Telephone 0228-2505/2508/2338 Reference:

Fax 0228-2502 Ministry of Health and Child

Care
Hauna District Hospital
P.O. Box 1022
Hauna

TRANSPORT POLICY

A) BACKGROUND TO THE POLICY

1. INTRODUCTION
Transport is a critical aspect of the logistics system of any organization. Effective
transport management is the corner stone to the achievement of organizational objectives.
It is the activity that ensures that programmes are carried out conveniently and
effectively. It should also ensure that officers, patients and assets are moved safely from
point A to point B. A vehicle as stated in this policy is any motor controlled mode of
transportation used to transport patients, staff, medicines or any other assets, from one
point to another e.g motor cycles, services vehicles and ambulances

2. TERMS OF REFERENCE
Transport management is governed or outlined in the following policies, Standard
Operating Procedures (SOPs) or guidelines
 Treasury instructions (Assets)
 Integrated Transport Policy
 Transport Policy / SOPs
 Partners MOU
 Departmental / Provincial / District Transport Policies
The basic objective of all these instruments and this policy is to ensure that:
 There is transparency and accountability
 There is effective use of vehicles and fuels
 There is equitable access to vehicles
 There is rational use of vehicles
 The whereabouts and security of vehicles are addressed
 There is NO PERSONALIZATION of vehicles
  There is proper planning in the maintenance and servicing of vehicles
 Effective management of accidents
 Proper boarding and disposal of obsolete vehicles
 Ensuring that only authorized drivers drive the vehicles
 There are transport management systems in place and they are being practiced

B) THE TRANSPORT MANAGEMENT FUNCTION

Transport management is the function of a number of critical activities namely:
1. Allocation or requesting of transport
2. Trip scheduling / Route linking
3. Fuelling
4. Service and maintenance / repair
5. Parking and security
6. Accounting for mileage and fuel
7. Cleaning of vehicles
8. Vehicle checks
9. Accounting for tools and accessories
10. Allocation of duties to drivers

C) RESPONSIBILITY
1. DHSA
 To manage transport on behalf of the DMO i.e. he / she is the overall Transport
Officer in the district
 The DHSA in turn works with the assigned or delegated Transport Officer in
ensuring that transport is managed by the book
 Shall mobilise resources to ensure a reliable fleet is available in the district
 Shall ensure that pool vehicles are not PERSONALIZED
 Shall initiate disciplinary measures for drivers in the event of any alleged
misconducts
 Shall make all necessary decisions in respect of Transport management in the
district
 Shall determine or delegate someone to determine who will and will not board a
vehicle on a trip going on official or non-official business.
 An indemnity form shall be given to persons boarding the vehicle signed by the
DMO.

2. TRANSPORT OFFICER
This Officer shall, on behalf of the DHSA:
 Ensure that all vehicles are well maintained and are on the road
 Ensure that the whereabouts of all vehicles are known
 Ensure that vehicles are serviced when due, subject to availability of funds i.e
must have a service plan in place
  Check and advise admin officers and the DHSA on service issues / needs of each
vehicle on a regular basis
 Ensure that there are service contracts with reputable garages
 Liaise with service providers / garages on service requirements per vehicle i.e
booking, servicing, queries, discounts, terms, etc.
 Ensure all vehicles have log books which are completed religiously by all drivers
 Ensure vehicle log returns are consolidated monthly and submitted to province
per standard regulations
 Prepare a trip schedule for the month every month to allow for route linking
where necessary / possible. This shall be approved by the DHSA on a monthly
basis
 Check fuel stocks and records regularly
 Allocate duties to drivers equitably and according to their roster
 Ensure that all vehicles are lockable
 Ensure all vehicles are washed and are clean at all times
 Ensure that ONLY AUTHORIZED MEMBERS OF STAFF DRIVE the vehicle
and to report any abuse
 Shall ensure that vehicles are not abused i.e
 Pirating
 Going off route
 Excessive mileage
 Overloading
 Unauthorized passengers
 Ensure that the right load for the type of vehicle is maintained
 Drawing of fuel
 Not checking vehicles i.e. oil, water, tyres and tools
 Arrange recoveries during breakdowns
 Ensure accidents are reported promptly to the DHSA and ZRP and the right
documents are compiled

3. DRIVER / RIDER
 Do complete cockpit checks before being handed over a vehicle
 Clean the vehicle after each use
 Ensure that the vehicle is not overloaded at any given time
 Make sure that all passengers are authorized by the DHSA/DMO
 Assist in loading and offloading a vehicle
 Drive to go to authorized destination and NEVER GO OFF-ROUTE
 Ensure that allocated fuel corresponds to mileage driven
 Ensure that the log book is being filled in correctly, no shortcuts

D) AUTHORITY TO DRIVE
1. DRIVERS / RIDERS
 For these to have authority to drive, they must have a:
 Valid driver’s license of the particular class of vehicle to be driven
 Valid CMED Government Authority to drive
 Valid Defensive driving certificate or valid riders for health competency
certificate
 It is the role of drivers to ensure vehicles are clean and are checked and fueled per
need. They also attend to punctures, minor problems and take vehicles to and
from services. They also give advice on transport matters from time to time

2. DHE / PROGRAM OFFICERS

 Valid Driver’s License of the particular class of vehicle to be driven
 Valid CMED Government Authority to drive
 Valid PMD’s authority

E) OTHER FACTORS FOR CONSIDERATION

Timing – All the requirements mentioned above should be met with immediate
effect
Costs – For vehicle services, these will be met by the institution unless in
disciplinary cases
Costs for valid driver’s license, government authority, defensive driving
certificate or riders for health competency certificate will be met by the
driver or rider
On vehicle allocations first priority shall be given to patients’ transportation.
Vehicle allocation is based on availability of vehicles.
Requisitionist is not entirely responsible for the vehicle. He/ She should report to the
transport officer whenever there are some challenges concerning the driver or the vehicle
or changing of route from the initial request.
Kitchen provisions are to be collected from 08:00hrs to 08:30hrs to cater for other
programs.

F) LOCATION OF VEHICLES
To be able to locate the exact whereabouts vehicles at all times
 Programme managers must submit their trip schedule to the DHSA For
consolidation
 The DHSA shall consolidate a transport schedule and is allowed to harmonize
trips as he / she sees fit.
  Other officers shall complete transport request forms as recommended by the
HODs and as per DHSA’s and DMO’s approval at least three (3) days in advance
to allow for planning
 A register on vehicle movement in and out of HAUNA DISTRICT HOSPITAL
shall be kept by the security at the gate and monitored regularly by the DHSA.

G) PARKING OF VEHICLES
 All drivers and officers shall ensure that all vehicles are parked at a safe and
secure place at all times preferably government institutions
 Officers must ensure they travel early and park vehicles by 6pm except in
emergency situations eg patient transfers or collection from health centres.
 Vehicles must be parked at the
1. District hospital
2. Nearest government institution e.g. hospital
3. Any other approved secure place
H) FUEL
 It is the responsibility of the stores personnel to receive, keep, issue and account
for all fuel at the district hospital. It is his or her responsibility to ensure proper
records. are kept i.e. registers, stock cards and request forms for accountability
and audit purposes.
 All fuel coupons and liquid fuel records shall be maintained and kept by the stores
personnel.
 All fuel coupons shall be kept under lock and key in the safe.
 All fuel reimbursed to officers at workshops shall be declared back to the stores
personnel and recorded under relevant programmes.
 Fuel shall be issued by the stores personnel only on production of an approved
fuel request form.
 The stores personnel shall produce a weekly fuel status return and submit to the
DHSA for analysis.
 The stores personnel shall work with the Transport Officer in respect of fuel
management.
 DMO shall be allocated 20L per week for DMO duties as per availability of fuel.

I) OTHER MEASURES
 Establish a vehicle movement register at the gate to assist in monitoring vehicle
movement
 Fuel reimbursements at workshops should be accounted for and returned to stores
for recording
 There shall be a fuel register in the stores department
 All fuel coupons shall be locked up in a safe as they are security items
 All vehicles shall have log books which shall be completed for each trip
  Each vehicle shall have a file opened for it and engine number and classis number
recorded
 All vehicle details shall be entered in Master Asset Register

The interpretation of this transport policy rests with the office of the DMO and DHSA for
MUTASA DISTRICT

Name Signature Designation

Compiled by:
…………………………………… ………………………… DHSA
Approved by:
…………………………………… ………………………… DMO