The Global Fund To Fight AIDS, Tuberculosis and Malaria

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The Global Fund To Fight AIDS, Tuberculosis and
Malaria

• Finance and Procurement Workshop
• 9th 11th October 2007
• Cape Town, SOUTH AFRICA

SESSION 8 Logistics Management Information
Systems
Walter Proper, Country Director, John Snow, Inc.
USAID DELIVER PROJECT, SCMS, JSI/Logistics
Services Lusaka, ZAMBIA
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THE LOGISTICS CYCLE
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In-country Supply Pipeline
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Inventory Management Critical to Program Success

• The purpose of inventory management is to ensure
  a dependable, regular supply of good quality
  commodities at service delivery points.
• This is critical to the success of all health
  programs - No Product? No Program.

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Purpose of an Inventory Control System

• Know when to order or issue
• Know how much to order or issue
• Maintain appropriate stock levels of all products
  to avoid stockouts and overstocking which can
  lead to product loss due to expiry

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Maximum/Minimum Stock Level
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Maximum/Minimum Inventory Control Systems

• All types of Max/Min inventory control systems
  allow re-supply decisions based on need and take
  into account established levels of safety stock
• The difference between them is the point at which
  an order is placed and which products are ordered

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Recommendations for ICS for ARV drugs and HIV
Tests

• Reduce the length of the supply pipeline
• Use forced ordering version of max/min inventory
  control system
• Implement a monthly reporting period and order
  interval
• In a new ART program, phase in the inventory
  control system for second-line drugs.
• Implement a mechanism for returning products for
  rapid redistribution before expiry.

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LMIS

• Logistics Management Information Systems

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LMIS ? HMIS

• LMIS collects and reports logistics data on
  commodity use and stock levels
• Used for calculating re-supply quantities and
  maintaining appropriate stock levels at
  facilities
• Requires routine reporting to ensure timely
  re-supply
• HMIS collects data on volume of services
  provided, number of people or number of cases
  treated
• Used for program planning and management decisions

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A Logistics MIS

• Provides the data required to maintain the ICS
• Helps personnel collect and manage the
  information necessary to support sound decision
  making in managing the supply chain.
• Consists of all forms and documentation used to
  maintain records and produce reports on the
  logistics system

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Key Decisions in Designing an LMIS

• What data to collect
• Format for data collection and reporting forms
• Routine data collection and reporting procedures
• Use of feedback reports
• Document how data will be used for decision making

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Three Essential Data Items

• Consumption
• Quantities of product used/dispensed-to-users
• Stock on Hand (SOH)
• Usable quantities of product in stock
• Losses/Adjustments
• Quantities of product that have been removed
  from stock that were not consumption (e.g.
  expired, defective, damaged, lost)
• Quantities received from source other than
  through the established supply pipeline (e.g.
  transferred to/from another facility)

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LMIS Records and Reports

• Records
• Consumption records
• Stock-keeping records
• Transaction records
• Reports
• Forms and procedures for aggregating and
  communicating data from lower levels to higher
  levels in the system

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Recommendations for LMIS

• Link routine reporting to commodity ordering
• Avoid overburdening LMIS by collecting service
  statistics or other data
• Always collect and report dispensed-to-user data
  for ARVs and usage data for HIV tests
• Refrain from altering the content and formatting
  of the LMIS to accommodate the funding mechanism.

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Recommendations for LMIS ARV Drugs

• In addition to the three essential logistics data
  items, collect and report on the number of new
  and existing patients by treatment regimen. Use
  these data for decision making.
• If program reporting captures new patients,
  provide worksheets to translate patient numbers
  into product numbers.
• Select and consistently use one unit for
  recording and calculating order quantities.

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Recommendations for LMIS HIV Tests

• In addition to the three essential logistics
  data, collect and report the total numbers of
  tests used by purpose of use.
• Use the individual test as the unit for recording
  and reporting.
• Manage consumable supplies for HIV testing
  through the existing system for laboratory
  supplies.

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• GROUP EXERCISE
• Analysis of LMIS Data Collection
• and Reporting Forms

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• Thanks again for your participation !