Project context
The Rwandan Ministry of Health, in collaboration with development partners, is essential to implement healthcare domains/interventions across the country. Before any partner begins working with the Ministry, they must first obtain a Memorandum of Understanding (MOU) that formalizes the collaboration.
Currently, the MOU application process is manual and fragmented. Development partners (NGOs, institutions, etc.) submit applications through emails and paper documents. This makes it difficult to:
• Verify whether all required documents are complete.
• Track applications efficiently.
• Ensure transparency and consistency in the review process.
Once submitted, applications are received by the SWAp (Sector-Wide Approach) unit, which is responsible for partnership coordination. The SWAp unit reviews the application and forwards it to relevant departments based on an approval matrix. Each department reviews and approves separately.
This process is complex, slow, and not standardized, leading to delays, limited visibility, and challenges in managing partnerships and tracking project activities.
It is in this context that HISP Rwanda provided technical support to the Ministry of Health to develop and implement a digital solution ,the Health Partner Management (HPM) system. The system was designed to automate and streamline key processes, including:
• The submission, review, and approval of MOU applications.
• The planning and coordination of project implementation.
• The monitoring and reporting of project activities and progress.
Objectives
The main objective of this initiative is to streamline the MOU and partnership management process. Specifically, the project aims to:
• Simplify the MOU application and approval process.
• Provide a centralized system for NGOs to register and manage their applications.
• Enable efficient tracking and reporting of MOUs and their execution (projects and activities).
• Ensure efficient review and modification of MOU applications by privileged actors.
• Provide transparency and traceability of the application status.
• Improve coordination between SWAp and other departments.
• Enable reporting of project activities by development partners.
Health Partnerships Management Platform (HPMP) Solutions
Key features of the solution
1. Organization registration
Before engaging with the Ministry of Health Rwanda, development partners will first create and manage their organization profile in the platform.
• Partners provide official details (name, contacts, areas of intervention, legal documents).
• The system ensures that each user is linked to a verified organization.
• Ministry of Health can clearly see who is applying and representing which organization.
2. MOU application
Once registered, partners can submit their application for MOU through a guided online process.
• The application is broken into clear sections, making it easy to complete.
• Required documents are checked before submission.
• Partners receive immediate feedback from SWAp if anything is missing.
3. Approval of MOU application
The platform digitizes the current SWAp-led approval process into a clear and trackable workflow.
• SWAp reviews and validates applications before forwarding.
• The system routes the application to relevant MOH departments or other approvers in healthcare based on the approval matrix.
• Each department reviews, approves, or requests clarification within the system.
• All actions are recorded, creating a transparent approval trail
4. Project execution / Implementation
After MOU approval, partners move directly into project implementation and project reporting within the HPMP platform.
• Progress updates on project activities linked to approved MOUs are submitted through the HPMP system
Impact
• Faster MOU application and approval Development partners can submit complete applications in one place, while the Ministry reviews and approves them more quickly through a structured process reducing delays and back-and-forth communication.
• Improved coordination across MOH and approving departments The Ministry of Health Rwanda and all involved departments work within the same system, making it easier to share information, align decisions, and move applications smoothly through the approval process.
• Reduced administrative burden By replacing emails, paper documents, and manual tracking, the platform simplifies day-to-day work for both MOH teams and partners, allowing them to focus more on delivering health interventions rather than managing paperwork.
• Continuous monitoring of project implementation (beyond approval) The Ministry can follow projects after MOU approval, tracking activities, progress, and results in real time, ensuring that partnerships translate into tangible impact on the ground.
🔗 Access the platform here: https://hpmp.hisprwanda.org/
Below are screenshots of the login/access screen and interface
