA-Form TRNA/AMF/56 or Special Imprest form TRNA/AMF/58

AAA initiates payment and print Imprest Issue then forwards the form to either HOA or DFPA for approving and posting depending on the nature of the transaction in question.

AAA NOA-Form TRNA/AMF/56 or TRNA/AMF/58 and its Imprest issue

Imprest should not be paid to the Employee who has unretired imprest.

HoA/DFPA approves through Epicor 10 system and return to AAA for Payment Voucher (PV) printing

HoA/DFPA TRNA/AMF/56 or TRNA/AMF/58, Payment Voucher

AAA prints and signs the Payment Voucher (PV), submits to HOA/DFPA via Epicor 10 system for checking

AAA TRNA/AMF/56 or TRNA/AMF/58, Payment Voucher

HoA/DFPA checks the Payment Voucher and forwards to HFCA for approval

HoA/DFPA

TRNA/AMF/56 or TRNA/AMF/58, Payment Voucher

HFCA approves the Payment Voucher through Epicor System and returns it to HoA/DFPA for posting.

HFCA TRNA/AMF/56 or TRNA/AMF/58,

Payment Voucher

HoA/DFPA posts the Payment Voucher in Epicor system and forwards it to AHoA for cheque printing

HoA/DFPA TRNA/AMF/56 or TRNA/AMF/58, Payment Voucher

AHoA prints the cheque then cheque payment Procedures from 1.4.1.7 onwards are repeated.

AHoA

TRNA/AMF/56 or TRNA/AMF/58, Payment Voucher, Cheque

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RETIREMENTS CLEARANCE


RELEVANT DOCUMENTS

Foot Notes, QA/CQ CONTROLS, ETC

The employee fills in a Retirement Form (TNRA/AMF/57), attaches all supporting documents and submits to respective Director for approval In case the employee is to return some amount of money to TANROADS, S/he has to pay the amount to the cashier who is to follow procedures indicated in 1.1 when receipting the cash.

EMPLOYEE

Retirement Form (TNRA/AMF/57)

The Director approves and forwards to the HFCA Director Retirement Form (TNRA/AMF/57)

HFCA checks and forwards to AAA for retirement processing HFCA Retirement Form (TNRA/AMF/57)

AAA initiates imprest clearance then forwards to HOA/DFPA for checking

AAA Retirement Form (TNRA/AMF/57)

HOA/DFPA checks and posts Imprest clearance in books of account through Epicor system If there is no refund claimed by an Employee, the process ends here. In case of cash claim to be paid to the Employee, the HoA/DFPA forwards the Form AHoA for refund initiation

HOA/DFPA Retirement Form (TNRA/AMF/57)

AHoA creates a Payment Voucher, signs and submits it to HOA/DFPA for checking.

AHoA Form (TNRA/AMF/57) Payment Voucher

HOA/DFPA checks and forwards to HFCA for approval through Epicor system

HOA/DFPA Form (TNRA/AMF/57) Payment Voucher

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HFCA approves and returns to HOA/DFPA for posting HFCA Form (TNRA/AMF/57) Payment Voucher

HOA/DFPA posts and submits to Cashier for Cheque-printing and all other procedures follow as indicated from 1.4.1.7 onwards

CASHIER Form (TNRA/AMF/57) Payment Voucher

PAYROLL (CONTRACT STAFF)


RELEVANT DOCUMENTS FOOT NOTES, QA/CQ CONTROLS, ETC

The HRO sends Staff files (datum) to HRA for approval of salary payments.

HRO

Letters of Employment, Loan applications, advance payment requests, Leave Forms

HRA reviews, approves and forwards staff files to DBS for authorization of salary payments. If the HRA finds them with errors S/he returns the files to HRO for corrections and re-submission

HRA

Letters of Employment, Loan Applications, Advance Payment Requests, Leave Forms

The DBS authorizes (if in order) and channels the files to HFCA for payments.

DBS Letters of Employment, Loan Applications, Advance Payment Requests, Leave Forms

HFCA reviews the files and forwards them to Payroll Accountant for payment initiation process

HFCA Letters of Employment, Loan applications, Advance Payment Requests, Leave Forms

The Payroll Accountant (PA) enters in e Horizon system all data(i.e Overtime,acting allowances, Bank loans and salary advance) and run the payroll then she minutes to show all deductions and net salaries payable to employees and submits the files to the HFCA for approval.

Payroll Accountant

Letters of Employment, Loan Applications, Advance Payment Requests,

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HFCA reviews the minutes and payroll sheets and forwards the same to HRA for verification and authorization of payments

HFCA Letters of Employment, Loan Applications, Advance Payment Requests, Leave Forms

HRA verifies and authorizes the minutes and payroll sheet and forwards to DBS for approval

HRA Letters of Employment, Loan Applications, Advance Payment Requests, Leave Forms

DBS approves the minutes and payroll sheets in file and submits to HFCA for checking.

DBS Letters of Employment, Loan Applications, Advance Payment Requests, Leave Forms

HFCA reviews, authorizes and forwards the files to AHoA for Cheque Payment procedures to continue

HFCA

Letters of Employment, Loan Applications, Advance Payment Requests, Leave Forms

Cheque payment procedures as indicated in 1.4.1.7 onwards (where applicable) are applied.

ACCOUNTING FOR WORKS & CONSULTANCY CONTRACTS AT HEAD OFFICE LEVEL



Administrative Personnel receives and registers all Invoices / Interim Payment Certificates (IPC) and Fee Notes received from Contractors and Consultants respectively.

S/he then hands them over to PS-CE


Invoices/IPC, Fee Notes

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PS-CE puts in mail box and sends them to CE for review

PS-CE Invoices/IPC, Fee Notes

The CE reviews them and forwards to respective Directors for certification

CE Invoices/IPC, Fee Notes

The respective Directors puts the Invoice/IPC and Fee Notes in file, certify them if in order and forwards the same to DBS

Respective Director

Invoices/IPC, Fee Notes

Director of Business Support reviews, authorizes the certifies Invoices/IPCs and forwards to HFCA for payment

DBS Invoices/IPC, Fee Notes

HFCA checks on the correctness, approve and forwards to the HoA / DFPA for further checking and verification

HFCA Invoices/IPC, Fee Notes

HoA/DFPA checks and forwards to respective accountant (PAGOT or ADFPA) for further payment and recording processes

HoA/DFPA Invoices/IPC, Fee Notes

The Cheque Payment Procedures commences as per item 1.4.1 or 1.4.2 above (printing of Payment Vouchers onwards)

AHoA

PV, Cheque, Cheque List, Bank Letters, TRA Forms

RELEASES FROM (MoWCT & RFB)



The Administrative Personnel receives Payment Voucher and Warrant of Funds from MoWTC and


PV & Warrant of Funds

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RFB and records in the Register. S/he then hands them over to PS-CE

PS-CE puts in mail box and sends them to CE for review

PS-CE


After review, the CE channels the Payment Voucher (MoWTC & RFB) and Warrant of Funds to DBS

CE


DBS forwards them to HFCA for record purposes and further action

DBS PV & Warrant of Funds

HFCA channels them to respective accountant (PAGOT,RFMA)

HFCA PV & Warrant of Funds

PAGOT/RFMA writes a receipt and posts in books of account through Epicor 10 system. Receipt is handed over to Cashier for distribution

PAGOT/RFMA Official Receipts

The Cashier dispatches the Receipt (Original) promptly. S/he attaches a duplicate Receipt to the PV and Warrant of Funds and hands them to AHoA for safe custody

CASHIER Official Receipts

AHoA files the documents received from Cashier and prepares Bank reconciliations monthly.

AHoA Official Receipt. PV, Warrant of Funds

APPROVAL AND PAYMENT OF SALARY ADVANCES



The employee fills in the Application of Advance against Salary Form, attaches relevant supporting documents and sends it to the Registry

EMPLOYEE Advance Against Salary Form

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The Administrative Personnel files Application Form in the Personal File and submits to HRA, for review and recommendation.


Personal File

The HRA , after review, writes a recommendation and submits the File to DBS for approval

HRA Personal File

If the recommendation is accepted, the DBS channels the file to HFCA for payment processes

DBS Personal File

HFCA reviews the file and channels to Payroll Accountant (PA) for recording the loan and deduction details in the E-Horizon system or Lawson system by the HRO.

HFCA Personal File

PA/HRO records the loan details in E-Horizon or Lawson system accordingly and forwards the file to AHoA for payment

PA/HRO Personal File

Cheque payment procedures (Refer Item 1.4.1.7 onwards) AHOA PV, Cheque, Cheque List, Bank Letter (If applicable)

APPROVAL AND PAYMENT OF OVERTIME ( For both Contract & Permanent Staff )


Foot Notes, QA/CQ Controls, Etc

An employee fill in a Request for Overtime form (TNRA/AMF/31), attaches all relevant supporting documents and sends it to the Registry

EMPLOYEE Overtime Form (TNRA/AMF/31)

Records Management Assistant puts the form in respective Personal File and submit to HRO

Records Management Assistant

Personal File

HRO calculates the payable overtime amount, minutes and sends to the HRA for review.

HRO Personal File

HRA reviews the file and sends to DBS for approval HRA Personal File DBS approves and sends the file to HFCA for payment DBS Personal File

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HFCA approves and forwards to Payroll Accountant (PA) for capturing the information in E-horizon system as part of gross salary

HFCA

Personal File

Payroll Accountant (PA) captures the information in E-horizon system accordingly

PA Personal File

APPROVAL AND PAYMENT OF EXTRA-DUTY ALLOWANCES

SN KEY ACTIVITIES PROCESS OWNER

RELEVANT DOCUMENTS


An Employee fills in a Request For Extra Duty Form (TNRA/AMF/31), attaches all relevant documents then submits to the supervisor for review and recommendation

Employee Extra-duty Form

The Supervisor reviews the Form and relevant documents and submits to respective Director for approval

Supervisor Extra-duty Form

Director approves and sends the Form to HFCA for payment Director Extra duty Form

HFCA reviews, approves and forwards to HoA HFCA Extra duty Form

Cheque payment procedures (Refer Item 1.4.1) HOA Extra Duty Form, Payment Voucher,

Cheque, Cheque List

PAYMENT FOR MOTOR VEHICLE SERVICES


RELEVANT DOCUMENTS

Foot Notes, QA/CQ Controls, Etc

P a g e | 28

Administrative Personnel receives Invoices from Motor Vehicles Services Providers, registers, and hands over to PS-CE


Invoices

PS-CE puts the Invoices in the mailbox and submits to CE for review

PS-CE

Invoices

The CE forwards the File to DBS CE Invoices

The DBS reviews and forwards the same to the Transport Officer (TO)

DBS Invoices

The TO puts the invoice in respective file and minutes/writes to request for DBS’s approval to effect payment.

Transport Officer (TO)

Invoice (in File)

DBS checks and approves if in order then forwards to HFCA for payment. If errors are noted, the DBS returns the file to Transport Officer for corrections and re-submission

DBS Invoice (in file)

HFCA reviews the file/invoice and forwards the same to AHoA for payment process

HFCA Invoice (in file)

Cheque Payment Procedure (Refer Item 1.4.1) AHoA PV,Invoice (In file), Cheque, Cheque List

PREPARATION OF CONSOLIDATED FINANCIAL STATEMENTS



Towards the end of the Financial Year, the HFCA circulates a schedule of dates for closing books of accounts to all accountants

HFCA Schedule/Guidelines

Accountants refer to the Schedule/Guidelines and do relevant posting in Epicor system to update the General Ledger before 30th June of the Year

Accountants (HQ and Regional Accountants)

Schedule / Guidelines and other related documents, Company Trial Balances

The cut off-point for posting the transactions has to be observed.

P a g e | 29

in Question and produce a Trial Balance Both HQ and Regional Accountants, then, forward the extracted Trial Balance to HFCA for review and approval

With the help of other accountants, the HFCA consolidates the Trial Balance. S/he then prepares consolidated Financial Statements based on approved Consolidated Trial Balance. S/he then signs and submits the same to DBS for checking

HFCA Consolidated Trial balance, Statement of Financial Position (SFP), Statement of Cash Flows (SCF), Statement of Comparison of Budgeted and Actual Expenditure and SCI

The DBS reviews and if satisfied S/he signs and sends them to the Chief Executive for final signature. If not compliant the DBS returns the statements to HFCA for corrections and re-submission

DBS Consolidated Trial balance, Statement of Financial Position (SFP), Statement of Cash Flows (SCF), Statement of Comparison of Budgeted and Actual Expenditure and SCI

The CE reviews and signs. If not satisfied S/he returns them to DBS for corrections and re-submission before the same are presented to CAG for audit purposes

CE Consolidated Trial balance, Statement of Financial Position (SFP), Statement of Cash Flows (SCF), Statement of Comparison of Budgeted and Actual Expenditure and SCI

PUBLIC AUCTIONS


RELEVANT DOCUMENTS


The FAA does Inventory count of assets and writes a report indicating obsolete/non-repairable assets recommended to be condemned, drafts letter to MoFP

FAA Fixed Assets Register, Inventory Sheets, Letter to MoFP

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through MoWTC and submits the same to HFCA for review.

HFCA checks if in order and forward to DBS for further checking.

HFCA Fixed Assets Register, Inventory Sheets, Letter to MoFP

DBS checks and forwards the same to the CE for authorization

DBS Fixed Assets Register, Inventory Sheets, Letter to MoFP

CE reviews and signs the above-mentioned letter and supporting documents to be sent to MoFP for assets condemnation processes

CE List of recommended items, A letter

The Administrative Personnel receives a letter from MoFP with recommendations and names of the Board of Condemnation Members. S/he gives the Letter to PS-CE after registering it.

MoFP A Letter of Recommendations from MoFP

PS-CE submits the same to CE for review PS-CE A Letter of Recommendations from MoFP

CE reviews and forwards to DBS for further procedures CE Letter of Recommendations from MoFP

DBS reviews and forwards a letter to HFCA for further action

DBS Letter of Recommendations from MoFP

HFCA channels it to FAA for further condemnation procedures

HFCA Letter of Condemnation from MoFP

FAA communicates with the Board Chairperson on the modalities of doing the condemnation.

FAA Letter of Condemnation from MoFP and List of items to be condemned

The Board of Condemnation condemns the listed assets which were identified to be Obsolete/Non-repairable.

Board of Condemnation

List of condemned items

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Chairperson of Board of Condemnation writes to MoFP to report the outcome/results of condemnations exercise and recommends indicative prices/costs that the items might fetch if auctioned.

Chairperson – Board of condemnation

Condemnation report

The Administrative Personnel receives a letter from MoFP permitting sale of identified assets/items through auction. S/he gives the letter to PS-CE after registering it.


A letter from MoFP

PS-CE submits the same to CE for review PS-CE A letter from MoFP

CE reviews and forwards to DBS for further procedures CE A letter from MoFP

DBS checks and sends it to HFCA to initiate auction processes

DBS A letter from MoFP

HFCA forwards the letter to FAA approving the auction process to commence

HFCA A letter from MoFP

FAA writes a draft letter to request for Public Auction Advertisement and submits the same to HFCA for approval

FAA Request for Public Auction Advertisement Letter

The HFCA reviews and submits the same to DBS for final approval.

HFCA Request for Public Auction Advertisement Letter

DBS approves if in order, and takes it back to HFCA. DBS Request for Public Auction Advertisement Letter

HFCA initiates advertisement processes accordingly and informs the Board of Condemnation and the FAA on the schedule of auction

HFCA Public Auction Advertisement

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Board of Condemnation, with FAA as one of its members, does the Public Auction. The FAA writes a report about the auction and supports it with all relevant schedules, then hands over money collected from Auction to the Cashier

FAA List of Condemned Assets

The cashier collects the money from FAA and follow all procedures stipulated in 1.1 above to ensure that cash collected is recorded and banked in respective Bank account

Cashier Receipt Books, Cash Deposit Slips

Chairman of Board of Condemnation with the help of FAA writes a Public Auction Report/letter to MoFP. S/he sends a letter to HFCA for approval

FAA Public Auction Report/Letter

HFCA forwards the report to DBS for approval HFCA Public Auction

Report/Letter

DBS approves it and forwards it to CE for signature DBS Public Auction

Report/Letter

CE signs the letter and issues it to Administrative Personnel in Registry section for delivering/dispatching to MoFP

CE Public Auction

Report/Letter

Administrative Personnel dispatches it to MoFP after registering the letter


Public Auction

Report/Letter

DIRECT PAYMENTS -DFPA


RELEVANT DOCUMENTS


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Administrative Personnel receives Incoice/IPC or Fee Note from Contractors or Consultants respectively, registers it and hands it over to PS-CE


Incoice/IPC or Fee Note

PS-CE submits to CE for review PS-CE Incoice/IPC or Fee Note

CE channels it to respective Directorate for further action CE IPC / Invoice of Fee Note

The Director assigns the responsible Project Engineer to review and initiate payment

Director IPC / Invoice or Fee Note

The Project Engineer reviews the IPC/Invoice or Fee Note and minutes in respective file for Director to approve

Project Engineer

IPC / Invoice or Fee Note (in File)

The Director approves and channels to DBS for payment Director IPC / Invoice or Fee Note (in File)

DBS reviews and channeled to HFCA for payment processes DBS IPC / Invoice or Fee Note (in File)

HFCA reviews and forwards to DFPA for payment HFCA IPC / Invoice or Fee Note (in File)

DFPA reviews and channels to ADFPA for initiating payments through the system

DFPA IPC / Invoice or Fee Note (in File)

ADFPA prepares the Payment Voucher, Application Letter and Forms and forwards the same to DFPA for checking

ADFPA Payment Voucher, IPC / Invoice, Application Letter

DFPA checkes and approves then forward to HFCA for approval through the system

DFPA

Payment Voucher, IPC / Invoice, Withdraw Application Letter/Form

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HFCA checks and approves then forward to DBS HFCA

Payment Voucher, IPC / Invoice, Withdraw Application Letter/Form

DBS checks, approves and forwarded to CE for signature. DBS Payment Voucher, IPC / Invoice, Withdraw Application Letter/Form

CE checks and Signs the document and returns to ADFPA CE Payment Voucher, IPC / Invoice, Withdraw Application Letter/Form

ADFPA takes the documents to respective Director for a second signature. (Form A2) S/he then takes the document to MoFP for signatures and final approval and respective Bank/Donor for signature and payments. After effecting payments, S/he files/batches all relevant documents for future reference.

ADFPA Payment Voucher, IPC / Invoice, Withdraw Application Letter / Form

WITHHOLDING TAX RETURNS TO TRA


RELEVANT DOCUMENTS


The RFMA prepares a schedule of 2%, 5%, 10% and 15% Withholding-Taxes deducted and forwards the same to HFCA for approval

RFMA W/Tax Schedules

HFCA approves and forwards to RFMA HFCA W/Tax Schedules

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RFMA submits the approved schedules to TRA RFMA W/Tax Schedules Submission to TRA is done after every six (6) months in the

respective FY RFMA files /batches all relevant documents for future

reference RFMA W/Tax Schedules

VAT RETURNS TO TRA


RELEVANT DOCUMENTS


The RFMA prepares a schedule of 18% VAT from Suppliers of goods and services and forward to HFCA for approval

RFMA VAT schedules

HFCA approves and forwards to RFMA HFCA VAT schedules

RFMA submits the same to TRA RFMA VAT schedules Submission to TRA is done monthly

RFMA files /batches all relevant documents for future reference RFMA VAT schedules

P9 AND P10 FORMS TO TRA


RELEVANT DOCUMENTS


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Payroll Accountant (PA) prepares a schedule of P9 and P10 forms forwards to HFCA for approval.

PA P9 and P10 forms / Schedules

HFCA approves and forwards to RFMA HFCA P9 and P10 forms / Schedules

Payroll Accountant submits to TRA PA P9 and P10 forms Schedules

Submission to TRA is done after every six (6) months in respective FY

RFMA files /batches all relevant documents for future reference RFMA P9 and P10 forms Schedules

PAYMENT FOR ACTING ALLOWANCES


RELEVANT DOCUMENTS


Employee writes a letter requesting for acting allowance and submits to CE. Administrative Persomnnel receives it and hands it over to PS-CE


Request for Acting Allowance Letter

The PS-CE puts a letter in the mailbox and sends it to CE for review

PS/CE Request for Acting Allowance Letter

CE reviews and forward to DBS for further action CE Request for Acting Allowance Letter

DBS reviews and sends it to Registry (Administrative Personnel) for filling and further action

DBS Request for Acting Allowance Letter

Administrative Personnel files it in respective file and channels it to HRA for verification.


Personal File

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HRA forwards the file to HRO for acting allowance calculations and recommendation

HRA Personal File

The HRO calculates the amount of acting allowance, recommends and returns the file to HRA for approval

HRO Personal File

HRA forwards the file to DBS for authorization of acting allowance payment

HRA Personal File

DBS approves and forwards to HFCA for payment. DBS Personal File

HFCA forwards it to Payroll Accountant (PA) for payment initiation.

HFCA Personal File

The Payroll Accountant records the amount in the Data Base for payment

Payroll Accountant

Personal File / Acting Allowance Schedules

PAYMENT FOR SALARY DEDUCTIONS (CONTRACTS)


RELEVANT DOCUMENTS


The Administrative Personnel brings monthly deduction files from Registry to Payroll Accountant (PA).


Deduction Files

Payroll Accountant (PA) minutes the HFCA requesting for approval to effect deduction payments

PA Deduction Files

P a g e | 38

The HFCA approves and forwards the files to AHoA for payments

HFCA Deduction Files

Cheque Payment procedures (Refer Item 1.4.1) AHOA Cheque, Cheque List, Bank Letters (where applicable) PV

P a g e | 39

ANNUAL AUDIT PROCEDURES


RELEVANT DOCUMENTS


The CE submits Consolidated Financial Statement to the Controller and Auditor General for auditing

CE Consolidated Financial Statement

This is done before 30th September of every Financial Year

Administrative Personnel receives a letter from CAG mentioning the audit timetable and hands it over to PS-CE after recording it.


A letter from CAG

PS-CE hands it over to CE for review and other arrangement PS-CE A Letter from CAG

CE reviews and sends it to DBS for auditing preparations CE A Letter from CAG

DBS writes a Memo to inform the Managements about the Audit Entrance Conference DBS receives audit queries (if any) through Audit Findings Sheet after auditors have completed their audit. S/he appoints a Team which works together in ensuring that audit queries are cleared / responded to accordingly S/he writes an Internal Memorandum to the Management to inform the date of Audit Exit Meeting

DBS Internal Memorandum / Audit Findings Sheet

Administrative Personnel receives a Management Letter and copies of Audited Financial Statements from CAG and hands it over to PS-CE after recording.


Management Letter / Audited Financial Statements

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PS-CE hands it over to CE for review PS-CE Management Letter / Audited Financial Statements

CE hands over the above-mentioned reports / documents for safe custody

CE Management Letter / Audited Financial

Statements

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ANNEX 2C (3): Process Steps Human Resources Officer – TANROADS-HQ

ACRONYMS

PO-PSM Presidents’ Office – Public Service Management CE Chief Executive DPL Director of Planning HFCA Head of Finance and Chief Accountants HRO Human Resources Officer PHRO Principal Human Resources Officer RM Regional Manager MWTC Ministry of Works, Transport and Communications

P a g e | 42

3 Process Steps for Human Resources & Administration Department – TANROADS-HQ

3.1 Recruitment of new staff

SN Process Step Description Action Person

Relevant Documents

3.1.1 HRO Identify vacant posts and report to the HRA who will submit to the DBS and thereafter report the matter to the CE

User Department

Vacant posts

3.1.2

CE review the recruitment proposal and submit to the DBS for further action

CE Vacant posts

3.1.3 CE submit the request for recruitment permit to PS - POPSM

DBS Submission letter

3.1.4 After receiving the recruitment permit, the DBS submit the Recruitment permit to the HRA for further action (HRA)

DBS Recruitment permit

3.1.5 The HRA prepares the advertisement with required qualifications and communicates with the Public Service Recruitment Secretariat

HRA ADVERT

3.1.6

The Public Service Recruitment Secretariat conducts the interview process and give placement letter for the qualified candidates to CE for recruiting them through the Lawson system.

PSRS Placement latter

3.2 Confirmation and promotion and re-categorisation of Staff


Relevant Documents

3.2.1 Review seniority list to determine employee for confirmation and promotion

HRO Seniority list and dully filled OPRAS form for the past three years. Approved budget

3.2.2 Prepare list of staff for confirmation and promotion or re-categorisation from the staff list

HRO Seniority list and dully filled OPRAS form for the past three years.

3.2.3 Submit list of proposed staff for promotion, confirmation and re-categorisation to TANROADS Employment Committee for approval

DBS Proposed list, Seniority list and dully filled OPRAS forms for the past three years.

3.3 Planning and Management of Staff Training

SN Process Step Description Action Person Relevant Documents

3.3.1 Assessing training needs analysis for gap identification from each department by HRA

HRA Training Program / Schedule/ Calendar

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3.3.2 Preparing training plan and communicates to user departments by HRA


3.3.3 Specifying training objectives

DBS Training Program / Schedule/ Calendar

3.3.4 Designing the training program(s) HRA Training Program / Schedule/ Calendar

3.3.5

Selecting the instructional methods DBS Training Program / Schedule/ Calendar

3.3.6

Implementing the training program HRA Training Program / Schedule/ Calendar

3.3.7

Evaluating the training


3.3.8 Planning future training


3.4 Staff Appraisal and Performance Management (OPRAS)


3.4.1 Employee Supervisor and Subordinate agree and plan together on objectives as per business plan from the strategic plan

Supervisor and Subordinate

OPRAS Form

3.4.2 Supervisor and Subordinate agree on objectives, performance targets, performance criteria and resources and sign Performance Agreement


OPRAS Form

3.4.3 Subordinate and Supervisor agree conducts a mid-year review and revise objectives where necessary.


OPRAS Form

3.4.4 Supervisor and Subordinate conduct annual performance review based on agreed objective and attributes of good performance.


OPRAS Form

3.4.5

Supervisor and Subordinate develops plans for the next appraisal period.


OPRAS Form

3.4.6

Supervisor award rewards/ Sanctions and recommendations regarding his/her Subordinate.

Supervisor OPRAS Form

3.4.7

A copy of dully filled OPRAS form is put in file individual file while another copy is sent to HQ for further action

Supervisor OPRAS Form

3.5 Budgeting of Personnel Emoluments


3.5.1 HRO prepare Budget proposal by December based on establishment and submit for review to HRA/DBS and CE

User Department

establishment

3.5.2 CE reviews the request and forwards to DBS for action

CE Budget propasal

3.5.3 DBS reviews the request and assign it to DBS Budget propasal

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a Head of Human Resources and Administration (HRA)

3.5.4

Budget preparation by HRO through Lawson System.

HRO VPN / Internet

3.6 Provision of Human Resources and Administrative services


Relevant Documents

3.6.1 Employees requests for employment benefits i.e. Unpaid salaries, Acting allowance and Per diem through inter-office memo to the CE

Employees Request letter

3.6.2 CE review the request and forwards to DBS for action

CE Request letter

3.6.3 DBS review the request and assign it to Head of Human Resources and Administration (HRA)

DBS Formal request letter

3.6.4 HRA review the request and assign to HRO’s

HRA Formal request letter

3.6.5 HRO’s Requests for supporting documents and information needed from User Department

HRO’s Request for supporting documents

3.6.6 HRO’s submit applications for employment benefits to HRA.

HRO’s Application documents

3.6.7 HRA review the application and recommend to DBS

HRA Application documents

3.6.8 DBS review the recommendation and authorise then submit to HFCA for payments.

DBS Application documents

3.6.9 HFCA process payments HFCA Application documents

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3.7 Staff Leave Management


Relevant Documents

3.7.1 Employee fill leave request forms or write personal letter and submit request for leave to the immediate supervisor (i.e. annual leave, maternity/ paternity leave.

Employees Application form/letter

3.7.2 Immediate supervisor review the request and forwards to HRA for recommendation

HRA Immediate Supervisor

Application form/letter

3.7.3 HRA review the request and assign and recommend to CE/ Directors.

CE Directors HRA

Application form/letter

3.7.4 CE/Directors review the request and approve/disapprove

HRA Application form/letter

3.7.5 The staff fill departure/arrival forms Employee

Departure/Arrival Forms

3.8 Travel Permits


Relevant Documents

3.8.1 Employee submit request to CE for travelling outside the country.

Employee Application Letter

3.8.2 CE review the request and forwards to DBS for action

CE Application Letter

3.8.3 DBS assign it to Head of Human Resources and Administration (HRA)

DBS Application Letter

3.8.4 HRA review the request and assign to HRO’s in order to register particular employee who request travel permit via www.safari.gov.go.tz

HRA Application Letter

3.8.5 HRO register the employee via www.safari.gov.go.tz and notify him/her to fill the forms online via the link sent to his/her Government mail.

HRO Application Letter

3.8.6 Employee fill forms online via the link sent to his/her Government mail and submit to CE.

Employee Invitation Letter/ Nomination Letter Application Forms

3.8.7 CE Approve/Disapprove the request. CE Invitation Letter/ Nomination Letter Application Forms

3.8.8 CE submits the request to Permanent Secretary, Ministry of Works, Transport and Communication for approval.

CE Invitation Letter/ Nomination Letter Application Forms

3.9 Management of Disciplinary Procedures


Relevant Documents

http://www.safari.gov.go.tz/

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3.9.1 HRA prepare charge sheet and submit to DBS for review.

HRA Charge Sheet

3.9.2 DBS review the charge sheet and submit to CE for signature.

DBS Charge Sheet

3.9.3 CE review and sign charge sheet. CE Charge Sheet

3.9.4 The charge sheet and notice is submitted to accused staff.

HRA Charge Sheet Notice

3.10 Management of Terminal Benefits


Relevant Documents

3.10.1 Employee (Expected Retiree) gives notice to inform employer on his/her retirement six month prior to Retirement.

Retiree (Employee)

Application documents

3.10.2 Employer reply/confirm of the retirement and attach the necessary forms to be filled and resubmitted back to employer (Depending which scheme he /she is engaged)

CE HRA

Retirement Forms

3.10.3 Employee submits the filled retirement benefit forms to the employer.

Employee Retirement Forms

3.10.4 Employer submits forms to the respective social security fund and makes follow-ups of Terminal Benefits.

CE Retirement Forms

3.10.5 Employer collects Cheque from the schemes and handover to retired employee.

CE Cheque

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ANNEX 2C (4): Process Steps - Directorate of Projects: – TANROADS-HQ

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1. Management of Design and Construction of Airports – Donor Funded Projects

1.1 Preparation of Terms of Reference for Detailed Designs

SN Process Step Description ACTION PERSON

RELEVANT DOCUMENTS Foot Notes, QA/QC

Controls, Etc

1.1.1 The DPR initiates preparation of the Terms of Reference for Detailed Designs according to budget and Business Plan by issuing directives to PMA

DPR

Budget Book Correspondence Letters, Business Plan, MoWTC Action Plan etc

Letters must bear TANROADS receiving stamp and dates

1.1.2 The PMA hands-over previous feasibility study reports (if available) and issues directives to Project Engineer to prepare Terms of Reference for Detailed Designs.

PMA Budget book, Previous Feasibility study reports Correspondence letters,

1.1.3 The Project Engineer prepares Terms of Reference for Detailed Designs and submits both submission memo and ToR to PMA for review.

PE

Previous Feasibility study reports, Budget book, Correspondence letters, etc.

a) Draft Memos from PE goes to PMA then to DPR for signature,

b) Draft letters from PE goes to PMA, DPR then to CE for signature

1.1.4

The PMA reviews the Terms of Reference for Detailed Designs. If the ToR are acceptable PMA initials submission memo and submit the ToR to DPR. If not, PMA returns the ToR to PE for incorporation of comments

PMA


1.1.5

The DPR review the Terms of Reference for Detailed Designs. If ToR are acceptable, DPR signs the submission Memo and dispatch the signed memo and ToR to DPC. If not, DPR returns the ToR to PMA for incorporation of comments.

DPR


1.2 Supervision of Detailed Designs by Consultants

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RELEVANT DOCUMENTS

FOOT NOTES, QA/QC CONTROLS, ETC

1.2.1 The DPR receives signed contract for Detailed Designs from DPC and Minutes to PMA.

DPR Signed contract for Detailed Designs, Correspondence letters, etc.

Letters must bear TANROADS receiving stamp and dates.

1.2.2

The PMA, nominate the PE for Supervision of project and hands-over signed Contract and inform the PE to write Introduction letter (To whom it may concern) and invite the Consultant/stakeholders for Kick-off Meeting.

PMA

Signed Contract for Detailed Designs, Correspondence letters, Design Manual and Standards, etc.

1.2.3

The PE writes Introduction letter (To whom it may concern) and invite the Consultant/stakeholders for Kick-off Meeting and ask the Consultant to Submit the Revised Work Programme and Professional Insurance (Indemnity).

PE


Draft letters from PE goes to PMA , DPR then to CE for signature

1.2.4 Kick-off Meeting, Consultants presents how they intend to carry out the assignment and deliver the required Project reports.

Consultant


1.2.4 Consultant submits the Revised Work Programme and Professional Insurance (Indemnity).

Consultant Correspondence letters, etc.

1.2.5 CE Minutes and forward the submitted documents from the Consultant to DPR

CE

Revised Work Programme and Professional Insurance (Indemnity), Correspondence letters, etc.

1.2.6 DPR reviews the revised Work Programme and Professional Insurance (Indemnity) and issue directives to PMA

DPR

Correspondence letters, revised Work Programme and Professional Insurance (Indemnity) etc.

1.2.7 PMA reviews the revised Work Programme and Professional PMA Correspondence letters,

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RELEVANT DOCUMENTS


Insurance (Indemnity) and issue directives to PE to review the same.

revised Work Programme and Professional Insurance (Indemnity) etc.

1.2.8

PE a) Reviews the revised Work Programme and prepares

comments and submission memo and submits to PMA for approval,

b) Prepare submission Memo to PLC for review of Professional Insurance (Indemnity)

PE

Correspondence letters, revised Work Programme and Professional Insurance (Indemnity) etc

a) Draft Memos from PE goes to PMA then to DPR for signature,

b) Draft letters from PE goes to PMA , DPR then to CE for signature

1.2.9 PMA reviews the comments on revised Work Programme. If corrects PMA initials submission memo and submits to DPR.

PMA

Correspondence letters, revised Work Programme and Professional Insurance (Indemnity) etc.

1.2.10

DPR reviews the comments on Revised Work Programme and Professional Insurance (Indemnity). If all are acceptable, DPR

a) Direct the approved Revised Work Programme to be filed and direct PMA to inform the Consultant to commence the assignment.

b) Direct the Professional Insurance (Indemnity) to be submitted to DPC for custody.

DPR

Correspondence letters, revised Work Programme and Professional Insurance (Indemnity) etc

1.2.11 PMA issues directives to PE to inform the Consultant to commence the assignment.

PMA Correspondence letters, revised Work Programme etc

1.2.12 PE prepares a letter informing the Consultant to commence the assignment and submits to PMA for approval.

PE Correspondence letters, etc

1.2.13 PMA reviews the letter. If the letter is correct, PMA initials PMA Correspondence letters, etc

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RELEVANT DOCUMENTS


the letter and forward the same to DPR. If not correct, the letter is returned to PE for corrections.

1.2.14 DPR reviews the letter. If the letter is correct, DPR initials it and forward to CE for Signature. If not correct, returns the same to PMA for corrections.

PMA Correspondence letters, etc

1.2.15 CE Signs the letter and the letter is dispatched to the Consultant.

CE Correspondence letters, etc

1.2.16 Consultant commences the assignment and submit letter and Inception Report to TANROADS (CE) within two weeks after commencement of assignment

Consultant Revised Work Programme, Design Manual and Standards, etc.

1.2.17 CE Minutes and forward the submitted Inception Report to DPR

CE Revised Work Programme, Design Manual and Standards, etc.

1.2.18 DPR reviews the Inception Report and issue directives to PMA DPR

Revised Work Programme, Design Manual and Standards, etc.

1.2.19 PMA reviews the Inception Report and is sue directives to PE PMA


1.2.20

PE Reviews the Inception Report and prepares comments and response letter and submits to PMA for approval


The Inception report to be shared with TAA, TCAA, MET and Financing institution

1.2.21 PMA reviews the letter and comments on Inception Report. If correct PMA initials the letter and submit both to DPR.

PMA Revised Work Programme, Design Manual and Standards, etc.

1.2.22 DPR reviews the comments on Inception Report. If letter and comments are acceptable, DPR initials the letter and forward the same to CE for signature

DPR Revised Work Programme, Design Manual and Standards, etc.

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RELEVANT DOCUMENTS


1.2.23 CE Signs the letter and the letter is dispatched to the Consultant.


1.2.24 Consultant submits letter and Draft Design Reports to TANROADS (CE)

Consultant Revised Work Programme, Design Manual and Standards, etc.

1.2.25 CE Minutes and forward the submitted letter and Draft Design Reports to DPR


1.2.26 DPR issue directives to PMA to form Design Review Team (DRT) for reviews of Draft Design Reports DPR


1.2.27

PMA forms the Design Review Team and hands-over the Draft Design Reports for review.

PMA


- Review team should include representatives from TAA, TCAA and MET depending on scope of the design

- Draft reports should be shared with the project Financier

1.2.28 Design Review Team (DRT) Reviews the Draft Design Reports and prepares comments and submission letter and submits to PMA for approval,

DRT Revised Work Programme, Design Manual and Standards, etc.

1.2.29 PMA reviews the comments on Draft Design Reports. If correct PMA initials submission letter and submits comments to DPR.

PMA Revised Work Programme, Design Manual and Standards, etc.

1.2.30 DPR reviews the comments on Draft Design Reports. If letter and comments are acceptable, DPR initials the letter

DPR Revised Work Programme, Design Manual and

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RELEVANT DOCUMENTS


and forward the same to CE for signature Standards, etc.

1.2.31 CE Signs the letter and the letter and comments are dispatched to the Consultant for incorporation


1.2.32 Consultant incorporates the comments and submits letter and Final Design Reports to TANROADS (CE)

Consultant Revised Work Programme, Design Manual and Standards, etc

1.2.33 CE Minutes and forward the submitted letter and Draft Design Reports to DPR


1.2.34 DPR issue directives to PMA to form Design Review Team (DRT) for reviews the Final Design Reports DPR


1.2.35

PMA forms the Design Review Team and hands-over the Final Design Reports for review.

PMA


- Review team should include representatives from TAA, TCAA and MET depending on scope of the design

- Final reports should be shared with the project Financier

1.2.36 Design Review Team (DRT) Reviews the Final Design Reports and prepares comments and submission letter and submits to PMA for approval,

DRT Revised Work Programme, Design Manual and Standards, etc.

1.2.37 PMA reviews th