In December of 2011 Crown Agents, as a subcontractor on the PEPFAR funded Supply Chain Management (SCMS) program, successfully completed the last phase of a technical assistance initiative in support of the Public Procurement and Assets Disposal Board (PPADB) in Gaborone, Botswana.
The PPADB was established in 2002 by an Act of Parliament and it is the independent authority responsible for the coordination and management of public procurement and disposal of public assets in Botswana.
In 2009, the SCMS Program, PPADB, and the Ministry of Health (MOH) identified areas where the country procurement process could be strengthened in some areas by closer modeling internationally recognized standards. Working with PPADB, and the MOH, the SCMS program created training modules and provided procurement trainers who could deliver the modules to MOH, Central Medical Stores and other public sector procuring entities. SCMS inputs were undertaken over a four phase Short Term Technical Assistance assignment comprising both deskwork and onsite training and development:
- Phase One: during this phase we developed materials for 23 procurement training modules representing over 114 training hours. The modules were specifically based on the Botswana Procurement Act and Regulations and ranged from 90 minutes to full day sessions covering an extensive range of topics. Each module was designed as an interactive learning experience with theory supplemented by practical exercises and case studies. Each module was also accompanied by a training guide and extensive notes for the trainer to ensure consistency of delivery.
- Phase Two: In this phase we conducted a 5 day Training of Trainers program to 29 PPADB staff in Gaborone. The program covered some theoretical topics regarding learning styles, reasons for training and types of trainer. The majority of the week was spent on practical activities relating to program design, body language, presentation skills and running a training course. The participants had a number of opportunities to practice training delivery, using visual aids, managing an activity and general training skills. Following the course, all participants reflected that they had improved as trainers, felt more confident in their ability to deliver effective training and had learnt new skills and techniques to better equip them to roll out the procurement training program.
- For Phase Three SCMS facilitated a five day practice run by the newly trained trainers. 9 modules were selected by the PPADB trainers prior to this Phase and were practiced either because of their subject complexity or because they are new modules. This Phase was successful in enabling the PPADB team to become confident in the delivery and timing of the modules so that they could deliver them to external audiences in a professional manner.
- Lastly, in Phase Four, SCMS conducted a 5 day training course for PPADB in Auditing and Monitoring of Procurement. Auditing of public procurement is an essential part of the PPADB mandate and must be carried out to effectively measure the success of PPADB's delivery of the Procurement Training Modules in enhancing performance of the procuring entities. In particular, establishing best practice procurement audit is essential for achieving improved MOH service delivery and strengthened supply chain management systems at CMS and other distribution centers in Botswana which will ensure continuous commodity availability resulting in sustainable access to healthcare.
The Short Term Technical Assistance provided by SCMS has been implemented and positively received by the PPADB. The 29 staff trained by SCMS are confidently delivering training sessions to the public sector. The roll out of the training began in 2011 with the procurement staff at the Central Medical Stores from October 12th to the 14th. This coincided with the launch of the new procurement modules on October 12th 2011 attended by approximately 50 guests including high ranking officials from the government of Botswana's ministries of Health and Finance, members of the USAID Botswana Mission and members of the PPADB and Central Medical Stores management team.
The Executive Chairperson of PPADB and the Permanent Secretary of the Ministry of Health highlighted the importance of the work conducted by USAID, PEPFAR, SCMS and Crown Agents and praised their success. The launch event was also covered by local print and television media.
The success of this assignment and the local attention it garnered is another example of the quality and sustainability of SCMS capacity development activities.
Crown Agents is the managing partner for SCMS's field office in Botswana and is one of 13 team member organizations that make up the Partnership for Supply Chain Management, which holds the SCMS contract under USAID.