The Planning, Research and Statistics Department is the engine room of the Rivers State Primary Health Care Management Board (RSPHCMB) and is charged among other things with collection, collation and analysis of statistical data and information to assist management in planning, organizing and directing the affairs of the Board, its services and other responsibilities.
The PRS Department is a creation of the Civil Service (Re-organisation) Decree No. 43 of 1988 as recommended by Prof. Dotun Phillip’s Committee report of 1985 and is one of the three common Departments of any Ministry, Agency or Board. The others are the Department of Finance and Accounts, and the Department of Administration. These three common Departments are essentially Service Departments which are meant to facilitate the functions of the ‘Operations’ Departments (i.e. other Departments created to reflect the basic functions and areas of concern of the organization). Specifically, the PRS Department was created to serve as the “Brain Memory”, particularly in the area of policy formulation, in addition to planning and monitoring its implementation.
The PRS Department aspires to be the technical engine for driving effective and efficient planning; for the coordination, documentation, monitoring, evaluation and appraisal of all programmes, projects and activities of the Board, as well as integrating research findings for decision-making and policy.
RESPONSIBILITIES OF PRS DEPARTMENT
The key functions of PRS Department are to engage in evidence-based planning through research and statistics, as well as monitoring and evaluation of plans implementation. As obtains in structured organizations, the PRS department is saddled with the following responsibilities:
- Providing leadership for PHC Strategic Planning and the implementation of a PHC research agenda.
- Developing sound and strategic plans for the Board in accordance with its mandate, as well as in line with the national health policy and priorities.
- Serving as the anchor of capital budget preparation process.
- Developing guidelines for monitoring and evaluation of programmes, projects and their implementation.
- Establishing and monitoring performance and efficiency targets for the various departments and units of the Board.
- Monitoring the development of PHC programmes, ensuring that guidelines are adhered to.
- As a Service Department, serves as a secretariat to technical committee meetings, including Tenders Board Committee.
- Management of the office’s records and information resources (Data Bank, Computer Services, Library etc).
FUNCTIONS OF THE VARIOUS UNITS
- Taking forward the decisions of the Governing Board on policy issues, and the development of policy documents accordingly.
- Synthesizing the Board’s priorities, policies and programmes to be integrated into the State Ministry of Health plans and vision documents.
- Evaluating and revising of policies and procedures, based on situation analyses and status reports provided by Research, Statistics and Information Management Unit.
- Identifying the necessary programmes and projects to translate Board plans to reality.
- Preparation of Annual, Medium and Long-term Plans of the Board, and annual budgets in collaboration with Administration and Finance & Accounts Departments.
- Coordinate and monitor the implementation of plans and projects, and in collaboration with Research, Statistics and Information Management Unit, to commission, and where appropriate, to carry out evaluation studies and operations research studies.
- To develop, or ensure the development of, human resource plans.
- Keep records of approved plans, projects and budgets of the Board and their execution time schedule.
- Liaising with the State Ministry of Health, State Hospitals’ Management Board and other relevant Ministries or Agencies to coordinate planning for the health sector as a whole.
- To provide the first point of contact with donor agencies and to liaise with them over aid funding.
- Conduct or commission research (situation analysis and progress reports) in areas of interest in the health sector (sectoral research); and review impacts of previous programmes, identify progress made, challenges and gaps.
- Make the outcome of research available to all interested stakeholders.
- Routine collection, collation and storage of data for processing and production of useful information for planning, monitoring and evaluation of activities.
- Analyze data and generate critical information on programme performance and policy impacts which are essential for planning and evaluation purposes.
- The maintenance of accurate and timely (up-to-date) information to be published as statistical bulletins, quarterly and/or annual reports of the Board.
- Disseminate information about the Board’s activities, programmes and services to the general public through leaflets, pamphlets and the Board’s website.
- Establish Library services (i.e. make available reference materials e.g. reports, textbooks, journals, encyclopedia etc for consultation).
- Manage records and information resources of the Board. Responsible for cataloguing and storage of all reference documents relevant to the functions of the Board.
- Establishment and operation of Data Bank for storage and retrieval of field information, including maintenance of the computer services/assistance to other directorates.
- Provision of internet and intranet services and maintenance of the Board’s computer network and website.
- Enhance staff productivity through regular in-house capacity building via training in ICT, health statistics etc.
The functions of the unit to process all expenditures in a manner to achieve value for money as prescribed by 2007 Procurement Act. The key areas of the unit include the following:
- Secretariat of the Tender’s Board and Procurement Planning Committee.
- Market survey ( price monitoring)
- Store management
The duties are:
- Serves as secretariat for Tenders Board and Procurement Planning Committee.
- Spells out the terms of acceptance of tenders/bidders and prepares tender/bid notices for publication.
- Processing of Tender documents in accordance with extant procedures for the award of contract.
- Ensures that due process is followed in the award of contracts.
- Conduct market survey of items before the award of contract.
- Keep records of contracts awarded.
- Facilitate the payment of contracts awarded.
- Monitor the execution of ongoing contracts.
- Issuance of store items, restocking and reviewing of procured goods.
- Provision and Maintenance of PHC infrastructure.