The recently published Consolidated Annual Board of Survey Report for 2023, available on the Ministry of Finance website as of March 26, 2024, presents a comprehensive review of assets, stores, cash, and bank balances across Uganda’s central government entities. This report, mandated by the Public Finance Management Act 2015, provides critical insights into the operational health of ministries, agencies, referral hospitals, and public universities. The findings highlight a spectrum of practices, from efficient asset management to severe inefficiencies and neglected maintenance, underscoring urgent needs for renovation and improvement.
Office of the President
The report on the Office of the President reveals a mixed picture. While some motor vehicles are in good condition, others are grounded due to mechanical issues. Notably, the land at the National Leadership Institute (NALI) remains untitled, posing a risk of encroachment. Additionally, a generator at NALI is obsolete and lacks available spare parts.
“Out of 31 plots of land identified from the accounts, some do not have land titles, although they are captured in the asset register,” the report states, highlighting a significant oversight.
The report recommends updating the asset register to include biological assets like cattle and trees and emphasizes the need for more storage space to safeguard the entity’s assets.
Office of the Prime Minister
The Office of the Prime Minister (OPM) shows a more troubling situation. While 80% of its vehicle fleet is in good condition, some vehicles are grounded due to accidents and malfunctions. The report notes that the land in Hoima, donated for the refugee desk, lacks a title, raising the possibility of repossession by the district.
“The OPM maintains an asset register on the IFMS system, but it is not fully updated,” the report observes, indicating gaps in asset tracking.
The stores at Namanve Industrial and Business Park are described as small, congested, and lacking adequate security measures, such as a perimeter wall and gate. Flood prevention measures are also urgently needed.
Recommendations and Urgent Needs
The Board’s recommendations across various votes underscore the urgent need for comprehensive improvements. For the Office of the President, these include titling all land, updating asset registers, and disposing of outdated items. For the OPM, recommendations stress the construction of larger store premises, enhancing security, resolving land issues, and re-equipping key projects like the FEED THE KARAMOJA project.
“Plans should be underway to construct large store premises that are adequate for the volume of inventories the entity requires,” the report advises for the OPM, highlighting a critical infrastructure need.
Uganda’s Ministry of Defence and Veteran Affairs
The report also reveals significant issues within the Ministry of Defence and Veteran Affairs (MoDVA). The report highlights a range of inefficiencies, from outdated asset registers to poorly maintained facilities, indicating a critical need for immediate intervention.
Asset Findings: Gaps and Challenges
The report underscores that the Ministry’s asset register, maintained on the Integrated Financial Management System (IFMS), is not up-to-date. Key assets, such as motor vehicles, are missing from the register due to the unavailability of necessary information.
“The Ministry maintains its assets register on the IFMS, but it was found lacking, with some assets not yet captured,” the report states, indicating a significant oversight that could lead to asset mismanagement.
Additionally, the ministry faces a shortage of residential buildings for uniformed staff, forcing them to rent outside premises. This not only adds financial strain but also hampers the supervision and monitoring of staff.
Store Findings: Congestion and Poor Conditions
The Ministry’s storage facilities, including those at Mbuya headquarters, Magamaga, General Military Hospital Bombo, and Division One headquarters Kakiri, are plagued with issues. The stores are often congested, poorly lit, and suffer from leaks.
“Stores at Magamaga are well organized but suffer from poor lighting and roof leaks,” the report highlights, illustrating the substandard conditions.
Expendable stores face excessive heat due to old, short roofs, reducing the shelf life of items like liquid soap and toothpaste. Furthermore, items are placed directly on the floor, increasing the risk of damage.
Healthcare Facilities: Inadequate and Disorganized
The General Military Hospital in Bombo presents a troubling scenario. The triage area is poorly lit, and stores are disorganized, with items scattered on the floor and some damaged beyond repair.
“The pharmacy at the hospital is not connected to the generator line, risking the shelf life of medicines that need cool storage,” the report notes, pointing to critical deficiencies that could impact patient care.
Recommendations for Improvement
The Board’s recommendations are extensive and urgent. Key suggestions include updating the asset register, replacing old iron sheets and roofs, and constructing more residential buildings. There is also a call for refresher training for inventory management staff and the installation of closed-circuit television cameras to prevent pilferage.
“More skilled staff in inventory management should be employed at Magamaga to help in inventory management,” the report recommends, emphasizing the need for professional oversight.
Conclusion
The findings from the Consolidated Annual Board of Survey Report for 2023 paint a concerning picture of the Ministry of Defence and Veteran Affairs. From outdated asset records to inadequate storage and healthcare facilities, the Ministry faces significant operational challenges. Immediate and comprehensive reforms are essential to address these issues, ensure efficient asset management, and maintain the integrity of Uganda’s defence infrastructure.
Ministry of Public Service
The report has also unveiled significant challenges within the Ministry of Public Service. The findings highlight pressing issues related to inadequate storage space, obsolete items, and potential risks to stored assets, necessitating immediate action.
Stores Findings: Overcrowding and Safety Risks
The Ministry of Public Service operates one major store at its headquarters and two additional containers. However, the space is insufficient for the volume of items stored.
“The store is fairly arranged but has very limited space for storage of items,” the report notes, pointing to an urgent need for expanded storage facilities.
Several risks were identified within the storage setup. An electrical board located in the store poses a fire hazard, and a water pipe in the upper left corner threatens to damage stationery if it breaks. Additionally, the presence of many obsolete items and unserviceable motor vehicles, both at the headquarters and the National Archives, contributes to the clutter and limited space.
Recommendations for Improvement
The Board’s recommendations emphasize the need for structural and procedural changes to enhance safety and efficiency. Key suggestions include:
Separating the storeroom from the electrical board to mitigate fire risks.
Securing the water pipe to prevent potential damage to stationery.
Planning for additional storage space to alleviate overcrowding.
Disposing of obsolete items and unserviceable motor vehicles.
Improving storage for items pending boarding off at the headquarters and
Updating the entity’s historical asset data onto the system.
“Management needs to plan for and provide more storage space to avoid overcrowding stores at the Ministry,” the report advises, highlighting the critical need for immediate intervention.
Ministry of Foreign Affairs:
The Ministry of Foreign Affairs (MOFA) also faces significant asset management and storage issues. Notably, undeveloped and unfenced land in Mbarara, occupied by the Uganda Police Force, poses a risk of encroachment. Additionally, several ministry vehicles, including five buses and a lorry, are parked at the Ministry of Works and Transport due to lack of storage space.
Stores Findings and Recommendations
The Ministry’s stores are well-maintained and up-to-date but share space with the records department, which stores old documents and obsolete items. The lack of a fire extinguisher in the store area further increases the risk to both stock items and staff.
The Board’s recommendations for MOFA include:
Adopting monthly stock-taking to ensure accuracy.
Restricting access to the open store to prevent asset loss.
Creating a separate room for archives, distinct from general storage.
Designating a separate space for obsolete items.
Installing fire extinguishers in the store area.
Ensuring all new assets are engraved for security.
Disposing of items recommended for disposal in previous fiscal years.
Fencing the land in Mbarara to prevent encroachment and seeking funding for its development.
Conclusion
The Consolidated Annual Board of Survey Report for 2023 reveals critical inefficiencies in storage and asset management within the Ministries of Public Service and Foreign Affairs. Addressing these issues is essential to ensure operational efficiency and safeguard public assets. Immediate actions, including structural changes and updated asset management practices, are vital to prevent further risks and inefficiencies.
The report also exposes critical inefficiencies and areas of neglect within Uganda’s central government entities. From untitled land and obsolete equipment to congested storage facilities and outdated asset registers, the report calls for immediate and targeted interventions. Ensuring effective asset management and addressing these urgent needs will be vital for maintaining operational efficiency and safeguarding public assets. The report’s findings should prompt swift action to rectify these issues, ensuring that government entities can operate effectively and continue to serve the public interest.
