Project summary
In 2004, Transaid completed a Situational Analysis within the Zambian Ministry of Health (Moh) to assess the current status of the fleet, and evaluate the existing systems and processes used to manage the Ministry’s transport. The result of this work was a report which included a full vehicle inventory, an analysis of existing policies and procedures, and details of recommendations to improve the efficiency of the Ministry of Health’s transport. Late in 2004 it was established that the two key government health service delivery organizations; the Ministry of Health and Central Board of Health would soon undergo a reform to create one organization. During the reform process it was not possible to implement the recommendations of the 2004 report, and later, in 2007 when the reform was coming to an end it was deemed necessary to update the findings of the report via the execution of a 4 week in-country study funded by DFID. This study was conducted in September 2007.
The Problem
The Ministry of Health in Zambia is responsible for health service delivery to a population of approximately 11 million people across a vast geographical area. Zambia’s National Health Strategic Plan 2006 – 2011 explains that the vision of the health sector reforms since 1992 when they first commenced has been to“...provide the people of Zambia with equity of access to cost-effective, quality healthcare as close to the family as possible…”. Access which requires a significant vehicle fleet of almost 1000 vehicles, and demands effective management and operation to ensure cost effective and efficient service provision. The 2004 Situational Analysis had highlighted a number of weaknesses within the management of transport within the Ministry of Health. These weaknesses included a lacking of capacity to maintain the fleet, insufficient knowledge regarding the systems and processes necessary to manage transport on a national scale and the absence of a suitable and well disseminated transport policy.
The Process
Northern Transport Manager for Clipper Logistics, Charlotte Anderson, accepted the challenge to complete the 4 week situational analysis in September 2007. The coverage of the analysis included amongst other areas:
Data Collection and Analysis
• The collection, sorting and arrangement of fleet inventory data into a user friendly format.
• The analysis of fleet inventory data to highlight appropriate fleet management data.
• An analysis of existing transport management data to determine vehicle current fleet performance against set Key Performance Indicators
Organisational Evaluation
• An evaluation of existing policies related to the operational, financial and human resource aspects of transport management within the Ministry of Health.
• An assessment of the existing capacity within the Ministry of Health to manage and monitor an effective transport management system.
Operational Assessment
• An assessment of existing operational controls regarding the management of transport within the Ministry of Health.
• An appraisal of the existing maintenance operation.
Analysis was conducted at National, Provincial, District and Health Centre Level to ensure appropriate coverage of the entire service delivery structure. Operational Assessments of Provincial and District Health Offices were completed to gain insight into the processes, policies and systems used to manage the transport operation. Assessments and interviews were also completed at both government and private sector maintenance facilities to establish the most suitable way forward with regards to maintaining the vehicle fleet.
The Partners
Ministry of Health Zambia, DFID, Clipper Logistics
The Result
The report was completed within the set timeframe at which point a debriefing session was held to disseminate the key findingss and recommendations of the report to stakeholders including senior Ministry officials and representatives from leading Cooperating Partners. The recommendations are now undergoing a process of assessment by a Technical Working Group created to evaluate the content and feasibility of each recommendation prior to potential practical interventions.
The Impact
With a fleet of over 1,000 vehicles, and the requirement to deliver health services across such a vast and varying geographical area, the Ministry of Health in Zambia has a demanding and costly task. With the recommendations from the recent report undergoing assessment it is hoped that the Ministry will see fit to make the necessary interventions resulting in reduced operational costs, improved efficiency of the fleet, and enhanced capability to deliver services effectively to the Zambian people.
For more information about this project please contact our Southern Africa Programmes Manager, Gary Forster at garyjforster@hotmail.com, or contact us at +44 (0) 20 7387 8136
