MORUWASA S STRATEGIC PLAN MATRIX FOR 2007/ /2022. Strategy Activity Responsibility Time Frame Performance

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1 KRA 1: ORGANIZATION STRUCTURE, POLICIES, REGULATIONS AND PRACTICES Objective 1: Ensuring good governance and sound manag Operational OT 1: targets The organization structure of MORUWASA reviewed after every five years OT 2: Job Description for MORUWASA personnel reviewed by June 2009 Strategy Activity Responsibility Time Frame Performance Outsource expert service for the review of the organization structure Undertake a human resource study and review the job description manual 1. Commission External and Internal Manag Experts to review organization structure. 2. Discuss reviewed Organisation Structure Manag/Revie w Team Five yearly starting from 2008/2009 Five yearly starting from 2008/ Submit Recommendations to EB Manag Five yearly starting from 2008/ Submit Recommendations to EWURA and the Ministry Manag Indicator Draft reviewed Organogram Discussed reviewed Organogram EB meeting held and minutes covering reviewed Organogram After every review Submittal letter and reviewed Organogram 5. Impl Decision. Manag After EB approval Vacancies filled as per Reviewed Organogram 1. Identify activity performed by each employee. 2. Prepare/Review achiev standards 3. Prepare/Review Job Description Manual 4. Submit draft of reviewed Manual to Manag Team Manag Manag/ Consultant Human Resources Experts Manag Five yearly starting Contract in place from 2008/2009 Five yearly starting Written reviewed from 2008/2009 achiev standards in place Five yearly starting Draft reviewed from 2008/2009 manual in place Five yearly starting Minutes of the from 2008/2009 Manag

2 OT 3: Manning levels, Staff Regulation, Scheme of Service and Training Policy reviewed after every three years Have a human resource audit. Benchmark with peer organization and Government regulations. 5. Submit reviewed proposal to Board of Directors Manag Five yearly starting from 2008/2009 Team on the Reviewed Manual Proposed reviewed Manuals submitted to EB and discussed 6. Impl the Board Decision Manag After EB approval Copies of approved reviewed job descriptions, manuals in place. 1. Commission/Select Consultants Managing Director Three yearly starting from 2008/ Review human resource requirs Manag & Consultant 3. Identify skill gaps Manag & Consultant 4. Develop a Training Policy and Programme Manag & Consultant Three yearly starting from 2008/2009 Three yearly starting from 2008/2009 Three yearly starting from 2008/2009 Contract in place Reviewed manpower requir report in place Reviewed training needs assessment report in place Developed Training Policy and Programme in place

3 Operational targets OT 4: Financial Regulations, Accounting, Stores and Strategy Activity Responsibility Time Frame Performance Outsource expert service for review of Financial Regulations and Indicator 5. Review Staff Regulations Consultants Three yearly Reviewed Staff starting from Regulations in 2008/2009 place 6. Review Scheme of Service Manag & Three yearly Reviewed Scheme Consultants starting from of Service in place 2008/ Submit reviewed manning level, staff Manag Three yearly Reviewed and development (training) policy, staff starting from developed Policies regulation & scheme of service to 2008/2009 submitted to manag team manag 8. Submit reviewed policies to the EB Manag Three yearly Reviewed policies starting from submitted to EB 2008/ Impl approved reviewed and Manag After EB approval Bound copies of developed policies. reviewed and developed Regulations, Training programme, Manning Levels, Scheme of Service in place 1. Commission external experts Manag Five yearly Contract signed in starting from place 2008/ Review Financial Regulations Accounting, Consultant Five yearly Draft reviewed Stores and Purchasing Manual starting from Financial 2008/2009 Regulations,

4 Purchasing Manual reviewed by June 2008 in order to comply with the PFA 2001 and PPA Manual 3. Submit drafts of reviewed Regulations to the Manag 4. Submit drafts reviewed to EB Manag Five yearly starting from 2007/ Conduct a one day staff meeting on reviewed Financial Regulations and Accounting procedures 6. Impl approved reviewed Financial Regulations and Accounting, Stores and Purchasing Manual Accounting, Stores and Purchasing manual Manag Five yearly Minute of the starting from Manag 2008/2009 meeting on Reviewed Regulations Minute of the EB meeting on Reviewed Regulations, Accounting, Sores and Purchasing manual Consultant Five yearly Workshop report starting from in place 2008/2009 Manag After EB approval Audit Report on Application of the Regulations and Manuals in place

5 Objective 1: Ensuring Financial sustainability of MORUWASA Operational OT 1: targets Revenue increased by 10% annually from 2007/2008 after every 3 years to 2019/2020 thereafter increased by 5% annually to the end of the plan period. 1. Review tariff structure KRA 2: GROWTH AND SUSTAINABILITY Strategy Activity Responsibility Time Frame Performance More efforts in revenue collection and recovery of debts. 1. Establishing total costs for all O & M, replac and investment. 2. Establishing realistic tariff to cover for O & M, replac and investment. 3. Setting appropriate tariff (progress) to different categories of consumers 4. Creation of awareness to all stakeholders on new proposed tariff Manag & Consultant Manag Manag Three yearly starting from 2007/2008 Three yearly starting from 2007/2008 Three yearly starting from 2007/2008 Indicator Total cost report Realistic tariff report. Updated tariffs Manag Continuous Number of brochures published, Advertis in Newspapers 5. New tariff operationalization Manag Continuous Operationalized tariffs 1. Study on improving billing distribution system by outsourcing to avoid billing delays and take action accordingly Consultant 2007/2008 Study Report. 2. Introduction of additional (3) paying stations, improv of the existing one and networking the additional paying stations to the existing one Manag 2007/2008 Three Additional Paying Stations 3. Study possibility of collecting revenue on Manag 2007/2008 Study Report Sundays and Public holidays 4. Introduction of reward and penalty Managemnet 2007/2008 Reward Policy

6 Increase customers willingness to pay Enhance manag control system system to good and defaulting customers respectively 1. Distribute posters to the local community Manag Continuous Number of posters distributed 2. Reduce the cost of connecting water and sewerage 3. Reduce the time it takes to connect water and sewerage to new customers Manag Continuous Reduction in the cost of connecting water and sewerage Manag Continuous Reduction in the time it takes to connect water and sewerage 4. Advertise in local media the reduced cost Manag Continuous Advertiss and response time 5. Make studies on the alternative cost of Manag 2007/2008 Study Report water to unconnected people. 1. Strengthen audit committee Manag 2007/2008 Strengthened committee 2. Strengthen internal audit unit Manag 2007/2008 Strengthened Unit 3. Maintain financial discipline Manag Continuous Reduced spending variances

7 Objective 2: Increased access to clean and safe water. Operational OT 1 targets Tshs billion raised from donors and Tshs billion raised from the Government by the end of the plan period. Strategy Activity Responsibility Time Frame Performance Prepare write-ups for projects Indicator 1. Commission consultants to prepare Manag 2007/2008 Contract write-ups. 2. Submit write-ups for Manag Consultant 2007/2008 Draft Write Ups scrutiny. 3. Submit write-ups to EB for approval. Manag 2007/2008 Minutes of EB Meeting 4. Solicit support. Manag 2007/2008 Project Agres 5. Manage funds. Manag Continuous Reports OT 2 Access to clean and safe water provided to 95% of the municipal population by the year 2021/2022. OT 3 Quantity of produced Increase water production 1. Detailed study for additional water sources; 2. Drill four bore holes within municipality and connect to the existing system (Capacity 240m 3 /day) 3. Raising the Mindu Dam by 2.5m (24,000m 3 /day to 47,000 m 3 /day) or Develop alternative water sources by 2021/ Construct Kibwe, Mgolole & Vituli Intakes 5. Construction of storage tanks with capacity of 11,550m 3 by 2022 Consultant 2007/ /2010 Contractor/Manag 2009/ /2013 Contractor Maneg Contractor/Manag Contractor /Manag 2017/ / / / / /2022 Study Reports Borehole Functioning intakes

8 water increased from 27,000 m 3 per day to 53,000m 3 per day by the end of the plan period. Extend water services in serviced and non-serviced areas Extend water to Mkundi (Mkundi Project) Improve Water Transfer in the Existing Distribution System to produce extra 3,000m 3 /day 1. Expand distribution network Contractor/Manag 2. Extend water supply service to Nanenane, Mlimakola, Tungi, Kingolwira, Bigwa, Kihonda-Chambo, Lukobe, Municipal centre and Area Five and Six Contractor/Manag 2009/ / / /2014 Number of additional customers. Number of additional customers. Study Consultant 2007/2008 Study Report 1. Construction of Raising Main Contractor/Manag 2008/2009 Functioning Raising main 2. Construction of pump house, installation of pumps and power Contractor/Manag 2008/2009 Certificate/Commis sioning Report 3. Construction of storage tank 1000m3 Contractor/Manag 2009/2010 Tank/certificate Contractor/Manag 2009/2010 Certificate/ 4. Construction of distribution mains Distribution Main 1. Procur of 2 pumps of capacity Manag 2007/2008 Pumps/Delivery 1,000m 3 /hr; note 2. Construction of 500mmØ DI pipe Contractor/Manag 2008/2009 Certificate (1.887 km); 3. Rehabilitation of Mafiga Plant to Contractor/Manag 2007/2008 Certificate/Commis produce a total of 27,000m 3 per 2009/2010 sioning Report day from the current 24,000m 3 /day (3,000m 3 /day) 4. Detailed Feasibility Study for Design and Preparation of Tender Documents for expansion of Mafiga treatment plant and construction of new water treatment tank of 1000m 3 capacity Consultant/Contrac tor/manag 2009/2010 Study Report/Certificate 5. Construction of Transmission Line Contractor/Manag 2009/2010 Certificate/

9 (700mm) from Mindu dam to Mafiga Treatment plant (2.5 kms) Commissioning Report

10 Rehabilitate Mambogo Water intake works and water treatment works to produce an extra 2,000 m 3 /day 1. Rehabilitation of the intake 2. Construct new treatment plant 3. Construction of new storage tank of 450m3 capacity 4. Rehabilitation of 500 m of road 5. Rehabilitation of 3 storage tanks at Bahati and Boma Road Contractor/Manag Contractor/Manag Contractor/Manag Contractor/Manag Contractor/Manag 2007/2008 Certificate 2007/2008 Certificate 2009/ /2010 Certificate/Tank 2007/2008 Certificate/ Road 2009/2010 Certificate/Rehabil itated Tanks

11 Objective 3: Increased access to sewerage services. Operati onal target(s) OT 1 Increased sewerage service from 3.3% of the municipal population in 2007 to 27% in 2021/2022. Strategy Activity Responsibi Introduce sewerage system in non-serviced areas (Kihonda- Mazimbu ) Expand the existing sewerage system to include: Forest, Kilakala, K/Ndege, Boma Road and Msamvu. lity Time Frame Performance Indicator 1. Study Consultant 2011/2012 Study Report 2. Construction of main sewer and laterals Manag/Con tractor 2018/ /2022 Completion Certificates 3. Construction of Waste Water Manag/ 2018/2019 Completion Stabilization ponds Contractor 2021/2022 certificates 1. Study; Consultant 2009/2010 Study Report 2. Construction of main sewer and laterals Manag/Con tractor 2012/ /2014 Completion Certificates 3. Sensitize municipal dwellers on the Manag Continuous Number of advantage of connecting to the Ads, Brochures sewer. etc.

12 OT 1 KRA 3: EFFICIENCY AND EFFECTIVENESS Objective 1: Provision of reliable and affordable water and sewerage services. Operati onal targets Water supply maintained at 2006/2007 levels at all times and increased and maintained at higher levels after completion of new capacity increasing projects. Curb environmental degradation at water sources. Strategy Activity Responsibi Keep the distribution system efficient lity Time Frame Performa nce Indicator 1. Conduct community education Manag Continuous Number of seminars 2. Plant trees Manag Continuous Continuous 3. Fence Mindu Dam Reserviour Manag 2007/ Fence in place 2008/ Commission survey of all land where intakes, reservoirs and tanks are located. Consultant 2007/ /2011 Survey Report and Map 5. Acquire Title Deeds Manag 2008/2009 Title Deeds 6. Enforce restriction of mov and activities in and around reservoirs, intakes and tanks. 7. Review preventive maintenance 2010/2011 Manag Continuous Posters Manag 2007/2008 Reviewed Programme programme 8. Impl preventive maintenance Manag Continuous Decrease in breakdown 9. Monitor preventive maintenance Manag Continuous Monitoring Reports 10. Carry out ad hoc repairs as leakages and damage on system occur. Manag Continuous Repair Reports OT 2: Unit cost of water reduced Tighten budgetary 1. Conduct unit cost study Consultant 2007/2008 Study Report 2. Introduce a responsibility centre system Manag 2007/2008 Adopted responsibility

13 by 10% in real terms by the end of the plan period as compared to the beginning. OT 3: Unaccounted for Water reduced from 38% in 2006/2007 to 30% by 2021/2022 controls and replace existing production and conveyance work. 1. Install of meters for all customers 2. Overhaul of old gravity and non-gravity systems 3. Improve Distribution Network. 4. Public education /sensitization centre budgets 3. Adopt a zero base budgeting system Manag 2007/2008 Adopted zero based budgeting system 4. Introduce monthly budgetary reports Manag 2007/2008 Monthly reports in place 5. Purchase and install PFCE Manag 2007/2008 PFCE installed 6. Replace pumps, panels, air blowers, pulsators and vehicles Manag 2007/2008 Replaced pumps, panels and vehicles in place 1. Study water flow network Manag Continuous Study Report/ Water flow Network Blue Print 2. Buy, replace and install 63,100 meters Manag 2007/ Installed Meters by / Identify illegal connections Manag Continuous Number incidences 4. Sustain meter manag system Manag Continuous System in place 5. Conduct workshop for local community leaders 6. Replac of old pipes (81 kms) in gravity and non-gravity system Manag Continuous Number of workshop/work shop Reports Contractor/ Manag 2008/ /2011 Pipes in place and functioning 7. Review preventive maintenance schedule and impl it 8. Procure Motor Vehicles for monitoring maintenance activities Manag 2007/2008 Maintenance Reports Manag 2008/2009 Vehicle Delivery Note

14 OT 1 Objective 2: Increased productivity and profitability. Operati onal targets Human resource developed (At least 5 staff to attend professional seminars, review programmes and formal training annually) Capacity building Strategy Activity Responsibi 1. Conduct TNA 2. Send staff to training lity Consultant/Mana g Manag Time Frame 2007/2008 Reports Continuous/ Annually 3. Send staff for seminars Manag Continuous/ Annually 4. Send staff for professional review Manag Continuous/ programmes Annually 5. Attend study tour Manag Continuous/ Annually Certificates Certificates Certificates Study Tour Reports Performan ce Indicator OT 2 A conducive working environment created by 2014/2015 Computerize MORUWASA s operations 1. Study all the operations that are Consultant/Mana 2007/2008 Study Report amenable to computerization g 2. Expand local area network Consultant/Mana g 2007/2008 Certificate/commi ssioning report 3. Acquire computer hardware and Manag Each year Delivery notes software 4. Train staff on the use and operations of the new system Manag 2007/ /2010 Certificate 5. Convert to computerized system Manag 2009/2010 Functioning

15 Construct decent offices Computerized system 6. Develop and install website Manag 2007/2008 Functioning website 1. Acquire land/ Survey Consultant 2007/2008 Title Deed 2. Mobilize funds Manag 2013/2014 Mobilization Reports 3. Engage consultant for the preparation of BOQ and tender documents. Consultant 2013/2014 BQs and Tender Documents 4. Invite works bids, select and engage Manag 2013/2014 Contract contractor for the construction of offices 5. Monitor construction Manag/ Consultant 2013/ /2015 Certificates/ Reports 6. Furnish new offices Manag 2016/2017 Delivery Notes 7. Move staff to new offices Manag 2016/2017 Occupancy of New Offices

16 OT 1: KRA 4: STAFF WELFARE Objective 1: Improved health and well-being of employees Operati onal targets Residential houses Refurbished and rehabilitated by June OT 2: MORUWASA s revolving fund reviewed and improved by June 2009 Strategy Activity Responsibi Solicit funds or prioritize refurbishment in Authority s budget Evaluate performance and build case for review of current policy 1. Budget for refurbishment of MORUWASA houses Manag lity Time Frame Continuous from 2008/ Rehabilitate the MORUWASA houses Manag 2007/2008 to 2010/2011 Performa nce Indicator Budget item included in budget Signed contracts in place 1. Review current Fund Policy Manag 2006/2007 Reviewed Policy in place 2. Submit reviewed Policy to EB Manag 2008/2009 Reviewed Policy submitted to EB 3. Budget for approved increase in fund. Manag 2008/2009 Approved Budget 4. Impl the Policy Manag 2008/2009 Impled Policy OT 3: Health policy for MORUWASA reviewed by June Commission a committee to review health policy Manag Five yearly continuous 2007/2008 Appointment letter in place Determine best practices in similar organizations and evaluate cost 2. Prepare draft policy Committee Five yearly continuous 2007/2008 Draft policy prepared against benefits 3. Submit proposal to manag team Manag Five yearly Submitted

17 continuous proposal 2007/ Submit proposal to EB Manag Five yearly continuous Submitted proposal 2007/ Impl policy Manag Five yearly Policy in place continuous 2007/ Conduct HIV - AIDS Seminar Manag Continuous Seminar conducted and Papers presented

18 OT 1 KRA 5: CUSTOMER SERVICE AND RELATIONS Objective: Enhanced customer satisfaction and willingness to pay bills Operati onal targets Customer service charter updated by OT 2 MORUWASA image improved continuously Strategy Activity Responsibi Collect customers views Review current charter Participate in community affairs Publicize MORUWASA s activities lity Time Frame Performa nce Indicator 1. Prepare questionnaires and conduct interviews with current and potential customers Manag 2007/2008 Number of seminars conducted/semi nar Reports 2. Assess capacity to provide service Manag 2007/2008 Assessment 3. Update customer service charter Manag/Co nsultant Report 2007/2008 Updated Customers Service Charter in place 4. Publish and make reviewed customer service charter widely available Manag 2007/2008 Number of Publications 5. Invite feedback on implation of the Manag Continuous Number of reviewed charter feedback responses 2 Attend community meetings Manag Continuous Minutes of the Meetings Manag Continuous Reports of Subsidy 1. Subsidize service to disadvantaged groups 2. Make charity donations Manag Continuous Number of Donations/Repor ts 3. Publicize MORUWASA s activities in media Manag Continuous Number of advertiss

19 4. Provide MORUWASA s information in website Manag Continuous Website OT 1 KRA 6: GENDER EQUITY AND DISADVANTAGED GROUPS Objective 1: Improved gender balance in the Authority s workforce Operati onal targets Female male ratio increased from 21% in 2007 to 40% in 2021/2022. Institutionalize Gender Issues Strategy Activity Responsibi Give preferential treatment to female applicants with requisite qualification lity Time Frame Performanc e Indicator 1. Appoint a Task Force Manag 2007/2008 Task force in place 2. Work out modalities to increase Gender Equity 3. Prepare a Gender Policy for MORUWASA Manag 2007/2008 Manag /Consultant 2007/2008 MORUWASA Gender Policy in place 4. Impl gender policy Manag Continuous F/M Ration of 50:50 in place Objective 2: Improved treatment of persons with disabilities

20 OT 1 Operati onal targets Working environment, recruitment policy and infrastructure for persons with disabilities improved by June 2009 Strategy Activity Responsibi Enable mov of persons with disabilities Review recruitment policy to give preferential treatment to persons with disabilities. 1. Identify areas for structural modifications to allow easy mov of disabled persons 2. Budget for minor works to effect lity structural modifications 3. Execute works Manag / Contractor Time Frame Manag 2007/2008 Reports Performan ce Indicator Manag 2007/2008 Item included in Budget 2007/2008 Works Report/ Certificate 4. Review recruitment policy Manag 2007/2008 Reviewed Recruitment Policy in Place 5. Impl reviewed policy Manag Continuous Recruitment reports