GUIDE TO THE CERTIFICATION IN HUMANITARIAN MEDICAL LOGISTICS PRACTICES (MEDLOG)

GUIDE TO THE CERTIFICATION IN HUMANITARIAN MEDICAL LOGISTICS PRACTICES (MEDLOG) Delivered By: Sponsored By: Awarding Organisation:

LOGISTICS LEARNING ALLIANCE GUIDE TO THE HLA CERTIFICATION IN HUMANITARIAN MEDICAL LOGISTICS PRACTICES (MEDLOG) CONTENTS Introduction... 2... 3 Key Features of the medlog programme... 3 Typical Student Profile... 4 The Case Study and Learning System... 4 The Assessment Process... 5 Competency... 6 Enrolment & Fee Scale... 7 Support... 8 Qualification Structure... 8 Detailed Content... 8 UNIT 1 HUMANITARIAN MEDICAL SUPPLY CHAINS... 8 UNIT 2 PROCUREMENT... 10 UNIT 3 STORAGE... 11 UNIT 4 TRANSPORT... 13 UNIT 5 DISPOSAL... 15 In-House Programmes... 16 Further Information... 16

INTRODUCTION This guide provides background information to the Logistics Learning Alliance s (LLA) programme for the Certification in Humanitarian Medical Logistics Practices (Medlog), sponsored by the Fritz Institute and awarded by the Chartered Institute of Logistics and Transport (UK), (CILT (UK)). Whatever your reason for enrolling on this course it will require a considerable commitment from you to complete the programme. This is why choosing your learning partner is so important. By choosing the Logistics Learning Alliance (LLA) programme you will be selecting a partner who has unrivalled experience and expertise in this field. We will allocate you a specialist tutor who will support, guide and assist you to the conclusion of the qualification. The tutor s role is to ensure that you are able to access the required learning and then to steer you through its effective application in a real life operational setting. LLA tutors have been involved with training people working in the supply chain and its related activities for many years. At the end of this programme we are confident that you will be equipped to apply the principles in your chosen operation. We really look forward to working with you to help you realise the potential you clearly believe you have. LOGISTICS LEARNING ALLIANCE LTD We are a CILT (UK) Approved Centre, based in the UK, for the delivery of their qualifications, managing the learning programmes for the majority of the students who pursue their qualifications by distance learning Our hallmark is our practical approach. All of our tutors have actually worked in relevant commercial and non commercial organisations, undertaking the tasks for real - equipping them to steer their students to the successful completion of the course. Our experience of working with a wide range of organisations gives us a unique view of the challenges facing twenty first century supply chain management and this experience is reflected in the design and delivery of this certification programme. KEY FEATURES OF THE MEDLOG PROGRAMME This programme is a practical work-based course that will equip students with a complete set of specialist medical supply chain management skills. The LLA competency approach provides an opportunity for experienced practitioners to gain an internationally recognised qualification attesting to their competence in humanitarian logistics management. The candidate is required to demonstrate the practical application of the knowledge gained to situations that simulate those encountered in real life.

Since the qualification has a practical orientation it is recommended that candidates undertaking the programme are working in a job that relates to the level and nature of activity covered by the competency model. TYPICAL STUDENT PROFILE The programme has been modelled on a competency model that specifies precisely what a medical humanitarian aid logistician should be able to do and how well it should be done. The primary audience are people who are engaged in the process of planning, implementing and controlling the efficient, cost effective flow and storage of medical supplies, as well as the related information from point of origin to point of consumption, for the purpose of meeting the end beneficiary s requirements. The model is also relevant for those based in offices providing a range of support services to those operating in the field or supply chain professionals from other sectors who would like to enter into the sector of humanitarian work. Further, field based medical workers may also find the insight into medical supply chains that the programme will provide will enhance their understanding of the scope and limitations of the supply chain. THE CASE STUDY AND LEARNING SYSTEM Distance learning is attractive to supply chain practitioners as it easily fits into a pattern of life that often involves erratic working hours and transient working locations. Traditionally though it is a learning method with a downside. At times the student can feel isolated with nowhere to turn to for support. This is not the case with this learning system, a unique learning process developed in conjunction with People Development Group plc. The case study is a broad but intensive exploration of an organisation, SCILaid, which is a simulated agency, involved in humanitarian aid operations. For the purposes of the study programme learners are recruited by SCILaid and appointed to a management position relevant to their course of study. They will perform the tasks required by their role, demonstrating the necessary competences for the qualification. This is learning by challenge and application.

LLA will provide the new Manager with an internet link enabling him/her to download the case study and all necessary study material on to their hard drive. This will include A virtual introductory tour of SCILaid Access to statistical and operational information about the SCILaid environment Access to management information that will provide information enabling the learner to submit work of an acceptable standard At the start of each unit of study, candidates are allocated a tutor with specialist knowledge of the chosen subject area. The tutor will agree a personal learning plan with the candidate, designed to enable the candidate to complete their studies well within the timescale of 2 years allowed by the CILT (UK). The coach is available to offer advice and guidance throughout the learning programme. THE ASSESSMENT PROCESS The assessment process is designed to test two things: The knowledge of the individual The ability of the individual to apply that knowledge The case study provides a network of integrated or inter-related work-based tasks to ensure that whatever level and position within the hierarchy of SCILaid they are appointed to, candidates will have the opportunity to demonstrate their ability to apply the knowledge gained. The assessment process may also take into account any prior learning, achievement and experience that may be appropriate to the requirements of the qualification where this is brought out by the candidate in response to the tasks set. Each candidate is assigned a personal specialist tutor, who will work with the candidate to provide the evidence to satisfy: All of the outcomes of effective performance All the knowledge necessary to complete the qualification Evidence of performance will be assessed on an on-going basis by LLA and verified by the CILT (UK).

When CILT (UK) is satisfied that all the requirements of the qualification have been met the award of the Certification in Humanitarian Medical Logistics Practices will be made. A two year time limit for the completion of the programme is imposed by CILT (UK). Students wishing to complete the programme beyond this deadline must submit a written application to LLA but should note the following No application will be accepted if 2 years or more have lapsed since the student's initial registration Students will have to re-start the programme after the 2 year period and re-register with CILT(UK) through LLA Alternatively students can go through the normal APL procedure for units previously completed but should be aware that they may have to assemble a completely new portfolio. Please note that these time limits are the maximum allowed to complete the qualification. Students are strongly urged to attempt to complete their studies within a shorter timescale. Candidates who commit to the recommended learning plan can reasonably expect to complete the programme within 6 months. Where a candidate takes in excess of 2 years, the continued provision of administrative support, coaching and assessment will be at the discretion LLA. Where candidates exceed the 2 year timeframe for completion of the MedLog programme there may be a requirement to reassess elements of the work submitted to ensure currency with CILT/CHMLP outcomes of expected performance. In this circumstance additional assessment fees will be payable. COMPETENCY One of the difficulties many candidates have at the start of their learning programmes is making the adjustment to a system whereby competence is assessed rather than knowledge being examined. For competence assessment, the coach is not merely trying to establish the extent of a student s knowledge, but also if there is sufficient understanding for the knowledge to be applied in the workplace. Unlike a teacher or college lecturer the tutor has no knowledge of the student s background, past attainments or experience. Tutors can take nothing for granted, and in addition cannot be too specific in the advice they give as this may give the answer without the student having to research work it out from first principles. It is common for questions to be asked to clarify particular issues but once a few of the lessons have been competed it will become clear how the system works. Your coach will use a combination of directive and supportive behaviour to guide you through this process. You will also be required to submit regular reports to them.

One of the frequently asked questions is How well am I doing? The simple answer is that if you are completing the units and the tutor is not seeking additional clarification from you, this indicates that you are doing all that is required to demonstrate the necessary competence as laid down by the awarding body, in this case Fritz Institute/CILT (UK). The actual degree of competence is not an issue as you will have reached the level of attainment required. However, the tutor will always give you feedback on your approach and advice on ways in which you could have improved your response. If at any time you feel you need help or advice either on the course content or the questions being asked, please let us know. The team is here to help you and give you guidance. There may also be some difficulty in understanding the way we say things or in us understanding fully the problem you feel you have. If you are experiencing such difficulties please let us know as early as possible. It is essential to keep in touch and work with us. In the simulation scenario, your line manager will set you a series of tasks designed to enable you to demonstrate your underlying knowledge and understanding. By a report back to your tutor, you will show and justify how, using this knowledge and understanding together with your own experience, you would respond to the task. The full course of study is then completed in this tried and tested little and often way enabling the principles learned to be gradually integrated into your real life daily work plan. The method is enjoyable, practical and a genuine fast-track route to an internationally recognised qualification. On the completion of the tasks for each of the units, you will have a completed a portfolio of evidence of competence that your tutor will refer for assessment by a qualified assessor. This may lead to a request for further evidence of your competence. In this eventuality, the student may have to re-visit one or two of the tasks and expand on or clarify work previously submitted. This will only happen if the final assessor disagrees with the assessment of the learner s tutor. On completion of the tasks, you will work on your project for independent assessment. Information on the project requirements will be issued separately. ENROLMENT & FEE SCALE No formal qualifications are required to enrol as a candidate for the Medlog programme. However, candidates are reminded that they should be working in a job that relates to the level of the qualification. The fee for the coach supported distance learning programme is 600.00 for individual students. VAT at the rate of 20% should be added where we are candidates are studying within the European Union. To register as a candidate on the Medlog programme, please complete the on line registration at: http://www.fritzinstitute.org/ml_signup.aspx

SUPPORT During your studies you will have access to your coach, by telephone in business hours (0900-1700 UK time), by emailing fritzmedlog@logisticslearningalliance.com or by Skype through LL QUALIFICATION STRUCTURE The MedLog programme has been modelled on a competency model that specifies precisely what a humanitarian logistician should be able to do and how well it should be done. To achieve the Certification, candidates are required to demonstrate competence in a variety of skills, that will include: Humanitarian Medical Supply Chains Procurement Storage Transport Disposal DETAILED CONTENT UNIT 1 HUMANITARIAN MEDICAL SUPPLY CHAINS Medical programmes and the supply of medical items place certain requirements on the supply chain process. An existing supply chain may not always be able to meet these requirements and will need changes to its design and/or operation to meet the requirements of medical programmes. This unit considers these requirements and what barriers and constraints there may be to supplying, storing and transporting medical items used in medical programmes. SECTION 1 HUMANITARIAN MEDICAL AID What is humanitarian aid? The need for humanitarian aid Types of humanitarian situations Types of medical aid programmes Characteristics of medical aid programmes The role of supply chain in medical aid programmes

SECTION 2 THE SCOPE OF SUPPLY CHAIN IN HUMANITARIAN MEDICAL AID What is the supply chain? Types of humanitarian supply chains The main components of the supply chain Characteristics of medical supply chains The role of supply chain in medical programmes SECTION 3 PRODUCT CHARACTERISTICS THAT HAVE SUPPLY CHAIN IMPLICATIONS Characteristics of medical items Medical items groups Characteristics of drug products Characteristics of biological materials/samples Characteristics of disposable medical devices Characteristics of medical instruments, equipment and devices SECTION 4 SUPPLY CHAIN CHARACTERISTICS, BARRIERS AND CONSTRAINTS Organisation rules and procedures Country rules and regulations Supply Chain Resources Availability of medical items SECTION 5 SUPPLY CHAIN INFORMATION AND DOCUMENTATION Programme requirements Information to process orders Organisation and country rules and procedures SECTION 6 MAINTAINING SUPPLY CHAIN FLOW Actions that cause performance problems Maintaining medical supply chain flow

UNIT 2 PROCUREMENT This unit looks at the requirements for procuring medical items for medical programmes. Procurement is a key part of the medical supply chain process in ensuring not only that are sourced and obtained, but that these items meet the quality standards required. Procurement in different organisations may be carried out by a range of people, with various job titles and because of its importance there will usually be clear procedures and rules that need to be followed. The unit will focus on the specific requirements for procuring medical items. These requirements may not be unique to medical items, but they are particularly important when procuring medical items compared to other non medical items. SECTION 1 THE FUNCTION OF PROCUREMENT Right quality Right quantity Right time Right place Right cost Right source SECTION 2 THE PROCUREMENT PROCESS Need Specify Source Method Enquiry Evaluation Order Progress Delivery Payment Review

SECTION 3 PRODUCT CHARACTERISTICS THAT HAVE SUPPLY CHAIN IMPLICATIONS Need: Organisation policy/rules on procuring medical items Specify Quality specifications Technical specifications Functional specifications Source Different types of suppliers Guidelines for drug donations Guidelines for donations of medical equipment Good manufacturing practice Method Qualification of suppliers Order Labelling and packaging Documentation Spares and complement items Delivery UNIT 3 STORAGE Storage is a key part of the medical supply chain process in ensuring that whenever and wherever items have to be stored in the supply chain network, they are stored in such a way that the quality of the items is maintained. The nature of medical supply chains means that there are often a number of places (warehouse and stores) where the items are stored before they are finally delivered or administered to beneficiaries. There are therefore often a number of different people responsible for, and involved in the storage of medical items.

This unit will focus on the specific requirements for storing medical items. These requirements may not all be unique to medical items, although there are a number that are unique, but they are particularly important when storing medical items compared to other non-medical items. SECTION 1 THE ROLE OF STORAGE IN MEDICAL SUPPLY CHAINS What happens in a warehouse/store Receiving items Storing items Picking and packing items Despatching items SECTION 2 REQUIREMENTS FOR STORING MEDICAL ITEMS Cleanliness Security Quality assurance, Inspection/quality control Tracking and tracing Handling Storage methods Processes and procedures Storage facilities Storage requirements Temperature sensitivity Storage equipment required for the cold chain Humidity sensitivity Light sensitivity Susceptibility to damage

Dangerous/hazardous Valuable items Controlled substances Shelf life/expiry dates Weight and volume Sterility SECTION 3 THE ROLE OF INVENTORY Reasons for holding inventory Decouple supply and demand Anticipation of an increase in demand Buffer against uncertainty of supply or demand Inventory in medical supply chains Stock levels Stock control Stock count Stock records Storage facilities ownership UNIT 4 TRANSPORT Transportation is a key part of the medical supply chain process in ensuring that whenever and wherever items need to be moved in the supply chain network they are transported in such a way that the quality of the item is maintained. The nature of medical supply chains means that there are a number of occasions when the items need to be transported before they are delivered and administered to patients. There are therefore often a number of different people responsible for, and involved in, the transport and movement of medical items. The unit will focus on the specific requirements for transporting medical items. These requirements may not all be unique to medical

items, but they are particularly important when transporting medical items compared to nonmedical items. SECTION 1 THE ROLE OF TRANSPORT IN MEDICAL SUPPLY CHAINS SECTION 2 REQUIREMENTS FOR TRANSPORTING AND HANDLING MEDICAL ITEMS Mode suitability Security Safety (dangerous goods) Temperature sensitivity and cold chain Monitoring temperature Documentation Certificate of analysis Certificate of origin Release certificates Dangerous goods declaration Import licences Export licences Import and export requirements Import and export of internationally controlled substances Dangerous goods Product Handling SECTION 3 USING TRANSPORT PROVIDERS

UNIT 5 DISPOSAL The activities of a medical programme will lead to the production of waste. Some, if not most of this waste, is general waste that is not dangerous and will be disposed of in the same ways as general waste from other aspects of a humanitarian aid programmes. However, some types of medical waste if not disposed of correctly can lead to risk to health and the environment. Unwanted and unused medical items often accumulate during a programme and after the programme has finished. These items will also need to be disposed of in a way that doesn t lead to risks to health and the environment SECTION 1 THE IMPORTANCE OF DISPOSAL The role and aims of disposal Types of medical waste Hazardous waste Avoiding waste Avoiding waste unusable items SECTION 2 DISPOSAL PROCESS Decision to dispose Approval Planning Regulations People procedures and equipment Sorting Security Recording SECTION 3 DISPOSAL METHODS Incapsulation Inertization

Incineration Low temperature incineration Medium temperature incinerations High temperature incineration Landfill Return to donor/supplier/manufacturer Sewer Criteria for selecting disposal methods SECTION 4 CONSEQUENCES OF IMPROPER OR NON-DISPOSAL OF WASTE IN-HOUSE PROGRAMMES This certification programme is designed to be delivered by coach supported distance learning, however, elements of the learning can be delivered 'in house' for up to twelve delegates so that larger numbers can be trained more cost effectively. FURTHER INFORMATION If after reading this guide you require further advice about any aspects of this course or other LLA Learning programmes, please contact Logistics Learning Alliance Tel No. +44 (0)1530 276590 Email: enquiry@logisticslearningalliance.com