Here’s the updated, student-friendly summary of Module 4, Topic 1: Procurement — now

including all activities and reflection questions mentioned in the transcript for exam
preparation:

1 Module 4 – Topic 1: Procurement

2 Learning Outcomes (What You Should Be Able to Do):

1. Define procurement.
2. Outline procurement procedures.
3. Identify types of procurement committees.
4. Explain tendering systems.
5. Prepare a procurement plan.

3 1. What is Procurement?

Procurement is the process of sourcing, obtaining, and paying for goods and services in an
institution.

It includes:

 Supply Chain Management (e.g., shipping, warehouse)

 Logistics (e.g., distribution to departments)

4 2. 3 Key Components of Procurement – "The 3 Ps"

Component Description
People Staff like finance officers and trainers initiate procurement
Process Steps followed to ensure timely, accurate, cost-effective procurement
Paperwork Documents and records for accountability and audit purposes

5 3. Authority Documents That Guide Procurement in Kenya

 Kenya Constitution 2010

 Public Procurement and Disposal Act (2005)
  Public Procurement and Disposal Regulations (2006)
 Procurement Procedures and Disposal Regulations (2006)
 Public Procurement Preference and Reservations Amendment Regulations
 Legal Notice 114 (June 18, 2013)

These ensure fairness, transparency, accountability, and legal compliance.

6 ' 4. Procurement Committees and Their Functions

&
%
$
#
"
!

Committee Name Role

Procurement Committee Ensures fairness & legal compliance
Tender Committee Reviews, awards tenders
Tender Opening Committee Opens bids, records them
Tender Evaluation Committee Analyzes & recommends the best tenders
Inspection & Acceptance Committee Verifies goods received match specs

7 * 5. Procurement Process (9 Steps)

)
(

1. Identify needs
2. Submit purchase request
3. Assess & select vendors
4. Negotiate price and terms
5. Create purchase order (LPO)
6. Receive and inspect goods
7. Do a three-way match (PO, delivery, invoice)
8. Approve invoice & arrange payment
9. Record keeping for auditing and future reference

8 / 6. Tendering Process
.
-
,
+

 Approve list of suppliers

 Invite quotations
 Receive and open tenders
 Evaluate tenders
 Award tender
 Appoint suppliers
 Place orders
 Inspect and accept deliveries
9 3 7. Types of Tendering Systems
2
1
0

Type Description
Open National Tendering Anyone can bid
Restricted/Selective Only invited suppliers can bid
Negotiated Tendering Direct negotiation with selected suppliers
Direct Procurement One supplier, used in emergencies
Competitive Dialogue For complex contracts through discussions
E-Tendering Done online for efficiency & transparency

10 9 8. Procurement Plan
8
7
6
5
4

A Procurement Plan outlines what, when, and how goods/services will be bought annually.

Sample Procurement Plan Includes:

 Serial Number
 Lot Name (e.g., Stationery)
 Items (e.g., Pens)
 Unit
 Quantity
 Rate
 Total Amount

It must align with the approved institutional budget and must be approved by the Board of
Management.

11 < ACTIVITIES & QUESTIONS TO COMPLETE

;
:

1. Multiple Choice Reflection Questions:

 Which activity is NOT part of procurement?

 What are the 3 Ps of procurement?

2. Matching Activity:
Match each procurement committee with its correct function (e.g., Tender Committee ➝
approves award of tenders).

3. End-of-Session Discussion Questions:

 Three things you already know about procurement

  Three things you learned in this lesson
 Three things you would like to know about procurement

4. Practical Activity (to submit in your e-portfolio):

Assume you are working as a procurement officer in a TVET institution in your community.
Prepare a Procurement Plan using the sample format provided.

Let me know if you'd like a printable version, flashcards, or a quiz for revision!

Here’s a student-friendly summary of the transcript by Mr. Isaac Gishu on the role of a
Head of Department (HoD) in the procurement process — made exam-ready with structured
points and clear explanations:

12 Role of a Head of Department (HoD) in the

Procurement Process

13 Why the HoD is Central to Procurement

The HoD is the key driver of departmental needs and plays a central role in every stage of the
procurement process. Their actions ensure that the institution acquires the right goods and
services aligned to the department’s functions and budget.

14 E Step-by-Step Roles of the HoD

D
C
B
A
@
?
>
=

15 1. Need Identification

 The HoD identifies the goods and services needed by the department during the year.
 This ensures that procurement is based on real, strategic needs tied to the department’s
mandate.

16 2. Procurement Plan Preparation

  Based on the departmental budget, the HoD prepares a Procurement Plan detailing the
items needed and their estimated cost.
 Ensures spending stays within budget and supports planning at institutional level.

17 3. Item Specification

 The HoD specifies exactly what is needed (e.g., brand, size, quantity).
 These details guide the procurement office when sourcing supplies.

18 4. Chair of Tender Opening Committee

 By law, the HoD must chair the Tender Opening Committee.

 This ensures transparency and proper recording of bids received.

F
L Legal Basis: Public Procurement and Asset Disposal Act, 2015 + related regulations.
K
J
I
H
G

19 5. Chair of Tender Evaluation Committee

 The HoD also chairs the Tender Evaluation Committee.

 This team checks which tenders are responsive (technically and financially acceptable).
 Results are submitted to the Procurement Officer, who provides a professional opinion
to guide the institution’s CEO.

20 6. Inspection and Acceptance

 When goods/services are delivered, the HoD chairs the Inspection Committee.
 Verifies if the delivered items match the original specifications.
 Approves or rejects delivery based on compliance with requirements.

21 7. Asset Disposal Plan

 At year-end, the HoD prepares an Asset Disposal Plan for obsolete or unused items.
 Also chairs the Asset Disposal Committee to oversee legal and proper disposal.
22 Key Committees Where HoD Acts as Chair

Committee HoD Role

Tender Opening Committee Chair
Tender Evaluation Committee Chair
Inspection & Acceptance Committee Chair
Asset Disposal Committee Chair

23 Q Guiding Legal Framework

P
O
N
M

 Public Procurement and Asset Disposal Act, 2015

 Procurement and Asset Disposal Regulations

24 < EXAM TIP

;
:

Q: Why is the HoD required to chair several procurement committees?

A: To ensure accountability, relevance of purchases, and alignment with departmental needs.

Would you like a printable revision sheet or quick quiz based on this?
Here are student-friendly notes for Module 4 – Topic 2: Budgeting from the transcript
provided, organized clearly with explanations, bullet points, and key terms to help with exam
preparation:

1 Module 4 – Topic 2: Budgeting

2 Learning Outcomes

By the end of this topic, you should be able to:

1. Define the term budget.

2. Identify sources of income and expenditure items.
3. Describe the budgeting process.
4. Explain the uses of a budget.
5. Prepare an institutional budget.

3 Definition of a Budget

 A budget is an estimation of income and expenses over a specific future period.

 It serves as a financial plan for how an institution will raise money and spend it.
 It may be monthly, quarterly, or annually.
 Every educational manager is expected to forward a budget to the Ministry of Education
for approval.

4 Sources of Income in Educational Institutions

Grouped into 4 main categories:

1. Government Grants – From Ministry of Education.

2. Donations – From NGOs or charitable bodies.
3. Student Fees – Tuition, boarding, registration.
4. Income-Generating Projects – Sale of milk, crops, poultry, etc.

5 Expenditure Items (VADs – Votes of Account Details)

Payments made for services or goods. Common items include:

  Personnel emoluments (staff salaries)
 Repair, maintenance, and improvement
 Electricity, water, and conservancy
 Travel and transport
 Co-curricular activities
 Medical and insurance coverage

6 Challenges in Fund Collection

1. Irregular fee payment by parents.

2. Poverty – Guardians may not afford fees.
3. Delayed payments due to school committee disputes.
4. Poor school-community relations.
5. Late disbursement of government grants.

7 Budgeting Process (Steps)

1. Identify programs and projects to be completed.

2. Identify resources needed – people, money, materials.
3. Cost the resources – Involve HoDs and school boards.
4. Present budget estimates to stakeholders.
5. Get budget approval – Board of Management, County Council, or Ministry.
6. Implement and monitor the budget throughout the year.

8 $ Uses/Importance of a Budget
#
"
!

 Helps prioritize activities and plan effectively.

 Offers financial control and accountability.
 Supports fee collection and allocation.
 Promotes efficient use of school funds and facilities.

9 ( Sample Budget Format

'
&
%

Category Proposed Budget (Ksh) Actual (Ksh) Variance (Ksh)

School Fees 150,000 100,000 50,000
Tuition Fees 200,000 150,000 50,000
 Category Proposed Budget (Ksh) Actual (Ksh) Variance (Ksh)
Government Grants 100,000 100,000 0
Total Income 450,000 350,000 100,000
Salaries 100,000 200,000 -100,000 (Over)
Marketing 150,000 100,000 50,000 (Under)
Total Expenses 500,000 600,000 -100,000

Variance helps institutions track differences between projected and actual amounts.

10 1 Activity/Assignment
0
/
.
-
,
+
*
)

Scenario:
Assume you are a Finance Officer in a TVET College and a new principal has just reported.

Task:

 Use the budget sample provided.

 Prepare a budget report for the current financial year.
 Post your report in your e-portfolio.

11 3 Review Questions
2

Post in discussion forum:

1. 3 things you already know about budgeting.

2. 3 things you learned today.
3. 3 things you want to know about the topic.

Would you also like the next topic (Stores Management) prepared in the same format once you
share it?
Here are student-friendly notes for Module 4 – Topic 3: Stores Management based on your
transcript. These notes are simplified for easy revision and exam preparation, and include all
key points, definitions, and required activities.

1 Module 4 – Topic 3: Stores Management

2 Learning Outcomes

By the end of this topic, you should be able to:

1. Define terms used in stores management.

2. Identify the importance of stores management.
3. Outline steps involved in stores management.
4. Explain the importance of inventory keeping.
5. Develop an inventory plan for an institution.

3 Definition of Stores & Stores Management

 Stores refer to all movable property (goods and materials) owned, borrowed, or given
to the institution.
 Stores Management involves:
o Receiving
o Recording
o Storing
o Issuing goods
o Ensuring goods are safe until needed

4 Key Activities in Stores Management

1. Ordering
2. Purchasing
3. Recording
4. Use (Issuing)
5. Disposal (removal of unusable or obsolete items)

Goods should be:

→ Right quality,
→ Right quantity,
→ Bought at right price,
→ From the right sources.
5 Importance of Stores Management

1. Ensures accurate ordering and delivery of goods.

2. Supplies are available when needed by departments.
3. Promotes safe and organized storage of materials.
4. Uses FIFO method (First In, First Out) to avoid expiry of old stock.
5. Keeps accurate records of stock movement.
6. Allows for stock taking to detect losses or gains.

6 # Steps in Stores Management

"
!

1. Receiving Goods
o Goods must be inspected and confirmed upon arrival.
2. Safe Storage
o Items are kept securely until issued.
3. Disposal
o Remove obsolete or expired items.
4. Inventory Management
o Keep a clear list and description of all assets.
5. Housekeeping & Record-Keeping
o Every item must be accounted for.
o Use digital systems for better efficiency and audit trail.

7 - Books Used in Store Record-Keeping

,
+
*
)
(
'
&
%
$

1. Permanent Stores Ledger

o For durable items (furniture, computers, lab tools).
2. Expendable Stores Ledger
o For used-but-worn items (sports gear, books, dusters).
3. Consumable Stores Ledger
o For items that get used up (pens, food, chalk).
4. Inventories
o Used by teachers to track borrowed items.
5. Write-off Certificate
o Approves removal of unusable or damaged goods.

8 3 Importance of Keeping an Inventory

2
1
0
/
.
  Saves time and money.
 Reduces theft.
 Helps in planning and budgeting.
 Protects institutional assets.

9 8 Sample Inventory Plan Format

7
6
5
4

Inventory No. Item Description Serial No. Purchase Price Quantity Location

10 A Review Activity (Discussion Forum)

@
?
>
=
<
;
:
9

1. Write 3 things you already knew about stores management.

2. Write 3 things you have learned today.
3. Write 3 things you still want to know.

11 E Main Assignment – Activity 3

D
C
B

Scenario:
You are newly employed as a manager in a local institution.

Task:

 Prepare an Inventory Plan using the format provided.

 Submit it in your e-portfolio.

Let me know if you'd like Topic 4 (Maintenance of Resources & Assets) in the same style.
Here are student-friendly notes for Module 4 – Topic 4: Maintenance of Institutional
Resources and Assets, based directly on your transcript. These notes are simplified to help with
exam preparation, and include definitions, types, importance, steps, and activities.

1 Module 4 – Topic 4: Maintenance of Institutional

Resources and Assets
2 Learning Outcomes

By the end of this topic, you should be able to:

1. Define asset maintenance.

2. Explain types of asset maintenance.
3. Outline importance of asset maintenance.
4. Identify methods of disposing obsolete or idle assets.
5. Explain steps of asset disposal.
6. Develop a maintenance schedule for institutional assets.

3 What is Asset Maintenance?

 To maintain means to keep in good condition or preserve.

 Asset maintenance involves all activities aimed at keeping institutional resources
functional, safe, and reliable.

Examples of assets: Buildings, vehicles, machinery, land, IT equipment, tools, and even
finances.

4 Types of Asset Maintenance

1. Preventive Maintenance
o Regular check-ups to avoid future problems.
o Helps extend asset life.
o Example: Servicing machines monthly.
2. Corrective Maintenance
o Done when an issue arises.
o Can be planned or emergency repairs.
o Goal is to fix faults and minimize downtime.
3. Planned Maintenance
o Like preventive, but with longer intervals (e.g., yearly).
 o Example: Painting buildings or resurfacing playgrounds.
4. Responsive Maintenance
o Non-urgent repairs as problems arise.
o Example: Replacing broken lights or fixing leaking taps.
5. Emergency Maintenance
o Urgent and unplanned.
o Needed when something breaks suddenly (e.g., school bus failure).

5 Importance of Asset Maintenance

 Slows asset depreciation

 Extends lifespan of assets
 Reduces emergency repairs
 Improves efficiency and reliability
 Ensures safety in the workplace
 Saves money
 Maintains client/stakeholder satisfaction
 Reduces risk of breakdown

6 What is Maintenance Scheduling?

 Maintenance scheduling is the systematic planning of maintenance tasks.

 Helps avoid breakdowns and improves performance.

! Sample Maintenance Schedule Format

Type of Labor Expected

Activity Frequency Responsible Budget
Facility Required Outcome
Replace spark Estate Smooth
Lawnmower Monthly KES X Garage Dept
plug, oiling Officer operation

7 ( Disposal of Obsolete/Idle Assets

'
&
%
$
#
"

 Asset disposal = Removing long-term assets from records.

 Reasons: Fully depreciated, broken, outdated, stolen, or no longer needed.

- Disposal Methods (as per Public Procurement & Asset Disposal Act, 2015 – Sec. 165):
,
+
*
)

1. Transfer to another public entity

2. Public tender sale
 3. Public auction
4. Trade-in
5. Waste disposal

8 ! Steps in Asset Disposal

1. Identify assets for disposal annually.

2. Develop and approve a disposal plan (by BoM).
3. Form a disposal committee to choose disposal method.
4. Set a reserve price (minimum acceptable value).
5. Issue certificate of disposal after the process.
6. Update stores/asset records (write-off or adjust asset register).

9 6 Review Activity (Discussion Forum)

5
4
3
2
1
0
/
.

1. Write 3⃣ things you already knew about this topic.

2. Write 3⃣ things you learned in this lesson.
3. Write 3⃣ things you would like to know more about.

10 7 Main Assignment – Activity 4

:
9
8

Scenario:
You are a Head of Department at a TVC.

Task:

 Develop a maintenance schedule for at least 3 types of equipment in your department.

 Upload your schedule to your e-portfolio.

Would you like similar notes for Topic 5: Budgeting or the next module?