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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
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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
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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)
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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
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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
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FIGURE 1(b). Typical Organization Structure of a TANROADS’
Regional Manager’s Office
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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
SN KEY ACTIVITIES ACTION PERSON
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
1.3.3 PLC reviews the request and assign it to a Legal Counsel
(LC)
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
SN KEY ACTIVITIES ACTION PERSON
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
SN KEY ACTIVITIES ACTION PERSON
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
SN KEY ACTIVITIES ACTION PERSON
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
1.6.3 PLC reviews the request and assign it to a Legal Counsel
(LC)
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
SN KEY ACTIVITIES ACTION PERSON
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.
SN KEY ACTIVITIES ACTION PERSON
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
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/CQ CONTROLS, ETC
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
Form (TNRA/AMF/11), Payment Voucher
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
Form (TNRA/AMF/11), Payment Voucher, Cheque
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
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/CQ CONTROLS, ETC
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
Form (TNRA/AMF/11), Payment Voucher
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
Form (TNRA/AMF/11), Payment Voucher, Cheque
Appropriate cheque book and bank account should be used.
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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.
Approved Signatories
Form (TNRA/AMF/11), Payment Voucher, Cheque
The Cheque must be signed by one signatory from Category A and
one from Category B; or both from Category A.
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
SN KEY ACTIVITIES ACTION PERSON
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
Appropriate cheque book and bank account should be used.
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.
Approved Signatories
PV, Cheque & Cheque-list
The Cheque must be signed by one signatory from Category A and
one from Category B; or both from Category A.
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
Approved Signatories
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
PVs, Invoices, Fee Notes & Supporting Documents (in
File)
The HFCA approves it and channels the Payment Voucher to ADFPA
for posting in the system
HFCA
PVs, Invoices, Fee Notes & Supporting Documents (in
File)
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
Appropriate cheque book and bank account should be used.
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.
Approved Signatories
Cheque, Cheque Lists and Bank letters
The Cheque must be signed by one signatory from Category A and
one from Category B; or both from Category A.
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
Foot Notes, QA/CQ Controls, etc
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
SN KEY ACTIVITIES ACTION PERSON
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
SN KEY ACTIVITIES ACTION PERSON RELEVANT DOCUMENTS
Foot Notes, QA/CQ Controls, etc
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
SN KEY ACTIVITIES ACTION PERSON
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)
SN KEY ACTIVITIES ACTION PERSON
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
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS FOOT NOTES, QA/CQ CONTROLS, ETC
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
Administrative Personnel
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)
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS FOOT NOTES, QA/CQ CONTROLS, ETC
The Administrative Personnel receives Payment Voucher and
Warrant of Funds from MoWTC and
Administrative Personnel
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
PV & Warrant of Funds
After review, the CE channels the Payment Voucher (MoWTC &
RFB) and Warrant of Funds to DBS
CE
PV & Warrant of Funds
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
SN KEY ACTIVITIES ACTION PERSON RELEVANT DOCUMENTS
Foot Notes, QA/CQ CONTROLS, ETC
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.
Administrative Personnel
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 )
SN KEY ACTIVITIES ACTION PERSON RELEVANT DOCUMENTS
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
Foot Notes, QA/CQ CONTROLS, ETC
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
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS
Foot Notes, QA/CQ Controls, Etc
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Administrative Personnel receives Invoices from Motor Vehicles
Services Providers, registers, and hands over to PS-CE
Administrative Personnel
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
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS FOOT NOTES, QA/CQ CONTROLS, ETC
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.
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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
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/CQ CONTROLS, ETC
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.
Administrative Personnel
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
Administrative Personnel
Public Auction
Report/Letter
DIRECT PAYMENTS -DFPA
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/CQ CONTROLS, ETC
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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
Administrative Personnel
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
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/CQ CONTROLS, ETC
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
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/CQ CONTROLS, ETC
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
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/CQ CONTROLS, ETC
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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
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/CQ CONTROLS, ETC
Employee writes a letter requesting for acting allowance and
submits to CE. Administrative Persomnnel receives it and hands it
over to PS-CE
Administrative Personnel
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.
Administrative Personnel
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)
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/CQ CONTROLS, ETC
The Administrative Personnel brings monthly deduction files from
Registry to Payroll Accountant (PA).
Administrative Personnel
Deduction Files
Payroll Accountant (PA) minutes the HFCA requesting for approval
to effect deduction payments
PA Deduction Files
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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
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ANNUAL AUDIT PROCEDURES
SN KEY ACTIVITIES ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/CQ CONTROLS, ETC
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.
Administrative Personnel
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.
Administrative Personnel
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
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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
SN Process Step Description Action Person
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
HRA Training Program / Schedule/ Calendar
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
HRA Training Program / Schedule/ Calendar
3.3.8 Planning future training
HRA Training Program / Schedule/ Calendar
3.4 Staff Appraisal and Performance Management (OPRAS)
SN Process Step Description Action Person Relevant Documents
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
Supervisor and Subordinate
OPRAS Form
3.4.3 Subordinate and Supervisor agree conducts a mid-year
review and revise objectives where necessary.
Supervisor and Subordinate
OPRAS Form
3.4.4 Supervisor and Subordinate conduct annual performance
review based on agreed objective and attributes of good
performance.
Supervisor and Subordinate
OPRAS Form
3.4.5
Supervisor and Subordinate develops plans for the next appraisal
period.
Supervisor and Subordinate
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
SN Process Step Description Action Person Relevant Documents
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
SN Process Step Description Action Person
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
SN Process Step Description Action Person
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
SN Process Step Description Action Person
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
SN Process Step Description Action Person
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
SN Process Step Description Action Person
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
Previous Feasibility study reports, Budget book, Correspondence
letters, etc.
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
Previous Feasibility study reports, Budget book, Correspondence
letters, etc.
1.2 Supervision of Detailed Designs by Consultants
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SN Process Step Description ACTION PERSON
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
Signed Contract for Detailed Designs, Correspondence letters,
Design Manual and Standards, etc.
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
Signed Contract for Detailed Designs, Correspondence letters,
Design Manual and Standards, etc.
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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SN Process Step Description ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/QC CONTROLS, ETC
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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SN Process Step Description ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/QC CONTROLS, ETC
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
Revised Work Programme, Design Manual and Standards, etc.
1.2.20
PE Reviews the Inception Report and prepares comments and
response letter and submits to PMA for approval
Revised Work Programme, Design Manual and Standards, etc.
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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SN Process Step Description ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/QC CONTROLS, ETC
1.2.23 CE Signs the letter and the letter is dispatched to the
Consultant.
CE Revised Work Programme, Design Manual and Standards, etc.
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
CE Revised Work Programme, Design Manual and Standards, etc.
1.2.26 DPR issue directives to PMA to form Design Review Team
(DRT) for reviews of Draft Design Reports DPR
Revised Work Programme, Design Manual and Standards, etc.
1.2.27
PMA forms the Design Review Team and hands-over the Draft Design
Reports for review.
PMA
Revised Work Programme, Design Manual and Standards, etc.
- 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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SN Process Step Description ACTION PERSON
RELEVANT DOCUMENTS
FOOT NOTES, QA/QC CONTROLS, ETC
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
CE Revised Work Programme, Design Manual and Standards, etc.
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
CE Revised Work Programme, Design Manual and Standards, etc.
1.2.34 DPR issue directives to PMA to form Design Review Team
(DRT) for reviews the Final Design Reports DPR
Revised Work Programme, Design Manual and Standards, etc.
1.2.35
PMA forms the Design Review Team and hands-over the Final Design
Reports for review.
PMA
Revised Work Programme, Design Manual and Standards, etc.
- 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