LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) Supply Chain Management

Transcription

1 LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) Supply Chain Management

2 The Purpose of LMIS The purpose of LMIS is to collect, organize and present logistics data gathered across all levels of the system in order to make informed decision 2

3 Essential Data Items STOCK ON HAND: Quantities of usable stock available at any level or at all levels of the system at a point in time. 3 RATE OF CONSUMPTION: The average quantity of commodities dispensed to users during a particular time period. LOSSES/ADJUSTMENTS: Losses are the quantity of health commodities removed from the distribution system (e.g., losses, expiry, damage) Adjustments are receipt or issue of supplies to/from one facility to another at the same level (e.g., a transfer) or a correction for an error in counting

4 Activities that happen to supplies Stored in Inventory Moved between facilities Dispensed-to-user/used 4

5 Types of Records Stockkeeping records Transaction records Consumption records 5

6 Records vs Reports Records - forms on which data are collected and remain at the facility where they are recorded Reports - forms on which data are moved from one level in a logistics system to another 6

7 Stockkeeping Records Used to record information about products in storage Examples: Bin Card (BN) Inventory Control Card (ICC) 7

8 Sample Bin Card Name of Facility: Item Description: Unit of Issue: (Name, Strength, Dosage Form) Product Code: Batch Number: Expiration Date: Location/Shelf No.: Date Voucher / Ref. No. Received From / Issued To Received Quantity Issued Losses & Adjustments Balance Signature Remark 8

9 Sample Inventory Control Card Name of Facility: Store Name: Item Description: Product Code: (Name, Strength, Dosage Form) Location/Shelf No.: Unit of Issue: Maximum Stock Level: Months of Stock Minimum Stock Level: Months of Stock Date Voucher / Ref. No. Received From / Issued to Received Quantity Issued Losses & Adjustments Balance Signature Remark 9

10 Stockkeeping Records Summary Points 10 Stockkeeping records are two kinds: Bin cards - one bin card kept per lot, batch or expiry date; and kept with the products on the storeroom shelves/pallets, Inventory control cards, generally have one per commodity, kept in ledger or book form, and kept in the product manager s office

11 Transaction Records Used to record information about the movement of stock from one storage facility to another. They are proof of requisition, issue and/or delivery Examples: Record for Transferring/Returning Commodities CRRIRF Requisition and Issue Vouchers 11

12 Sample: Federal Republic of Nigeria Record for Transferring/Returning Commodities Name of facility returning/transferring commodities: Sent to: S/NO PRODUCT DESCRIPTION BATCH NO. EXPIRY DATE QUANTITY REASON FOR RETURN/ TRANSFER Record Compiled By: Sign: Date: Transfer/ Return Approved By: Sign: Date: CARRIER I certify that the above quantities for transfer/ return were received by me except where explained below. Comments: Name of Carrier: Designation: Carrier s Signature: Date: RECEIVING FACILITY I certify that the above quantities were received by me except where explained below. Comments: Receiver s Name: Designation: Receiver s Signature: Date: 12

13 Sample Shorter Version of the CRRIRF Facility Name: Facility Code: Reporting Period: month month, year Maximum Stock Level: 4 Months of Stock Minimum Stock Level: 2 Months of Stock State: Date Prepared: REPORT REQUISITION S/No. Drugs Basic Unit Beginning Balance for Reporting Period Quantity Received during Reporting Period Quantity Dispensed Losses and Adjustments Ending Balance (Physical Count) Maximum Stock Quantity Continuing Patients Quantity to Order Quantity Issued by CMS Quantity Received by Facility Remarks 1 AZT/3TC/NVP (300/150/200mg) 2 AZT/3TC/EFV (300/150/600 mg) 60 tabs tabs 3 AZT/3TC (300/150mg) 60 caps 4 TDF/3TC (300/300mg) 30 caps 5 TDF/3TC/EFV (300/300/600mg) 30 tabs 6 Nevirapine NVP 200mg Efavirenz EFV 200 mg 90 tabs A B C Positive + D Negative E F = C x 2 G H = F - E I J K D FIXED DOSE COMBINATION SINGLE DOSE Report Prepared by: (Full Name) Signature: Date: Report Approved by: (Full Name) Signature: Date: Requisition Approved by: (Full Name) Signature: Date: Drugs Issued by: (Full Name) Signature: Date: Drugs Received by: (Full Name) Signature: Date:

14 Transaction Record Summary Points There are many types of transaction records They contain: Quantity of commodities ordered/shipped, authorization to ship/receive commodity, proof of receipt, signature and date on the form They usually do not carry essential data items The Requisition and Issue Voucher is used for a pull system An Issue Voucher is used for a push system. 14

15 Consumption Records 15 Use to record quantity of each product used by or dispensed to end users or used at an SDP when services are provided Examples: Daily Activity Registers Logs/tally/tick sheets Treatment/Dispensing register What else? (Note: in the lab system, stock cards are considered consumption as they record issues to the bench)

16 Examples of Consumption records used in LMHC in Nigeria ARV Drugs Daily Consumption Record Daily Usage Record for HIV Test Kits OI Drugs Daily Consumption Record Bin Card for laboratory 16

17 Fluconazole tablet 200mg Nystatin Oral Tablet 100,000 Clotrimazole dermal cream Ciprofloxacine tablet 500mg Amoxycillin Caps 500mg Miconalzole Nitrate 1% Pyrimethamine tablets 25mg Sample OI Drug Daily Consumption Record Benzyl Benzoate Appl.100ml Ibuprofen tablet 400mg Paracetamol tablet 500mg Amitryptyline tablets 25mg Loperamide Hcl Tablet 2mg Imipramine tablet 25mg Acyclovir tablets 200mg Cotrimozazole Susp. 100ml Coartem tablets 100mg ORS salts Sachets Dihydroartemisimine syrup xx mg/ml Cotrimoxazole tab 480mg/960mg Ferrous Sulphate 200mg Folic Acid 5mg Multivitamin tabs FACILITY: STATE: DATE Sl. Pharmacy No. No TOTAL QTY DISPENSED- PAGE SUBTOTAL TOTAL QTY DISPENSED- ALL PAGES TO DATE THIS MONTH 17

18 Tie-Breaker Sample Usage Record for HIV Test Kits Facility Name: Date: Prepared by: TYPE OF TEST SCREENING TEST CONFIRMATORY TEST TIE BREAKER FINAL RESULT Client No Purpose Result Result Result Total Used Losses/Wastage Day Total 18 DAILY SUMMARY OF TOTAL TEST USED PER PURPOSE HIV TEST KITS HTC PMTCT CLINICAL DIAGNOSIS DONOR SCREENING TOTAL Screening Test Confirmatory Test

19 Consumption Records Summary Points 19 There are many consumption records as we have seen Consumption records must contain at least the following data. dispensed to user data Issues data Dispensed to user data can only come from the service delivery point,

20 Relationship among data found in Records Stock-keeping Record should be crosschecked against the DAR at SDP Transaction number on an RIRV or IRV should match the numbers recorded on the ICC Accurate data from the ICC is transferred to forms and taken up the system 20

21 The Six Right for LMIS A well-functioning logistics system needs The right data, 2. In the Right quantity 3. In the Right quality 4. At the right time, 5. to the right place 6. For the right cost 1. Essential Data Items 2. Having all essential data from all heath facilities 3. Complete and accurate data 4. In time to take action, 5. Place where decisions are made 6. Should not spend more to collect data than we spend on supplies

22 Reporting System Report move up and down through a logistics system Provide decision-makers at various levels information to make informed decisions 22

23 Purpose of Summary Reporting Move all essential logistics data items for products for all specific facility, for specific period (Monthly, bi-monthly quarterly, half yearly) 23

24 Sample HIV Test CRRIRF Facility Name: Facility Code: Reporting Period: month month, year Maximum Stock Level: 4 Months of Stock Minimum Stock Level: 2 Months of Stock State: Date Prepared: Serial No. HIV TEST KITS No. TESTS PER KIT BASIC UNIT Beginning Balance for Reporting Period Quantity Received during Reporting Period Total Number of Test Used During Reporting Period Losses/ Adjustments ( +/- ) A B C D Quantity on Hand at the end of the Reporting Period (Physical Count) E = A + B C +/- D Maximum Stock Quantity Quantity Quantity Quantity Issued by Rec d by to Order CMS Facility F = C x 2 G = F- E H I 1. 1 test 2. 1 test 3. 1 test 24 Bimonthly Summary of HIV test by Purpose of Use Clinical Donor HCT PMTCT Diagnos Screeni Total is ng SCREENING CONFIRMATORY TIE BEAKER Prepared By: Full Name Signature Date Approved By: Full Name Signature Date Issued By: Full Name Signature Date Received By: Full Name Signature Date Remarks

25 What are Feedback Reports: Report that present an analysis of data that is sent up the system Reports that are sent back to lower level personnel for their use Reports that are exchanged among central level partners 25

26 Purpose of Feedback Reports Help managers operational decision to monitor the performance of the system and manage the system Helps lower level personnel know how the system is working at their level To motivate them improve performance and to indicate any problems in the reports sent or stock levels 26

27 Information Managers would like to have in the Feedback Report Stock situation by level Stockouts by level Timeliness/completeness/accuracy of report Receipts = issues Facilities performance in terms of health commodities dispensed 27

28 Any questions? Thank you 28