State unveils platform to control foreign travel by public servants

Deputy President Rigathi Gachagua commissioned Foreign Travel Management Information System . [File, Standard]

The Government is seeking to control and digitally monitor foreign travel by public servants, which consumes significant resources.

Deputy President Rigathi Gachagua Monday said whereas travel is critical to build networks, learn, and allow a shift in mindset to think globally, it must be done sustainably devoid of abuse.

Gachagua made the remarks as he commissioned Foreign Travel Management Information System (FOTIMS) at Kenya International Convention Centre (KICC), Nairobi.
He said the system automates travel clearance by enhancing ease and efficiency of application, processing and approval.

The DP was optimistic that the system will support implementation of Government austerity measures, increase efficiency and transparency, which will go a long way in restoring trust and accountability.

“We are happy with the issue of foreign travel so that we are prudent in the use of resources when travelling out of the country. We have had instances where almost everybody is travelling and sometimes you are left to wonder who remains behind,” he said.

“With the launch of this system, I have no doubt it will be more prudent and we will rationalise those authorised to travel out of the country on official business and clearly justify the use of public funds out of the country,” he added.

The system is currently available for senior public servants and since its roll out on August 1, some 18 Cabinet Secretaries have been registered, 37 Principal Secretaries, 100 Chairpersons and 70 Chief Executive Officers.

This brings the total to 225 of the senior public servants registered on FOTIMS while another 122 applications have been submitted.

Also launched was Presidential Directives Management Information System (PDMIS) with Gachagua admitting that the manual process of transmitting, tracking and storing presidential directives has been cumbersome and slow.

The PDMIS will streamline these processes, ensure quick reporting and decision making depending on unfolding events, in addition to providing crucial data to guide policy implementation and support austerity measures.

Deputy Chief of Staff, Eliud Owalo revealed that there have been instances of senior officials travelling abroad without proper approval, which violates the set values and principles of public service.

He said integration of FOTIMS with other systems such as immigration and foreign affair is expected to help address arising issues and support disciplinary action where and when deemed appropriate.

“With this system in place, it will now be possible to have a history of all the travels which each and every officer in the public service has made at the press of a button. We will be able to track number of trips, destinations, purposes and associated costs providing valuable insights into how these travels impacts performance contracts. This will enhance the efficiency, transparency and accountability of our travel processes,” Owalo said.

The Government has been keen on controlling foreign travels, which saw Head of Public Service, Felix Koskei issue directives on the matter last year.
In March last year, Koskei raised concern that officers are seeking authority to travel out of the country within a very short notice.

“In this regard, authority to travel out of the country for normal or scheduled trips should be submitted seven working days before the date of arrival,” he said in a circular to Cabinet Secretaries, Attorney General and all Principal Secretaries and Accounting Officers.

In June last year, he issued another circular and stated that non-essential travel remained suspended and his office would obtain advisory from the Ministry of Foreign and Diaspora Affairs on the necessity of participation of a delegation from MDAs over and above onsite foreign service staff.

“Travel requests for all Cabinet Secretaries, Principal Secretaries, Chairpersons and CEOs of State Corporation shall continue to be obtained from the President through this office,” Koskei said.

Delegations headed by CSs not to exceed four persons including the Cabinet Secretary as head of delegation.

“Delegations should include the most relevant technical persons to assist the principal in the meetings, deliberations, or presentations related to the foreign travel. Personal Assistants and security personnel will not be approved for travel, save for assistants to persons living with disability. The Deputy President and Prime Cabinet Secretary are exempted from this requirement,” he said.

They were also directed that the cumulative days of travel should be capped at seven or 15 days per quarter or 45 days per year.

Koskei said that approval will not be granted for foreign travel for internationally hosted trainings, meetings, conferences, and events organized by local and regional based public/private institutions.  “Benchmarking visits must be associated to a gazetted reform initiative targeting a policy, legal and operational outcome that is towards finalization,” he said.

In October, the Head of Public Service issued another circular that suspended non-essential travel, saying there was need to scale down and prioritise spending and to focus on critical operations and activities.

He suspended, with immediate effect, benchmarking, trainings and related capacity building initiates, conferences and meetings of general participation, research, academic meetings and symposia, showcase events and exhibitions as well as caucus, association meetings and events.

[e-mail]