1. Twinning Arrangement toDevelop Capacity at SFB to meetRwandas Training Needs inProcurementHisham Al Labadi HishamFebruary 20123/22/2012 1

2. Outline of the presentation I. The Training Needs Assessment (TNA) II. SFB strategic plan for procurement training 2012-2016 III. TOT REPORT3/22/20122 3. The Training Needs Assessment(TNA) 1. Introduction 2. Purpose and scope of the Training NeedsAssessment (TNA) 3. The spectrum of competencies/skillssurveyed 4. Methodology of TNA survey 5. Results of TNA survey 6. Recommendations3/22/2012 3 4. TNA 1. Introduction Reform of national Public Procurement systems a pre-requisite for the current modernization of state functions. The pillars of such reform are: i) a sound and modern legal framework, ii) efficient management & oversight institutions and iii) a critical mass of competent human resources at the execution level set-up of anational public procurement training system in Rwandathrough the twinning arrangement between SFB, ITCILO andthe University of Turin.3/22/20124 5. 2. Purpose and scope of the TNA To carry out a survey for procurement TNA of both public procurement personnel as well as the private sector. The needs assessment report will be used as the basis for the formulation of: (i) the strategic plan of SFB for HRD in theprocurement function over the next 5 years; and (ii) develop an immediate train-the-trainersprogram; (iii) Recommend an integrated program fordifferent levels of certification in procurement withcourses at Certificate/ professional level andMasters Level.3/22/2012 5 6. 3. The spectrum of competencies/skillssurveyed 1. Public Procurement: Legal, Regulatory andInstitutional Framework 2. Public Procurement Planning 3. Prequalification procedures 4. Management of the Tendering Period 5. Public Bid Opening and Evaluation of Bids 6. Contract Award and Administration 7. Receiving and Inspection of Goods, Works andServices 8. Evaluation of Results and Performance Measurement3/22/2012 6 7. 4. Methodology of the TNA survey Filling the questionnaires composed of the sets of competences for a total of 76 questions. Evaluation of the activities according to three key parameters: Frequency (of use), Importance (for institutional delivery) and Self-declared assessment of the Level of Knowledge/Know-how of the incumbent by him/her or his/her officer-in-charge. The scores for each parameter varied from 1 to 4 (1 being the minimal score, 4 being the maximal one, with 2 and 3 in-between).3/22/20127 8. Questionnaires Two similarly structured questionnaires were prepared, one for procurement officers and the other for heads of departments; The only difference in the questionnaires are two questions concerning number of staff involved in the procurement process and the number of supervisors of procurement activities; Twenty five (25) institutions were given the questionnaires; Only nineteen (19) responded to the questionnaire. The remaining institutions were reminded through emails and telephone calls but were unable to respond within the timeframe of the survey. In total, sixty five (65) procurement professionals and managers responded to the questionnaire.3/22/2012 8 9. 5. Results of TNA survey Deficit (Gaps) between the self declared level of knowledge and the optimal desired level The results have been analysed and then ranked in the following categories: First Level Gaps (most urgent competencies) : difference between Self-declared and Optimum ranks between 3 and 2,00 Second Level Gaps (essential competencies) : difference between Self-declared and Optimum ranks between 1,99 and 1,00 Third Level Gaps : difference between Self-declared and Optimum ranks between 0,99 and 0,253/22/2012 9 10. 5. Results of TNA survey (cntd) Criticality of the competences The results have been analysed and then ranked as follows: First priorities ( average of Frequency/Importance ranks between 3,00 and 4,00) Second priorities (average of Frequency/Importance ranks between 1,50 and 2,99) Third priorities (average of Frequency/Importance ranks between 0,25 and 1,49).3/22/2012 10 11. 5. Results of TNA survey (end) The summary of results is as follows: Frequency of use of all the skills identified For most of the institutions, the frequency of use of the skills is about average (corresponding to 15 to 50 % of activities or working time). Importance of the skills proposed in every day work Most of the respondents indicated that the procurement topics proposed were useful in the context of their procurement work. About three institutions (RTDA, PSF & RDB) indicated that the topics were very useful in the context of their work. Knowledge level in the topics proposed Most of the respondents indicated that they do not possess proficient knowledge in the procurement topics proposed. Out of a total score of 4, most were below a score of 2.5. This implies that all the respondents need training in the procurement topics proposed in the survey.3/22/201211 12. 6. Recommendations Based on analysis of the survey data, the following procurement training needs are recommended or assessed as priority:1. Procurement Law and Regulations;2. Procurement planning;3. Prequalification process;4. Preparation of technical specifications and terms of references;5. Procurement of works;6. Procurement of services;7. Preparation of bidding documents;3/22/201212 13. Recommendations ctd8. Bid opening and evaluation;9. Procurement audit of public institutions;10. Training of Trainers;11. INCOTERMS;12. Procurement Performance evaluation;13. Contract negotiations and contract management;14. World Bank and EU procurement procedures;15. Procurement of pharmaceutical/health related products;16. Management of bidders complaints.3/22/201213 14. 6. Recommendations (cntd) Competency-based training materials for each of the above topics are needed. All the competencies outlined in the TNA questionnaires and identified by all respondents as urgent, need to be covered by the Project-produced training materials In addition to the above and in order to comprehensively cover the above needs, ITCILO recommends that the following additional modules be developed:1. Advanced contract management for Works and Services2. Advanced Logistics, INCOTERMS and Insurance policies in public procurement3. Procurement Audit for public institutions4. Project management for efficient Procurement3/22/2012 14 15. 6. Recommendations (end) Specific follow-up of the recommendations: Special emphasis should be placed on the procurement of services and works. RPPA endorsement of the training materials and certification of the national trainers is essential for authoritative delivery of downstream training. SFBs strategic training plan in the area of procurement training should consider continuous upgrading of the skills of procurement professionals in the country, both in public and private sectors, as well as journalists, staff from control bodies and anti-corruption agencies; SFB to quickly gears-up for the delivery of requested training at the required frequency that is necessary to respond to the scale of demand as earlier assessed in this Report.3/22/201215 16. SFB strategic plan forprocurement training 2012-2016 1. Proposed Training delivery strategy by SFB 2. Proposed structure of department 3. Courses arrangement and departmentactivities 4. SFB proposed Annual procurement trainingplan (for years 2011-2015) 5. Evaluation and control3/22/201216 17. II. SFB strategic plan for procurement training2012-2016 1. Proposed Training delivery strategy by SFB Three parameters dominate the go ahead decision: i) the magnitude of demand for procurement training, ii) themes of required training have been identified and, iii) lack of real competition. Solid support for launching such procurement training program by the RPPA and Ministry of Finance and the technical backing provided by the Twinning arrangement with ITCILO and the University of Turin3/22/201217 18. II. SFB strategic plan for procurement training2012-2016 The procurement training program is composed of: Seven short professional courses of one week duration with titles as identified in the TNA study (plus one for the private sector already developed by the Project); Tailor-made short courses and advisory services based on specific demand; A Master program in Procurement Management.3/22/201218 19. 2. Proposed structure of department 1. SFB Rector and Vice Rector 2. Board members (Steering Committee): adopt the contentof short and master programs 3. Technical working group: Master graduates who willprepare courses material and deliver sessions 4. Chief of Unit: will manage daily marketing and deliveryactivities 5. Lectures: international plus national and regional 6. Secretariat: administrative support3/22/2012 19 20. 3. Courses arrangement and department activities As per the results of the TNA survey the following 7 shortprofessional courses will be offered regularly by SFB: 1. Procurement of Goods 2. Procurement of Works 3. Procurement of Consultancy services 4. Advanced contract management for Works and Services 5. Advanced Logistics, INCOTERMS and Insurance policies inpublic procurement 6. Procurement Audit for public institutions 7. Project management for efficient Procurement. In addition, a course for private sector economic operators can be offered upon request.3/22/2012 20 21. 3. Courses arrangement and department activities (end) The parameters for course deliveries take into consideration 4 aspects: 1. Content of the course: The master program will be accreditedby university of Turin and recognized at international level. 2. Financial support: The course must be profitable by itself andmarketable according to its nature to ensure the sustainability. 3. Human resources: A total of almost 20 lectures will be availableto provide service. In addition, the course will still need to hireexternal consultant with high experience to ensure not only thequality of the program but also the level of sharing experience atinternational level.. 4. Facilities: For the master program, two buildings are inconstruction and SFB expect to get keys in July 2012.3/22/2012 21 22. 4. SFB proposed Annual procurement training plan (foryears 2011-2015) Program SFB can deliver the 7 short courses twice a year plus the Master program on yearly basis; SFB can deliver a training of trainers program if demand arises; Delivery of consultancy assignments and tailor- made activities.3/22/2012 22 23. 5. Evaluation and control Short Professional courses: A robust system for evaluation of the quality of the delivery of this course will be put in place in line with ITCILO system. SFB may also work closely with RPPA and Office of Auditor General to assess the improvement of procurement management in different institutions after short training courses. The Board will review the results of the evaluation on quarterly basis.3/22/2012 23 24. 5. Evaluation and control (end) Master program The evaluation will be based on assignment, test and exams for each module and presentation of thesis at the end of the program. The ranking system will be in line with the requirements of SFB and the University of Turin. At the end of each training session, participants may assess also lectures by filling an evaluation form in order to show the level of appreciation.3/22/201224 25. TOT REPORT 1. Beneficiaries 2. Structure of the TOT in Public Procurement inRwanda 3. Course outline and Topics covered 4. Assessment of the overall results for the finalexam 5. Summary of the Results 6. Recommendations by International TrainingCenter3/22/2012 25 26. 1. Beneficiaries The TOT in public procurement in Rwanda took place from 5to 23 December 2011. The beneficiaries of the training were mainly candidates from the public sector A certain number of candidates from private sector and Universities were also considered. The final number of participants was 29.3/22/2012 26 27. IV. TOT REPORT (cntd) 2. Structure of the TOT in Public Procurement inRwanda The TOT program in public procurement in Rwanda is composed of: 3 week-classroom learning including training delivery practice sessions and a written examination. Subsequently, successful performance as a provisional trainer or co-trainer for approximately 15 days3/22/201227 28. IV. TOT REPORT (cntd)3. Course outline and Topics coveredThe training was organized in five dual purpose (learning modules and trainers guides) modules as follows:1. Module 1: INTRODUCTION AND PRINCIPLES OF PUBLICPROCUREMENT & LEGAL AND INSTITUTIONALFRAMEWORK OF PUBLIC PROCUREMENT IN RWANDA. 2. Module 2: PUBLIC PROCUREMENT MANAGEMENT FORGOODS, WORKS, PHYSICAL AND CONSULTANCYSERVICES. 3. Module 3: CONTRACT MANAGEMENT. 4. Module 4: PUBLIC PROCUREMENT FOR ECONOMIC OPERATORS &ANTICORRUPTION MESURES. 5. Module 5: TRAINING METHODOLOGIES+ DEMONSTRATING3/22/2012ONES COMPETENCY AS LEARNING FACILITATOR28 29. IV. TOT REPORT (cntd) 4. Assessment of the overall results for the final exam To qualify as a trainer in any of the three main categories (goods, works and services), candidates need to achieve: A minimum of 58% in the overall assessment (written Exam + presentation skills & attendance and Participation). A minimum of 60% in the written exam for goods and services or 70% for works.3/22/201229 30. IV. TOT REPORT (cntd) 5. Summary of the Results Five (5) participants qualified for all three Categories (Goods, works and Services) Thirteen (13) participants qualified in two categories. Seven (7) participants qualified only in one Category (goods). Twenty (20) participants passed the TOT and nine (9) failed. The nine (9) participants failed the exam3/22/201230 31. IV. TOT REPORT (cntd) 6. Recommendations by the ITCILO ITC-ILO recommends to proceed with the implementation of the follow up activities as planned including the launching of the Short Term Courses with the participation of the provisionally certified Rwandan TOT graduates including those who may stand in need of remedial actions recommended in this regard.3/22/201231 32. IV. TOT REPORT (end) 6. Recommendations by the ITCILO The remedial actions are as follows: Participants who failed to achieve the passingthreshold, will need to re-sit for the exam in earlyMay 2012; Participants who achieved less than 60% in thetraining methodology will need to enhance theircapacity in training delivery; Participants who failed a certain category and wantto redo the exam should attend additional training inthe short course intended to be carried out starting3/22/2012 March 2012. 32 33. THANK YOU FOR YOURATTENTION !3/22/201233