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Assessment form
Local Government Performance Assessment
Manafwa District
(Vote Code: 566)
AssessmentScores
Accountability RequirementsN/A
Crosscutting Performance MeasuresN/A
Educational Performance MeasuresN/A
Health Performance MeasuresN/A
Water Performance MeasuresN/A
566 Manafwa District Accountability Requirements  
Summary of requirementsDefinition of compliance Compliance justificationCompliant?
Annual performance contract

LG has submitted an annual performance contract of the forthcoming year by June 30 on the basis of the PFMAA and LG Budget guidelines for the coming financial year.

xxxNo
Supporting Documents for the Budget required as per the PFMA are submitted and available

LG has submitted a Budget that includes a Procurement Plan for the forthcoming FY (LG PPDA Regulations, 2006).

xxxxxNo
Reporting: submission of annual and quarterly budget performance reports

LG has submitted the annual performance report for the previous FY on or before 31st July (as per LG Budget Preparation Guidelines for coming FY; PFMA Act, 2015)


xxxxxNo

LG has submitted the quarterly budget performance report for all the four quarters of the  previous FY; PFMA Act, 2015)

xxxxxxNo
Audit

The LG has provided information to the PS/ST on the status of implementation of Internal Auditor General or Auditor General findings for the previous financial year by April 30 (PFMA s. 11 2g). This statement includes actions against all findings where the Auditor General recommended the Accounting Officer to take action (PFMA Act 2015; Local Governments Financial and Accounting Regulations 2007; The Local Governments Act, Cap 243).

xxxxxNo

The audit opinion of LG Financial Statement (issued in January) is not adverse or disclaimer

xxxxxNo
 
566 Manafwa District Water & Environment Performance Measures  
Summary of requirementsDefinition of compliance Compliance justificationScore
Planning, budgeting and execution

The DWO has targeted allocations to sub-counties with safe water coverage below the district average.


Maximum score 10 for this performance measure


• Evidence that the LG Water department has targeted sub-counties with safe water coverage below the district average in the budget for the current FY: score 10

The LG Water department has implemented budgeted water projects in the targeted sub-counties (i.e.  sub-counties with safe water coverage below the district average)


Maximum 15 points for this performance measure



• Evidence that the LG Water department has implemented budgeted water projects in the targeted sub-counties with safe water coverage below the district average in the previous FY: score 15
Monitoring and Supervision

The LG Water department carries out monthly monitoring and supervision of project investments in the sector


Maximum 15 points for this performance measure


Evidence that the LG Water department has monitored each of WSS facilities at least annually. • If more than 95% of the WSS facilities monitored: score 15 • 80 - 95% of the WSS facilities - monitored: score 10 • 70 - 79%: score 7 • 60 - 69% monitored: score 5 • 50 - 59%: score 3 • Less than 50% of WSS facilities monitored -score 0

The LG Water department has submitted accurate/consistent reports/data lists of water facilities as per formats provided by MoWE


Maximum 10 for this performance measure


• Evidence that the LG has submitted accurate/consistent data for the current FY: o List of water facility which are consistent in both sector MIS reports and OBT: score 10
Procurement and contract management

The LG Water department has submitted procurement requests, complete with all technical requirements, to PDU that cover all items in the approved Sector annual work plan and budget


Maximum 4 for this performance measure


Evidence that the sector has submitted procurement requests to PDU that cover all investment items in the approved Sector annual work plan and budget on time (by April 30): score 4

The DWO has appointed Contract Manager and has effectively managed the WSS contracts

 

Maximum 8 points for this performance measure


• If the DWO prepared a contract management plan and conducted monthly site visits for the different WSS infrastructure projects as per the contract management plan: score 2

The DWO has appointed Contract Manager and has effectively managed the WSS contracts

 

Maximum 8 points for this performance measure


• If water and sanitation facilities constructed as per design(s): score 2

The DWO has appointed Contract Manager and has effectively managed the WSS contracts

 

Maximum 8 points for this performance measure


• If contractor handed over all completed WSS facilities: score 2

The DWO has appointed Contract Manager and has effectively managed the WSS contracts

 

Maximum 8 points for this performance measure


• If DWO appropriately certified all WSS projects and prepared and filed completion reports: score 2

•    Evidence that the DWOs timely (as per contract) certified and recommended suppliers for payment: score 3 points

• Evidence that the DWOs timely (as per contract) certified and recommended suppliers for payment: score 3 points

Financial management and reporting

The LG Water department has submitted annual reports (including all quarterly reports) in time to the Planning Unit


Maximum 5 for this performance measure


• Evidence that the department submitted the annual performance report for the previous FY (including all four quarterly reports) to the Planner by mid-July for consolidation: score 5

LG Water Department has acted on Internal Audit recommendation (if any)


Maximum 5 for this performance measure


• Evidence that the sector has provided information to the internal audit on the status of implementation of all audit findings for the previous financial year o If sector has no audit query score 5 o If the sector has provided information to the internal audit on the status of implementation of all audit findings for the previous financial year: score 3 If queries are not responded to score 0
Governance, oversight, transparency and accountability

The LG committee responsible for water met, discussed service delivery issues and presented issues that require approval to Council


Maximum 6 for this performance measure


• Evidence that the council committee responsible for water met and discussed service delivery issues including supervision reports, performance assessment results, LG PAC reports and submissions from the District Water and Sanitation Coordination Committee (DWSCC) etc. during the previous FY: score 3

The LG committee responsible for water met, discussed service delivery issues and presented issues that require approval to Council


Maximum 6 for this performance measure


• Evidence that the water sector committee has presented issues that require approval to Council: score 3

The LG Water department has shared information widely to the public to enhance transparency


Maximum 6 points for this performance measure




• The AWP, budget and the Water Development grant releases and expenditures have been displayed on the district notice boards as per the PPDA Act and discussed at advocacy meetings: score 2

The LG Water department has shared information widely to the public to enhance transparency


Maximum 6 points for this performance measure




• All WSS projects are clearly labelled indicating the name of the project, date of construction, the contractor and source of funding: score 2

The LG Water department has shared information widely to the public to enhance transparency


Maximum 6 points for this performance measure




• Information on tenders and contract awards (indicating contractor name /contract and contract sum) displayed on the District notice boards: score 2

Participation of communities in WSS programmes


Maximum 3 points for this performance measure


• If communities apply for water/public sanitation facilities as per the sector critical requirements (including community contributions) for the current FY: score 1

Participation of communities in WSS programmes


Maximum 3 points for this performance measure


• Number of water supply facilities with WSCs that are functioning evidenced by collection of O&M funds and carrying out preventive maintenance and minor repairs, for the current FY: score 2
Social and environmental safeguards

The LG Water department has devised strategies for environmental conservation and management


Maximum 4 points for this performance measure


• Evidence that environmental screening (as per templates) for all projects and EIAs (where required) conducted for all WSS projects and reports are in place: score 2

The LG Water department has devised strategies for environmental conservation and management


Maximum 4 points for this performance measure


• Evidence that there has been follow up support provided in case of unacceptable environmental concerns in the past FY: score 1

The LG Water department has devised strategies for environmental conservation and management


Maximum 4 points for this performance measure


• Evidence that construction and supervision contracts have clause on environmental protection: score 1

The LG Water department has promoted gender equity in WSC composition.


Maximum 3 points for this performance measure


• If at least 50% WSCs are women as per the sector critical requirements: score 3

Gender- and special-needs sensitive sanitation facilities in public places/RGCs.


Maximum 3 points for this performance measure


• If public sanitation facilities have adequate access and separate stances for men, women and PWDs: score 3
 
566 Manafwa District Health Performance Measures  
Summary of requirementsDefinition of compliance Compliance justificationScore
Human resource planning and management

LG has substantively recruited primary health workers with a wage bill provision from PHC wage


Maximum 6 points for this performance measure



Evidence that LG has filled the structure for primary health workers with a wage bill provision from PHC wage for the current FY • More than 80% filled: score 6 points, • 60 – 80% - score 3 • Less than 60% filled: score 0

The LG Health department has submitted a comprehensive recruitment plan to the HRM department


Maximum 4 points for this performance measure


Evidence that Health department has submitted a comprehensive recruitment plan/request to HRM for the current FY, covering the vacant positions of health workers: score 4

The LG Health department has ensured that performance appraisal for health facility in charge is conducted


Maximum 8 points for this performance measure


Evidence that the health facility in-charge have been appraised during the previous FY: o 100%: score 8 o 70 – 99%: score 4 o Below 70%: score 0

The Local Government Health department has equitably deployed health workers across health facilities and in accordance with the staff lists submitted together with the budget in the current FY.

Maximum 4 points for this performance measure


• Evidence that the LG Health department has deployed health workers equitably, in line with the lists submitted with the budget for the current FY: score 4
Monitoring and Supervision

The DHO has effectively communicated and explained guidelines, policies, circulars issued by the national level in the previous FY to health facilities


Maximum 6 for this performance measure


• Evidence that the DHO has communicated all guidelines, policies, circulars issued by the national level in the previous FY to health facilities: score 3

The DHO has effectively communicated and explained guidelines, policies, circulars issued by the national level in the previous FY to health facilities


Maximum 6 for this performance measure


• Evidence that the DHO has held meetings with health facility in-charges and among others explained the guidelines, policies, circulars issued by the national level: score 3

The LG Health Department has effectively provided support supervision to district health services


Maximum 6 points for this performance measure


Evidence that DHT has supervised lower level health facilities within the previous FY: • If 100% supervised: score 3 points • 80 - 99% of the health facilities: score 2 • 60 - 79% of the health facilities: score 1 • Less than 60% of the health facilities: score 0

The LG Health Department has effectively provided support supervision to district health services


Maximum 6 points for this performance measure


Evidence that DHT has supervised 100% of HC IVs and district hospitals: score 3

The Health Sub-district(s) have effectively provided support supervision to lower level health units


Maximum 6 points for this performance measure


Evidence that health facilities have been supervised by HSD and reports produced: • If 100% supervised score 6 points • 80 - 99% of the health facilities: score 4 • 60 - 79% of the health facilities: score 2 • Less than 60% of the health facilities: score 0

The LG Health department (including HSDs) have discussed the results/reports of the support supervision and monitoring visits, used them to make recommendations for corrective actions and followed up


Maximum 10 points for this performance measure


• Evidence that the reports have been discussed and used to make recommendations for corrective actions during the previous FY: score 4

The LG Health department (including HSDs) have discussed the results/reports of the support supervision and monitoring visits, used them to make recommendations for corrective actions and followed up


Maximum 10 points for this performance measure


• Evidence that the recommendations are followed – up and specific activities undertaken for correction: score 6

The LG Health department has submitted accurate/consistent reports/date for health facility lists as per formats provided by MoH


Maximum 10 for this performance measure


• Evidence that the LG has submitted accurate/consistent data regarding: o List of health facilities which are consistent with both HMIS reports and OBT: score 10
Governance, oversight, transparency and accountability

The LG committee responsible for health met, discussed service delivery issues and presented issues that require approval to Council


Maximum 4 for this performance measure


• Evidence that the council committee responsible for health met and discussed service delivery issues including supervision reports, performance assessment results, LG PAC reports etc. during the previous FY: score 2

The LG committee responsible for health met, discussed service delivery issues and presented issues that require approval to Council


Maximum 4 for this performance measure


• Evidence that the health sector committee has presented issues that require approval to Council: score 2

The Health Unit Management Committees and Hospital Board are operational/functioning


Maximum 5 points


Evidence that health facilities and Hospitals have functional HUMCs/Boards (established, meetings held and discussions of budget and resource issues): • If 100% of randomly sampled facilities: score 5 • If 80-99% : score 3 • If 70-79%: : score 1 • If less than 70%: score 0

The LG has publicised all health facilities receiving PHC non-wage recurrent grants


Maximum 3 for this performance measure


• Evidence that the LG has publicised all health facilities receiving PHC non-wage recurrent grants e.g. through posting on public notice boards: score 3
Procurement and contract management

The LG Health department has submitted procurement requests, complete with all technical requirements, to PDU that cover all items in the approved Sector annual work plan and budget


Maximum 4 for this performance measure


• Evidence that the sector has submitted procurement requests to PDU that cover all investment items in the approved Sector annual work plan and budget on time by April 30 for the current FY: score 2

The LG Health department has submitted procurement requests, complete with all technical requirements, to PDU that cover all items in the approved Sector annual work plan and budget


Maximum 4 for this performance measure


Evidence that LG Health department submitted procurement request form (Form PP5) to the PDU by 1st Quarter of the current FY: score 2

The LG Health department has supported all health facilities to submit health supplies procurement plan to NMS


Maximum 8 points for this performance measure




•    Evidence that the LG Health department has supported all health facilities to submit health supplies procurement plan to NMS on time:

•    100% - score 8

•    70-99% – score 4

•    Below 70% - score 0


The LG Health department has certified and initiated payment for supplies on time


Maximum 2 for this performance measure


• Evidence that the DHO (as per contract) certified and recommended suppliers timely for payment: score 2 points
Financial management and reporting

The LG Health department has submitted annual reports (including all quarterly reports) in time to the Planning Unit


Maximum 4 for this performance measure


• Evidence that the department submitted the annual performance report for the previous FY (including all four quarterly reports) to the Planner by mid-July for consolidation: score 4

LG Health department has acted on Internal Audit recommendation (if any)


Maximum 4 for this performance measure


Evidence that the sector has provided information to the internal audit on the status of implementation of all audit findings for the previous financial year • If sector has no audit query score 4 • If the sector has provided information to the internal audit on the status of implementation of all audit findings for the previous financial year: score 2 points • If all queries are not responded to score 0
Social and environmental safeguards

Compliance with gender composition of HUMC and promotion of gender sensitive sanitation in health facilities.


Maximum 4 points


• Evidence that Health Unit Management Committee (HUMC) meet the gender composition as per guidelines: score 2

Compliance with gender composition of HUMC and promotion of gender sensitive sanitation in health facilities.


Maximum 4 points


• Evidence that the LG has issued guidelines on how to manage sanitation in health facilities including separating facilities for men and women: score 2

The LG Health department has issued guidelines on medical waste management


Maximum 2 points


• Evidence that the LGs has issued guidelines on medical waste management, including guidelines for construction of facilities for medical waste disposal : score 2 points.
 
566 Manafwa District Educational Performance Measures  
Summary of requirementsDefinition of compliance Compliance justificationScore
Human Resource Management

The LG education department has budgeted and deployed teachers as per guidelines (a Head Teacher and minimum of 7 teachers per school)


Maximum 8 for this performance measure


• Evidence that the LG has budgeted for a Head Teacher and minimum of 7 teachers per school (or minimum a teacher per class for schools with less than P.7) for the current FY: score 4

The LG education department has budgeted and deployed teachers as per guidelines (a Head Teacher and minimum of 7 teachers per school)


Maximum 8 for this performance measure


• Evidence that the LG has deployed a Head Teacher and minimum of 7 teachers per school for the current FY: score 4

LG has substantively recruited all primary school teachers where there is a wage bill provision


Maximum 6 for this performance measure


• Evidence that the LG has filled the structure for primary teachers with a wage bill provision o If 100% score 6 o If 80 - 99% score 3 o If below 80% score 0

LG has substantively recruited all positions of school inspectors as per staff structure, where there is a wage bill provision.


Maximum 6 for this performance measure


• Evidence that the LG has substantively filled all positions of school inspectors as per staff structure, where there is a wage bill provision: score 6

The LG Education department has submitted a recruitment plan covering primary teachers and school inspectors to HRM for the current FY.


Maximum 4 for this performance measure


Evidence that the LG Education department has submitted a recruitment plan to HRM for the current FY to fill positions of Primary Teachers: score 2

The LG Education department has submitted a recruitment plan covering primary teachers and school inspectors to HRM for the current FY.


Maximum 4 for this performance measure


Evidence that the LG Education department has submitted a recruitment plan to HRM for the current FY to fill positions of School Inspectors: score 2

The LG Education department has conducted performance appraisal for school inspectors and ensured that performance appraisal for all primary school head teachers is conducted during the previous FY.


Maximum 6 for this performance measure


Evidence that the LG Education department appraised school inspectors during the previous FY • 100% school inspectors: score 3

The LG Education department has conducted performance appraisal for school inspectors and ensured that performance appraisal for all primary school head teachers is conducted during the previous FY.


Maximum 6 for this performance measure


Evidence that the LG Education department appraised head teachers during the previous FY. • 90% - 100%: score 3 • 70% - 89%: score 2 • Below 70%: score 0
Monitoring and Inspection

The LG Education Department has effectively communicated and explained guidelines, policies, circulars issued by the national level in the previous FY to schools


Maximum 3 for this performance measure


• Evidence that the LG Education department has communicated all guidelines, policies, circulars issued by the national level in the previous FY to schools: score 1

The LG Education Department has effectively communicated and explained guidelines, policies, circulars issued by the national level in the previous FY to schools


Maximum 3 for this performance measure


• Evidence that the LG Education department has held meetings with primary school head teachers and among others explained and sensitised on the guidelines, policies, circulars issued by the national level, including on school feeding: score 2

The LG Education Department has effectively inspected all private and public primary schools


Maximum 12 for this performance measure


• Evidence that all private and public primary schools have been inspected at least once per term and reports produced: o 100% - score 12 o 90 to 99% - score 10 o 80 to 89% - score 8 o 70 to 79% - score 6 o 60 to 69% - score 3 o 50 to 59% score 1 o Below 50% score 0.

LG Education department has discussed the results/reports of school inspections, used them to make recommendations for corrective actions and followed recommendations


Maximum 10 for this performance measure


• Evidence that the Education department has discussed school inspection reports and used reports to make recommendations for corrective actions during the previous FY: score 4

LG Education department has discussed the results/reports of school inspections, used them to make recommendations for corrective actions and followed recommendations


Maximum 10 for this performance measure


• Evidence that the LG Education department has submitted school inspection reports to the Directorate of Education Standards (DES) in the Ministry of Education and Sports (MoES): Score 2

LG Education department has discussed the results/reports of school inspections, used them to make recommendations for corrective actions and followed recommendations


Maximum 10 for this performance measure


• Evidence that the inspection recommendations are followed-up: score 4

The LG Education department has submitted accurate/consistent reports/date for school lists and enrolment as per formats provided by MoES


Maximum 10 for this performance measure


• Evidence that the LG has submitted accurate/consistent data: o List of schools which are consistent with both EMIS reports and OBT: score 5

The LG Education department has submitted accurate/consistent reports/date for school lists and enrolment as per formats provided by MoES


Maximum 10 for this performance measure


Evidence that the LG has submitted accurate/consistent data: • Enrolment data for all schools which is consistent with EMIS report and OBT: score 5
Governance, oversight, transparency and accountability

The LG committee responsible for education met, discussed service delivery issues and presented issues that require approval to Council


Maximum 4 for this performance measure


• Evidence that the council committee responsible for education met and discussed service delivery issues including inspection, performance assessment results, LG PAC reports etc…during the previous FY: score 2

The LG committee responsible for education met, discussed service delivery issues and presented issues that require approval to Council


Maximum 4 for this performance measure


• Evidence that the education sector committee has presented issues that requires approval to Council: score 2

Primary schools in a LG have functional SMCs


Maximum 5 for this performance measure


Evidence that all primary schools have functional SMCs (established, meetings held, discussions of budget and resource issues and submission of reports to DEO) • 100% schools: score 5 • 80 to 99% schools: score 3 • Below 80% schools: score 0

The LG has publicised all schools receiving non-wage recurrent grants


Maximum 3  for this performance measure


• Evidence that the LG has publicised all schools receiving non-wage recurrent grants e.g. through posting on public notice boards: score 3
Procurement and contract management

The LG Education department has submitted procurement requests, complete with all technical requirements, to PDU that cover all items in the approved Sector annual work plan and budget


Maximum 4 for this performance measure


• Evidence that the sector has submitted procurement requests to PDU that cover all investment items in the approved Sector annual work plan and budget on time by April 30: score 4

The LG Education department has certified and initiated payment for supplies on time


Maximum 3 for this performance measure


• Evidence that the LG Education departments timely (as per contract) certified and recommended suppliers for payment: score 3 points
Financial management and reporting

The LG Education department has submitted annual reports (including all quarterly reports) in time to the Planning Unit


Maximum 4 for this performance measure


• Evidence that the department submitted the annual performance report for the previous FY (with availability of all four quarterly reports) to the Planner by mid-July for consolidation: score 4

LG Education has acted on Internal Audit recommendation (if any)


Maximum 4 for this performance measure


• Evidence that the sector has provided information to the internal audit on the status of implementation of all audit findings for the previous financial year o If sector has no audit query score 4 o If the sector has provided information to the internal audit on the status of implementation of all audit findings for the previous financial year: score 2 points o If all queries are not responded to score 0
Social and environmental safeguards

LG Education Department has disseminated and promoted adherence to gender guidelines


Maximum 5 points for this performance measure


• Evidence that the LG Education department in consultation with the gender focal person has disseminated guidelines on how senior women/men teacher should provide guidance to girls and boys to handle hygiene, reproductive health, life skills etc…: Score 2

LG Education Department has disseminated and promoted adherence to gender guidelines


Maximum 5 points for this performance measure


• Evidence that LG Education department in collaboration with gender department have issued and explained guidelines on how to manage sanitation for girls and PWDs in primary schools: score 2

LG Education Department has disseminated and promoted adherence to gender guidelines


Maximum 5 points for this performance measure


• Evidence that the School Management Committee meet the guideline on gender composition: score 1

LG Education department has ensured that guidelines on environmental management are disseminated


Maximum 3 points for this performance measure


• Evidence that the LG Education department in collaboration with Environment department has issued guidelines on environmental management (tree planting, waste management, formation of environmental clubs and environment education etc..): score 3:
 
566 Manafwa District Crosscutting Performance Measures  
Summary of requirementsDefinition of compliance Compliance justificationScore
Planning, budgeting and execution

All new infrastructure projects in: (i) a municipality; and (ii) all Town Councils in a District are approved by the respective Physical Planning Committees and are consistent with the approved Physical Plans


Maximum 4 points for this performance measure.  



Evidence that a municipality/district has: • A functional Physical Planning Committee in place that considers new investments on time: score 2.

All new infrastructure projects in: (i) a municipality; and (ii) all Town Councils in a District are approved by the respective Physical Planning Committees and are consistent with the approved Physical Plans


Maximum 4 points for this performance measure.  



• All new infrastructure investments have approved plans which are consistent with the Physical Plans: score 2.

The prioritized investment activities in the approved AWP for the current FY are derived from the approved five-year development plan, are based on discussions in annual reviews and budget conferences and have project profiles

• Evidence that priorities in AWP for the current FY are based on the outcomes of budget conferences: score 2.

The prioritized investment activities in the approved AWP for the current FY are derived from the approved five-year development plan, are based on discussions in annual reviews and budget conferences and have project profiles

• Evidence that the capital investments in the approved Annual work plan for the current FY are derived from the approved five-year development plan. If different, justification has to be provided and evidence that it was approved by Council. Score 2.

The prioritized investment activities in the approved AWP for the current FY are derived from the approved five-year development plan, are based on discussions in annual reviews and budget conferences and have project profiles

• Project profiles have been developed and discussed by TPC for all investments in the AWP as per LG Planning guideline: score 1.

Annual statistical abstract developed and applied


Maximum 1 point on this performance measure


• Annual statistical abstract, with gender disaggregated data has been compiled and presented to the TPC to support budget allocation and decision-making- maximum 1 point.

Investment activities in the previous FY were implemented as per AWP.


Maximum 6 points on this performance measure.


• Evidence that all infrastructure projects implemented by the LG in the previous FY were derived from the annual work plan and budget approved by the LG Council: score 2

Investment activities in the previous FY were implemented as per AWP.


Maximum 6 points on this performance measure.


• Evidence that the investment projects implemented in the previous FY were completed as per work plan by end for FY. o 100%: score 4 o 80-99%: score 2 o Below 80%: 0

The LG has executed the budget for construction of investment projects and O&M for all major infrastructure projects and assets during the previous FY


Maximum 4 points on this Performance Measure.


• Evidence that all investment projects in the previous FY were completed within approved budget – Max. 15% plus or minus of original budget: score 2

The LG has executed the budget for construction of investment projects and O&M for all major infrastructure projects and assets during the previous FY


Maximum 4 points on this Performance Measure.


• Evidence that the LG has budgeted and spent at least 80% of O&M budget for infrastructure in the previous FY: score 2
Human Resource Management

LG has substantively recruited and appraised all Heads of Departments


Maximum 5 points on this Performance Measure.  


• Evidence that the LG has filled all HoDs positions substantively: score 3

LG has substantively recruited and appraised all Heads of Departments


Maximum 5 points on this Performance Measure.  


•  Evidence that HoDs have been appraised as per guidelines issued by MoPS during the previous FY: score 2


The LG DSC has considered all staff that have been submitted for recruitment, confirmation and disciplinary actions during the previous FY.


Maximum 4 points on this Performance Measure


• Evidence that 100 percent of staff submitted for recruitment have been considered: score 2

The LG DSC has considered all staff that have been submitted for recruitment, confirmation and disciplinary actions during the previous FY.


Maximum 4 points on this Performance Measure


• Evidence that 100 percent of staff submitted for confirmation have been considered: score 1

The LG DSC has considered all staff that have been submitted for recruitment, confirmation and disciplinary actions during the previous FY.


Maximum 4 points on this Performance Measure


• Evidence that 100 percent of staff submitted for disciplinary actions have been considered: score 1

Staff recruited and retiring access the salary and pension payroll respectively within two months


Maximum 5 points on this Performance Measure.


• Evidence that 100% of the staff recruited during the previous FY have accessed the salary payroll not later than two months after appointment: score 3

Staff recruited and retiring access the salary and pension payroll respectively within two months


Maximum 5 points on this Performance Measure.


• Evidence that 100% of the staff that retired during the previous FY have accessed the pension payroll not later than two months after retirement: score 2
Revenue Mobilization

The LG has increased LG own source revenues in the last financial year compared to the one before the previous financial year (last FY year but one)


Maximum 4 points on this Performance Measure.


• If increase in OSR from previous FY but one to previous FY is more than 10% : score 4 points • If the increase is from 5 -10% : score 2 point • If the increase is less than 5% : score 0 points.

LG has collected local revenues as per budget (collection ratio)


Maximum 2 points on this performance measure


• If revenue collection ratio (the percentage of local revenue collected against planned for the previous FY (budget realisation) is within /- 10% : then 2 points. If more than /- 10% : zero points.

Local revenue administration, allocation and transparency


Maximum 4 points on this performance measure


• Evidence that the District/Municipality has remitted the mandatory LLG share of local revenues: score 2

Local revenue administration, allocation and transparency


Maximum 4 points on this performance measure


• Evidence that the LG is not using more than 20% of OSR on council activities: score 2
Procurement and contract management

The LG has in place the capacity to manage the procurement function


Maximum 4 points on this performance measure.


•  Evidence that the District has the position of a Senior Procurement Officer and Procurement Officer (if Municipal: Procurement Officer and Assistant Procurement Officer) substantively filled:  score 2

The LG has in place the capacity to manage the procurement function


Maximum 4 points on this performance measure.


•   Evidence that the TEC produced and submitted reports to the Contracts Committee for the previous FY: score 1

The LG has in place the capacity to manage the procurement function


Maximum 4 points on this performance measure.


•   Committee considered recommendations of the TEC and provide justifications for any deviations from those recommendations: score 1

The LG has a comprehensive Procurement and Disposal Plan covering infrastructure activities in the approved AWP and is followed.


Maximum 2 points on this performance measure.


• a) Evidence that the procurement and Disposal Plan for the current year covers all infrastructure projects in the approved annual work plan and budget and b) evidence that the LG has made procurements in previous FY as per plan (adherence to the procurement plan) for the previous FY: score 2

The LG has prepared bid documents, maintained contract registers and procurement activities files and adheres with established thresholds.


Maximum 6 points on this performance measure


• For current FY, evidence that the LG has prepared 80% of the bid documents for all investment/infrastructure by August 30: score 2

The LG has prepared bid documents, maintained contract registers and procurement activities files and adheres with established thresholds.


Maximum 6 points on this performance measure


•   For Previous FY, evidence that the LG has an updated contract register and has complete procurement activity files for all procurements: score 2

The LG has prepared bid documents, maintained contract registers and procurement activities files and adheres with established thresholds.


Maximum 6 points on this performance measure


•    For previous FY, evidence that the LG has adhered with procurement thresholds (sample 5 projects):  score 2.

The LG has certified and provided detailed project information on all investments


Maximum 4 points on this performance measure


•    Evidence that all works projects implemented in the previous FY were appropriately certified – interim and completion certificates for all projects based on technical supervision: score 2

The LG has certified and provided detailed project information on all investments


Maximum 4 points on this performance measure


•    Evidence that all works projects for the current FY are clearly labelled (site boards) indicating: the name of the project, contract value, the contractor; source of funding and expected duration:  score 2

Financial management

The LG makes monthly and up to-date bank reconciliations


Maximum 4 points on this performance measure.


• Evidence that the LG makes monthly bank reconciliations and are up to-date at the time of the assessment: score 4

The LG made timely payment of suppliers during the previous FY


Maximum 2 points on this performance measure


• If the LG makes timely payment of suppliers during the previous FY – no overdue bills (e.g. procurement bills) of over 2 months: score 2.

The LG executes the Internal Audit function in accordance with the LGA section 90 and LG procurement regulations


Maximum 6 points on this performance measure.


•    Evidence that the LG has a substantive Senior Internal Auditor and produced all quarterly internal audit reports for the previous FY: score 3.

The LG executes the Internal Audit function in accordance with the LGA section 90 and LG procurement regulations


Maximum 6 points on this performance measure.


•    Evidence that the LG has provided information to the Council and LG PAC on the status of implementation of internal audit findings for the previous financial year i.e. follow up on audit queries: score 2.

The LG executes the Internal Audit function in accordance with the LGA section 90 and LG procurement regulations


Maximum 6 points on this performance measure.


• Evidence that internal audit reports for the previous FY were submitted to LG Accounting Officer, LG PAC and LG PAC has reviewed them and followed-up: score 1

The LG maintains a detailed and updated assets register

Maximum 4 points on this performance measure.


• Evidence that the LG maintains an up-dated assets register covering details on buildings, vehicle, etc. as per format in the accounting manual: score 4

The LG has obtained an unqualified or qualified Audit opinion


Maximum 4 points on this performance measure


Quality of Annual financial statement from previous FY: • unqualified audit opinion: score 4 • Qualified: score 2 • Adverse/disclaimer: score 0
Governance, oversight, transparency and accountability

The LG Council meets and discusses service delivery related issues


Maximum 2 points on this performance measure


Evidence that the Council meets and discusses service delivery related issues including TPC reports, monitoring reports, performance assessment results and LG PAC reports for last FY: score 2

The LG has responded to the feedback/complaints provided by citizens


Maximum 2 points on this Performance Measure


• Evidence that LG has designated a person to coordinate response to feed-back (grievance /complaints) and responded to feedback and complaints: score 2.

The LG shares information with citizens (Transparency)


Total maximum 4 points on this Performance Measure


Evidence that the LG has published: • The LG Payroll and Pensioner Schedule on public notice boards and other means: score 2

The LG shares information with citizens (Transparency)


Total maximum 4 points on this Performance Measure


•    Evidence that the procurement plan and awarded contracts and amounts are published: score 1

The LG shares information with citizens (Transparency)


Total maximum 4 points on this Performance Measure


•    Evidence that the LG performance assessment results and implications, are published e.g.  on the budget website for the previous year (from budget requirements): score 1.

The LGs communicates guidelines, circulars and policies to LLGs to provide feedback to the citizens


Maximum 2 points on this performance measure



• Evidence that the HLG have communicated and explained guidelines, circulars and policies issued by the national level to LLGs during previous FY: score 1

The LGs communicates guidelines, circulars and policies to LLGs to provide feedback to the citizens


Maximum 2 points on this performance measure



• Evidence that LG during previous FY has conducted discussions (e.g. municipal urban fora, barazas, radio programmes etc..) with the public to provide feed-back on status of activity implementation: score 1.
Social and environmental safeguards

The LG has mainstreamed gender into their activities and planned activities to strengthen women’s roles



Maximum 4 points on this performance measure.


• Evidence that the LG gender focal person has provided guidance and support to sector departments to mainstream gender into their activities score 2.

The LG has mainstreamed gender into their activities and planned activities to strengthen women’s roles



Maximum 4 points on this performance measure.


• Evidence that gender focal point has planned activities for current FY to strengthen women’s roles and that more than 90% of previous year’s budget for gender activities has been implemented: score 2.

LG has established and maintains a functional system and staff for environmental and social impact assessment and land acquisition


Maximum 6 points on this performance measure


• Evidence that environmental screening or EIA where appropriate, are carried out for activities, projects and plans and mitigation measures are planned and budgeted for: score 2

LG has established and maintains a functional system and staff for environmental and social impact assessment and land acquisition


Maximum 6 points on this performance measure


• Evidence that the LG integrates environmental and social management plans in the contract bid documents: score 1

LG has established and maintains a functional system and staff for environmental and social impact assessment and land acquisition


Maximum 6 points on this performance measure


• Evidence that all projects are implemented on land where the LG has proof of ownership (e.g. a land title, agreement etc..): score 1

LG has established and maintains a functional system and staff for environmental and social impact assessment and land acquisition


Maximum 6 points on this performance measure


• Evidence that all completed projects have Environmental and Social Mitigation Certification Form completed and signed by Environmental Officer: score 2