MINALOC - Mifotra

MINALOC, Functional Review draft, 31 March 2008
Imihigo District 21, Five Year Plan (DIP), MINALOC Sector Planning, Integrated Development
Programme 22, Monitoring and Evaluation Programme, etc. These specialised interventions in planning
take up the entire year and pushes routine annual planning into second place.
Monitoring. As each agent has activities to achieve, he/she also has reports to submit to the Manager.
To this end, MINALOC has adopted a system of weekly, monthly, quarterly and annual reporting. As
currently agreed, these different reports should be written by each professional ready to transmit them to
his/her Director or to the person designated to receive the reports in lieu of the Director. The Director
then consolidates these reports into a single document which is then itself passed onto the person
responsible for planning. This person consolidates the reports of all of the units and transmits them to
the Secretary General. The exception is quarterly reports for which the person responsible for planning
also prepares a letter to accompany these reports, which will be transmitted to the Prime Minister.
The written monitoring reports at MINALOC are daily, weekly, monthly, quarterly and annual. Daily
agendas are produced by all personnel using the framework designed by the Director to ensure all are
collected and sent onto the hierarchical superior and to the Secretary General. Weekly and monthly
reports are written by unit directors and transmitted to the SG. These reports are not based on a system
of which would allow the comparison of what was planned and what was achieved.
The system of weekly and monthly reporting can be improved. The daily reporting, as it is used at the
moment, centralised to the level of SG needs to be abandoned because it is inefficient.
Weekly SG meeting. The various regular meetings do not have specific names, and none have regulatory
frameworks. At an unidentified time in the past it was normal to have a weekly meeting in which the
Minister and the SG participated.
Now it is the SG who directs weekly meetings in which only the directors participate. But these meetings
are often put back to another day or week when there are more urgent activities to carry out.
Weekly meeting by unit: According to internal preferences, it has been recommended by the Minister
that each unit should hold a weekly meeting prior to that of the SG. These meetings have become
irregular, even impossible to hold for some units.
Monthly Management meeting: Once a month on the first Monday of each month, the Minister holds
a meeting with all personnel. Before the meeting a report must be circulated which gives the results of the
previous month and the planning for the month to come. These meetings take place regularly but focus
more on the discussion than the written reports provided by each operational unit.
Daily report: There is a table which is used as a model for the daily report. This table includes the
objective of the unit, the activities planned in the day, the results planned for the day, the person
will benefit from water, electricity, schools, health centers etc. to achieve the Millennium Development Goals
(MDG). For more information, see “Republic of Rwanda, Capacity Development and Building a Capable State, Rwanda
Country Report, Kigali, August 2007”
21 Imihigo are considered to be founded on the results and performance of responsible governance. Imihigo is a
performance contract containing the development objectives for the District over the given period. These objectives
are based on the development priorities identified by the population themselves, through various levels of
consultation of the Local Government. The contracts are signed between the President of the Republic and the
Districts Mayors, who have to report regularly to the President and to the population on the progress achieved in the
implementation of these contracts. This has enormously improved the participation of the population in their own
development and has meant that the concept of management based on results has been reinforced. It is also
considered to be an efficient mechanism of monitoring and evaluation of development activities. .
22 Meetings between the key sector Ministries exist and include MINAGRI, MINITERE, and MININFRA to
ensure that planning in all key Ministries is aligned. In these meetings, each Ministry explains what it plans to achieve.
The result of this process is the development of projects.
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