Duty TravelDuty Travel

San Shway San Shway WynnWynn

2nd February 20132nd February 2013

Why Duty Travel?

1) To identify problems and needs

2) To monitor implementation

3) To follow-up and evaluate

Duty TravelDuty Travel

• Purposes• Travel authorization• Security clearance• Essential items• Summary Duty Travel Report• Technical Supports• Supportive supervision• Recommendations• Attachments• When and where to report• Travel Claim• Other Reports

Purposes of Duty TravelPurposes of Duty Travel

• To gather first hand information related to service delivery, human resources and coordinated activities, immunization, MCH activities, supply of drugs, etc

• To provide technical support to health staff involved in HSS

• To provide supportive supervision, on job trainings

• To provide regular feedbacks• To report back on activities

undertaken to HSS focal /WHO in a simple but comprehensive and useful way

Travel AuthorizationTravel Authorization

• Planned Travel/Emergency• 5 working days in advance• Travel Order

– Purpose of travel– Travel itinerary– Funding source– Budgetary breakdown– Signed by authorized

person– Security clearance by

UNDSS

– No TA, No Travel

Security ClearanceSecurity Clearance

• When required ?Travel to an area/country in a Certain Security Level.When leaving duty station i.e. weekend trips

• Where to send the request ? Security clearance requests in Myanmar are to be sent to Country Security Advisor

• Condition for traveling into a Security Phase Area: BSITF- training completedASITF– training completed

• Airline Safety Chart

SLS – 6 LevelsSLS – 6 LevelsSecLev Management Actions Authorit

yLevel of

oversight

6Extreme

SMT meets at least weekly (at DO discretion)Re-evaluation of staffing needs and security clearance

based on the “Acceptable Risk Model” and the new “concept of operations” and security plan

External Security Clearance approved by USG/DSS

SG

5High

SMT meets at least weekly (at DO discretion)Re-evaluation of staffing needs based on the

“Acceptable Risk Model”(Staff in non-critical posts relocated/evacuated)

Security clearance required

DO USG DSS(validation within 24

hours)

4Substan

tial

SMT meets at least weekly (at DO discretion)Re-evaluation of staffing needs and security clearance

based on the “Acceptable Risk Model”Security clearance required

No external conferences

DO Director DSS/ DRO (validation within 24

hours)

3Moderat

e

SMT meets at least monthlySecurity clearance required

External conferences must be authorized by DO DODirector DSS/ DRO

(validation within 24 hours)

2Low

SMT meets at least twice a yearTravel Notification of all official travel DO

Director DSS/ DRO (validation within 24

hours)

1 Minimal

SMT meets at least twice a yearTravel Notification of all official travel DO

Director DSS/ DRO (validation within 24

hours)

Essential itemsEssential items

• First aid kit• Essential Medicines• Touch light/LED

lamp• Swiss army knife• Bed net• Rain coat• Warm clothing• Life Jacket• Others ---

Summary Duty Travel ReportSummary Duty Travel ReportWORLD HEALTH ORGANIZATION

MYANMAR

SUMMARY DUTY TRAVEL REPORT WR's Clearance :

Submitted by (Name) (Unit) (Date) (Allotment No.) Co-travellers:

PLACES Visited: Planned Dates: Travel Dates: OBJECTIVES:

BRIEF ACCOUNT OF ACTIVITIES UNDERTAKEN AND FINDINGS: Background: Activities: Findings: Attachments:

RECOMMENDATIONS

Recommendation(s) Action by Due Date

SPECIFIC RECOMMENDATIONS FOR ACTION (IF ANY) DPM/DRD/RD

Registry File No: W5/69/25

DISTRIBUTION

Objectives of the travelObjectives of the travel• Should be in line with TOR

• To conduct baseline health system assessments

• To facilitate the development of CTHP and assist on the development and oversight of costing guidelines of CTHP

• To support States/Regions to conduct supportive supervision

• To assist in the development and oversight of strategies to revitalize health committees

• To assist in integrated training of CHW/AMW • To support the enhancement of M&E activities • To assist in proper data keeping for the

package of service delivery using SPSS• To supervise proper data keeping on Hospital

Equity Fund using the financial management guidelines and formats

Brief account

• Background• Activities• Findings

Technical SupportsTechnical Supports

•MCH program– AN List/U5 list– Referral– AN Care– Danger signs– Delays

•Nutrition– Vit A, Fe, Folic

acid

•EPI program- Micro-plans- Supervision plans- Coverage monitoring

charts- Dropout rates- Availability of vaccine- Regular stock levels- Adequate/inadequate- Cold chain status- Electricity supply/Solar

system- Vaccine storage facilities- Functioning supplies of

vaccine carriers, ice packs, Distribution system

•WATSAN– Wells, Latrines

Supportive Supervision

• is a process that promotes quality at all levels of the health system by

• strengthening relationships within the system,

• focusing on the identification and resolution of problems,

• helping to optimize the allocation of resources,

• promoting high standards, teamwork,

• better two-way communication

RecommendationsRecommendations

• In line with Government Policy

• Gives solutions to the problems

• Suggests possible courses of action as a result of the conclusions, – who should take action– what should be done– when and how it should

be done– Immediate /longer term

actions– Follow up actions– Constraints if any

Reasons for reportSome of the reasons we write reports are to:

• inform• make proposals or recommendations for

change• analyse and solve problems• present the findings of an investigation or

project• record progress

• Findings

• Observations

• Action points

Tips for improving FeedbackTips for improving Feedback

• Be;– Helpful– Direct– Specific – Descriptive– Timely– Flexible– Both positive and

negative– Without blame or

embarrassment

Monitoring and Evaluation (M&E) is essential for improving performance and ensuring the use of resources effectively.

AttachmentsAttachments

• DTR limited to 2 pages

• Annexes-Maps-Detailed/special reports-Photos/CD/VCD-Others

When and where to reportWhen and where to report

• Travel Report/Summaries shall be prepared ASAP or maximum within two weeks after completion of a trip.

• Report to GAVI Focal-Actions by DOH/MOH

• Report to WHO-Actions by WCO

Better Information, Better Decision, Better Health

Travel ClaimTravel Claim

• Travel claim form• Original travel authorization• Duty Travel Report• Travel advances received• UN Rates• Tickets/Receipts/Vouchers• Certifications• Supporting documents

– Hotels- lodging provided/not provided– Meals- Free meal officially provided

Within 45 days

Self Certification

CERTIFICATION

This is to certify that I have paid Ks. …………………………………………………………………………

(Kyat……………………………………………………………………………………………………………………………)

On account of Car/Taxi/Cycle hiring charges from ………..……..to………………………….

Signature of SSA holder………………………………………………..

Name of SSA holder………………………………………………………

Date………………………………………………………………………………….

Self Certification

CERTIFICATION

This is to certify that I have paid Ks………………………………………………………………………………………….…..

(Kyat……………………………………………………………………………………………………………………..…………………………….)

For accommodation at ……………………………………………………………….……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………for which official receipt (s) is not available.

(Signature)

Date……………… Name of Staff ……………….………….

• Self certification -up to 10,000 Kyats

• More than 10,000 Kyats –need endorsement from TMO/DMO/RHD, signed approval with Office Seal

Justification

Dated: 14 December 2011 Dr. Dr H.S.B. Tennakoon WHO Representative WCO, Myanmar Subject: Justification for changing travel plan

Sir, I traveled to Maungdaw via Sittway to participate in assessment and development of CTHP. The plan was to stay at Maungdaw from 6 December until 8 December. But the assessment and development of CTHP had completed a day earlier and I have to go back to Sittway on 8 December. I have to stay one more day at Sittway from 8 to 9 December. On 9 December I met with Deputy State Health Director and discussed the issues related to implementation of the CTHP in Maungdaw Township. I attached the travel plan for your information and approval. Regards, Dr. San Shway Wynn National Technical Officer GAVI HSS

Other ReportsOther Reports

• Achievement Report-In line with TOR

-Tasks-Indicator of success

• End of Contract Report- Narrative report based on Achievement Report

Achievement ReportAchievement Report

Achievement report against Terms of Reference (TORs)

Name of SSA Holder: Duty Station: Cluster/ Region:

Contract period: SSA Number: Department:

Title: Supervisor's Name:

A. Terms of Reference (TORs) To be completed by supervisor of SSA holder. This should be based on the SSA Holder's Terms of Reference and

completed at the beginning of the contract period. The final report is completed when the contract period is over.

List the main tasks within the TOR expected to be completed during the review period by SSA holder, indicating the Indicators of success and due date for completion.

Achievement Report by

Supervisor

1= Not achieved 2= Partly achieved 3= Fully achieved (To be completed at the end of contract)

TASK 1: Indicators of success: Due date for completion:

1

2

3

TASK 2: Indicators of success: Due date for completion:

TASK 3: Indicators of success: Due date for completion:

TASK 4 Indicators of success: Due date for completion:

(Add additional tasks on a separate paper as needed) These planned activities have been discussed and agreed to at start of review period.

Date: SSA holder’s signature: …………………………………… Supervisor’s signature: …………………………………….

ANNEX D

End of Contract ReportEnd of Contract Report

End of Contract Report 1. Title: End of contract report of ===== 2. Period: 3. Dr. ------ has made agreement with WHO, Myanmar to serve as SSA on

the said Terms of Reference.

4. Background History:

5. Activities

6. Conclusion

I have been participated in ------- activities under the guidance of WHO representative to Myanmar and -------coordinators to accomplish the activities in planned period.

With best regards, Dr. ------

Heart and Brain that walk hand in hand

Thank youThank you