MAKERERE UNIVERSITY

MAKERERE UNIVERSITY BUSINESS SCHOOL

A REPORT ON FIELD ATTACHMENT CARRIED OUT AT MAKERERE UNIVERSTY

COLLEGE OF HEALTH SCIENCES (MAKCHS) HUMAN RESOURSE DEPARTMENT
3rd - JUNE TO 31ST- JULY 2015

BY

NAKAKAAWA CATHERINE
14/U/19844/EVE

SUPERVISED BY

MR. KYEYUNE ROBERT

(ACADEMIC SUPERVISOR)

A REPORT OF THE FIELDWORK PRACTICE SUBMITTED AT MAKERERE

UNIVERSITY BUSINESS SCHOOL IN PRACTICAL FULFILLMENT OF THE
REQUIREMENT FOR THE AWARD OF A DEGREE IN OFFICE AND
INFORMATION MANAGEMENT OF MAKERERE UNIVERSITY

NOVEMBER, 2016
DECLALATION

I NAKAKAAWA CATHERINE, hereby declare that the presented report on field

attachment is prepared by me after completing internship of two months at MAKERERE
University College of health sciences MULAGO the office of the human resource
manager Mr. GODWIN OKIROR.

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APPROVAL

This is to certify that NAKAKAAWA CATHERINE has successfully completed a two

(2) months internship training program in the Human resource department at college of
health sciences MAKERERE University.

This is a true record of the work she was able to do under a serious supervision and it is
now ready for submission to the board of examination for approval.

SIGNATURE

…………………………………………………………….

Mr. KYEYUNE ROBERT

ACADEMIC SUPERVISOR

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DEDICATION

I dedicate my work to the almighty God, my beloved Parents and relatives who have
supported me tirelessly during the period of internship and also to my field supervisor
Mr. GODWIN OKIROR who has been co-operative during my field work attachment.
And lastly I dedicate it to my academic supervisor Mr. KYEYUNE ROBERT for the
supervision.

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ACKNOWLEDGEMENT

First of all, I thank God, I am also grateful to my field supervisor Mr. GODWIN
OKIROR who helped me throughout internship by providing all the needed tips
concerning office and information management.

I also acknowledge the employees in college mostly in the principles’ office who was too
kind and cooperative by guiding me on what to do as well as my fellow internee who was
cooperative and helpful in case of help

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 Table of Contents
DECLALATION.............................................................................................................................ii

APPROVAL...................................................................................................................................iii

DEDICATION................................................................................................................................iv

ACKNOWLEDGEMENT...............................................................................................................v

CHAPTER ONE..............................................................................................................................1

INTRODUCTION...........................................................................................................................1

1.0 Introduction...........................................................................................................................1

1.1.1 Background the fieldwork attachment..............................................................................1

1.1.2 Objectives of field attachments practice...........................................................................1

1.2 ORGANISATIONAL BACKGROUND..............................................................................1

1.2.1 Vision of the college.........................................................................................................2

1.2.2 Mission of the college.......................................................................................................3

1.2.3 Core functions and values of the College.........................................................................3

1.2.4 Management of the organisation.......................................................................................3

1.2.5 Type of the Organisation.....................................................................................................3

1.2.6 organizational setup...............................................................................................................4

1.2.7 Aims and objectives of the organization (MAKCHS)............................................................4

1.2.8 COLLEGE STRUCTURE................................................................................................5

CHAPTER TWO.............................................................................................................................6

ACTIVITIES UNDERTAKEN.......................................................................................................6

2.0 Introduction...........................................................................................................................6

2.1 Activities undertaken............................................................................................................6

CHAPTER THREE.......................................................................................................................11

LESSONS, SKILLS AND EXPERIENCES.................................................................................11

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3.0 Introduction.........................................................................................................................11

3.1 Lessons learnt.....................................................................................................................11

3.2 Skills learnt.........................................................................................................................15

3.3 Experiences attained...........................................................................................................18

CHAPTER FOUR.........................................................................................................................23

CHALLENGES AND LIMITATIONS:........................................................................................23

4.0 Introduction.........................................................................................................................23

4.1 Personal challenges............................................................................................................23

4.2 Organizational challenges...................................................................................................26

4.1.3 community challenges.....................................................................................................27

4.1.4 institutional challenges....................................................................................................28

SECTION FIVE.............................................................................................................................29

CONCLUSIONS AND RECOMMENDATION..........................................................................29

5.0. Introduction.........................................................................................................................29

5.1. Conclusion..........................................................................................................................29

5.2 Recommendations...............................................................................................................29

5.2.1 Recommendations to the Organization...........................................................................29

5.2.2 To the University............................................................................................................31

5.2.3 To the Students................................................................................................................32

APPENDIX....................................................................................................................................33

REFERENCES..............................................................................................................................34

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 CHAPTER ONE
INTRODUCTION
1.0 Introduction

This chapter explains the background, objectives, mission, vision, of the field attachment

1.1.1 Background the fieldwork attachment

Field attachment is defined as “ the field based practical work carried out by staff and
students for the purpose of teaching and research in places outside the university control
but where the university is responsible for the necessary safety of its staff, students and
others exposed to their activities; it is therefore a requirement where by all taught units
make and have arrangements for the students to seek or be helped to get placed in
different forms of work in the course of their study programs to experience the real life of
work.

1.1.2 Objectives of field attachments practice.

 To get an opportunity to apply principles and techniques theoretically learnt into real life
problems solving situation
 To develop new skills and understanding of the practical work situation in the
organization of field attachment
 To gain exposure to demands and challenges found in real work environments
 To provide a career building background for future career development plans.
 To gain actual work experience by getting involved in some of the activities of the
organization.

1.2 ORGANISATIONAL BACKGROUND

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 Makerere University college of Health Science was established in 1924 known as
Makerere University Medical School, till 2007 when it became Makerere University’s
premier constituent College. It is the oldest medical training university unit in East
Africa; having been in the business of training medical and health professionals for over
80 years. This history has earned it the enviable position of ‘crème’la crème’ in Uganda
and the East and central African region.

In 2008 Makerere University began a major institutional change that led to the creation of
Makerere University College of Health Science (MAKCHS) as the University’s first
constituent college. This was an explanation of uncharted waters in the history of the
university governance in Uganda. MAKCHS has experienced both exciting and
challenging times but has set a place for itself and future is very promising. The college is
located on Mulago Hill within the Mulago National Referral and Teaching Hospital
Complex, Northeast of Kampala. The clinical teaching discipline of the college of Health
Science is currently integrated with Mulago Hospital

The Makerere University College of Health Science is made up of four schools and over
40 units. The schools are;

 The school of Medicine

 The school of Health Sciences
 The school of Public Health
 The School of Biomedical Sciences

This Institutes and Centers under Makerere University College of Health Science
include;

 Infectious Diseases Institute (IDI)

 Child Health and Development Centre (CHDC)
 Centre for Tobacco Control in Africa (CTCA)

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  Regional Centre for Quality of Health Care

1.2.1 Vision of the college

The vision is to be “The leading and transformational institution for academic excellence
and innovation in health sciences in Africa”.

1.2.2 Mission of the college

The vision of the college is to improve the health of the people of Uganda through
innovative teaching, research and provision of services responsive to societal needs

1.2.3 Core functions and values of the College

 Innovation and Adaptability to change

 Social Accountability
 Diversity
 Excellence and Quality
 Equity and Social Justice
 Professionalism

1.2.4 Management of the organisation

 Principal
 Deputy principal
 Dean School of Medicine
 Dean School of Health Science
 Dean School of Public Health

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  Dean School of Biomedical Sciences

1.2.5 Type of the Organisation

The college is an academic institution in the category of higher institutions of learning

with an aim of being the leading and transformational institution for academic excellence
and innovation in health science in Africa. The college also carries to teaching and
learning. in this area of strategic focus , the College runs several Undergraduate and post
graduate programs .it also runs several short courses tailored to address specific needs of
people working in the health sector .the college also carries out research and innovations.
The college is also a leader in health research in the East African region; working with
both academic and other partners, both local and international. The college also serves
the community whereby activities are conducted both as independently planned as well
as, as part of research and teaching programs. These activities range from activities done
by students under the community Based Education Research and Services ; medication
and health education provided as part of a research project independently planned
community service activities and projects range from a few days (medical/surgical
camps) to several years (community health service projects).

1.2.6 organizational setup

The college is led by principal and a deputy principal as well as four deans representing
the constituent schools of medicine, public health, health science and biomedical
sciences. The school of medicine, the school of public health are the oldest, established
in 1924 and 1974 respectively .the school of health sciences and school of biomedical
sciences where both established at the same time as MAKCHS in 2008 .its anticipated
that the departments now belong to the school of health science (pharmacy ,dentistry,
nursing and allied health sciences) in the future will develop into separate schools .the
college shares certain structures with the university for example financial management ,
human resource management and procurement but maintains a separate library ,registrar,

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 and bursar further MAKCHS administrative structure will continue to develop as the
institution develops.

1.2.7 Aims and objectives of the organization (MAKCHS)

 To provide a place of learning, education, research, and service of a quality expected

university in accordance with the vision and mission of university.
 To prepare students through regular and professional programs for degrees, diploma,
certificates, and other awards of Makerere.
 To contribute to intellectual, acting as a focal point for economic, social, cultural and
political development and as a centre for studies, service, and research particularly in
matters pertaining to the interests and changing demands of the society.
 The establish position other than those specified under the statute in line with existing
university guidelines.
 To perform any other functions as the university council may from time to time
determine.

1.2.8 COLLEGE STRUCTURE

PRINCIPAL

DEPUTY PRINCIPAL

Dean, Dean, School of School of

School of Health Science Public Health
Dean, School of
Biomedical Medicine
Science
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 Disease control
Pharmacy and

Biochemistry Radiology and Nursing environmental

Radiotherapy
Pharmacology Dentistry Epidemiology

and Psychiatry and Biostatics

Allied Health
Therapeutics
Pediatrics and Science Community

Physiology Child Health Health and

Behavior
Anatomy Internal Medicine
Health Policy
Pathology Surgery
and
Microbiology Orthopedics

Obstetrics and
Gynecology

Family Medicine

E.N.T

Ophthalmology

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 CHAPTER TWO

ACTIVITIES UNDERTAKEN

2.0 Introduction

This chapter explain the activities undertaken by the intern during the field attachment.

2.1 Activities undertaken

Orientation

The intern was taken around different offices, facilities, policies, rules and operations of
the organization. She was introduced to the goals, mission, vision, objectives and
activities of the organizations. She was also toured around the organisation premises by
the human resource manager then later taken to different departments like production,
finance, natural resources, planning, human resource, education among others. This made
her able to carry out the activity in the organisation well

Stamping of documents

This is the act of putting a company seal on the document, the intern was meant to stamp
all documents received in the office and those sent out of the office, for example, the
intern ensured that the students’ recommendation letters were stamped after being signed
by the Dean, and also endeavor to make a copy for the office for future reference.

Summarizing the university manual

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The intern summarized the Makerere University human resource manual and its
relatedness to records read page 46, which included the records policy which says “the
university shall have a records policy and all university records both electronic and
manual shall be managed within the provisions of the policy and also something about
records management where all records are confidential”.

Opening up files

This refers to organizing and arranging similar documents into a single file for easy
access and reference. During the field attachment, the Intern was involved in filing a
number of documents in the respective department. Different documents were filed in
their respective files using excel sheet. For example, paid vouchers had their own folder
in which they were kept. There was also a folder that used to keep documents concerning
the company expenses and other files related to the department. The company also had a
shelf in which files were kept for proper record keeping. This filing helped in auditing as
it would be required by the intern and external auditor for proper accountability.

Labeling file cabinet

After arranging different documents and putting them in different cabinets, the intern was
supposed to label the different cabinets for easy identification of the contents in it. She
used the A-B, C-D, format in labeling the cabinets

Filing and arrangement of documents

The intern was provided with different files that are used daily. These files are essential
for record purposes, referencing, auditing and accounting. These files included minutes
for meetings, students’ performance lists, appeals, and program harmonization reports
used by the organization. She was required to chronologically arrange these files and she
attained vast knowledge about file and record keeping, the intern had to organize these
documents in accordance to their financial years.

Scanning of documents

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The intern did this with the help of the scanner connected to one of the computers in the
organization; she scanned different hard copy documents, books into soft copies. It’s very
important to keep documents in soft copy because they can be kept for a long period of
time and can easily be sent via mail due to the current development in information
technology. In case the hard copy is lost, the soft copy will always be available.

Arranging files in cabinets

These documents included minutes, curriculum vitas, applications for people seeking
renewal of contracts, promotions, and many others. The intern there fore had to arrange
these documents according to their orders and types, put them in different cabinets for
safety and future referral.

Writing minutes

The intern was assigned the duty of writing minutes for every meeting held in the Dean’s
office. This was done in ink and later printed out and kept in the respective file. These
were written various meetings held during the field attachment process both on weekly
and monthly basis and typing the minutes. After the minutes were typed, the intern was
supposed to print them and read them in the following meetings then file them according
the dates on which the meetings were held for record purposes. As a student at Makerere
University Business School, pursuing a Bachelor’s Degree in Office and Information
Management, minute writing is a great experience in preparation for future business
management. This would act as a reference in the future meetings, as the issues discussed
in the previous ones would be reviewed.

Photocopying documents

This is the process of making duplicates out of the original hard copy using a machine
called a photocopier; the intern photocopied different documents like receipts, payment
vouchers, reports, and bank statements. All these were to be required in the future for any
kind of reference. For example, if a student needed a recommendation letter, the intern
ensured that she made a copy of the original and filed it.

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Attending staff meetings

Issues concerning the staff’s welfare were usually discussed in these meetings. Each
member would contribute as per the issue at hand. In case of challenges, the intern and
fellow staff would also discuss the possible solutions and expectations from the senior
administrators. This enabled the organization to work hand in hand with its staff for
achievement of its stated goals.

Document delivery

On some occasions where there was a planned meeting, copies of the letter of invitation
had to be delivered to the respective offices, indicating the agenda as well. The intern
delivered different documents to offices like to the registrar’s office, accountant’s office
and different departments within the organization such as the department of education.

Printing out documents

This is the process of putting information inform of soft copy on the computer into hard
copy by using a printer. Some of these documents were sent to my computer via the
email, and most of them were typed onto the computer and then printed out, for example
students’ recommendation letters.

Receiving and recording delivered letters

The intern was required to record every letter that was delivered to me by different
offices like the tax office and the chairperson Ad hoc committee. This helped to confirm
the number of copies and date on which these letters were received at the office.

Binding documents with the spiral

This refers to the process where documents are attached using a spiral after making holes
on the left margin of the paper. Once documents are bound together, they can be kept for
a long period of time without getting spoilt. So, the intern bound various documents that
were kept in the shelves for future reference.

Writing invoices

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During the field attachment, the intern was involved in writing a number of invoices and
this activity was done almost every day. The intern learnt that there are two types of
invoices that is to say debtor’s invoice this is sent by the company to a customer
reminding him or her to pay and creditor’s invoices these were invoices brought by the
clients demanding the company it was the company’s policy that invoices which have
been kept for long to be paid first before the most recent ones. Debtor’s invoice invoices
had serial numbers and invoice numbers which are recorded in chronological order unlike
in coming invoices. This helped the intern to avoid any unnecessary mistakes on the
invoices as at first when the training had just started.

Helping in auditing the books of accounts

The intern during the field attachment helped the auditors in auditing the books of
accounts. Auditing is the systematic examination and verification of a firm's books of
account, transaction records and other relevant documents (Macmillan dictionary 2009).
This included helping in the finding of various records such as the disbursement records
of the entire month and receipts for cash throughout the months of June and July for the
internal auditor to use in his auditing work. This was helpful in compiling monthly
reports by the intern about the overall performance of the organization. As a student, the
intern was able to put the knowledge acquired in lecture rooms while studying the
accounting principles course unit into practice.

Preparation of cash receipts

This is a printed document that is logged by a business whenever cash was received for a
good or service. This engaged the intern in a way that after the purchase of the products
by the customers, the intern had to prepare receipts indicating and verifying what the
customer has bought and on the cash basis. Therefore, the intern leant how to prepare
cash receipt that a carbon paper has to be used so as to remain with a duplicate for
reference purposes.

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xix
 CHAPTER THREE
LESSONS, SKILLS AND EXPERIENCES

3.0 Introduction

This chapter explains the skills, experiences and lessons learnt by the intern during the
field work

3.1 Lessons learnt

Confidentiality

Confidentiality is the protection of personal information. This is keeping a client's

information between you and the client, and not telling others including co-workers,
friends, family, etc. Examples of maintaining confidentiality include: individual files are
locked and secured

The intern was involved in several activities, such as evaluation, opening up new files,
drafting and issue of solicitation documents. These activities require high levels of
confidentiality; whereby organizational information is supposed to be private. Due to the
fact that the intern’s field attachment was undertaken in a public organization, the intern
learnt the need to keep confidential information, such as employee health status.

Making reports

The intern learnt how to make periodical reports as part of his routine duties and
responsibilities. It was done in groups of three individuals and done on the weekly basis.
On completion, the reports required the tasks and responsibilities one accomplished, the
challenges met and how management would solve them basing on the recommendations

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given. These were at times given by management to internees to investigate given
situations in the place of work and the position of the law about the situations.

How to use Photocopier

While in the field attachment the intern leant how to use photocopier. This was through a
number of assignments of Photo copying different documents (decisions). The documents
included leave for staff, performance appraisal score cards, rejections and approvals of
accounts documents that were brought on daily basis, invoices, vouchers, receipts,
company documents and departmental documents; they were always first stamped and
signed by the manager, recorded in the outgoing book, photocopied and distributed to the
various officers so that they got to know where the item handling process had reached.

The need for teamwork and Co-operation

Teamwork is one of the qualities that managers and heads repeatedly try to instill in the
people they work with in order to ensure seamless and effective operations. Without a
doubt, it is definitely a necessity for people working together to be able to actually work
well. The intern learnt how to work hand in hand with the other work mates and the
fellow trainees. It was out of co-operation that we were able to accomplish the different
tasks that had been assigned to us. The intern also learnt that out of co-operation the
organization achieves its set goals and objectives at a faster rate and the procurement
work is done and accomplished in the best time estimated.

Decision making

decision-making is the act of choosing between two or more courses of action. The intern
ascertained that despite the absence of senior members, service providence decisions had
to be made. The most important thing was to ensure that the stand taken would fulfill the

xxi
organization goals. Therefore, the intern ensured that the students’ financial statements
had no credit balances.

Time management

Time management” is the process of organizing and planning how to divide your time
between specific activities. Managing and budgeting time is a very vital aspect in an
organization for successful attainment of the organizational goals and objectives. The
intern learnt that time management is very important because work should be carried out
with in the estimated period of the given program, and while carrying out this work both
parties should ensure that there is effective co-operation.

Proper record keeping

the maintenance of a history of one's activities, as financial dealings, by entering data in

ledgers or journals, putting documents in files, etc. This being very essential in office and
information management, the intern learnt how to record and file documents for future
reference. The intern learnt the validity of keeping documents for example, copies of
letters like the appointment letters of employees, medical forms, educational papers,
transfer orders of civil servants, probation letters, performance management tools

Respect of management

The intern during his internship period learnt that she was required to understand his
position as specified in the contract she was given, the intern was expected to respect the
corporate rules of the company, respect of the people above her for example, the head of
department, other officers and lastly his fellow intern for the easy facilitation of learning,
subordination to authority and hierarchy was required and the intern learnt of.

Proper hygiene and cleanness

xxii
Conditions or practices conducive to maintaining health and preventing disease,
especially through cleanliness. The intern learnt the importance of organizing and
cleaning office. This was a routine activity at to clean office premises. It was the role of
the intern ensures that all the required items were in their right position. The chairs at the
administrative office had to be arranged on time to ensure that there are no
inconveniences during the time of work. The main items arranged included tables, chairs,
cleaning the dispenser, sweeping the room, emptying the dust bin, shredding un wanted
sheets of paper, to mention but a few.

Handling conflicts

This involves handling of different customers in the Organization. During the training,
there were some conflicts that arose due to some misunderstanding of some staffs and
some clients due to failure to go with their favor. But as soon as the management was
aware of these conflicts, it tried its best to stop those using different procedures such as
suggestions, questionnaires and others from both parties. This enabled the intern to learn
how to resolve and handle conflicts without affecting the organization and its staff and
outsiders. This helped the intern to draw a lesson on different ways of handling
employees or staff in case of any misunderstanding before any decision is made and that
the concerned party must be aware of such decision to be made. This was accompanied
with the further lectures from the field supervisor

Writing minutes of meetings

The intern learnt how to write minutes of meetings. This was through writing minutes of
meetings held on weekly and monthly basis which the intern had to type and print so as

xxiii
 to read them in the following meetings and file them for record purposes. This helped the
intern to put into practice the knowledge of minute writing that he had got by studying
the Business Communication Skills course unit in his first year at the university. The
intern now knows how to write brief but meaningful minutes of meetings with actual
information obtained from the speeches made by various members of a meeting. This was
evidenced through the departmental meetings conducted at the organization.

3.2 Skills learnt

Drafting and designing reports.

The intern went ahead to prepare the reports that showed the best performing department.
She can therefore also design and convey different procurement information. she also
gained the skill of writing minutes, this was due to the fact that she attended various
procurement meetings for example contracts committee meetings where she was
requested to write the minutes of the meeting for that day.

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Interpersonal relations

Interpersonal skills are the skills used by a person to interact with others properly. In the
business domain, the term generally refers to an employee's ability to get along with
others while getting the job done. The intern attained and exercised interpersonal skills
during internship. This was especially made possible through interactions with her fellow
interns and organizational staff.

Photocopying, typing and printing skills

During internship, the intern gained typing skills this is due to the fact that he was
assigned different typing tasks, for example typing letters of bid acceptance, letters of
agreement for any contract that was to be awarded, evaluation reports, students’
recommendations, among others. The presence of photocopying machines, computers
and printers in the organization provided an added advantage. The computers also
improved the trainee computer literacy since she was required to regularly employ their
usage. As a result, the trainee can ably operate in a highly competitive computer literate
environment.

Communication skills

Communication skills are some of the most important skills that you need to succeed in
the workplace. Due to the many different people that came to the organization, the trainee
understood how to communicate with different people like fellow employees, clients and
bosses. The trainee was usually delegated to undertake various activities like bid issuing
that required proper practical communication skills, therefore the business
communication skills learnt in class had to be employed by the intern.

Management and administration

xxv
The intern gained these skills mainly from observing how the organization’s Dean and
her field supervisor handled different cases during his administrative work. Instead of
being rude to students, they would be attended to kindly, and ensure that a follow up was
made for their complaints. she came to learn that leadership was a skill gained and not
born with. The fact that the intern had attained theoretical management knowledge also
helped vice visa managing the suppliers and observing the manner in which the senior
officials went around their business provided a yardstick for the intern to borrow a leaf
and learn from the experienced, and the different lines of authority which the different
line managers used was helpful in harnessing the management skill.

Computer usage

A computer is a device that can be instructed to carry out an arbitrary set of arithmetic or
logical operations automatically. The intern gained as well as improving those that she
had learnt at the university like typing using Microsoft word, excel, sending emails, and
using different features on the computer. The intern was also able to improve on her
keyboard skills due to the various documents she typed.

Management

These refer to the art of getting people together to accomplish desired goals and
objectives using available resources efficiently and effectively. To be a great manager or
leader, one must have an extensive set of skills such as planning, delegation, time
management, communication and motivation. The intern acquired these skills through
observation on how managers within the organization could succeed in their position and
the skills and techniques they used in management, these included motivation, delegation
among others.

Decision making

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Decision-making is a key skill in the workplace, and is particularly important if you want
to be an effective leader. Whether you're deciding which person to hire, which supplier to
use, or which strategy to pursue, the ability to make a good decision with available
information is vital. The intern ascertained that despite the absence of senior members,
service providence decisions had to be made. The most important thing was to ensure that
the stand taken would fulfill the organization goals. Therefore, the intern ensured that the
students’ financial statements had no credit balances.

Record keeping

The maintenance of a history of one's activities, as financial dealings, by entering data in

ledgers or journals, putting documents in files, etc The intern was involved in the taking
of records such as minutes for previous meetings, filling documents and the different
types of forms contained in a file. she learnt how to file documents and the different
forms such as forms 20, 30, 31 and their usage and was also involved in proper
categorization of different documents. All these documents required proper record
keeping and thus helped the trainee attain and develop this skill. The intern regularly
recorded the necessary information in the respective files and helped other officials in the
recording of the information, such as staff meetings, staff files and contracts committee.
Filling skills were very essential since the trainee would easily identify documents from
their files when needed for decision making by the department heads.

Listening skills

listening skills are the ability to actively understand information provided by the speaker,
and display interest in the topic discussed. It can also include providing the speaker with
feedback, such as the asking of pertinent questions; so the speaker knows the message is
being understood. Listening is key to all effective communication, without the ability to
listen effectively messages are easily misunderstood – communication breaks down and
the sender of the message can easily become frustrated or irritated. The intern used to
listen to explanation from the supervisor of how the accounting problems were
xxvii
solved, therefore listening skills can lead to better customer satisfaction, greater
productivity with fewer mistakes, increased sharing of information that in turn can lead to
more creative and innovative work. Listening involves observing body language and
noticing inconsistencies between verbal and non-verbal messages. . 

Leadership skills

Leadership skills are an essential component in positioning executives to make thoughtful

decisions about their organization's mission and goals, and properly allocate resources to
achieve those directives. Ability to motivate and lead people to accomplish certain goals
and objectives • In accounting its important because a lot of work is done in teams and in
order to meet deadlines you have to have the ability to lead the team members into
achieving their goals. Strong leaders embrace change and can adapt quickly and
efficiently to new situations since they learn to balance opportunity and risk while being
aware of their strengths and weaknesses. A leader also needs to be a strong facilitator -
that is providing the support necessary for the team to achieve their goals and at the same
time listen to them therefore a good leader will delegate responsibility to team members
and, with the help of motivation and facilitation to enable success

Social skills

This is the ability to interact with numbers. The intern gained skills in dealing with
numbers mainly since all the activities contained numbers, therefore the intern became
comfort with them. Mathematics skills are necessary since, on a daily basis, the intern
had to be able to not only analyze mathematical data but also make the necessary
computations to balance budgets, produce financial statements, reconciliations, pay
expenses and account for revenue.

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3.3 Experiences attained

Work ethics

The intern adopted the ways of working environment for example the dressing code of
the organization which was to put on the organization’s clothes when in the stores
department and wearing the office clothes while in the other department for safety and
smartness when you are in the respective departments at Makerere University College of
Healthy Science At MAKCHS, the intern had to keep time in everything she did so as to
ensure quick completion of the daily activities.

Customer care and handling

The intern communicated to the customers using good communication skills so as to

receive their purchase order and also ensured that the customers’ products are properly
arranged and organized in their good descriptions and delivered to them in time.

Handling clients

This involves the interaction/communication to different clients. The intern

communicated to different suppliers so as to evaluate their bids in terms of prices,
quality, mode of the payments, terms and conditions so as to select the best price. This
enabled the intern to handle supplier with good care at Makerere University College of
Healthy Science

Organizational record keeping

Makerere university School of medical science is involved in a lot of paperwork that

requires proper handling, for instance lists of pre-qualified staff, minutes for various
meetings, and routine items for procurement, contracts with some organizations. These
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documents require proper handling for purposes such as references, accountability and
efficiency. The intern therefore attained experience in safely keeping these files and
folders. This was usually both manually in file folders, and electronically, through use of
computers and databases. This experience therefore brought light to the theory of record
keeping, as taught in class, is an essential component of quality management and cost
control.

Public Office etiquette

Office Etiquette or Office Manners is about conducting yourself respectfully and

courteously in the office or workplace. This includes a decent and strict dress code,
timekeeping, formal language at all times, and service before self-attitude. This was the
perfect atmosphere for the trainee to practice the ethical conduct learnt during the office
management lectures. The field supervisor maintained that all interns sign and strictly
adhere to the organizational conduct, it being a public organization. This was a platform
fit to transform and prepare the trainee for life in the competitive environment.

Attending organizational meetings

The intern gained the experience on how to conduct the different meetings, for example
staff meeting, which is conducted every month, the contract committee meeting where
members discuss issues in accordance to what the terms of the contract are and how long
it is valid. These meetings therefore provided a forum on which the intern could display
her business communication skills attained at campus and provided a suitable atmosphere
to expound on his knowledge.

Conflict management

Conflict management process is a collaborative problem solving approach to successfully

managing conflict, designed to preserve and enhance the relationship among disputing

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parties or individuals. The intern learnt how to solve the conflicts problems among the
casual workers at Makerere university college of healthy science by respecting all of
them and make them her friends and she was also acting proactively when
communicating to the people who are always negative minded.

Writing memos

Initially, memos are usually brief written message from one person or department in an
organization, company, etc. the intern did not know how to write these documents
because she had only learnt the theory part at school. Under the supervision the field
facilitator, memos were drafted on a regular basis, hence having a great experience. For
example, the trainee was on one occasion assigned the duty of drafting a memo to all
department heads.

Conducting employee training

General experience in planning and conducting employee training and development

programs within an organization in regards to preparation of employees for new projects
and preparations for employee promotions at departmental levels for the organizations
higher positions and general day to day changes in information technology at the external
environment

Problem solving

Problem solving consists of using generic or ad hoc methods, in an orderly manner, for
finding solutions to problems. During the field attachment training, the intern solved
some problems between some clients and staffs or at times between staffs. Most problems
rotated around poor posting or omission of some client transactions and the poor
communication within the organization. The intern gained the problem-solving

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experience through the various situations he involved in to settle such problems and also
the observation she could always make while the management is solving such problems.

Sending e-mails

The intern gained the experience of sending emails since she was responsible for sending
mails to different departments of Makerere university school of healthy science in her
department and outside the organisation. this later helped her gain the experience.

Recording minutes

Minutes are known as protocols or, informally, notes, are the instant written record of a
meeting or hearing. They typically describe the events of the meeting and may include a
list of attendees, a statement of the issues considered by the participants, and related
responses or decisions for the issues. The Intern was involved in recording minutes
during various meetings at the School of healthy science . The intern recorded minutes of
the general staff meetings, departmental meetings and meetings with the field supervisor
who occasionally wished to find progress. The intern recorded minutes in a chronological
order, posting the minute number and the financial year for the particular minute.

Team working

Most of the intern’s activities like stock taking, audit work, among others involved team
working. she was able to gain this experience through continuously working together
with other people who enabled her to improve on his team work skills and interpersonal
skills that resulted into the experience that she gained.

Interacting with different people

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During her placement, she got a chance to meet different people from even different line
of business of which some where clients and others were staff, this helped her to get
motivation and to work hard because they encouraged her to work hard in order to
achieve the best in life.

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 CHAPTER FOUR

CHALLENGES AND LIMITATIONS:

4.0 Introduction

This chapter explains the challenges and limitations faced by the intern during the field
work. These challenges are personal, organizational, institutional and community
challenges and they include the following.

4.1 Personal challenges

Work Overload

As work accumulated day after day, the end resulted into work over load which made the
intern fail to complete work in time. This exposed her to inefficiency at the work place; it
also caused tiredness to him and thus leading to errors in the books of accounts. This was
solved by coming early for work such that the assigned work for the previous day would
be completed very early in the morning. This helped the intern to be ready for the day’s
work.

Waking up very early in the morning

The intern was supposed to be at the company premises by 7:45am in the morning and
therefore she was supposed to wake up very earlier in the morning to prepare himself so
as to reach the company premises in time and do the required activities which were left at
the office desk.

Long distance to the work place

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The distance to the work place was too far from the intern’s residence. This caused her
report for work a bit late as she had to walk a long distance daily. It also caused tiredness
before reaching the work place, traffic jam in the morning and evening, and thus another
factor that could cause errors to the accounting books. This issue was later solved by
waking up early to avoid jam and reach fast.

Lack of attention by the field supervisor

The intern sometimes was not receiving attention from her field supervisor in case she
was requesting on how to deal with some products which were received from other
branches and were not the same as the one posted to the computer in the store because
she was always busy doing other activities.

Poor handwriting and incomplete information

The intern was affected by the poor handwriting of the field technicians who write on the
field inspection reports and also missing some important information to be inquired about
the organisation and what was happening.

Securing a place for internship

The intern really hustled to get a place for internship since most companies she applied
to, were not giving her feedback whether her application was accepted or not which took
a long of time to get a place for internship.

Financial Challenges/ Constraints

Since the work done resulted to no payment, there was a big challenge in meeting
facilitation both out and at the work place, for example, getting transport, lunch, breakfast
and many others proved a great challenge during the period. Such inadequacy in finance

xxxv
could make the intern reach a bit late at the work place, and the intern could forego some
meals. The financial challenge however was withstood by persistency, determination to
do field attachment and assistance from the parents.

Wrong posting of numbers to each voucher

The intern missed out some vouchers when in giving a voucher a number. This made the
intern to repeat from the start hence making a double make sure that each voucher got the
right number. This was not permanent because the intern caught up with the advice of the
field supervisor.

Exposure to unfamiliar books of accounts

During the training, the intern was exposed to new books of accounts like vote books,
abstract of expenditure, general ledgers which involved in a lot of computations when
entering in the required figures. Cumulative totals for the amount spent in a given month
were shown in the vote book and the general ledger, estimated amounts to be spent in a
given financial year were entered in the vote book so as the budget would not be over
spent. In other words, the vote book acted as the control measure when spending on a
given vote. All the above books appeared new and overwhelming to the intern as she
was not used to them. This was overcame by getting assistance from the field supervisor

Undermining by different Employees of the Organization

This was a challenge to the intern as most employees looked at her as being young and
therefore, incapable of performing any accurate wok. This caused the organization to
critically cross-check the intern’s work to find out whether there were any mistakes; this
demoralized the internee from performing her work confidently as she thought that, her
work was always doubted by the officials and full of mistakes.

Difficult tasks

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 Posting the expenditure in the abstract of expenditure was not easy because the intern had
to check the voucher, relate it with the cash book and therefore recorded them in the
abstract of expenditure. This limited the intern to finish up in time because the intern had
to ensure that the right figure and item was the same like that in the cash book. This was
solved by always listen to the field supervisor whatever he was teaching me.

High transport costs

The intern also faced a challenge of high transport costs. This increased on the intern’s
expenses since the transport was high and sometimes the intern couldn’t manage it hence
a challenge. However, this was not permanent because the intern’s field supervisor could
at times give the intern a life on way back home.

4.2 Organizational challenges

Limited resources

The organization had limited resources for example computers of which some of them
available were not functioning as required. This led to some delays of work at the
organization for example monthly reports could not be generated in time since the few
computers available were always busy. The computers were only used for immediate
work like entering transactions into the computer whereas other activities like typing of
reports in time would be done at last and hence causing a delay. The office also lacked
calculators when making some computations causing the intern use her phone to compute
accounting figures which brought about some errors.

Insufficient office space and equipment

The company was facing a problem of inadequate office space and equipment. Different
departments were found operating in one office. It also lacked enough computers to ease
work as it could be required in time. The organization also had few calculators in the

xxxvii
accounting office whereby workers used their own phones and this delayed the
submission of work to the company.

Power break down

This was a serious challenge. There was load shedding so often for various reasons like
maintenance works by UMEME especially in the area where there is organization is
located. This is because most of the work was done on computers. So, lack of power on
several occasions created idleness and limited activities during such periods. In addition,
such power shutdown could lead to loss of information and data, machine breakdown and
delayed meeting of the deadlines. Though there was a generator, by the time it could start
supplying power, work was already affected.

Inefficient Office Equipment

Since most of the work was computerized, it necessitated to have well repaired, serviced
and maintained machines. However, the company manager on several occasions
remained hesitant and indifferent to the question; for example, computers could be
affected by computer viruses. This affected the process of data entry, processing and
storage as the viruses could corrupt some files.

Manual system of doing work

Most of the work in the organizations was done manually that is writing receipts,
recording of invoices, clients in separate books according to areas this was tiresome,

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 which could take a lot of time and exposes work to account errors. The school purchased
some computers to be used to

4.1.3 community challenges

Traffic jam

During her travels to and from work, the intern encountered a challenge of traffic jam
especially during the rush hours in the morning and in the evening. Due to the work the
intern was doing daily, the intern would be very tired and being caught up in jam left her
extremely frustrated. It was not an individual problem; many of the road users seem
equally tired.

Noisy environment

This was yet another challenge the intern faced due to the fact that the company is located
along the main road with fields around the offices. The noise was a huge destruction
when the intern was executing her duties as it didn’t allow her concentrate on my work
properly.

4.1.4 institutional challenges

Provision of less information

The intern was disappointed in situations where less information was provided due to
ethical and professional standards while some employees intentionally refused to provide
adequate information because of reasons best known to them like fear of being replaced
by the one of the interns on a permanent basis.

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Absence of facilitations

The absence of monetary facilitation to interns was a disappointment. The intern

expected some money to be provided to them since they were assisting in the running of
the organization. Handling basic expenses like transport and food was difficult because of
this.

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 SECTION FIVE
CONCLUSIONS AND RECOMMENDATION

5.0. Introduction

This chapter contains the conclusions and recommendations drawn from the field
attachment report

5.1. Conclusion

The Internship training was a great experience as I got an opportunity to apply the
principles and techniques into real life problem solving situation, understand the work
ethics, employment demands as well as the responsibilities of employment.

From the study finding , the internship training exposed me to get hands on experience
of real life situation that the student are expected to work in when they graduated,
strengthen links between the university and the various stakeholders in the employment
and the various stakeholders in the employment market as well as reducing the common
saying that has always been said by the many business organizations that graduates of
today are incompetent because they cannot practice the theory learnt from the class.

I therefore extends my since appreciation to the management of Makerere university

college of healthy science as well as the management of MUBS their practical support
rendered to make the internship training a success.

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5.2 Recommendations

5.2.1 Recommendations to the Organization

Offering some allowances to the intern

The intern encourages the organization to keep up the culture of offering some
allowances to interns because it is a motivational tool.

Induction and orientation

The organization should also pay more attention on the activity of induction and
orientation of interns in all departments. Although this activity was done, it did not favor
all interns especially those who came in the second intake of July. They were found
complaining as they were unaware about the general information about the organization.

Motivation strategies

The organization should try as much as possible to motivate the workers through various
ways like having a party for the best performers other than money as the only motivator.
This will help the workers perform to their best hence improving on the service delivery
to the people of the society and country at large.

Upgrading computers

The organization should also update its computers to be able to facilitate the timely
processing of work. This can be done through putting in place the new accounting
packages required by the international accounting standards (IAS) like quick box, pastel,
tally, saga among others.

xlii
 Strict rules and regulations

Implementation of the rules and regulations to the intern by the organization together
with the university more especially on students who absentee themselves from work,
dodge work and many others which will facilitate the proper learning.

Work schedule

The organization should always avail students with a work schedule to help them know
what to do on daily basis and also prepare them in advance for the work they are
expected to perform. Without the work schedule, it becomes difficult for the student to
work to the organization’s expectations.

Time management

Time management is defined as a technique of effective time use, in that the workers as
well as students while doing their training ensure that they manage time accordingly
while performing tasks in order to accomplish them in time. This will improve on their
efficiency at work.

5.2.2 To the University

Briefing the students

The university should train, orient and brief students on how to conduct themselves
during the training, emphasise the essential aspects of the internship training like;
submissiveness and eagerness to learn. By briefing, the trainees are reminded that the

xliii
benefits are intangible and thus motivated to work hard despite the fact that they are not
rewarded monetarily.

Introducing two supervision sessions

The university should introduce two sessions of supervision through facilitating the
supervisors. This is because the one supervision session does not monitor the progress of
the students; some students have on several occasions attended to their places of
placement on the days close to the supervision date. This leaves the students with less
time and involvement into the organisational activities.

Sensitization of the corporate community

University authorities should through dialogue, meetings, and seminars invite and talk to
the corporate world about the position of internship. The employees in should not look at
the interns as a threat to their jobs but as people who seek professional training in their
organisations. To that effect, the corporate community should provide more vacancies to
the students as this is part of their corporate social responsibility.

The intern recommends that the management of MUBS ensure timely facilitation of the
supervisors such that all students get supervised in time. And also a close link should be
put in place between the academic and field supervised so as to foster the appropriate
assessment of what I should do in field and to immediate solves challenges that might
arise during the training.

The management of MUBS should carry out proper planning of the program to ensure
that all the students who are doing the training get a portion of facilitation form the
money they pay to ease the exercise for students so as reduce on tendencies of students
failing to ensure organization of attachment.

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 Letter of recommendation should be prepared and given to students in time so that the
exercise of securing organization of attachment can be done as early as possible. This
will reduce on the cases be done as early as possible. This will reduce on the cases of
students failing to carry out the training due to failure to ensure the organization of
attachment.

5.2.3 To the Students

Attitude towards work

They should change the negative attitude they have about internship that it is where
someone works for free. They should believe that they are trying to gain experience and
paying them at that point is not an essential.

Conduct themselves well

While at work, students should conduct themselves in such a way that their behaviors are
good and reflect an educated person. Students should have respect for fellow workers
regardless of their positions in the organization.

Late coming and absenteeism

Some students tend to absent themselves from work because they believe that they are
students. The intern therefore recommends the students to always go to work as and when
they are required and carry out activities as expected of them.

APPENDIX

Acceptance letter

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xlvi
 REFERENCES

Map of Makerere university college of health sciences

www.makchs.com

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