Universities and Other Tertiary Institutions (Basic Requirements and Minimum Standards for Procurement Education and Training) Regulations

Minimum standards for procurement study

STATUTORY INSTRUMENTS

2008 No. 35.

The Universities and Other Tertiary Institutions (Basic Requirements and Minimum Standards for Procurement Education and Training) Regulations, 2008. (Under sections 5(i), 123 and 128 of the Universities and Other Tertiary Institutions Act, 2001 and section 7(c) of the Public Procurement and Disposal of Public Assets Act, 2003)

IN EXERCISE of the powers conferred upon the National Council for Higher Education by the Universities and Other Tertiary Institutions Act, No.7 of 2001, these Regulations are made this 14th day of August, 2008.

These Regulations may be cited as the Universities and Other Tertiary Institutions (Basic Requirements and Minimum Standards for Procurement Education and Training) Regulations, 2008.

In these Regulations, unless the context otherwise requires-

SCHEDULE Regulation 3(3)

NATIONAL COUNCIL FOR HIGHER EDUCATION

BASIC REQUIREMENTS AND MINIMUM STANDARDS FOR PROCUREMENT EDUCATION AND TRAINING (Sections 5(i) and 128 of the Universities and Other Tertiary Institutions Act, 2001 and section 7(c) of the Public Procurement and Disposal of Public Assets Act, 2003)

1.0 Inputs The following are the required inputs for the education and training.

1.1. Infrastructure and equipment The institution offering programme(s) shall have adequate physical facilities and equipment for staff and students, to ensure an effective teaching and learning environment.

The Teacher: Student Ratio shall be - 1:50

1.3 Students' Admission Policy and selection criteria. Admission standards specifying clear selection procedures that conform to the standards and guidelines of the Ministry responsible for education and NCHE, where applicable, shall be adhered to. The above not withstanding the minimum entry requirements for each program shall be: (1) Minimum entry requirements for Bachelor's degree (a) Direct entry from schools - Uganda Certificate of Education (UCE) with at least 5 passes and at least two principal passes at Uganda Advanced Certificate of Education (UACE) obtained at the same sitting or its equivalent. (b) Mature Age Entry - aged 25 years and above and has passed mature age entry examinations with 50% and above. The National Council shall accredit the mature age entry examinations. (c) Diploma entry - obtained at credit/distinction level in the relevant field from a recognized institution. (d) Bridging/access/remedial courses for students who have done their secondary education outside Uganda, which shall be accredited by the National Council.

1.4 Guideline on development of procurement programs The procurement occupational profile (Appendix) shall be adhered to in drawing the curriculum. The scope and depth of coverage for each competence area shall depend on the respective level of program offered.

The curriculum shall specify for each program (certificate, diploma, degree or master) being offered the following details: (i) Name of the course (ii) The course code (iii) Weight of the course (number of credit units) (iv) Year and semester of the course (v) Awards (vi) Awarding body For every course within the program, the following details shall be specified: (i) The name(s) of the teaching staff

1.5 Duration of programmes and contact hours The duration of programmes and number of contact hours between staff and students in higher education institutions shall be in accordance with Regulations issued by the National Council. (a) Programme/course duration shall be clearly specified in terms of semesters and calendar months or years at the start of each academic year. Students shall be availed the course outlines with assessment procedures; (b) For institutions operating under the semester system, each semester shall last a minimum of fifteen (15) weeks of teaching followed by an examinations period; and (c) Each course shall be allocated a minimum of two (2) hours per week.

1.6 Examination regulation and standardization of awards

A (80+) B+ (70-79) B- (60-69) C (50-59) D (0-49) 5 4 3 2 1 (7) Classification of final awards, all institutions shall use a five Point rating System in averaging the final grade of a graduate.

1.7 Learning Materials and Equipment

Essential Textbooks: Students Ratio - 1:5 Computer: Student Ratio - 1:20 Subscriptions to national and International procurement journals - 2

2.0 Teaching and learning process For effective teaching and learning to take place, the following shall be the requisites;

2.1 Teaching and learning (a) Scheming and planning is properly done by the teaching staff; (b) the course content is appropriate for the level of the program; (c) the teaching staff collaborates and supports students; (d) the teaching staff demonstrates a sound up-to-date knowledge of the course;

2.2 Internship/industrial training The following shall be the requirements for internship/industrial training; (a) Minimum duration: 4 weeks (b) Assessment criteria shall be specified

2.3 Output (a) Graduates completed (b) Qualifications attained (c) Improved transparency, accountability and value for money in a professional procurement environment (d) Indicators (i) Graduate with right attitude towards work hence increased productivity and effectiveness, creativity and adaptability; (ii) Transformation of society; (iii) Integrity hence reduced corruption; (iv) Reduced production cost and improved labor relations (v) Improved work environment (vi) Nation/organisations getting value for money (vii) Fairness & transparency

3.0 Role of training institutions (1) Institutions involved in procurement training and education shall set their standards in compliance with this standard. Institutions shall submit annual reports on the basic requirements and standards for procurement education and training they have set for each program to the relevant regulatory agencies and give a copy to PPDA.

3.1 The role of the Procurement Authority

In accordance the relevant laws, the Procurement Authority shall:- (a) work with all the key stakeholders to implement these standards; (b) carry out market surveys to assess the standards required in procurement and disposal capacity in Uganda; (c) review procurement education and training standards in consultation with other competent authorities; (d) coordinate consultative meetings in procurement education and training of key stakeholders; (e) participate in inspection, investigation, audit and quality assurance of procurement training institutions; (f) recommend to relevant authorities to take appropriate action against any person for breaching these standards; (g) develop guidelines related to procurement and disposal capacity building to compliment other policies; and (h) ensure that procurement standards are approved by the relevant authorities and disseminated to all stakeholders.

3.2 The role of employers Employers are important stakeholders and shall play the following roles.

APPENDIX

PROCUREMENT OCCUPATIONAL PROFILE DUTIES AND TASKS

A. MANAGEMENT OF THE PROCUREMENT UNIT

A4 Control A1 Plan A2 Organise A3 Direct A5 Manage A6 Prepare the unit and work resources work staff Budget its resources A7 A8 Maintain A9 Carry out Coordinate health and procurement work safety at work process mapping

B. PROCUREMENT PLANNING B1 Advise B2 Prepare B3 Determine B5 Advise on B6 Determine Entity on work and /review B4 Determine appropriate priority and procurement procurement quantities lead time procurement timing of planning plans required methods requirement B7 B8 Implement B9 Review B10 Forecast B11 Monitor Consolidate approved and update demand and re-order procurement procurement approved requirements plans plans procurement plans

C. STATEMENT OF REQUIREMENTS (SPECIFICATIONS/TERMS OF REFERENCE/ SCHEDULE OF WORK) C1 Prepare C2 Review C3 Develop database C4 Network with C1 Prepare specifications/terms of reference/schedule of work C2 Review specifications/terms specifications/ terms of specifications/ identified specialists specifications/terms of reference/schedule of work C3 Develop database of of reference/schedule of reference/schedule terms of reference/ in specifications/ specifications/terms of reference/schedule of work C4 Network with identified specialists in of work of work schedule of work terms of reference/ specifications/terms of reference/schedule of work schedule of work

D. SOLICITATION (TENDER/BID) DOCUMENTS D1. Determine bids D2. Determine D3. Prepare D4. Include submission bidding conditions appropriate bid appropriate evaluation procedure and requirements documents criteria in the bid document D5. Include detailed D6. Propose D7. Work out D9. Coordinate the statement of expected terms and appropriate advertising consultative process requirements in the conditions of the and bidding periods and approval of the bid document resulting contract in and plan bid bid document the bid document. advertisements

E. SOURCE FOR PROVIDERS E1. Plan and invite E3. Manage pre- E4. Determine providers from local E2. Pre-qualify qualified providers provider sourcing and overseas supply providers lists strategy markets E5.Develop E6. Manage pre-bid E7. Prepare for E8. Develop provider professional working and site meetings receipt of bids from appraisal relationship with with providers providers mechanisms providers

F. EVALUATION BIDS F1. Determine F2. Apply F3. Prepare bid F4. Advise on best detailed evaluation appropriate bid evaluation reports evaluated bid methodology, criteria evaluation and sub-criteria in methodology accordance with bid document

G. POST QUALIFICATION G1. Determine G2. Carry out due G3. Fulfill and manage capacity of bidder to diligence on bid post award pre- perform contract contracting requirements

H. CONTRACT FORMATION H1. Determine general and H2. Prepare H3. Prepare H4.Approve/Recom special terms and conditions for contract contract mend signing of the different types of contracts documents implementation contracts plan H5.Notify bidders and other stakeholders of contract formed

I. MANAGE CONTRACT I1.Check compliance I2. Monitor contract I3. Confirm I4. Manage to terms and performance performance of warranties and conditions of contract to securities contracts satisfactory standards I5. Keep contract performance documents

J. COMMUNICATION

J1. Obtain approve J2. Manage J3. Prepare, update J4. Prepare, update for procurement procurement related and submit and and submit activities meetings regret notices procurement reports

J5. Coordinate J6. Communicate J7. Disseminate procurement issues horizontally and information to with relevant vertically relevant users authorities

K. RECORDS MANAGEMENT

K1. Capture K2. Store K3. Retrieve records K4. Maintain records information information K5. Secure records

L. LAWS, REGULATIONS, GUIDELINES & POLICIES L1. Advise on L2.Prepare and L3. Interpret commercial L4. Advise on procurement law, present draft and procurement laws cooperative policies and procurement policies, and procedures purchasing procedures procedures and proposals L5. Analyse, interpret taxes applicable to the procurement

M. VALUE MANAGEMENT

M1. Carry out value M3. Analyse and M2. Undertake M4. Determine value analysis of advise on market market surveys of procurements procurements conditions and trends

N. FINANCIAL OPERATIONS N1. Shop and buy N2. Cash handling N3.Determine N4. Prepare and low value procurement cash account for the procurements flow projections Procurement

O. NEGOTIATION O1. Develop O2. Design O3.Carry out negotiation strategy negotiation plan negotiation

P. CONFLICT AND DISPUTE RESOLUTION P1. Receive and P2. Analyse P3. Advise on P4. Resolve document complaints complaints appropriate conflict and conflicts and dispute resolution disputes mechanism Q. INTERNATIONAL PROCUREMENT MANAGEMENT

Q1. Manage interna- Q2. Advise on Q3. Manage the Q4. Advise and tional procurement appropriate INCOTERM use of letters of monitor cargo processes and other trade terms to credit and other agents use in procurements payment systems Q5. Advise on Q6. Customs clear applicable taxes on imports imports R. DISPOSAL

R1. Plan equipment R2. Advise on R3. Advise or R4. Consolidate lists /asset replacement appropriate disposal manage the valuation of items for disposal procedures /methods of assets R5. Prepare disposal R6.Seek relevant R7. Dispose as per documentation approval to dispose approved procedures the items

S. LOGISTICS MANAGEMENT

S1. Determine stock S2. Plan space S3. Receive, verify, S4. Design and holding standard and utilization and inspect issue and maintain an procedure maintain store dispatch goods identification coding houses, yards and according to system for goods equipment approved procedures for goods S5. Design and S6. Bin and store S7. Determine S8. Carry out stock manage appropriate items safely and consumption and checking and stock location systems securely carry out stock taking, and analyse control /interprete related discrepancies S9. Carry out stock S10. Keep stores S11. Control rejected S12. Transport and valuation record and account and unwanted Distribution for all received and materials issued goods

T. ICT AND E-PROCUREMENT

T1. Introduction to T2. Word processing T3. Spread sheets T4. Internet web computers browsing and e-mail

U. RISK MANAGEMENT U1. Risk U2. Risk assessment U3. Risk Allocation U4. Risk Avoidance identification

V. PROFESSIONAL CODE OF CONDUCT V1. Ethics and V2. Corruption U3. Due diligence integrity

ADDITIONAL GENERAL REQUIREMENTS

High interpersonal skills Use of Computers Respectful Knowledge of basic computer Creative Planning Smart Communication Principled Knowledge of costing Team Player Time management Quality work Focused Un-wasteful Cheerful Disciplined T3. Tools and Equipment T4. Future Trends Computers Computer literacy Knowledge on digital equipment Management and Human resource skills Procurement Self-employment Clearing and forwarding Use of Procurement agents Procurement of Common User items e-procurement

PROF. MICHEL LEJEUNE, Deputy Executive Director, National Council for Higher Education.