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There is commitment at the highest level to use the funds received as donations in the most transparent and effective manner. A procedure has been devised by the Principal and administration of Nishtar to ensure this and is given below. The reader is requested to go through the proposed mechanism and suggest any improvements. Comments and suggestions can be sent to
[email protected]

This section also has proposed projects with details and these would be of interest to potential donors.
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Operational Mechanism for OR Renovation Project

  1. Minutes of the Academic Council Meeting
  2. Definitions
  3. Works Committee
  4. Vetting Committee
  5. Finance Committee
  6. Principles and Mechanisms
  7. Mechanism For Purchase Of Equipment And Instruments
  8. Collection Of Donations For Civil Work (Other Than From NANA)
  9. Dedicated Bank Account To Receive Donations
  10. Signatories Of The Bank Account
  11. Process Of Fund Utilization From The Bank Account
  12. Proposed Projects
  13. Project name
  14. Principal’s Note About These Projects

Minutes of the Academic Council Meeting on the topic of mechanism to utilize donations for OR renovations

Minutes of the Academic Council Meeting held on 13th October, 2020 regarding the mechanism of utilization of donations received for Operation Thatre renovation.  The addendum incorporates suggestions given by Prof. Dr. Rana Altaf and others after the initial document was uploaded to the website.
The process described in the addendum (last page) adds another layer of check and another verification.

 

Please note correction:
On page 8, “cost of shifting and development of child-care centre….” should read 1 million (10 lacs)  instead of 10 million

Definitions

OR………Operation Room NMUH…Nishtar Medical University Hospital Multan NANA….Nishtar Alumni of North America SPO…….Strengthenng Participatory Organization

 SPO is a prestigious national organization with national and international presence .They act as link between donor and recipient organizations in disbursement of funds to ensure transparent, fair legal and documented transfer and use of money both nationally and internationally.

NANA-RCM is NANA’s representative committee in Multan. A 3 or more membered committee amongst residents of Multan that will be nominated and notified by NANA.

Works Committee

A 4 member committee of young colleagues and consultants:
  • Dr. Kaleem Ullah (Assistant Professor Thoracic Surgery – will be coordinator of this committee).
  • Dr. Khalid Chishti (Assistant Professor Orthopaedic) representing Orthopaeidic (2nd floor)
  • Dr. Muhammad Rizwan Sharif (Assistant Professor Neurosurgery) representing (1st floor). Dr. Rizwan is involved in construction and development of a new OR for Neurosurgery.
  • Rashida Parveen (Assistant Professor Gynae) for Gynae – Labour Room Floor.
This committee will identify and recommend the need of any work or deficiency of equipment / instrument on their floor to the vetting committee. Once approved they will be directly supervising the work being done.

Vetting Committee

A high level 3 membered committee from Nishtar Medical University faculty to examine, authorize and vet any work or purchase of equipment / instrument recommended by the works committee. Vetting committee will consist of 3 members: 1) Dr. Khalid Hussain Qureshi (Head of Surgery & Allied and de facto Dean of Surgery and Allied). 2) Dr.Mehnaz Khakwani (she is the next head of Gynaecology and Obstetric. Prof. Dr. Huma Quddusi will retire while project will probably still be under completion 01.07.2021). Prof. Dr. Mehnaz Khakwani will then also be the senior most professor in Surgery and Allied and is already actively engaged in renovation and upgradation of Gynae. and Obst. OR floor). 3) Dr. Naheed Ahmad Choudhry (Head of Plastic Surgery and Burns) has maximum experience amongst all faculty of developing ORs as he was first hand involved in development of Pak Italian Burn Centre which has 5 modular ORs.

Finance Committee.

Consists of 3 custodians and signatories of Nishtar Alumni account:
  1. (Rtd) Khalil Ahmad Gill Sb, Orthopaedic Surgeon.
  2. (Rtd) Shahid Naseem Sb, Consultant Radiology
  3. Ilyas Anjum Sb, Head of Anatomy Department
All requests for release of funds from Alumni account [All donations will go into this account except those from NANA which will be disbursed through SPO] will be submitted to this committee. They will examine all requests according to the rules set for transparency and fairness and release funds after full satisfaction.

PRINCIPLES AND MECHANISMS

The total project cost is approximately 130 million PKR. Out of this, PKR 50 million (300,000 USD) are being donated by NANA which will be used exclusively for purchase of equipment and instruments for OR block.

Mechanism for Purchase of Equipment and Instruments

“Works committee” will produce a list of equipment and instruments to be purchased after examining the need of each floor and rationalizing it. Works committee will also mention on their wish list, against each article, whether it can be new, chinese, refurbished or local. Works committee will present this list to the “vetting committee” of senior professors for approval. “Vetting committee” will examine this list and will seek all clarifications needed from “works committee”. Once satisfied, “vetting committee” will “vet” it and give it to     “NANA – RCM” for their approval. Once approved by NANA – RCM, it will send the list to NANA head office in USA for approval and onwards conveyance to SPO. SPO will arrange purchase of equipment and instruments “according to the approved list” through their defined process of advertisement in the national newspapers. At the time of bidding following will be present:
  1. Works Committee (As end users)
  1. Vetting Committee (As end users and senior faculty members supervising the
Purchase Process)
  1. NANA – RCM (As representative of NANA)
  1. SPO Team (Organizing, coordinating and regulating the purchase
process) SPO will then issues supply orders to the successful bidders. NANA – RCM, on recommendation of “works committee” and “vetting committee” can authorize release of upto 25% of invoice cost as advance payment if they are convinced that it is necessary to close the deal. –     Supply will be received by works committee. Vetting committee will inspect the supplies and issue a certificate that received goods are correct in quantity and quality. –     Only after receiving such a certificate (and a certificate that successful installation has been      done – where applicable), SPO will release funds directly to vendors according to their invoices. –     All equipment received in this way will properly be received in Nishtar Hospital, Multan main stores and entered as “Donation from NANA” and then issued to the relevant OR / recovery room / Labour Room etc for which it was procured.

Collection of Donations for Civil Work (Other than from NANA)

Major bulk of civil work expense (50 – 60 million PKR) will have to be met by donations raised locally from

  • Serving faculty
  • Retired faculty
  • Nishtarians and friends of Nishtar in Pakistan and abroad.
  • Local Philanthropists

For this purpose, following mechanism has been devised.

  • All civil work required has been broken down into 20 components with detailed measurements and approximate costs (please see my presentation slide available at most Nishtarian whatsapp groups as well as on Nishtar Alumni web site).
  • Every effort will be made to convince donors to take up a component (out of 20 components) that suits them, complete it through their own builders / contractors / vendors etc and handover the completed component as a donated gift to Nishtar.

eg: Cost of shifting and development of child care centre to another site (abandoned private pharmacy hall in front of ward-4 entrance) is approximately 1 million PKR. One of our friends has already taken it up. So instead of giving us 1 million, empty hall, earmarked for use as child care centre, will be handed over to the said friend, who will convert it into child care centre according to our specifications and hand it over as a gift to Nishtar.

Similarly, we are hoping that many other and especially pricy components like:

  • Building recovery and reception halls
  • Building dirty Linen Shed
  • Building stair and lift component
  • Flooring of all theatre block etc.

will be taken up by various worthy donors, completed by their team (s) and handed over to Nishtar as gift.

In this way, we (that is, the team responsible for completing this project) will only have to handle a relatively small fraction of money.

But obviously, we still will have to collect a lot of donations, keep track of it, spend it judiciously and be able to account for every single rupee that we collected and spent.

Therefore, following mechanism has been developed for collection and utilization of monetary donations for this project.

Dedicated Bank account to receive donations

A dedicated bank account has been made available for this project with following details:

1.
2.
3.
4.
5.

Bank Name:
Account Title:
Account No:
Branch No:
IBAN:

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Meezan Bank
Nishtar Medical University – Multan (ALUMNI)
0503 – 0103 – 428399
(0503) BOSAN ROAD BRANCH – MULTAN
PK81 – MEZN – 0005 – 0301 – 0342 – 8399

**There is zero starting balance in this account.

Signatories of the bank account

Financial team is the signatory for this bank account: –           Prof. Dr. Khalil Ahmad Gill Sb –           Dr. Shahid Naseem Sb –           Dr. Ilyas Anjum Sb

Process of fund utilization from the bank account

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At least two of three signatories must sign the cheque for release of funds.

–           Donations will be accepted ONLY in the form of bank transfer or crossed cheque.

–           No cash donation will be received.

–           No money for any other purpose will be deposited in this account till OR project is completed.

–           This will make inflow of donations completely transparent and traceable to the source and impossible for certain amounts of donations “going missing”.   

–           For utilization of funds in this account,

             “Works committee” will generate a demand that they want to get certain component of work done by using funds in this account.

            They will present their demand to “vetting committee” explaining to them what needs doing, by whom and what cost.

             Once the “Vetting committee” is satisfied, it will authorize the expense.

             “Vetting committee”, on recommendation of “works committee”, can also authorize release of upto 25% of invoice cost as advance payment if they are convinced that this is necessary to close the deal. “Vetting committee” will do it by recommending it to the “finance committee” for release of recommended amount to the vendor as advance amount.

             Once authorized, the “works committee” will issue the work order to the vendor / contractor for that work. When work is completed and “works committee” is satisfied, “vetting committee” will inspect the work for completion, quality and the fact that it complies with the set standards, the “vetting committee” will recommend to the “finance committee” for release of balance amount (total amount minimum the amount already given as advance) to the vendor.

             Therefore, all the donation collected and utilized will be through bank transfers, crossed or named cheques with no cash transaction what so ever.

             It will ensure, that the whole operation is transparent and complete money trail is present. As Dr. Dure Sabih Sb put it “The path from money in the bank to tile on the floor” will be clearly defined and available for audit.

             This document about operational mechanism is being shared with all concerned on all possible groups for:

 –          Any critique

–          Any suggestion

–          Any improvements

After incorporating all workable suggestions this will be presented in Nishtar Medical University’s, academic council meeting scheduled on 13th October, 2020 (Tuesday) for approval.

 I am confident that, انشاءاللہ not only this will make this project ideally transparent but will also teach and train us as a team to develop a very robust mechanism to plan and complete even larger projects on similar footings, attracting complete confidence and satisfaction of all donors.

 I thank you all for you help, cooperation, confidence and especially thank you in anticipation for your input regarding this document.

 May Allah be with us all in our noble intention. آمین    

Iftikhar Hussain Khan Principal NIshtar Medical College Multan

Proposed Projects

Updated on 5th October 2020

This section describes projects proposed by the Administration of Nishtar as well as any group. It would be my aim to provide as much detail with itemized costs to enable anybody to select any project they might choose to complete. 
Presently, outlines are being uploaded but it is my understanding that work on detailed costing of  components is progressing and we will soon have this on the website.

Please keep visiting this page if these projects interest you. For more updated information write to the Principal Prof. Iftikhar Hussain, directly at [email protected] or [email protected]

This is the project that will have the greatest impact on patient lives. Conceived and designed by Prof. Iftikhar H. Khan, Principal and Dean, Nishtar Medical College. The best thing about this proposal is that it has been broken down into its components, so donors can choose one or more components and all will be integrated seamlessly at the stage of execution. For details or any other information contact Prof. Iftikhar Hussain at  [email protected]

Project name

Details

Cost, status and comments

  1. Up-grading of A&E Department

Includes restructuring, addition of another floor and another pair of bed lifts and all the equipment and furniture for this revamped emergency block. 

PC-1-Drawings and technical sanctions are complete.

Estimated cost: PKR 800 million . Sponsoring agency. Government of Punjab. Expected start date FY 20-21, end FY 22PKR

2. Pharmacy Warehouse

A 4 floor purpose-built structure. Sited  adjacent to Rafida hall with a designed area of about 75,400 sq feet

 

– Estimated cost, PKR.  396 million. Status. Under construction, the first floor is expected to go up next month. Donor agency. Government of Punjab. (All funds received)

3. Parking Complex

Various proposals are under consideration

The proposal with the most interest is to convert the parking (used to be a garden) in front of main hospital  building into a 3 level parking       (2 underground – 3rd on surface level) with access and exit directly from lay-by on Nishtar Hospital side of Nishtar Road. This will completely avoid unnecessary vehicle entry into premises and will be safe from a security point as well. A roof garden will be designed on the top so that the old, open, green look that Nishtar was famous for can be recaptured.

Estimated cost PKR. 300-500 million P

 

Project details are being worked out and will be presented to the Government of the Punjab this year.

4. The Operation Theatre Blocks

i. Upgrading existing blocks.

ii. Building a recovery block.

iii. Complete revamping and equipping  of the Operation Theatre block to an international,  safe acceptable level.

A total of 27 OTs will be made operational ensuring minimum acceptable theatre standards from traffic, dynamic, construction and equipment point of view.

This is THE Project under active      consideration. –    Total estimated cost PKR. 110 million –   PKR. 50 million (300,000 USD) being provided   by NANA for equipment (mostly refurbished) –  PKR. 60 million needs to be raised from other resources including Alumni,  local philanthropists, and staff of Nishtar Medical Univarsity. –  Fund raising starts in one month –  Detail of the project will be presented soon in
  1. Local fund raising donor’s dinner
  2. Zoom presentation at this site
  3. Zoom presentation at NANA site
  4. Posted on Nishtar Alumni Web page
Completion target June, 2021.

5. OPD Air-conditioning

Project details are being worked out
6. Revamping of wards  Wards badly need
  1. New floor
  2. Complete reconstruction of toilets (Most are more than 50 years old)
A detailed costing of
  • Re-flooring (Marble)
  • Complete Re do of Toilet suites

Details are being worked out with itemized costing and will be posted on all appropriate sites including Nishtar Alumni Web Page.      

It is hoped that alumni will come forward and “adopt” the project of a ward, perhaps where they did their house-jobs. 

7. Resurfacing (Marble) of

      – Hospital Main Corridors

      – Stairs and Ramps

      – Halls and waiting areas

Detailed measurements and cost estimates   are being done for each corridor / area – Estimates will be given separately – Donor can choose one or more areas.
For comments, expression of interest or if you need more details please write to Prof. Iftikhar Hussain (Principal) at [email protected] or [email protected]

Principal's note about these projects

Projects 1,2 and 3 are large and cost avid projects and cannot be done in segments. Therefore, for these projects, complete reliance is being made on Government of the Punjab.
As against these, rest of the projects (4 to 7) involve lower costs and especially 6 and 7   can easily be done in multiple stages or segments, each supported by different donors.

Participants in this forum therefore, in my opinion, should consider making their valuable contribution towards one of these (4 to 7) projects. 

Outline drawings (so that potential donors can understand which area we are talking about) will be posted along-with measurements and cost estimates on all appropriate sites including Nishtar Alumni Web Page.
Potential donors can choose any number of areas.

They will be given a list of potential contractors OR they can ask their own constructor / contractor to do the job.

 Nishtar admin action group based in Nishtar, will:

  1. Provide guide lines for work (what colour and type of marble, general design pattern etc).
  1. Keep an eye on quality of work.
  1. Ensure seamless match between work in different areas of the hospital and to ensure that they match and look homogeneous even if different segments are done by different contractors at different times.