Name of Presenter: Gautam Mazumder Position/Company State Coordinator-PPM Project in West Bengal

28 – 29 September 2011Vedic Village Spa Resort Kolkata, India.

Name of Presenter: Gautam Mazumder

Position/Company

State Coordinator-PPM Project in West Bengal

GOPA-EPOS Consultants

Kolkata, India

PLANNED PREVENTIVE PLANNED PREVENTIVE MAINTENANCE (PPM) IN WEST MAINTENANCE (PPM) IN WEST

BENGALBENGAL


PPM, a new concept, means regular preventive maintenance (routine checks and servicing) undertaken in a health facility by a PPM Team every 2-3 months interval based on a check-list of cleaning and maintenance activities

Regular PPM activities keep the health facilities in good working condition and minimize major maintenance costs for buildings and equipment.

PPM project undertaken in pilot phase by GOPA-EPOS Consultants under kfw funded Basic Health Project of the Government of West Bengal (GoWB) in selected rural health facilities in West Bengal

The aim of the PPM pilot project was to test the PPM concept as a new model for institutionalization of PPM programme across the State


PPM undertaken in pilot phase in selected health facilities to test the concept as a new model for institutionalalization in the State under PPP After the initiation of the institutionalization in selected Sub Divisions (SD) [covering a number of RHs, BPHCs and PHCs], Agencies were selected based on eligibility criteria, expression of interest and bidding to undertake PPM activities in the allocated Sub Division using the pilot model Agreement with contractual terms, approved cost and SOPs was signed with the CMOH, GoWB of the concerned District The operating partner takes care of all the expenses to implement PPM programme in the allocated health facilities by complying with the SOPs and receives the approved cost at the end of the month on production of prescribed documents including photo documentation The Assistant Chief Medical Officer of Health (ACMOH), in-charge of the concerned Sub Division is the Nodal Officer on behalf of GoWB.


During Pilot Phase (2007-2010) Health & Family Welfare Department, GoWB through GOPA-EPOS Consultants under kfw funded Basic Health Project

After the initiation of institutionalization by GoWB through its own fund ( Jan 2011-ongoing) Public PartnerHealth & Family Welfare Department, GoWB Private PartnersNGOs, CBOs / Private Sector Organizations with some experience in sanitary mart project or maintenance in health care Technical Support (initial phase of institutionalization)GOPA-EPOS Consultants under kfw funded Basic Health Project


Test the PPM concept as a new model for improving the conditions of the rural health care facilities in West Bengal

Sensitization and Capacity Building Initiatives on PPM programme

Institutionalization of PPM programme across the State using the pilot model


A. During the Pilot phase of PPM Project Consultation with the State level officials of GoWB on the concept, decide on the 3 Districts for piloting with duration of piloting, finalization of documents relating to check-list, reports etc.

Consultation at the District level with the concerned authorities, People’s Representatives and other stakeholders on the PPM concept, decide on the health facilities (Rural hospitals, Block Primary Health Centers) for piloting as well as finalization of programme schedule.

Deployment of PPM Supervisor and other personnel in each of the pilot District with office set up.

Engagement of on site PPM Maintenance Team and providing necessary training before launch of PPM programme

Arrangement of Tools and equipment for PPM activities


B. During institutionalization of PPM PPM sustainability document was prepared and approved by GoWB.

Based on the experience of pilot phase, GoWB decided in principle to initially implement the programme in two SDs in two Districts with its own fund

Finalization of Information Brochure, contractual terms with SOP and eligibility criteria for selection of the operating partner

Selection of two Organizations followed by signing of contractual agreement

Orientation workshop and Training before launch of PPM activities

On site PPM programme started from February 2011

On site technical support for initial months provided from GOPA-EPOS under kfw funded Basic Health Project

(Continued)


Keeping health facilities functional by ensuring that building and equipment are kept in good working condition through regular PPM activities

Reducing major maintenance costs

Providing healthy and hygienic conditions for the staff and patients, thus helping to improve health care delivery in the State


Challenges Making stakeholders understand the concept of PPM and the difference between PPM and Corrective Maintenance Initial resistance from the hospital staff for fear of outsourcing Involving concerned hospital staff in the cleaning activities between the two PPM programme Creating a multiskilled PPM Team

Mitigation Plan Series of interactions with stakeholders explaining the benefits of PPM District and Block level workshops involving health staff and Panchayeti Raj Institution on site training with PPM Team for multiskilled concept


• Pilot project undertaken in 103 health facilities in three Districts between 2008 & 2010 to test the concept as a new model•16 District level and 59 Block level workshops with health personnel and PRIs conducted with the help of fiction film, video documentation for onsite PPM work and Booklets on PPM.• Sustainability Plan for PPM submitted based on which GoWB decided in principle to initially implement PPM with its own fund in two SDs in two Districts covering an average of 35 RHs, BPHCs and PHCs in each SD• Consultants facilitated the process of preparation of documentation and selection of two Agencies for undertaking PPM work at operating cost approved by GoWB• On site PPM work started from Feb 2011 under the training and technical support from GOPA-EPOS Consultants in the initial stages• GoWB is in the process of rolling out the scheme in other Sub Divisions under National Rural Health Mission (NRHM)


Lessons Learnt Involving the concerned person in the health facility in the advance work plan for PPM and Feedback after PPM work in structured format

Multi skilled PPM Team for efficient management of PPM work

Best Practices Photo documentation before, during and after each PPM work

Designing of Booklets with photos of onsite PPM work, Information Brochure, Agreement and SOPs for PPM institutionalization


PPMActivitie

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Name of Presenter: Gautam Mazumder Position/Company State Coordinator-PPM Project in West Bengal

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