SPAN PROJECT
Ministry of Environment and Tourism
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Directorate of Parks and Wildlife Management
Private Bag 13306
Namibia
FAST's Achievements
FAST has achieved the following results:
- Twelve new cost centres were created for Parks and Wildlife Management, corresponding to the twelve Chief Control Warden(CCW) positions. The authority to approve purchase requisitions up to the limit of $10,000 was also delegated to CCWs. CCWs have successfully managed the budgets for their own cost centres since April 2009.
- At the initiation of the SPAN project in 2006, the average length of time taken to process a purchase requisition (i.e. from initiation to issue of purchase order) was estimated at 64 days. Equivalent statistics collected in 2011 show an average turnaround of just under 14 days. The reduction is due in part to the removal of 60% of purchase orders from the system through the outsourcing of fleet maintenance, in part to the delegation of purchase requisition approval to budget holders, and in part to the more regular meeting of the Economising Committee since the appointment of Ms. Tsuses as Financial Adviser.
- The outsourcing of fleet maintenance was piloted for a year; Avis Fleet Services have provided the following services:
- Issue of purchase order and payment of supplier; the delays with which MET had paid suppliers had resulted in many refusing MET business. Avis have thus resurrected relationships with all necessary service providers.
- Control of costs: Avis use their expertise and access to detailed supplier information to ensure that service providers charge only what is reasonable and proper.
- Management reports: Avis provide to budget-holders summarised information on service and fuel costs per vehicle on a monthly basis, which highlights abnormal costs and potential abuse, and aids in effective cost control.
- Detailed service history: Avis has compiled detailed service histories for all GRN vehicles since the inception of the contract. These service histories are available on request from Avis (requests should be routed via the MET Transport Office).
- In addition, Avis have provided assistance whenever they can in matters such as registration of new vehicles and provision of small cash float to assist Transport Office in renewal of licences.
A customer survey sent to all MET staff in August 2010 resulted in an approval rating of 2.0 for Avis as against 4.67 to the old system (with rating of 1 = excellent, and 6 = Unacceptable). Although there were administrative delays in the renewal of the Avis contract which resulted in a break in the service of seven months, it was finally renewed in August 2011 for a period of two years.
A design study for the automation of revenue collection in Etosha was completed in December 2010. Estimated costs for the implementation of this system are approximately $4m. Donor funds are not available for this, but MET itself has included this project in its capital plan for 2012/13, and hopes to have approval by February 2012. It is estimated that this project would have a payback period of two years through improved revenue collection of 10%.
Communication of FAST project work has been implemented through the issue of weekly reports for the first two years; and through updates on the website.
As an out-of-plan activity, FAST collaborated with ICEMA to provide Excel training to over 70 members of MET staff, both field and Head office based. The training materials have been handed over to IT and continued training courses are in the DASS workplan.
The FAST project came to an end in August 2011.
