Tanzania Human Resources Capacity Project: Human Resources Management District Strengthening Initiative: Report of the Coaching and Mentoring Visits

The initiative began in August 2010 with a training program conducted by BMAF in collaboration with the Ministry of Health and Social Welfare (MOHSW). The training focused on HRM functions, including the development of HRM action plans, which were integrated into the Comprehensive Council Health Plans (CCHPs) for the financial year 2011/12. A coaching and mentoring exercise followed the training in February-March 2011, targeting 20 districts in the three regions. The exercise aimed to provide on-site support in enhancing performance improvement on HRM practices at the district level. The coaching team consisted of 2-3 participants who were among the trainers of the HRM district strengthening training and OPRAS experts from the President's Office - Public Service Management (PO-PSM) and Tanzania Public Service College (TPSC). The specific objectives of the second coaching and mentoring visit in September-October 2011 included reviewing and guiding CHMTs on the preparation of the performance contract for FY 2011/2012 in the Open Performance Review and Appraisal (OPRA) system, reviewing commitments made during the HRM training and the first coaching exercise, assessing the usage of HRM supportive supervision tools and orientation packages, and assessing the implementation of HRM action plans and their incorporation into the 2011/12 CCHP. The coaching team used a developed coaching and mentoring checklist, focus group discussions, group/consultative discussions with the District Human Resource Officer (DHRO), District Planning and Logistics Officer (DPLO), CHMTs, and co-opted members, and documentary review to gather information. The team also took photos to show some of the improved working environments. The results of the coaching and mentoring visit showed that all 20 districts incorporated HRM action plans into the 2011/12 approved CCHP, with an average percentage inclusion of HRM activities into CCHP being 40%. The major variance from the previous year was due to the lower budget ceiling provided by the government and the removal of all training from the district plans. However, despite the reduction in budgets, there was an increase of HRM activities by more than 50%. New HRM activities observed included orientation, dissemination, and refresher staff orientation on job descriptions, local incentives, work climate, staff meetings, and OPRAS. The CHMTs and HMTs were facilitated to fill OPRAS forms for 2011/2012 in all 20 districts, resulting in an increase in the number of staff who set annual performance targets through OPRAS from 50% to 85% compared to the previous year. Supportive supervision activity has been carried out in all councils on a quarterly basis through the normal supportive supervision plan, but only a few districts were able to use the HRM supportive supervision checklist due to time limitations and lack of official communication from the parent ministry. There has been some work climate initiatives ongoing in the districts, including the renovation of staff houses and office buildings in almost 60% of the districts, the provision of advance salary to all staff awaiting to be entered in the payroll across 20 districts, and the provision of household materials such as beds and mattresses to new recruits in Mtwara DC. Routine orientation of new staff has been taking place in all 20 councils, with districts using items in the HRH orientation package such as planning for office space or location, provision of job descriptions, and preparation of staff houses. However, there is a need to encourage districts to use more of the orientation package to improve motivation, retention, and productivity. All councils were able to provide data on staffing trends for 2010/11 and 2011/12, indicating significant improvement in the number of staff posted, reported, and retained. Districts have an average retention of reported staff by 85%, which is due to the provision of incentives to new recruits such as free transport to posted facilities within the districts, provision of staff loans, advance salary if monthly salary delays, and housing in some facilities. The challenges faced by the districts included not being able to complete the 2011/12 CCHP on time due to back-and-forth comments from MoHSW and PMO-RALG, resulting in most data being either not available or at a draft stage during the coaching and mentoring visits. Districts were also not able to incorporate all HRM activities from their action plans into the 2011/12 CCHPs due to budget ceilings and restrictions provided by MOHSW.