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eLMIS & LMU - Strengthening the Supply Chain

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Presentation overview

The objectives of this presentation are to:

• Provide the development partners with a deeper understanding of the eLMIS and how it will be used to improve supply chain decision making.

• Inform all key stakeholders of the role the Logistics Management Unit (LMU) will play in the implementation of the eLMIS.

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HMTs require logistics data for supervision support

What kinds of problems do you experience with data management?

Late reported orders

Infrequent adherence to reporting groups

Difficulties with ordering and reporting

Data accessibility and accuracy

Absence of facility level data for decision-makers

Stockouts Overstock

ExpiryWastage

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Tanzania’s eLMIS vision

An effective and sustainable electronic logistics management information system (eLMIS) should be user friendly and facilitate that adequate quality and quantities of health commodities* are always available at the point of service to meet patient demand. The eLMIS must provide integrated access to:

– Accurate, timely and routine consumption data– Real-time logistics management capabilities covering

point of origin to point of consumption– Demand forecasting, capacity planning & modeling

based on consumption(* vaccines, medicines, medical & diagnostic supplies, etc.)

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How can we addresses some of these problems?

MLeelectronic Logistics Management

I SInformation System

An electronic tool for managing orders and logistics data

Trained people (LMU), consistent processes and …

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September 12-13, 2011

eLMIS visioning workshop Dar-es-Salaam, Tanzania

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January 24-27, 2012

MOHSW and MOH eLMIS collaboration Lusaka, Zambia

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September 12-13, 2011

eLMIS visioning workshop Dar-es-Salaam, Tanzania

October 13-20, 2012

eLMIS Development Kickoff Lusaka, Zambia

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What are key eLMIS features?

An analytical tool which can process the raw data for decision-making

An integrated data repository where all report and requisition (R&R) data can be entered

A custom reporting tool for administrators, managers, policy and other decision-makers

Ability to interface and exchange datawith other MOHSW approved MIS solutions

Improving availability health commodities at SDPs

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eLMIS business processes

1. Requisition

2. Order Processing

3. Transport (order tracking)

4. Receiving

5. Inventory management

6. Dispensing (HMIS)

7. Forecasting

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eLMIS information flow

instant

ILS Gateway Data

District Deliver

Zone Deliver

Deliver ConsignmentDeli

ver C

onsig

nmen

t

Send R&R

Send R&R

Review changes

Share and Review Reports

Health Facilities

Proof of Delivery notification

District

eLMIS

paper

eLMISSend and Review Reports

LMU/MSDZone

E9

instant

for Incorrect Order

ILS Gateway Data

eLMIS / ILSGCentral / MOH

Central/MOH accesses ILS Gateway and eLMIS data instantly.

1

2

LMUs

12 3

1. Facility will create paper R&R2. District will receive paper R&R and

enter into eLMIS3. LMU/MSD will receive approved R&R

and review before entering in to E94. Central level will view reports and

dashboards and receive alerts

4

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How is the eLMIS changing the way we do our jobs?

Key Stakeholders

Toda

y

• • Instantly view key reports and

dashboards indicating system performance

• Monitor consumption of commodities

Prob

lem

s

Key Stakeholders

Phas

e I

Phas

e II

• Use additional system reports to improve timeliness and quality of supply chain decision making

• Coordinate and allocate resources more efficiently

• No real time data• Lack of comprehensive data for

decision making• Lack of comprehensive

consumption data for quantification

• Send teams for data collection to identify supply chain challenges and collect logistics data

• Issues data based quantification

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Which reports will the eLMIS provide?

• Order fill rate and Item fill rate• Supply status by product • Stock status of warehouse• Supply status by facility• Summary district consumption by product• Stocked out report• Dispensed to user report• Quantity ordered discrepancy report• Consumption average by product• Non-reporting facilities• Stock imbalance by product and facility• Aggregate stock movement by level

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eLMIS councils training progress

Dar Dodoma Iringa Mbeya Mwanza Mtwara Moshi Tabora Tanga0

5

10

15

20

25

30

35

40

45

14

910

12

36

1312

11

3

17

13

1618

41

13

20

15

9

# of Councils trained Existing # of councils

# of

cou

ncils

69% Councils Trained

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Planned sensitization trainings, continued

MOHSW

N = TBDN = 108 (27 Regions @ 4 pax)

N = 254 (127 Districts @ 2 pax)

• System overview• Process overview• Task completion demo• Report filters Navigation • Dashboards and reports

July – Sept 2014

Management Team RHMTs and DEDs, DMOs

MOHSW

• System overview• Process overview• Task completion

demo• Report filters

Navigation • Dashboards and

reports

May - July 2014

GROUP

# PARTICIPANTS

KEY CONTENT

DATE

TARGET GROUP

Phase 1

N = TBD

Program Managers, Logistics Officers

MOHSW

• System overview• Process overview• Task completion

demo• Report filters

Navigation • Dashboards and

reports

May – July 2014

PlannedSTATUS Planned Planned

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Planned sensitization trainings

MSD

N = 15 N = 8

• System overview• Process overview• Task completion demo• Report filters Navigation • Dashboards and reports

May – July 2014

Area Managers, CS Manager, M&E, Inventory

AnalystsMSD EMT

MSD

• System overview• Process overview• Task completion

demo• Report filters

Navigation • Dashboards and

reports

May 2014

GROUP

# PARTICIPANTS

KEY CONTENT

DATE

TARGET GROUP

Phase 2

N = 40-60

Technical teams

Development Partners

• System overview• Process overview• Task completion

demo• Report filters

Navigation • Dashboards and

reports

June – August 2014

PlannedSTATUS Planned Planned

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What about the E9 and ILS Gateway?

• A system that allows for electronic ordering and reporting

• A system that integrates Sales, Procurement, Finance, and Logistics functions into one place to facilitate transparent and efficient operations for MSD

• A mobile health alert and reporting system designed to increase the visibility of logistics data and improve product availability

eLMIS E9ILS

Gateway data

Orders

Shipment details

eLMIS - Integrating people, process & technology

Hospitals HC DSP

√ √ √

√ √ √

√ √ √

√ √

√

√ √

√ √ √

Service Delivery Point

R&R ARVs

R&R ILS

NTLP TB

IVD

R&R OI

R&R HIV tests

MSD ERPEPICOR

Shipments

Medical Store Department

OrdersRequisitions and Reports (R&R)

District

R&R

R&R

R&R

eLMIS

R&R

ILS-G

Region

LMU

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What is a Logistics Management Unit?

• Identifies supply chain problems, develops interventions to address those problems, and implement interventions

• Strategically:– Solidifies supply chain management as a national

priority– Acts as a focal point for attracting dedicated supply

chain resources– Uses those resources to identify, prioritize, and

implement system strengthening activities– Manages supply chains holistically, in the case of

segmented supply chains

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Overview of the LMU• Ministry of Health and Social Welfare (MOHSW) recognized

need to establish a LMU that would be responsible for organizing, monitoring, and supporting all supply chain activities within all logistics systems in the country. Key functions of the LMU include:

– Logistics Data Management– Quantification– Monitoring & Evaluation– Coordination and Collaboration– Supply Chain Intervention Planning– Training & Capacity Building– Supervision

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Geographic spread of LMU staff

Dar es Salaam

Dodoma Iringa Mbeya Moshi Mtwara Mwanza Tabora Tanga0

1

2

3

4

5

6

7

8

9

10

JSI STAFFGLOBAL FUND STAFF

ZONE JSI STAFF GLOBAL FUND STAFF

Dar es Salaam 9 6

Dodoma 5 2

Iringa 6 1

Mbeya 5 2

Moshi 8 2

Mtwara 6 0

Mwanza 9 2

Tabora 5 0

Tanga 4 1

TOTAL 57 18

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The reach of the LMU

Logistics Management

Unit

Medical Stores

DepartmentMOHSW programs

MOHSW divisions

MOHSW agencies

MOHSW units

Implementing

Partners

Development

Partners/ Funders/ Donors

Service Delivery Points

District Pharmacists /

DMOs

• National AIDS Control Program• National Malaria Control Program• Reproductive and Child Health Program• National Tuberculosis and Leprosy

Program• Expanded Program on Immunization • Food and Nutrition Center

• Preventive Services• Curative Services (and

diagnostic and health care technical services section

• Tanzania Food and Drugs Authority

• Procurement• Information, Technology, and

Communication

• JSI• USG Implementing

partners• UNICEF• PSI• CHAI• BMAF

• Global Fund• UNICEF• Global Drug

Facility• USAID• DFID• JICA• DANIDA• WHO

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• Act as primary users of the electronic logistics management information system (eLMIS)

• Receive and review submitted R&R’s for accuracy, completeness, timeliness, and validity and take necessary corrective action

• Enter R&R’s into the eLMIS for MSD order processing

• Follow up on missing reports and prepare routine feedback reports (central, intermediary, and facility levels)

• Aggregate, analyze and interpret logistics data to produce reports on logistics system performance

LMU data management tasks

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Number of health facilities visited and provided training by LMU staff Jan-Mar

Dar es Salaam

Dodoma Iringa Mbeya Moshi Mtwara Mwanza Tabora Tanga0

20

40

60

80

100

120

140

160

48

23

32

76

3236

79

3239

95

48

80

93 94

58

152

69

111

No. of Facilities Visited No. of HCW provided OJT

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• Data is more ACCURATE.• Based on access rights, DATA

VISIBILITY is increased.

• Data is available in ‘REAL-TIME’.

• Data is TRANSPARENT.• supply chain DECISION MAKING is

strengthened

With the help of the LMU,

the eLMIS will ensure that…

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THANK YOU