4. Purposes 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
5. Travel 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
6. Security 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 completed
ASITF– training completed
• Airline Safety Chart
7. SLS – 6 Levels
SecLev
6
Extreme
5
High
4
Substan
tial
3
Moderat
e
2
Low
1
Minimal
Management Actions
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
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
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
SMT meets at least monthly
Security clearance required
External conferences must be authorized by DO
SMT meets at least twice a year
Travel Notification of all official travel
SMT meets at least twice a year
Travel Notification of all official travel
Authorit
y
Level of
oversight
SG
DO
USG DSS
(validation within 24
hours)
DO
Director DSS/ DRO
(validation within 24
hours)
DO
Director DSS/ DRO
(validation within 24
hours)
DO
Director DSS/ DRO
(validation within 24
hours)
DO
Director DSS/ DRO
(validation within 24
hours)
8. Essential items
• First aid kit
• Essential Medicines
• Touch light/LED
lamp
• Swiss army knife
• Bed net
• Rain coat
• Warm clothing
• Life Jacket
• Others ---
9. Summary Duty Travel Report
MYANMAR
WORLD HEALTH
ORGANIZATION
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)
SPECIFIC RECOMMENDATIONS FOR ACTION (IF ANY) DPM/DRD/RD
DISTRIBUTION
Registry File No: W5/69/25
Action by
Due Date
10. Objectives 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
•
•
•
•
•
•
•
13. Technical 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
14. 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
15. Recommendations
• 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
16.
17. Reasons for report
Some 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
19. Tips 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.
21. When 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
•
Report to WHO
-Actions by DOH/MOH
-Actions by WCO
Better Information, Better Decision, Better Health
22. Travel 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
23. 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………………………………………………………………………………….
24. 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 ……………….………….
25. • Self certification -up to 10,000 Kyats
• More than 10,000 Kyats –need
endorsement from TMO/DMO/RHD,
signed approval with Office Seal
26. 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
27. Other Reports
• Achievement
Report
-In line with TOR
-Tasks
-Indicator of success
• End of Contract
Report
- Narrative report
based on Achievement
Report
28. Achievement Report
ANNEX D
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)
1
TASK 1:
Indicators of success:
Due date for completion:
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: …………………………………….
2
3
29. End 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. ------
