table - naco
TRANSCRIPT
Foreword .............................................................................................................. 1
Acknowledgement ............................................................................................. 11
Abbreviations ..................................................................................................... 12
Glossary .............................................................................................................. 14
1. Introductionof“Plan,Do,CheckandAct” ......................................................... 16
2. PurposeofStandardOperatingProcedures ....................................................... 17
Section 1: Overview of Supply Chain Management
3. ObjectiveofSupplyChainManagement ............................................................ 20
4. IntroductiontoSupplyChainManagement ....................................................... 21
5. HIV/AIDSCommoditiesSupplyChain ................................................................. 24
6. LogisticsManagementInformationSystem ....................................................... 27
7. Quantification ..................................................................................................... 31
8. Procurement ....................................................................................................... 32
9. InventoryManagement ...................................................................................... 34
10. AssessingStockStatus ........................................................................................ 36
11. CalculatinganIndentQuantity ........................................................................... 38
12. WarehouseandStorage ..................................................................................... 42
13. QualityAssurance ............................................................................................... 48
Section 2: SOP for ARV Drugs and Other Commodities
14. ARVDrugsandOtherCommoditiesFlowProcess .............................................. 53
15. StandardOperatingProcedures ......................................................................... 54
16. StandardOperatingProceduresReferenceTables ............................................. 55
17. ForecastandProcureCommodities ................................................................... 58
18. MonitoringCommodityConditionsandLevels .................................................. 60
19. IndentCommodities ........................................................................................... 65
20. ReceiveandStoreCommodities ......................................................................... 68
21. IssueandDispenseCommodities ....................................................................... 72
22. DistributeCommodities(PackagingandTransportation) ................................... 75
Section 3: SOP for HIV Test Kits and Other Cold Chain Commodities
23. SOPforHIVTestKitsFlowProcess ..................................................................... 79
Tableof Contents
24. StandardOperatingProcedures ......................................................................... 80
25. StandardOperatingProceduresReferenceTables ............................................. 81
26. ForecastandProcureCommodities ................................................................... 84
27. MonitoringCommodityConditionsandLevels .................................................. 86
28. IndentCommodities ........................................................................................... 90
29. ReceiveandStoreCommodities ......................................................................... 93
30. IssueandDispenseCommodities ....................................................................... 97
31. DistributeCommodities(PackagingandTransportation) ................................. 100
AnnexuresI. ColdChainManagementforHIVTestKits ........................................................ 107
II. Indent Form ...................................................................................................... 115
Indent Form Job Aid ......................................................................................... 116
III. IssueandReceiveForm .................................................................................... 118
IssueandReceiveFormJobAid ....................................................................... 119
IV. BinCard ............................................................................................................ 120
BinCardJobAid ................................................................................................ 121
V. StockRegister ................................................................................................... 122
StockRegisterJobAid ....................................................................................... 123
VI. RTDForm .......................................................................................................... 124
RTDFormJobAid ............................................................................................. 125
VII. GoodsReceiptNote(GRN) ............................................................................... 126
GRNJobAid ...................................................................................................... 127
VIII. DDRForm ......................................................................................................... 128
DDRFormJobAid ............................................................................................. 130
IX. Monthly/QuarterlyStockReport(MSP/QSP) ................................................... 131
Monthly/QuarterlyStockReport(MSP/QSP)JobAid ....................................... 132
References ........................................................................................................ 133
Tableof Contents
SOP for Supply Chain Management under NACP 1
Indiaiscommittedto‘EndingtheAIDS’epidemicasapublichealththreatby2030inlinewithSustainableDevelopmentGoals(SDG).Aswemoveforward,wewillcontinuetoensurethatallpeoplelivingwithHIV, and those at risk, receive a comprehensive package of life-saving services for HIV prevention,testing,treatmentandcare.
AcrossNACO&SACS,SupplyChainManagement (SCM)ofHIV/AIDScommodities involvesaseriesofactivitiestoensureacontinuoussupplyofproductsfromthepointofmanufacturetothepointofcare.Thesupplychainfunctionprovidesprogrammemanagerswithdatatohelpdefinetheproductsrequired.Thedatahelps themoperateefficientlywithin thesystemandplan theavailabilityof theproductswith efficient deliveries in relation toquality, quantity andtime. In termsof supply chainmanagement, a greater integration within the health care system is proposed in the way ahead.Procurementand supply chainmanagement isoneof thecriticalenablers inNationalAIDSControlProgramme(NACP)alsoandcentraltoensuringcontinuous,uninterruptedsupplyofcommodities.Thelackofawell-functioningSCMisathreattotheimplementationofpreventionprogramme,deliveryofHIVtestingservices,andtreatment,careandsupportforHIV.
This document shall guide our joint efforts in the next coming years to fast-track organisation’scapacitytobettermanageHIV/AIDSsupplychaininIndia.TheimplementationoftheseSOPswillbeacomprehensiveelevationofprocurementandsupplychainfunctionandneedstobeusedasareferenceateveryleveltoaccelerateeffortstoendAIDSandhelpusrealiseourplannedoutcomes.TheNationalAIDSControlOrganizationremainscommittedtoassistallstakeholderswiththeimplementationofthisSOPtogarneroptimaloutcomesineachspecificsetting.
IhopetheSOPsforHIV/AIDSSupplyChainManagementwillbehelpfultoallthosewhoareinvolvedinthefieldofpolicy,administration,planning,management&researchofhealthservicesandensuretimelyserviceprovisiontoclients.
Datedthe30thSeptember,2020
Message
SOP for Supply Chain Management under NACP 3
ItgivesmeimmensepleasuretopresenttheStandardOperatingProceduresforHIV/AIDSSupplyChainManagement.TheSOPrepresentthecollaborativeeffortofNationalAIDSControlOrganization(NACO)employeesespeciallyfromCSTandBSDivisionandStateAIDSControlSocieties(SACS)fromacrossthecountry,workinginpartnershipwithPlanIndiaontheSCMProject.
The objective of this Standard Operating Procedures is to improve the management of HIV/AIDScommoditiesatalllevelsofthesupplychain.Theinstructionsandjobaidsaredesignedtoguidetheworkofthosemanagingthesupplychain.TheSOPseekstobuildindividualandorganizationalcapacityandcapabilityofallinvolvedinsupplychainsystemmanagementacrossthecountry.
ThestepsoutlinedinStandardOperatingProceduresrepresentthecompletecommoditysupplychaincycle—fromindenttoissue.Totrackthemovementofcommoditiesandinformstandardinventorycontrol and levelmanagement, logisticsmanagement information system (LMIS) formsareutilized.These forms capture essential data for decision-making which is used to not only guide standardindenting, but also strategic forecasting and procurement. Further, each step builds on the bestpracticesforstoragetopreventdamage,wastage,ortheft.Finally,atthecoreofthisStandardOperatingProceduresistheobjectivetobuildingthecapacityofthoseinvolvedinsupplychainmanagement.ByprovidingSACSpersonnelwiththeknowledgeandskillsneededtounderstandwhyandcompetentlyapplythisSOP,wewillbeabletoensureaconstantandsufficientflowoflife-savingcommoditiestoour client.
NationalAIDSControlOrganization(NACO),MinistryofHealthFamilyWelfare(MoHFW),Govt.ofIndiahasfullycommitteditselftoprovideallsupporttoSACS instrengtheningtheHIV/AIDSsupplychainsystemacrossthecountry.TheinitiativeofthiseffortistoimprovetheavailabilityofcommoditiesateachlevelwithintheARTCandICTCssystemandmakesurethatthesupplyofcommoditiescontinuesuninterrupted.
IamsurethattheseSOPswillgoalongwayinimprovingSupplyChainManagementofcommunitiesintheCountry.
Message
SOP for Supply Chain Management under NACP 5
Foreword
NationalAIDSControlOrganizationenvisionstopreventandcontrolHIVinfectionsinordertoeliminateAIDSby2030andalsowhereeverypersonlivingwithHIVhasaccesstoqualitycareandthesupportthroughcenterssetupinthecountrytodeliverservicesforthepurpose.
Toachieveuninterrupted supplies, servicesand commoditiesdeliveryat righttimeat rightplace isofutmost importance.TheStandardOperatingProcedures (SOPs) forSupplyChainManagementofHIV/AIDScommoditieshavebeendesignedconsideringthechangesinapproachandstrategyadoptedforsupplychainmanagementofARVdrugsoverlastfewyears.Thedevelopmentoftheoperationalprocedureshasbeendoneafterawideconsultativeprocessinvolvingexpertsandstakeholdersfrompartnerorganizations.
TheseSOPswillserveasaguidingtooltoallthefieldstaffandserviceproviderstomanagethesupplychainofHIV/AIDSdrugs/kitsandotherlogisticsinaneffectiveandefficientmanner.UsersoftheSOPsare encouraged to share the lessons learned during the application of the procedures for possibleincorporation into future revisions of the document. Finally, while the SOPs reflect usual practice,therewillbecircumstances fromtimetotimethatmayrequireanadaptiveresponsebasedontheprofessionaljudgementofthefieldstaffanddecisionmakers.
NACOwouldliketoacknowledgethetechnicalsupportprovidedbythePlanSCMProjectteamalongwithSub-RecipientpartnersandofficialsofCSTandotherDivisionsofNACOandI/cofARTCentresandSACSofficerswhoenrichedthecontentsoftheSOPsatthedesignworkshopwiththeirfield-basedinputs.
IhopethattheStandardOperatingProceduresfor‘SupplyChainManagementofARVsandHIVTestingKits’willprovetobeavaluabletoolinfacilitatingworkofallconcerned.
SOP for Supply Chain Management under NACP 7
Foreword
IndiaisasignatorywithfullcommitmenttowardstheglobalvisiontoendAIDSasapublichealththreatby2030.ScalinguptoHIVcounsellingandtestingservices,whileensuringprivacyandconfidentiality,hasbeenasintegralcomponentofNACPandremainsthegatewaytoHIVprevention,treatment,careandothersupportservices.
AssessingthesupplychainofARVmedicinesandHIVtestkitsisindispensabletoimproveaccessandthus provide quality services. The Standard Operating Procedures to ensure effective supply chainmanagementofHIV/AIDScommoditiesprovidingspecificrecommendationandguidancewillensurequalityservicesbeingdeliveredtopublicandprivatesector,andtomovetheseservicestobeclosertothecommunitylivingwithHIV/AIDS.
Incomplete and erroneous data records, stock-outs, interrupted reports, inaccurate inventory andwastage ratesare indicators fordefective supply chainmanagementofHIV/AIDS commodities. It isimperative to improve thestorageanddistributioncapabilitiesofStates/UTs.ThenewSOPsaim toensureuniformstandardizedprocessimplementationinthecounsellingandtestingcentersacrossthecountry.
ItisnoteworthythatcomprehensiveSOPsforsupplychainmanagementofHIVtestingcommoditieshascomethroughwiththecoordinatedandconcertedeffortsofvariousindividuals,teams,organizationsand professional bodies to ensure last mile delivery of HIV testing kits under optimal cold chainconditions.
ItakethisopportunitytoacknowledgethecontributionmadebythetechnicalwritinggroupofPlanSCMProjectteam,BSDNACOteamandtheJointDirectors/DeputyDirectors/inchargeofICTCinSACSforprovidingtheirinvaluablesupportandinputsindevelopingtheseStandardOperatingProcedures(SOPs)envisionedtofurtherenhanceandimprovetheHIVCounselingandtestingservices.
SOP for Supply Chain Management under NACP8
SOP for Supply Chain Management under NACP 9
Foreword
TheHIV/AIDSepidemicpreventionandcontrolhasbeenapriorityinIndiaandacrosstheworldoverthepastdecade.InIndia,especiallywehavesystematicallyimplementedprogressivestrategiestomeetvariouschallengesincontrollingtheepidemic.AsIndiamovestowardstheachievementofultimategoalof“EndingtheAIDS”,uninterruptedsupplyofall theNACPcommoditiesrelatedtoprevention,testingandtreatmenttotheenduserbecomesacommonobjectiveforallthedivisionsofNationalAIDSControlOrganization.
NACO,inafirstofitskindinitiativeinIndia’spublichealth,decidedtostreamlineNACPSupplyChainthrough GFATM Supply Chain Management Project. Under the SCM Project, Standard OperatingProcedure (SOPs) for Supply Chain Management of National AIDS Control Programme have beendeveloped.IampleasedtoconveythatthedevelopedSOPsareeasytoimplementatSACSandfacilitieslevelforallcommoditiesunderNACP.TheseSOPshaveoutlinedthedetailedinstructionsonhowtoperformtaskssothatSACSstaffcompletesthemcorrectlyandconsistently.IthasquickreferencestotheroleandresponsibilitiesofeachpersoninvolvedinSCMoperationsatSACSandfacilitylevelandwouldassisttheminmanagingtheirsuppliesandavoidstock-outsandoverstock.TheseSOPswillalsohelp tocustomizestrengtheningthee-LogisticsManagement InformationSystemcurrentlyused forNACPprogrammestostandardizetherecordingandreportingforinformeddecision.
TheimplementationoftheseSOPsatgroundlevelwouldchangethelandscapeofHIV/AIDSpreventionandcontrol in India. Itwouldensure that theprogrammeofficialsareable toconcentratemoreonprogramimplementationandutilizetheirexpertiseinprovidingoptimalmanagementforgreatimpactofindividualprogramsunderNACP.
I take this opportunity to congratulate Plan International (India Chapter) SCM project team fordevelopingauser friendly andhandymanualwhichwill behelpful tooneandall inmanaging thesupply chain ofNACP commodities and recommend careful reading and frequent reference to thismanualforoneandall.
SOP for Supply Chain Management under NACP 11
ThisSOP,developedfortheHIV/AIDSSupplyChainManagement,isdedicatedtothepeopleofthecountrylivingwithHIV/AIDSandtothemanyindividualsfromcommunities,non-governmentalorganizations(NGOs),NationalAIDSControlOrganisation(NACO),andStateAIDSControlSocieties(SACS)andotherorganizationswho have consistently worked hard for access to antiretroviral drugs (ARV), HIV Testing Kits and othercommoditiesrequiredtoprovideHIV/AIDSservices.
SincerethanksgotoDr.NareshGoel-DDG(CST),Dr.A.K.Puri-DDG(BSD),Dr.ShobiniRajan-ADG(SIM),Ms.AlkaAhuja -DS (Procurement),Dr.ChinmoyeeDas -DeputyDirector (CST),Dr.S.P.Bhavsar - DeputyDirector,(BSD),Dr.BhawaniSingh-DeputyDirector(TI),Dr.ManinderKaur-NationalConsultant(CST),Dr.SudhaGoel-NationalConsultant(BSD),Mr.BijoAbraham-AssociateConsultant(CST),formerconsultantsDr.ManishBamrotiya-NationalConsultant(CST),Dr.SumanSingh-Consultant(CST),Dr.NehaGarg-AssociateConsultant(CST),Dr.VishalYadav-AssociateConsultant(BSD)andSACSofficialfromvariousstatesfortheirthoroughtechnicalsupport,reviewsandhelpfulsuggestions.Additionally,effortsofallRegionalSupplyChainManagersofSCMprojectandMr.VivekKumar,ProjectCoordinator(SCM)arewellappreciated.
SpecialthankstoMr.TauqueerAhmad,DeputyProjectDirector(SCM)forhisextensivetimetodeveloptheStandardOperatingProcedures(SOPs)ontheProject.WewouldalsoliketothankMs.TeenaKunwar,ProgramManager(SCM)andMs.RadhikaSingh,ProjectManager(SCM)fortheirinputsandreviewofSOP.
The development of these SOPs would not have been possible without the lessons drawn from variousresourceslikeWHOandUSAID|DELIVERPROJECT’sexperienceinmanagingHIV/AIDSsupplychains.
Acknowledgement
SOP for Supply Chain Management under NACP12
3PL 3rdPartyLogistics
AD AssistantDirector
AIDS AcquiredImmuneDeficiencySyndrome
AMC AverageMonthlyConsumption
APD AdditionalProjectDirector
ART AntiretroviralTherapy
ARTC AntiretroviralTherapyCentre
ARV Antiretroviral
BC BinCard
BSD BasicServicesDivision
CAC ConsigneeAcceptanceCertificate
CMSS CentralMedicalServicesSociety
CoA CertificateofAnalysis
CRC ConsigneeReceiptCertificate
CST Care,Support&Treatment
DD DeputyDirector
DDR DailyDispensingRegister
DAPCU DistrictAIDSPreventionandControlUnit
DDG DeputyDirectorGeneral
DPM DistrictProgramManager
DPO DistrictProgramOfficer
FEFO FirstExpiryFirstOut
FICTC FacilityIntegratedCounsellingandTestingCentre
eLMIS electronicsLogisticsManagementInformationSystem
EOP EmergencyOrderPoint
GFATM GlobalFundtoFightAIDS,TuberculosisandMalaria
GoI GovernmentofIndia
HMIS HealthManagementInformationSystem
HIV HumanImmunodeficiencyVirus
ICTC IntegratedCounsellingandTestingCentre
IEC InformationEducation&Communication
IMS InventoryManagementSystem
Abbreviations
SOP for Supply Chain Management under NACP 13
IR IssuesandReceive
IT InformationTechnology
JD JointDirector
LAC LinkARTCenter
LMIS LogisticsManagementInformationSystem
LoA LetterofAcceptance
M&E Monitoring&Evaluation
MIS ManagementInformationSystem
MO MedicalOfficer
MoS MonthsofStock
MoHFW MinistryofHealthandFamilyWelfare
NACO NationalAIDSControlOrganisation
NACP NationalAIDSControlProgramme
NSP NationalStrategicPlan
OST OpioidSubstitutionTherapy
PD ProjectDirector
PDCA PlanDoCheckAct
PLHIV PeopleLivingwithHIV/AIDS
PM ProgramManager
PO PurchaseOrder
PR PrincipalRecipient
PQS Performance,QualityandSafety
QA QualityAssurance
RACI Responsible,Accountable,Consulted,Informed
RITES RailIndiaTechnicalandEconomicServices
RPR RapidPlasmaReagin
RTD Return,TransferandDiscard
RTI ReproductiveTractInfection
SACS StateAIDSControlSociety
SCM SupplyChainManagement
SCMP SupplyChainManagementProject
SDP ServiceDeliveryPoint
SoH StockOnHand
SOP StandardOperatingProcedure
SR SubRecipient
STI SexuallyTransmittedInfection
STN StockTransferNote
TRG TechnicalResourceGroup
WIC Walk-in-Cooler
SOP for Supply Chain Management under NACP14
• Average Monthly Consumption:Theaverageofthequantitiesdispensedtousersorpatientsinthemostrecentthreemonthsorsixmonths
• Clients, Patients and Beneficiaries:Thepeoplewhoreceiveorusesupplies.
• Commodity / Product / Supplies / Goods:Allitemsthatflowthroughthelogisticssystem.
• Continuous review system:Aninventorycontrolsystemwherestocklevelsarereviewedeachtimestockisissued.Ifthestocklevelisat,orhasfallenbelow,theminimumstocklevel,enoughstockisorderedtobringthelevelsuptothemaximumstocklevel.
• Consumption, Dispensed, Dispensed-To-User, Usage Data:Dataonthequantityofgoodsactuallygiventoorusedbyclients.
• Emergency Order Point:Thelevelofstockthattriggersanemergencyindent; itcanbereachedatanypoint.TheEOPmustbelowerthantheminimumlevel.
• Forced-Indenting System:Aninventorycontrolsystemwherefacilitiesalwaysrestockallcommoditiestothepre-setmaximumlevelattheendofeveryreviewperiodnomatterhowmuchorlittleisinstock.
• Inventory Control System:Astockcontrolsystemthatinformsthestorekeeperwhentoindentorissue;howmuch to indentor issue;andhowtomaintainanappropriate stock levelofallproducts toavoidshortagesandoversupply.
• Issues Data:Informationaboutthequantityofgoodsmovedfromonestoragefacilitytoanother(eitherbetweenlevelsorwithinafacility).
• Lead Time:Timebetweenwhenproductsareorderedandwhentheyarereceivedandavailableforuse.
• Max Level of Stock: The level of stock above which inventory levels should not rise, under normalconditions.Themaxstocklevelissetasanumberofmonthsofstock(forexample,themaxlevelmaybesetatfourmonthsofstock).
• Min Level of Stock:Thelowestlevelofstockthatafacilityshouldhaveinthestoreorwarehouse.Theminstocklevelissetasanumberofmonthsofstock(forexample,theminlevelmaybesetattwomonthsofstock).Ifstockreachestheminlevel,anindentshouldbeplacedtoreplenishinventory.
• Safety Stock/ Buffer Stock / Cushion Stock:Quantitiesheldtocoveruncertaintiesindemandandsupply.Clients demand has inherent variability and may be compounded by unanticipated demand. Supplyuncertaintymay include constraints or delays stemming from the supplier,manufacturer or source ofsupply,aswellastransportationleadtimevariability.
• Months of Stock:Thenumberofmonthsofstockindicateshowlongsupplieswilllast.
• Pipeline: Theentirechainofphysical storage facilitiesand transportation links throughwhich suppliesmovefromthemanufacturertotheuser,includingportfacilities,centralwarehouse,regionalwarehouses,districtwarehouses,allSDPs,andtransportvehicles.
• Pull System:Anindentingsystemwherethesupplychainworkerswhoreceivethesuppliescalculatethequantitiesofsuppliesrequired.
• Push System:Anindentingsystemwherethesupplychainworkerswhoissuethesuppliescalculatethequantitiesofsuppliesrequired.
• Informed Push System:Asystemwherethesupplychainworkerswhoissuethesuppliesbasedonrealtime information through eLMIS system calculating the quantities based on consumption and currentstockonhand.
Glossary
SOP for Supply Chain Management under NACP 15
• Physical Inventory Count:Aprocesswhereactualstockonhandforeachcommodityiscomparedwiththeamountrecordedonthestockcard.
• Review Period:Timebetweenroutineassessmentswheresomeoneexaminesstocklevelstodetermineifanindentshouldbeplacedoranissueofresupplymade.
• Service Delivery Point:Anyfacilitywhereclientsreceivesupplies.
• Shelf Life:Lengthoftimeaproductmaybestoredwithoutaffectingtheusabilityandsafetyoftheitem.
• Stock on Hand:Quantitiesofusablestock.(Itemsthatareunusablearenotconsideredpartofstockonhand.Theyareconsideredlossestothesystem.)
• Supplies, Commodities, Goods, Products, and Stock:Allitemsthatflowthroughthesupplychain.
• Visual Inspection: Process of examining products and their packaging by eye to look for problems inproductquality.
• Cold chain: The system consisting of peoplemanaging a series of storage and transport steps,whichall require specialized equipment, procedures, and information, intended to keep products within anacceptablepredefinedtemperaturerangeuntiltheyareused,typically+2°Cto+8°C
• Cold chain capacity requirements:Thetemperature-controlledspaceneededatastoreorservice-deliverypointtostoreortransportproducts.
• Cold chain equipment: Equipment used to store and transport temperature-sensitive products at thepropertemperatureduringeachstageofthesupplychain.
• Coolant-pack:Apurposelydesignedleak-proofcontainer,typicallycomplyingwithperformance,qualityandsafety(PQS)specificationfilledwithtapwaterorwithanotherphase-changematerial.
• Domestic refrigerator or freezer: A refrigerator or freezer that is not WHO PQS-prequalified forpharmaceuticalstorage.
• Passive container:Acontainerthatmaintainsatemperature-controlledenvironmentinsideaninsulatedenclosure,generallywithoutthermostaticregulation,usingfrozen,conditioned,cool,orwarmcoolant-packs.
• Primary container:Vial,ampoule,prefilleddevice,plasticdispenser,ortubecontainingvaccineordiluent.
• Refrigerated vehicle: A road transport vehicle such as a van, truck or semi-trailer whose isolated,thermostaticallycontrolledcargocompartmentismaintainedatatemperaturedifferent
• Secondary packaging:Packagingthatholdstheprimarycontainer(s)(e.g.cartonscontainingoneormorevialsorprefilledsyringes).
• Shelf volume:Theaggregatedvolumeofalldesignatedequipmentbaskets, shelvesorpalletbays inamodelofcoldchainequipment.Thisvolumeincludesonlyareaswhereproductscanbestoredsafely.
• Storage temperature:Thetemperaturerangeforproductstorageasstatedbythemanufacturerontheprimarycontainerlabelandthepackageinsertandwithintheregulatoryfilingsfortheproduct.
• Temperature-controlled:Maintainedatatemperaturedifferentfromthatofthesurroundingenvironmentandwithinprecisepredefinedlimitsthrougheitheractiveorpassivemeans.
• Tertiary packaging:Thepackorcartonthatcontainsanumberofsecondarycartons;usuallyconstructedofcorrugatedfiberboard.
• Product storage volume:Themaximumvolumeofproductthatwillbestoredatastoreorservice-deliverypoint;includesthevolumepersupplyintervalaswellasthevolumeofthesafetystock.
• Product volume per supply interval:Thevolumeofproduct that isdeliveredat thebeginningofeachsupplyinterval,whichisbasedontheannualneedandthenumberofsupplyintervalsperyear.
• Walk-in cold room:Arefrigeratedenclosureaccessibleviaatleastonedoorandlargeenoughforapersontoenter.Itisdesignedtomaintainthepartsoftheroomdesignatedforstorageatatemperaturebetween+2°Cand+8°C.Usedforbulkstorageoflargevolumesusuallyatnationalandsubnationallevels.
• Water-pack: A coolant-pack, typically complyingwith PQS specificationPQS/E005/IP01, filledwith tapwater.
SOP for Supply Chain Management under NACP16
Allsupplychainsystemsshouldbemanagedthroughthelensofcontinuousimprovement.Theenvironmentinwhichsupplychainsystemsoperateisdynamic,asnewproductsareadded,healthpoliciesareamended,andthesystemsthemselvesmatureandevolve.Becauseofthischanginglandscape,itisimportantthatpharmacists,logisticiansandsupplychainmanagersrecognizethatsystemswillneedtoadapttonewenvironmentsandcircumstances.
After designing and implementation of a supply chain system for ARV drugs, HIV Testing Kits and othercommodities under NACP, supply chain managers will need to monitor lead times, stockout frequency,reporting levels, supervision,andother factors tounderstandhowwell thesystem is functioning. In somecases,improvementscanbemadeimmediately,suchasaddingtransportresources,providingadditionalon-the-jobtraining,orincreasingsupervision.Systemdesignerswillalwaysfindwaystoimprovethesystem.Somesolutionswillbeeasy,whilesomewillbemoreextensive,butthegoalistodiscoverwaystoultimatelyservetheclientbettertoensureproductavailabilitywheneverandwhereverclientsneedthem.Managersshoulduseallsourcesof information(reports,wordofmouth,andothers)tocontinually improvethesystemandintegratethechangesinthenextversionofthisSOP.
Securingadependable,regularsupplyofARVdrugsorHIVtestskitsoranyothercommoditiesunderNACPat service delivery points (facilities) are critical to the success of ART programmes and HIV Testing. AnyinterruptioninthesupplychainwillpreventdiagnosisofnewclientsorendangerthelivesofclientsalreadyonARV treatmentbecauseof the riskofdiscontinuationof treatmentordevelopmentofdrug resistance.Frequentinterruptionswillcompromisethesuccessoftheprogramme.
DOCHECKACT
PLAN
PlanyourSCM activitieslikedistributionofARVDrugsasper inventorylevel Example:DistributionPlanbasedonconsumptionandinventorylevel
Executionofdistributionplanincludingrouting
Example:PreparationofSTN/Issue
Vouchers,Picking,Packingandmodeof
transport
Adjustthedistribution,planconsideringtheleadtime,stockout,overstockingandserviceleveloftransportation Example:Optimizeroutingtominimizeleadtimeandconsideringthestockoutandoverstock
Checkthedistribution,completionwithfacilities
and according to estimateddeliverytime
Example:Confirmationofreceivingfromfacilities
andcheckingtheserviceleveloftransporter.
1 Introduction of “Plan, Do, Check and Act”
SOP for Supply Chain Management under NACP 17
TheseStandard Operating Procedures (SOPs)areintendedtosimplifyandstandardizetheworkrequiredforthesupplychainmanagementofHIV/AIDSessentialmedicinesandcommoditiesincludingcoldchainitems.
TheseSOPsfocusonARVDrugs,HIVTestingKitsandothercommoditiesunderNACPbutarenotlimitedtothesecommodities.Thestepbystepprocesscapturedforcoldchain(HIVKits)andnon-coldchain(ARVDrugs)isapplicabletoallactivitiesinsupplychainforallcentrallyprocureditemsofNACO.Dependingonthetypeofcommodityi.e.coldchainornon-coldchaintheSCMpersonnelmayrefertorespectivesectionsforSCMoperationsofcommoditiesotherthanARVdrugsandHIVKits.
Purpose of Standard Operating Procedures2
SOP for Supply Chain Management under NACP18
ThisSOPforHIV/AIDSessentialmedicinesandcommoditieswillbeexpectedto:
• Enhancethequalityoftheservicesprovidedbythehealthfacilitiesetc.;
• Promoteuniformityintheservicesprovidedacrossthecountry;
• EliminateoperationalerrorsinHIV/AIDScaredeliveryservices;
• DeveloptheSCMstaffcapacityandenhancetheirskillsforbetterperformance.
ThedocumentservesasareferenceforhealthprovidersandmanagersdispensingandmanagingHIV/AIDScommoditiesatalllevelswithinthepublichealthcaresystem,guidingthecompletionofthefollowingtasks:
ThisSOPdocumentprovidesstep-by-stepinstructionsonhowtocarryouteachoftheseprocesses.Consistentresultswilloccuraslongaseveryonefollowsthesteps.Inthisway,theSACScanmaintainsufficientcommoditysupplybymanagingcommoditieseffectivelyandpreventingoverstockandstock-outs.
ForecastandProcureCommodities
MonitorCommodityConditionsandLevels
IndentCommodities
ReceiveandStoreCommodities
IssueCommodities
DistributeCommodities
1
2
3
4
5
6
Overview ofSupply Chain Management
SOP for Supply Chain Management under NACP20
Improvinghealthstatusrequirestheimplementationofcoordinatedandevidence-basedhealthcarepractices.Awell-functioningsupplychainisoneoftheseessentialpractices.Thegoalofrobustsupplychainsystemistoensurethateveryclienthascommoditysecuritywhichincreasethetrustinthesystem.Commoditysecurityexistswheneveryclientisabletoobtainandusequalityessentialhealthsupplieswheneverheorsheneedsthem.Arobustandefficientsupplychainiscriticaltoensuringcommoditysecurity.Supplychainsensurethatthe right commoditiesare selectedbasedonclientneeds; thatappropriatequantitiesof commoditiesareforecastedandprocured;andthattheseproducts,onceprocured,aredistributedtoservicedeliverypointsacrossthecountry.Theseactionsaresupportedthroughfinancing,policiesandcommitment.
Effective supply chainsnotonlyhelp ensure commodity security, they alsohelpdetermine the successorfailureofanypublichealthprogramme.Bothinbusinessandinthepublicsector,decision-makersincreasinglydirecttheirattentionto improvingsupplychains,becausesupplychain improvementsbring importantandquantifiablebenefits.Well-functioningsupplychainsbenefitpublichealthprogrammesby…
Ifaclientarrivesatafacilitytofindthattheneededcommoditiesare“stockedout”,sheorheislesslikelytomakeareturntripforthecommodity,whichmayresultinillnessorevendeath.Clientsalsobegintolosetrustinthehealthsystemwhenproductsareconsistentlystockedout;thisoftenresultsinthemgivinguptheuseofcommoditiesaltogether.Whenhealthfacilitieshaveareliablesupplyofcommodities,clientsaremorelikelytousethemasprescribed.Thus,supplychainactivitiesfacilitatecontinuousavailabilityofARVDrugs,HIVTestingKitsandothercommoditiesunderNACPsoeachclientcanaccessneededhealthcommodities.
Increasingprogramimpact
Enhancingqualityofcare
Improvingcosteffectivenessandefficiency
Objective of Supply Chain Management3
SOP for Supply Chain Management under NACP 21
Definition of Supply Chain: A supply chain is the process ofmoving goods from the point of origin, ormanufacturer, to the point ofconsumption,oraservicedeliverypoint.Asmentioned,aproperlyfunctioningsupplychainisacriticalpartofensuringaccesstoARVDrugs,HIVTestingKitsandothercommoditiesunderNACP.ThegoalofHIV/AIDSsupplychainisnotlimitedtothe“deliveryrole”;supplychainensuresanenvironmentwherequalitycommodities,ARVDrugs,HIVTestingKitsandothercommoditiesunderNACPareeasilyaccessibletoeveryclientwhoneedsthem.
The Seven Rights of SCM:Foranysupplychaintoensurecommoditysecurityandserveclients,itmustachievetheSevenRights.Thismeansthatinahealthcommoditysupplychain...
• The right goods are the health commodities that are needed to serve the clients, in the appropriatepreparation,dosage,andpackaging.
Thesegoodsareavailable...
• Intherightquantitiestomeetthedemandwithoutoverstockingbutavoidingstockouts.
• Intherightconditionwherecommoditiesandtheirpackagingarenotdamaged,thereissufficientshelflifetoensuretheywillbeusedbeforeexpiryandmaintaining2-8oCtemperatureforstorageofHIVtestingkits.
Andthesegoodsaredelivered...
• Totherightplace–commoditiesaredeliveredtotheirintendeddestination.
• Attherighttime–commoditiesaredeliveredwhentheyareneededtomaintainappropriatestocklevels.
• Fortherightcost–notonlyarethemostcost-effectivecommoditiesdelivered,butalsothecostsassociatedwiththeirdeliveryarereasonableandcost-effective.
• Totherightclient
IfSACSsupplychainsprovidereliablesupplyofcommodities,morepeopleare likelytousetheseservices.Clientswillfeelmoreconfidentabouthealthserviceswhentheyhaveaconstantsupplyofcommodities—itmotivatesthemtoseekandusetheseservices.Finally,effectivesupplychainscontributeto improvedcosteffectivenessandcanstretchlimitedresources.Strengtheningandmaintainingasupplychainisaninvestmentthatpaysoffinthreewaysasit:
• Reduceslossofcommoditiesduetooverstock,waste,expiry,damage,pilferage,andinefficiency;
• Protectsothermajorhealthprogrammeinvestments;
• Maximizesthepotentialforprogrammeresourcerecovery.
Introduction to Supply Chain Management 4
SOP for Supply Chain Management under NACP22
The Supply Chain Cycle:Supplychainmanagement includesanumberofactivitiesthatsupporttheSevenRights.TheSupplyChainCycleillustratestheseactivitiesandtheirrelationship.
TheSupplyChainCycle is circularaseachactivity i.e. servingclients,product selection,quantificationandprocurement,andinventorymanagement,dependsonandisaffectedbytheotheractivities
EachcomponentoftheSupplyChainCycleisdefinedasfollows:
• Serving Customers/clients:whethertheyarecouples,motherorchildrenprescribed/dispenseARVDrugsoranyothercommoditiesunderNACP,understandingclientdemandsorneedsisessential.
• Product selection:commoditiesandotherhealthproducts(includingARVDrugs,HIVTestingKitsandothercommoditiesunderNACP)neededtoaddresshealthissuesmustbeselected.Theyareselectedbasedonstandardtreatmentguidelinesdeveloped by national formulary and therapeutics committees, pharmaceuticalboards,andothergovernment-appointedTechnicalResourceGroups(TRG).
• Quantification: once commodities are selected, the quantities needed in the short and long-termaredeterminedthroughquantification.Quantificationistheprocessofestimatingthequantityandcostoftheproductsrequiredtoensureanuninterruptedsupply,determiningwhentheproductsshouldbeprocuredanddistributedusingasupplyplan.
• Procurement: After a supply plan has been developed as part of the quantification process, productsmustbeprocured.Healthsystemsandprogrammesshouldbestrategicabouttheirprocurementactivities,whichshouldbecarefullyresearched,planned,andmonitored,allthewhileabidingbytheapplicablerulesandregulations.Thiswillenabletheprocurementtobecarriedoutinatimelymanner,accordingtoanopen,fair,andcompetitiveprocessandtoultimatelysupplyquality-assuredproductsforthebestvalue.
Figure 1:SupplyChainCycle(AdaptedfromUSAIDDELIVER2011)
If there are No commodities,
then there is No service!
SOP for Supply Chain Management under NACP 23
• Inventory management:Inventoryplaysakeyroleinmeetingtheobjectivesofthesupplychain,anditistheresponsibilityofthesupplychainmanagertoensurethatinventorypoliciesareinplacetosupporttheorganization’smission,goals,andobjectivesrelatedtohealth.Thedecisiontoholdinventoryprovidesorganizationswith ameans to balance supply and demand. A cohesive inventory strategywill definepoliciesthatdeterminewhichproductstoholdininventory,howmuchinventorytohold,andwheretoholdthem,andensuresthatinventorymanagementdecisionsaredocumentedandappliedconsistentlyacrossthesystemorprogrammeorfacility.
• Warehousing, Storage and Distribution: After an item has been procured, its physical management,throughvariouslevelsofanin-countrysupplychain,mustbecarriedoutinastructuredwaytoensurethatitwillbeprotectedfromharmfulenvironmentalconditionsorhandlingandisavailable,accessible,andingoodconditionwhileposingnoriskofinjurytoworkers.Tomeettheserequirementsacombinationof interventions requiringbothphysical infrastructureand structuredproceduresmustbemaintained.Warehousingalsoensuresthatthestocksareproperlyreceived,put-away,andstockmaintainedandtheproductsarepickedanddispatchedtoservicedeliverypoints/facilities
• Quality monitoring: This function is applied throughout the entire supply chain cycle across variouscomponents.Thequalityof thecommodities themselvesand thequalityofeachsupplychainprocessmustbemonitoredforsuitability,effectiveness,andefficiency.
TheactivitiesinthecenterofthesupplychaincyclerepresentthemanagementsupportfunctionsthatinformandimpacttheotherelementsaroundtheSupplyChainCycle.
A Logistics Management Information System (LMIS) is shownat thecenterof thecycle,andweconsiderittobetheenginewhichdrivesthelogisticssystem.TheLMISisatoolforinformationandcommunicationnecessaryfordecisionswhichensureproductavailabilityandclientservice.
Finally,policyandadaptabilityarekeycomponentsofthesupplychaincycle.
• Policy: a supply chain operates within a policy environment. Different policies may affect the wholefunctioningofthelogisticssystem,orapartofthesystem.
• Adaptability:asupplychainmustbedesignedtobeflexibleandadapttoconstantlychangingcircumstancesandneeds,suchaschangesindemandforaproduct,orchangesinfundingpoliciesforlogisticsactivities.
Ultimately,theHIV/AIDSprogrammescannotfunctionwithoutacontinuousflowofARVDrugs,HIVTestingKitsandothercommoditiesunderNACP.Effectiveandefficientsupplychainmanagementcanhelptoincreasetheavailabilityofpriorityhealthcommoditiessothatpeoplehavereliableaccesstoqualityhealthcommoditieswhenevertheyneedthem,ensuringthatnoclient is turnedawaywithoutprovidingneededcommodities.TheSupplyChainCycleencompassesall theoperationalactionsnecessarytoensureuninterruptedflowofsupplies.
SOP for Supply Chain Management under NACP24
Commodities Operating StructureHIV/AIDS essential medicines and commodities supply chain comprises four/five levels. At National Levelthecommoditiesareprocuredthroughprocurementagents i.e.CMSS/RITESreceivingfundthroughannualbudgetandsupportedbyGFATM.Thedivisionsplace indentswiththeprocurementagentsCMSS/RITESasperforecastingestimationonestablishedschedulethroughvariouslotsasnotedinthediagrambelow.OncedeliveredtoCMSS/SACS,commoditiesflowdownfromthestatetoservicedeliverypoints,passingthroughtheStateStoreafterdeliveryfromsuppliers.ARTcenters,LACs,ICTCs,FICTCsserveasservicedeliverypoints.
Informationoncommodityissuesflowupfromeachleveltothelevelabove,asnotedinthediagrambelow.Ateachleveldataisaggregatedbeforemovingtotheabovelevel.Thisinformationisusedtodeterminethequantityofcommoditiestobeissued.Whencommoditiesaredelivered,thedeliveryreceiptisacknowledgedwithformalsignature.
Feedbackreportsaregeneratedcentrallyanddistributedtolowerlevelsforsupervisionandfeedbackaction.TheflowprocessforARVdrugsandHIVTestingKitsisasfollows:
HIV/AIDS Commodities Supply Chain
Figure 2:ARVDrugsandHIVTestingKits:
5
SOP for Supply Chain Management under NACP 25
Roles and Responsibilities: “Responsible, Accountable, Consulted and Informed” (RACI) Ateach level in thesupply chain, keypersonnelensures theeffectivemanagementof commodities.Everypersoninanorganizationmustunderstandtheirroleandtowhomtheyreportto.Specifically,theyneedtoknow:
• Towhomtheyreport
• Theirresponsibilitiesandexpectations,and
• Thelevelofauthorityrequiredtomakedecisions.
RACIhasbeenintroducedinthisdocumenttoclarifyrolesandresponsibilitiesincrossfunctionalprocesses.ThestructureofRACI clearly identifies the individualsor functions thatparticipate in theprocess, thekeyactivities takingplace andprimaryoutcomes. RACI acronymderived from the four potential roles that anindividualorfunctionwillplayrelativetoaspecificactivity:
R= Responsible: An ‘R’designatestheperson(s)forfunction(s)responsibleforcompletingaparticularactivityorstepintheprocess.Forexample:StoreinchargeisresponsibleforreceivingandissuingARVdrugsinSACSstore.
A= Accountable: An ‘A’designatestheperson(s)andfunction(s)ultimatelyaccountableforensuringthattheactivityiscompleted.Forexample:JDCSTisaccountableforreceivingandissuingofARVdrugsinSACSstorebystoreincharge;
C= Consulted: A ‘C’ designates the person(s) and function(s) thatmust be consulted before a decision oractivityisfinalized.Forexample:Transporterisconsultedfortype,modeandcapacityofvehicleandroutings;
I= Informed: An ‘I’designatestheperson(s)andfunction(s)thatmustbeinformedoftheresultsonceastepiscompleted.Forexample:AllARTcentersareinformedregardingthedispatchofARVdrugs.
ThefollowingRACIhasbeendevelopedtounderstandtherolesandresponsibilitiesofpersonnelateachtier(figure 2)andfunctiontoensurethatthetasksareperformedstepbystep.ARACIcharthasbeendevelopedwithclearlyarticulatedrolesandresponsibilitiesofalltiersofHIV/AIDSsupplychain.Thecharthelpstoensurethatnopartoftheworkloadisoverlooked.
Activities/Responsibilities
Responsibillity Matrix for ARV Drugs
NACO Level SACS Level ART/LAC
DDG-NACO DD-NACODS, US
ProcurementUS-Procurement
PD/APD SACS
JD CST/DD/AD
Store In charge
Nodal Officer/Medical Officer
phamacist
Forecasting A R C C C C C C C
Procurement C C A R I I I I I
Indenting A R C C A A R A R
Receiving I I I I A A R A R
Inventory Management I I I I A A R A R
Issue I I I I A A R A R
Legend Responsible Accountable Consulted InformedR A C I
SOP for Supply Chain Management under NACP26
Figure 3:RACIMatrix
When team members understand and accept the roles, responsibilities and accountabilities that havebeendesignatedwithintheteam,communicationisclearandeffective.Teammemberscansharetherightinformationwith the right people in a timelymanner. It alsomeans that teammembers can rely on oneanothertogetandgivesupport.
Activities/Responsibilities
Responsibillity Matrix for HIV Testing Kits
NACO Level SACS Level ICTC/FICTC
DDG-NACO DD NACODS, US
ProcurementUS-Procurement
PD/APD SACS
JD BS/DD/AD
Store In charge
Lab Technician Counsellor
Forecasting A R C C C C C C C
Procurement C C A R I I I I I
Indenting A R C C A A R A R
Receiving I I I I A A R A R
Inventory Management I I I I A A R A R
Issue I I I I A A R A R
Legend Responsible Accountable Consulted InformedR A C I
SOP for Supply Chain Management under NACP 27
OverviewInformationistheenginethatdrivesthesupplychainofNACOandSACS.Supplychainmanagers-DDG,PD,APD,JD,DD,store inchargeandpharmacists,collect informationtomakedecisions;betterthe informationavailable, better the decisions taken. A logisticsmanagement information system (LMIS) is the system ofrecords and reports that the supply chainworkersuse to collect, organize, andpresent supply chaindatagathered fromall levels of the system.Managers analyse gathered LMIS data tomakedecisions, improvefunctions,andcoordinatefuturesupplychainactionsinwaysthatwillultimatelyimproveclientservice.
Maintaining accurate data and records is crucial togood supply chainmanagement. At any level of thesystem,managersshouldbeabletoquicklyandeasilyreport the stock on hand for any item. In a smallwarehouse,thismaymeanwalkingtothestorageareaandreadingthenumbersfromaconvenientlylocatedstockcard.Inalargewarehouse,thismaymeanbeingabletofindthebincardquickly,ortolookupdatainrecords.Theentiretransactionshouldbeclear—whoplaced the indent and when, when the indent wasfilledandshipped,andwhentheindentwasreceived.
Logistics Management Information in NACO/SACSNACO/SACSLMISandeLMIScollectsthreeessentialdataitems.Thesedataitemsformthebasisofalldecisions.Theyare:
Data Type Definition Example
Consumption Datathatdescribesthequantitiesofproductsgiventoclients/patientfortheiruse.Consumption data can be collected from 2 sources:
1. Dispensed-to-userdatawhichisthequantityofcommoditiesadministeredtoaclient.
2. Whendispensed-to-userdataisnotavailable,issuesdatacanbeusedtodetermineconsumption.Issuesdatareferstoquantitiesofproductsthataresentfromupperlevelfacilitiestolowerlevelfacilities.
Note: “Dispensed-to-user” data is preferred over “issues” data. Dispense to user data represents actual commodities given to clients and represents real demand. Issues data is a proxy for “dispensed to user” data. However it does NOT represent actual client consumption, therefore it should be carefully labeled “issues” data if it is used as a proxy for “dispensed to user” data.
� Ifafacility“dispensestoclients”100 TLEthenthe“consumption”datais100.
� Ifafacility“issue”100 TLEtoanotherfacilitylikeARTCentersthenthe“issue”datais100 TLE
Logistics Management Information System6
SOP for Supply Chain Management under NACP28
Stock on Hand
Datathatdescribesthequantitiesofstockheldatafacility. � Ifawarehousehad1,000TLEinstorage,thenthestock on handis1,000units.
Losses and Adjustment
Datathatdescribesanyquantitiesofstockthatleavethepipelineforreasonsotherthanbeinggiventoclients:
1. Losses–thesearethequantityofstockremovedfromstockduetoexpiry,theft,damage,etc.
2. Adjustments–quantitiesofstockissuedtoorreceivedfromotherfacilitiesatthesamelevelofthepipeline.Also,adjustmentsmaybeoperationalcorrectionsmadetostock-keepingrecord.
NOTE: losses and adjustments MUST be accurately tracked. If they are reported as “consumption” then will falsely elevate consumption levels. This false level will result in excess ordering, future overages and potential expiries, and overall poor use of available budget and procurement processes.
� Ifawaterleakdamagesaboxoforalcommoditiesandtheyhavetobediscarded,thenthelossisoneboxoforalcommodities.
� Ifafacilityhas100extraTLEandtransfers/relocatestheextraTLEtoanotherfacility,thentheissuingfacilityhasanadjustmentof-100TLEandthereceivingfacilityhasanadjustmentof+100TLE.
Eachdatapointisessentialtocollectand,assuch,formsaredesignedtocapturethisinformation.
Essential data (consumption, stock on hand, and losses and adjustments) are captured in different typesofrecords.Fromasupplychainpointofview,onlythreethingscanhappentosuppliesinapipeline—theycanbestored,moved(intransit),orconsumed(used).Becausewewanttomonitorproductsatalltimesinthepipeline,weneedthreetypesofrecordstotracktheproductsandreportessentialdata items. Thesecategoriesare:
Record Type DefinitionEssential Data Captured and Reported
Example of Record
Stock-keeping � Tracksinformationaboutcommoditiesinstorage
� #stockonhandbyproduct � #oflossesbyproduct � #ofadjustmentsbyproduct
� Bincards � StockRegister � Inventorycontrolcard � Storeledger
Transaction � Tracksinformationaboutcommoditiesbeingmoved
� Donotneedtoincludeanyoftheessentialdataitemsalthoughsometimesitwillbecombinedwithatypeofreportandwillincludedatalikecurrentstockonhandorlossesandconsumptiondata
� IssueandReceive(IR)vouchers
� Packingslips � Waybills
Consumption � Tracksinformationaboutcommoditiesthatareconsumedorused
� Consumptiondata � DailyDispensingregisters
� Dispensinglogs � Tick/tallysheets � IMS
SOP for Supply Chain Management under NACP 29
NACO/SACSutilizesspecificLMISformsthatfallwithinthesecategoriestocollectessentialsupplychaindata.Theseformsare:
STANDARD OPERATING PROCEDURE – LMIS Forms
NACO/SACS LMIS collects three essential data items. These data items form the basis of all decisions. They are:
Form DescriptionFacilities Which Use this Form
Indent • UsedtoplaceindentsforHIV/AIDSessentialmedicinesandcommodities
Allfacilities
Issue and Receive (IR) Form
• Usedtoissuecommoditiesandrecordreceipt.Ittracksthemovementofcommodities–fromrequesttoissueandtoreceipt.
Allfacilities
Stock Register • Recordsdetailedinformationabouteachitem.Itisupdatedonanon-goingbasis,recordingissues,transfers,etc.
Allfacilities
Bin Card • Recordsinformationaboutasingleproductbylotnumberorbatchnumber.
• Everyiteminthatlotwillhavethesameexpirydate.
OnlyStateStores
Daily Dispensing Register (DDR)
• Recordsthequantityofeachproductreceivedbyaclient(bynameorclientnumber)andbydate.
• AttheendoftheDDR,thetotalquantitydispensedorusediscalculatedforeachproducteachdayandthenusedforreportingpurposes.
Allservingfacilities(SDPs)
Return /Transfer /Discard (RTD) Form
• Recordsitemswhicharebeingreturnedforanyreason,oraredamaged,orarebeingtransferred/relocatedtoadifferentfacility.
Allfacilities
Monthly/Quarterly Stock Report
• Recordsalldetailedinformationknownaboutacommodityinagivenlocationforagivenreportingperiod
AtStateLevel
Eachformcaptureskeysupplychaindata,asnotedbelow.Thesedataitemsformthebasisofalldecisionsandareusedtomakesupplychaindecisions,asalsonotedbelow:
Transaction
Type Purpose DataCollected DecisionsMade
Indent Form and Issue and Receive Forms (IR)
Totrackmovementofcommoditiesbetweenfacilities
• quantityofproductbeingordered/shipped/received
• authorizationtoissue • proofofissue/receipt • datesofissue/receipt • indentleadtime • locationofcommodity
• Guidereceiptandissuequalityinspections
• Confirmcommoditylevelsatanypointintime
Stock-keeping
Bin Card
StockRegister
Return/ Transfer/Discard(RTD)Form
Totrackwherecommodityisatinagivenfacilityandatwhatlevels
• commodityonhand • losses/adjustments • quantityreceived • quantityissued
• Setcommoditylevelsthatwewouldliketokeepinthestoreand indent to meet demand
• Confirmcommoditylevelsatanypointintime
• Decidehowmuchtoindent • InformFEFOdistribution/
wheretoissuecommodity
SOP for Supply Chain Management under NACP30
Consumption
Daily Dispensing Register/ IMS
Togatherdataonhowmanycommoditiesarebeingdispensed
• commodityonhand • rateofconsumptiondata
• Setcommoditylevelsthatwewouldliketokeepinthestoreand to meet demand
• Decidehowmuchtoindent • Confirmcommoditylevelsat
anypointintime
Digital LMIS (eLMIS)PreparingsummaryandfeedbackreportsiseasierandlesstimeconsumingwhentheLMISisautomated.DigitalLMISapplicationscanautomaticallypopulatereportelements,especiallyiftheeLMISisalsousedforroutineinventorycontrol,andforopeningbalance,receipts,consumption,lossesoradjustmentsthatarerecordedwitheverytransaction.Withtheclickofabutton,theeLMIScangenerateasummaryreportandarequisitionorder(indent)with suggested replenishmentquantities. It also canquickly identifymathematicalerrors,highlightmisseddeadlines,listthepercentageofexpectedreportsreceived,andsearchfordataaverages,highs,andlow.
Figure 4:IMSDashboard
Types of LMIS ReportsAnLMISalsoincludesreportswhichareusedtocommunicatesupplychainmanagementinformation(includingthethreeessentialdata items) fromone levelofthesystemtoanother.Reportsmove informationupanddownthroughthelevelofsupplychainandprovidedecision-makersatvariouslevelstherightinformation,attherighttime,intherightplace,intherightquantity,oftherightquality,andtherightcost.
Data Use: for Forecasting and ProcurementTo provide quality HIV/AIDS essential medicines and commodities, it must be well-supplied in the rightquantitiesattherighttime intherightplace.Quantification isaprocessthatestimatesthequantities and costs and delivery sources and specificationsoftheseessentialcommodities.ItlinksinformationonservicesandcommoditiesfromthefacilitylevelwithprogrammepoliciesandplansatthenationallevelandmakessurethateachfacilityhastheHIV/AIDSessentialmedicinesandcommoditiesitneedstoservetheclients.
Datamustbecollectedfromindenttoquantifyhowmuchcommoditiesareneededandwhatitwillcosttogetthosecommodities.ThisdatacomesfromLMISreportswhichcollectdataateverylevelandeveryfacility.ThismeansthatEVERYsupplychainworkeratEVERYfacilityplaysanimportantroleinensuringcommoditiesareavailableallthetime.DatacollectedonLMISreportsandthensharedusingLMISrecordsisessentialtomakingdecisions;thebetterinformationwehave,thebetterdecisionswecanmake.
SOP for Supply Chain Management under NACP 31
Overview Quantificationistheprocessofestimatingthequantitiesandcostsoftheproductsrequiredforaspecifichealthprogramme(orservice),anddeterminingwhentheproductsshouldbedeliveredtoensureanuninterruptedsupplyfortheprogramme.
Quantification is a critical supply chainmanagementactivity that links information on services andcommodities from the facility level with programmepoliciesandplansatthenationalleveltoestimatethequantitiesandcostsofthecommoditiesrequiredforaHIV/AIDShealthprogramme.
Quantificationisimportantforinformingsupplychaindecisionsonproductselection,financing,procurement,and delivery. The results of a quantification exercisehelpprogrammemanagers:
• Identifythefundingneedsandgapsforprocurementoftherequiredcommodities
• Leverage the sources, amounts, andtimingof funding commitments tomaximize theuseof availableresources
• Advocateforadditionalresources,whenneeded
• Developasupplyplantocoordinateprocurementsandshipmentdeliveryschedulestoensureacontinuoussupplyofcommoditiestoallfacilityacrossthecountry
Thequantificationprocessisnotaone-time,annualexercisebutaniterativeprocessof reviewingandupdating thequantificationdataandassumptions,andrecalculatingthetotalcommodityrequirementsandcoststoreflectactualservice delivery and consumption aswell as changes in programmepoliciesandplans.The resultsofaquantificationexercise shouldbe reviewedeverysixmonths,andmorefrequentlyforrapidlygrowingorchangingprogrammes.
The right peopleneed tobe involved in each stepof thequantificationprocess, fromdata collection andanalysistopresentingfinalresultstotheNACO/SACSandotherrelevantauthorities.Thefollowingpersonnelare usually involved in a quantification exercise: SCM managers, policymakers, programme managers,technicalexperts,procurementofficers,warehousemanagersandserviceproviders.Quantificationofhealthcommoditiesfollowsastep-by-stepapproachandisconsistoftwocomponents:
• Forecasting:thisprocessestimatesthequantityofeachcommoditythatwillbedispensedorusedduringadefinedtimeperiod(e.g.oneyear).ThisiscurrentlydonebyNACOatthenationallevelwhichisapprovedbyTRG.
• Supply planning:thisprocesscoordinatesprocurementsanddeliveryschedulesofshipmenttoensureacontinuoussupplyofcommodities.
Toproperlyforecasthowmuchofeachcommoditywillberequired,dataisneeded.
Quantification
Quantification is not a one-time annual
exercise but an iterative process which includes
reviews and updates required year-round.
7
SOP for Supply Chain Management under NACP32
Overview Once commodities are quantified and approved for indenting, they must be procured. However, theprocurementisacriticalpartofthesupplychaincycle(seefigurebelow)becauseitensuresthat:
• Correctproductsareprocured
• Productsareofgoodquality
• Valueforcostismaximized
• Supply of products is reliable and meets thedemand
• Procurement process follows the rules andregulationsofthegovernment
Only effective and rigorous procurement policies,processes, and procedures can ensure a reliableflow of commodities into the supply chain, and caneffectively respond to any contextual or operationalchangesinthesupplychain.
Theprocurement function is affectedbypreceding elementsof the supply chain cycle and the regulatorycontext.Factorsincludethecharacteristicsoftheproducts,registration,qualityandimportationrequirements,procurementrulesandregulations,andquantificationrequirements.Thesedirectlyflowintotheprocurementactivities,andneedtobereflectedinthetenderdocuments.
Specific Procurement ChallengesGiven the scope, highprofile, and valueof thepurchases, thenatureof the commodities, thenumberofstakeholders and the strict nature of public procurement procedures, challenges often arise during theprocurementprocess.Whileawiderangeof issuescanaffectprocurement, themostcommonandcriticalprocurementchallengesrevolvearoundthefollowing:
Lengthy Procurement Process and Extensive Lead Time: Eachstepoftheprocessrequiresacertainamountoftimetocomplete.Whilesomestepscanbedone inparallelandwillvaryinthetimerequired,someareoftenfixedforasetperiod,andmayrequirevalidationorconcurrenceofoneorseveralstakeholder(s).
Product Quality Assurance:Counterfeit and substandardproducts are in themarketplace, creating significantproductquality risks forthesupplysystem.Toaddressthisrisk,publicsectorprocurementprocessesandnationalregulatoryagenciesmustimplementappropriatequalityassurancemeasurestoensurethatonlygoodqualityproductsenterthesupplysystem.Procurementaddressesthisresponsibilitythroughthetechnicalspecifications, issuedinthetenderdocument,whichidentifykeyproductqualityrequirements,suchasproductcertificationrequirements,pharmacopeiastandards(whenapplicable),labelingandpackagingrequirements,shelfliferequirements,etc.
Procurement8
SOP for Supply Chain Management under NACP 33
Transparency, Equity, and Integrity throughout the Procurement Process:Theprocurementunitmustsupportanopenprocurementprocessbyconsistentlyapplyingrelevantprocurementregulations and procedures, and international best procurement practices that promote transparency andaccountability.
Projections and Estimates: Costprojectionsandleadtimeestimatesareoftendifficulttomake.Theprocurementunitshouldbeawareof themainmarket trends, although it cannot readily gather information specific to a tenderprior to thepublishingofthetenderdocumentandreceiptofthebids.
Developing the Procurement StrategyProcurementactivitiesshouldbeconductedinthecontextoftheoverallNACOhealthprogrammestrategy:
Procurement isonepieceof theSupplyChainCyclewithmany challengesand stakeholders. Tobest alignprocurement activities with the overall NACO health programme goals and supply chain strategy, theprocurementunitshouldbeawareofthefollowing:
• Programinformation:goals,targets,timelines,stakeholders
• ImportanceoftheprogrammeofNACOanditsclients
• HowprocurementactivitiesalignoperationallywithotherelementsoftheSupplyChainCycle
Note: For more information, please refer to Procurement Manual of NACO (http://naco.gov.in/sites/default/files/Procurement%20Manual%20for%20National%20AIDS%20Control%20Progrmme%20%28NACP-III%29.pdf)
SOP for Supply Chain Management under NACP34
Overview Once commodities are quantified and procured, they must be managed. Storekeepers and supply chainmanagersateach levelmonitorstock levels todeterminewhenandhowmuchofacommodity isneededwhere. Theworst thing that canhappen in ahealthfacilityistohaveastockout(i.e.yourunoutofstock).Thebestwaytoavoidastockoutinahealthfacilityistoestablishaninventorycontrolsystem.
Anautomobile fuelgauge isanexampleofa simpleinventory control system. It informs a driver of thestock level of fuel and indicates when more fuelshouldbe“refilled”.Asupplychaininventorycontrolsystemis likeafuelgaugealso inthat it informsthestorekeeper,whoislikeadriver:
• whentoindentorissue
• howmuchtoindentorissue
• howtomaintainanappropriatestocklevelofallproductstoavoidshortagesandoversupply.
Whiledriving,youmonitoryourfuelconsumptionfromtimetotimeanddecidewhentopurchasemorefuel.Byassessingthefuellevelofthetank,youcancalculatewhentorefuelandhowmuch,dependingonyourdestination(andperhapsyourbudget).Driversoftenusetheredwarningareaasanindicatorofwhentobuymore fuel. Inothercases,drivers replenishthetankonaspecificdayof theweek, regardlessof the level,addingenoughfueltoreachfull.Indecidingonanapproach,driversarechoosingaformofinventorycontrol.
ThesesameprinciplesapplytoHIV/AIDSessentialmedicinesandcommoditiessupplychains.
Max and Min LevelsInventorycontrolsystemscanbedesignedinavarietyofways.Publicsectorhealthcommoditysupplychainscommonlyuseamax-min inventorycontrolsystem.Much likethefuelgauge inanautomobile,amax-mininventorycontrolsystem isdesignedtoensurethat thequantities instock fallwithinanestablishedrangewherestocklevelsshouldalwaysremainbetweenaminimumandmaximumlevel.
• Maxlevelofstockisthelevelofstockabovewhichinventorylevelsshouldnotrise,undernormalconditions.Themaxstocklevelissetasanumberofmonthsofstock(forexample,themaxlevelmaybesetatfourmonthsofstock).Thisnumberrepresentsthenumberofmonthsofstockthatafacilityshouldhaveinthestoreinordertoserveclientsduringagivenperiod.
• Minlevelofstockisthelowestlevelofstockthatafacilityshouldhaveinthestoreorwarehouse.IdeallyafacilityneverreachesthisMinlevel,butifitdoesanordershouldbeplacedimmediately
• EmergencyOrderPoint(EOP)–thisisthelevelofstockthattriggersanimmediateemergencyorder.Itcanbereachedatanypointandmustbelowerthantheminlevelofstock.
Maxandminlevelsareexpressedintermsof“monthsofstock”. Whenyouassessstockstatus,timeisan
InventoryManagement 9
SOP for Supply Chain Management under NACP 35
essentialfactor.Forexample,astocklevelof100TLEtabletsmaybesufficienttosupplyasmallhealthfacilityi.e.ARTCforonemonthorlonger;however,inalargehospitalorwarehouse,astocklevelof100tabletsmayonlybeenoughforaweekorevenafewdays,makingthesupplydrasticallyunderstocked.It is important,therefore,toknowhowlongsupplieswilllast.
Insupplychainmanagement,yourjobistoturndataandnumbersintoinformationthatcanbeusedtomakedecisions.Inthiscase,youneedtousedatatodetermineifyouhaveenoughstocktolastuntilthenextorderisreceivedandavailablefordispensingorissuing.
Asystemshouldhavemaxandminlevelshighenoughtoavoidstockouts,yetlowenoughtonotriskoversupplywhichwouldleadtoincreasedriskofexpiryordamage.Itispossible,andactuallylikely,thatthestockbalancewill,attimes,gobelowthemin;but,ideally,itshouldnevergobelowtheemergencypoint.Thusminlevelsaresethighenoughtoensurethatthefacilitynevercompletelyrunsoutofstock.Atthesametime,maxlevelsaresetlowenoughtoensurethatspaceinthestoreroomisadequateandthatthestockdoesnotexpirebeforeitcanbeused.
Ultimately,thegoalistoavoidstockoutsofessentialhealthproducts.Moreover,thesystemshouldensurethatemergencyindentsarerarelyplaced,becausesuchindentsaretime-consumingand,generally,expensivetofill.
Please find SACS maximum levels of stock and emergency order points by facility in the “Standard Operating Procedure” section of this Guide (Table 5 at Page No. 56-57 )
Forced Indenting SystemSACSutilisesatypeofmax-minindentingsystemcalled“forcedindenting”.Withaforced-indentingsystem,amaximumlevelofstockisset.Thislevelrepresentsthemonthsofstockthatafacilityshouldhaveinthestoreinordertoserveclientsduringagivenperiod.Attheendofapre-establishedreview,orindentingperiod(e.g.1timeamonth,quarterly,bi-annually)astockassessmenttakesplace.Supplylevelsarecomparedtothemaxlevelandthesupplychainmanagerdeterminesthedifferencebetweenwhatiscurrentlyinstockandwhatthemaxlevelis.Anindentisplacedforthedifference.Theemergencyorderpointistheabsoluteminimumlevelthatstockmayreach.Itisbasedontheamountofstockneededtomeetdemandduringthelongestleadtimeneededtoreceiveanemergencyorder.Anemergencyindentisplacedifthestocklevelforanyitemfallsbelowtheemergencyorderpointbeforetheendofthereviewperiod.
Please find SACS indenting schedule in the “Standard Operating Procedure” section of this Guide (Table 7 at Page No. 57)
SOP for Supply Chain Management under NACP36
Overview Oncethemaximumandminimumstocklevelsareestablished,inventoryismanagedtomakesurethatitstayswithinthoselevelsandthatthereisenoughstocktomeetclientneeds.Assessingstockstatusisasupplychainmanagementfunctionregularlycompletedtomonitorstocklevelsandmakedecisionsrelatedtoresupplyandmanageinventory.
Stockatalllevelswithinthesystemisassessedatregularintervals,orreviewperiods.Byreviewingstockstatussupplychainmanagerscandetermineifafacility is understocked, overstocked, or adequately stocked. It is the supplychainmanager’sjobtoturndataandnumbersgainedthroughassessingstockstatus into information that canbeused tomakedecisions. Sheor heusesthisdatatodetermineifthereisenoughstocktolastuntilthenextindentisreceivedandavailablefordispensingorissuing.
Whenassessingstockstatuswiththepurposeofcreatinganindent,allcommoditieswithintheSACSHIV/AIDSessentialmedicinesandcommoditysupplychainarere-stockedtothepre-establishedmaximumlevel–nomatterhowmuchorlittleisinstock.
Stock Assessment Stockstatusisusuallyexpressedinmonthsofstock.Whenreviewingstockstatus,supplychainmanagersneedtodeterminehowmanymonthsofstockarepresentinafacility.MonthsofstockonhandisthenumberofmonthsHIV/AIDSessentialmedicinesandcommoditieswill lastbasedonthepresentconsumptionrate.Byindicatingstockstatusinmonths,supplychainmanagersareabletodeterminehowlongsupplieswilllast.Forexample,threemonthsofstockmeansthatyourstockwilllastthreemonths,aslongasconsumptionremainsatthecurrentrate.
Toassessstockstatus,twodataelementsarerequired:
• Stockonhand–thequantitiesofusablestock.(Itemsthatareunusablearenotconsideredaspartofstockonhand.Theyareconsideredinlossestothesystem.)
• Averagemonthlyconsumption–thequantityofcommodityusedonaverageoveragivenperiodoftimethatisrepresentativeofnormalconsumptionrates.Itiscalculatedusingthemostrecentdispensed-to-userdata,usuallyoverthelastthreeorsixmonths.
Remember: assessing stock statuswill tell us howmanymonths of stock are on hand. To use these dataelementstodeterminemonthsofstockonhand,asimpleformulaisused:
AssessingStock Status
How much stock we used during a defined period
(e.g. for the last 3 months)How much stock we have ÷ = How long the Stock will last
10
The purpose of assessing stock status
is to determine how long supplies
will last.
SOP for Supply Chain Management under NACP 37
Average Monthly Consumption (e.g. for the
last 3 months)Stock on Hand ÷ = Months of Stock
Anotherwayofdefiningthisformulaisthe:
Amount we have is the same as… Stock on Hand Amount we use is the same as… Average Monthly Consumption How long the stock we have on hand will last is the same as… Months of Stock
EXAMPLE:
SupposeyouwereaskedtoassessthestockstatusofasupplyofTLEinaARTCandyoufound100tablets.Withthisinformation,couldyoutelliftheclinichas.
Toomanytablets?
Ortoolittle?
Orjustenough?
No,youcouldnotbecauseyoudonotknowhowmanytabletsareusedmonthly.
Youdonotwant toknow,“Howmany tabletsdoes theclinichave?”but instead,“How longwill theclinic’ssupplyoftabletslast?”Ifyouknowthattheclinicdispensesabout25tabletseverymonthduringregularmonths,youcanusethefollowingsimpleformulatodeterminethattheTLEsupplywilllastaboutfourmonths—
Average Monthly Consumption (e.g. for
the last 3 months)
100 tabs ______________________________
25 tabs dispensed monthly= 4 Months of Stock
Stock on Hand ÷ = Months of Stock
Basedonyourassessment,youmayfindthatyouneedtoplaceanindentor,insomecases,evenanemergencyindent.However,iffromtheassessmentyouseethatyoudonotneedtoplaceanindentbecauseyouhavesufficientsupplytomeetdemand,youcanreturntoyourotherdutiesconfidentthatyoursupplieswilllastuntilyournextindent.Thisanalysisprocessisassessingstockstatus!
Please find SACS schedule for stock assessment in the “Standard Operating Procedure” section of this Guide (Table 6 at Page No. 57)
SOP for Supply Chain Management under NACP38
Overview Inordertodeterminehowmuchtoindent,supplychainmanagersneedtoassessstocklevelsandfigureouthowmuchofeachHIV/AIDSessentialmedicinesandcommodityisavailableatafacilityandhowlongthesestockswilllast.Oncetheydothis,theycancomparetheirstocklevelstotheestablishedmaximumlevelofstock(remember–maximumstocklevelsarethehighestlevelofstockthatafacilityshouldkeeponhandtopreventstockouts).Thedifferencebetweenwhatafacility’smaxlevelofstockisandwhattheyactuallyhaveistheindentamount.
Formula for Calculating Quantity to IndentForeveryfacilityandeverycommoditytypes,theformulaforcalculatingtheindent,orissuequantity,isthesame.
Calculating an Indent Quantity
Quantity ON order (IF the indent is confirmed
to supply the order)
Average Monthly Consumption
Max Quantity of Stock (Remember! This is Max Stock
Level * AMC)
Stock on Hand
Max Level of Stock as Expressed in Months
- -
X
=
=
How long the Stock will last
The Max Amount of a given commodity that a facility
should have in storage
TocalculatetheQuantitytoOrder,followthesesteps:
HIV/AIDSEssentialMedicinesandCommodityOrderProcess
Step
1. Verify “max stock level”.
Maxquantityisthemaximumamountofstockafacilityshouldhaveatanygiventime.ThisnumberissetbytheNACO/SACS:
— State = 18 months of stock
— ARTC = 6 months of stock
— LAC= 3 months of stock
2. Turn “max stock level” into an actual number of commodities:
You must convert max quantities into the actual quantities of product needed. A supply chain managercannot,forexample,sendanindenttothecentralwarehousefortwomonthsofstockofanitem.Thecentralwarehousewouldnotknowwhattwomonthsofstockmeans.Thesupplychainmanagermustconvertmonthsofstockintoanactualquantityofstockbyusingthisformula:
11
SOP for Supply Chain Management under NACP 39
Quantity ON indent IF the indent is confirmed that it
WILL still come
Max Quantity of Stock (Remember! This is Max Stock
Level * AMC)
Stock on Hand
- - = Quantity TO Indent
3. Determine “stock on hand”.
Stockonhandistheamountofstockafacilityhasinitsstorage,readyforissue.Itcanbefoundby:
— Checkingthestockcard
— Conductingaphysicalinventory
4. Verify “quantity ON order”.
Quantityon indent is thequantityof commodities that youhavepreviouslyorderedbuthavenot yetarrived.Yousubtractthisamountsothatyoudonotindenttoomuch:
— IfyoumadeanindentinapastmonthbutithasnotarrivedandyouKNOWitwillarrive,subtractthatamount.
— IfyoumadeanindentinapastmonthbutitwillNOTarrive,thendonotsubtractit.
5. Use the formula and determine your “quantity TO indent”.
Example 1:
CalculatinganIndentforARV DRUGS:
1. YouworkataStatewarehouse.ThemaxquantityofstockforZLN,setbytheNACO,is18monthsofZLN.
• Max stock level = 18monthsofZLN
2. Yourstateissuesanaverageof300ZLNeachmonth.Sousingtheformulainthisstep:
• 18 * 300 =5400ZLNismaxnumberofZLNthatyoushouldhave
3. Youlookonyourstockcardandyoucurrentlyhave500tabletsofZLNinyourstore.YoualsocountthenumberofZLNtabletsandverifythatyoureallydohave500ZLNtabletsinyourstore.
• Stock on Hand =500ZLN
4. Youlookatlastmonth’sIndentandissuesandreceivingFormandfindthatyouplacedanindentfor300ZLN.YouhavenotyetreceivedthatIndentFormsoyoucalltheissuertoverifyifthatindentof300ZLNisstillcoming.Theysay,“Yes,itisstillcoming.”
• Quantity on Order = 300
5. Based on the information we know:
• MaxQuantityofStock=5400
• StockonHand=500
• QuantityonOrder=300
SOP for Supply Chain Management under NACP40
6. Aspertheformulaabovethecalculationwillbeasfollows:
5400 – 500 – 300= 4600 You should place an indent for 4600 tablets of ZLN.
Example 2:
CalculatinganIndentforHIV Test Kits
Supposeyouareaservicedeliverypoint(facilities)andyouareaskedtoplacethismonth’sindentforHIVtestingKits.Whatdoyoudotocompletetheindent?
YouknowthatServiceDeliveryPoints(facility)haveanestablishedmaxlevelforHIVTestingKitsof:2monthsofstock.
Youcheckyourstockcardandconductaphysicalinventorytoseehowmuchstockyouhaverightnow.Youfindthatyouhave25HIVTestsinstorageandreadyforuse
Then,youlookinyourrecordsandfindthatthisfacility’saveragemonthlyconsumption(usingthelast3monthsdata)forHIVTestingKitsis:30testspermonth.
Finally,youlookinyourrecordsandfindthatyouhavean indentalreadyplacedfromlastmonthfor10HIVTestingKitswhichhasnotyetarrived.YoucalltheStatestore(WIC)andtheytellyouthattheycancelledthelastindentanditwillNOTbecoming.How much should you indent?
Answer:
Using this formula:
Basedonyourassessment,youmayfindthatyouneedtoplaceanindentor,insomecases,evenanemergencyindent.However, iffromtheassessmentyouseethatyoudonotneedtoplaceanindentbecauseyouhavesufficientsupplytomeetdemand,youcanreturntoyourotherdutiesconfidentthatyoursupplieswilllastuntilyournextindent.Thisanalysisprocessisassessingstockstatus!
Quantity ON indent IF the indent is confirmed that it
WILL still come
(2 months max stock level * 30
tests /month)25 tests on hand
0 (since the last indent is
not coming)
35 tests should be ordered
Max Quantity of Stock (Remember! This is Max Stock
Level * AMC)
Stock on Hand
-
=--
- = Quantity TO Indent
Push Versus Pull IndentingPlacingindentsisaroutineactivityinsupplychainmanagement.Inmostsupplychains,anindentisplacedfornewsupplieseverymonth,oreveryquarter,fromaSDP(facility)toahigherlevel.Thetwomostcommonwaysforindentingaretoeither“pull”or“push”anindent:
• Withapull system, thequantity toberesupplied toa facility iscalculatedby thepersonat thatsamefacilitywhoisplacingtheindent.
SOP for Supply Chain Management under NACP 41
• Withapushsystem,thequantitytobere-suppliedisdeterminedbythepersonwhofillstheindentatahigherlevelthanthefacilityrequestingarefill.
Regardlessofwhichtypeofsystem(pushorpull),theformulafordetermininghowmuchtoindentisthesame.
Whendecidingwhethertohavealeveloffacilities“push”indentsor“pull”indents,notethatasystemcanhaveonelevel(e.g.Nationallevel)be“push”andanotherlevel(e.g.SACS)be“pull”.However,itisrecommendedthatfacilitiesatthesamelevelshouldnotbebothpushandpull.Allfacilitiesatalevelshouldusethesameindentingsystemandeitherallbepushorallbepull.
Please find SACS indenting schedule in the “Standard Operating Procedure” section of this Guide (Table 7 at Page No. 57)
SOP for Supply Chain Management under NACP42
Overview Warehouse is a facility for storage and safe keepingof HIV/AIDS essential medicines and commoditiesto avoid damage, expiry, and theft. Proper storageprocedures help to ensure that storage facilitiesprotects the shelf life of products, issue only high-qualityproducts,and that there is littleornowasteduetodamagedorexpiredproducts.Ifproperstorageproceduresare followed,clientscanbeassuredthattheyhavereceivedahigh-qualityproduct.
Because products are stored at every facility in thepipelinealmosteveryoneworkinginthesupplychainisresponsibleforproductstorage.
Designing the Storage FacilityCapacity/space:Storagefacilitiesmusthavethespaceforbothstorageandhandling.Ideally,spaceshouldbeevenlydividedbetweenthetwo.Newproductsandpackaginginnovations,aswellasanincreaseinproductsrelatedtothepreventionandtreatmentofdiseaseslikeHIV/AIDShaveincreasedthevolumeofproductsandmedicalconsumablesthatflowthroughwarehouses.Whendesigninganewfacility,donotunderestimatethestoragerequirements.
Warehouseand Storage
Figure 5:Warehouselayoutforreceivinganddispatch
12
SOP for Supply Chain Management under NACP 43
Figure 6:VisualInspection
Plan the store with staging areas for preparing shipments (issuing) and unloading deliveries (receiving).Separatethereceivingandshippingareastoavoidconfusionandtoenhanceefficiencyandsecurity.(Thisismorepracticalforbiggersizewarehouse)
Ifafacilitywillberepackagingproducts,planaseparatecleanpreparationareatoconducttherepackaging.Trytolocatetheareaclosetotheissuingarea.
Warehouse and Storage ActivitiesRegardlessofstoragefacilitysize- fromasmallhealthcentertoaSACSwarehouse- themainoperationalactivitiesforstorageareverysimilar.Theseactivitiesare:
• Receiving and inspecting incoming commodities–commoditiesbeingunloadedarevisually inspectedforqualityandquantitiesorderedandareverifiedagainstthepackagingsliporshippinginvoicetoensureaccuracy.
• Putting away–oncecommoditiesareunloaded,theyare“putaway”.Thisincludesmovingproductsfromtheunloadingdock,or receivingarea,after theyare released for storage,andassigning themto theirdesignatedstoragearea(rack,shelf,floor,etc.).
• Picking and packaging–tofillshipping,or indent,requests(orpicking lists),productsmustbe located,pulledfrominventory,andpreparedforshipment.
• Transport–onceproductsarepreparedforshipment,recordingandreportingdocumentsarepreparedandthencargoisloadedfortransport.Toavoiddamageduringtransit,productsarearrangedandsecuredwithinthevehicleusingpre-setrequirementsandconditionsforadequateloadingandtransport.
Howcomplextheseactivitiesbecomewillvarybasedonthevolumeofproductstobemanagedandstoragefacilitysize.
Receiving and Arranging Commodities:When you receive HIV/AIDS commodities in warehouse and Walk in Cooler (WIC) -
� Ensurethereissufficientstoragespace;
� Prepareandcleantheareasusedforreceivingandstoringtheproducts;
� Inspectpackagesfordamagedorexpiredproducts.
SOP for Supply Chain Management under NACP44
Arranging CommoditiesArrange the storeroom, Walk in Cooler (WIC) and shelves as follows:
Ifusingpalletsandshelves,stackcartonsonpalletsandshelvesasshowninpicture:
� atleast10cm(4inches)offthefloor
� atleast30cm(1foot)awayfromthewallsandotherstacks
� nomorethan2.5m(8feet)high(generalrule).
� Arrangeshelvesandracksinlineswithapassagewaynotlessthan90cmwide.
� Avoidplacingshelvesonlyaroundtheedgeoftheroom,whichwastesalotofspace.
� Placetheshelves90cmfromthewallsofthestoreroomtoensuretheyareaccessiblefrombothsides.Ideally,useadjustableshelves
Figure 7:ExampleofPalletsforstacking
Figure 8:Exampleofshelves
SOP for Supply Chain Management under NACP 45
Figure 9:Exampleformarkingtheboxesinwarehouse
For all storage: � Followthemanufacturerorshipper’sdirectionswhenstacking,andfollowlabels/markingforstorage
� Placeliquidproductsonthelowershelvesoronbottomofstacks.
� Storeproductsthatrequirecoldstorageinappropriatetemperaturecontrolledzones.
� Storehighsecurity/highvalueproductsinappropriatesecurityzones.
� Separatedamagedorexpiredproductsinquarantineareafromtheusablestockwithoutdelayanddisposeofusingestablisheddisposalprocedures.
� AlwaysstoreallcommoditiesinamannerthatfacilitatesFEFOprincipleforstockmanagement.
� Arrangecartonsso that thearrowspointupand identification labels,expirydates,andmanufacturingdatesarevisible.Ifthisisnotpossible,writetheproductnameandexpirydateclearlyonthevisibleside.
Stock Rotation and FEFO PrincipleFirstExpiry, FirstOut,oftenabbreviatedby theacronymFEFO.This term isused in logisticsand inventorymanagementtodescribeawayofdealingwithproductwithalimitedshelflifesuchaspharmaceuticaldrugsorproductswithaspecifiedexpirydate.TheproductwiththefirstexpirywillbethefirsttobedistributedorremovedfromstockThis isasimple,highlyeffectiveinventorymanagementmethodthatprioritizesthehandlingandmovingofdatesensitiveinventory.
UsuallyFirst-In,First-Out(FIFO),acommonpractice,workswellinmostcases,butmanagingbyexpirydate(FEFO)ensuresthattheearliestexpiryproductsleavethewarehouse/facilityfirst.It isadvisabletoconfirmthatFEFOisbeingfollowedeverytimephysicalinventoryassessmentisdone.TheFirstexpiry,firstoutlogicisatypeofstockrotationthatenablessupplychainoperationsmanagerstooptimizethedistributionprocessandminimizethewastegeneration.
WhenissuingHIV/AIDScommodities,itisimportanttofollowtheFEFOpolicy.
SOP for Supply Chain Management under NACP46
Figure 10:PhysicalCountandstockrotating
Following FEFO minimizes wastage from product expiry. � Alwaysissueproductsthatwillexpirefirst,ensuringtheyarenottooclosetoorpasttheirexpirationdate.
Theshelfliferemainingmustbesufficientfortheproducttobeusedbeforetheexpirydate.
� TofacilitateFEFO,placeproductsthatwillexpirefirst,infrontofproductswithalaterexpirydate.
� Writeexpirydatesonstockcards,sostockscanbesenttofacilitiesatleast3monthsbeforetheyexpire.
Remember, the order in which you received products is not necessarily the order in which they will expire. Products you received most recently may expire sooner than the products you received earlier. So, it is extremely important to always check the expiry dates and to make sure the dates are visible while the products are in storage.
Storage ConditionStorageconditionswillaffectthequalityoftheHIV/AIDSessentialmedicinesandcommoditiesbeingstored.Stores that are too hot, stacks of cartons that are too high, and other poor storage conditions can causedamagetoHIV/AIDSessentialmedicinesandcommoditiesorcauseareductioninshelflife.Awell-organizedstoreroomwillalsosimplifyafacility’swork;neededsuppliesarequicklyfoundwithoutwasteoftime.
Eachcommodityhasashelflifewhichisspecifiedbythemanufacturer.Whenthecommodityreachestheendofitsshelflife,ithasexpiredandshouldnotbedistributedtoclients.
Shelf life isthe lengthoftimeaproductmaybestoredwithoutaffectingtheusabilityandsafetyoftheitem.Tomaximizeshelflifeandensureproductsarereadilyavailablefordistribution,facilitiesshouldadheretoacceptedbestpoliciesandprocedureswhenstoringHIV/AIDSessentialmedicinesandcommodities.CompletestorageguidelinescanbefoundinGuidelinesforthe Storage of EssentialMedicines and Other Health Commodities. Further, each commodity has specific
Shelf life is the length of time a product may
be stored without affecting the usability and safety of the item.
SOP for Supply Chain Management under NACP 47
guidelineswhichshouldbefollowedtomaintainitsintegrity.Thisinformationisusuallyprintedontheproductcartonandboxesbythemanufactureranditshouldbeexactlyadheredto.
In supply chains, warehousing/storage costs can sometimes account for the largest percentage of overalllogisticscosts.Itisvitalthatthisfunctionismanagedeffectivelyandefficiently.Theshelflifeoftheproductsisdependentongoodstoragepractices.Thefollowingaresomeofthekeyexampleofgoodstoragepractices.
Storage Guidelines: � Cleananddisinfectstoreroomregularly
� Storesuppliesinadry,well-litandwell-ventilatedstoreroom,outofdirectsunlight
� Securethestoreroomfromwaterpenetration
� Ensurethatfiresafetyequipmentisavailableandaccessible,andthatpersonnelaretrainedtouseit
� Storecommoditiesawayfromelectricmotorsandfluorescentlights
� Maintaincoldstorage,includingacoldchain,forproductsthatrequireit
� Keephighvalueproducts/commoditiesinalockedplace
� Storeflammableproductsseparatelyusingappropriatesafetyprecautions
� Stackcartonsatleast10cm(4in)offthefloor,30cm(1ft)awayfromthewallsandotherstacks,andnomorethan2.5m(8ft)high
� StoreARVDrugs,HIVTestingKitsandothercommoditiessuppliesseparately,awayfrominsecticides,oldfiles,chemicals,officesuppliesandothermaterials
� Arrange cartons so that arrows point up, and ensure that identification labels, expiry dates, andmanufacturingdatesarevisible
� StoresuppliesinamanneraccessiblebyFEFO,countingandgeneralmanagement
� Separateanddisposeoffdamagedorexpiredproductswithoutdelay.
Physical InventoryStock-on-handinformationisrecordedinstockkeepingrecords.Butinindenttoknowiftheinformationrecordedonthestockcardiscorrect,supplychainworkers should conduct a physical inventory count. Physical inventory is a managementprocessusedtocompareactualstockonhandforeachcommoditywith the amount recorded on the stock card. A physical inventory countenablessupplychainworkerstoconfirmhowmuchstockisavailableforuseandwhetherformsarebeingcompletedcorrectly.
Forqualityassurance,aphysicalinventorycountisalsoanopportunitytovisuallyinspectproductsforpotentialdamage.
Largewarehousesshouldconductaphysicalinventorycountatleastonceayear.Forsmallerwarehouses,aphysical inventorycanbeconductedmoreoften.Attheclinic level,forexample,youmaywanttoconductaphysicalinventorycountasoftenasonceamonthandatthesametimethatyoucompleteyourmonthlyreport.Ifyoufindthatthestockkeepingrecordsdonotmatchtheactualstock,conductaphysicalinventorycountmoreoftenandtakestepstoimproverecordkeeping.
Whenyou conduct aphysical inventory count, remember,whenboxesare sealedand the rulesofproperstoragearefollowed,onlyoneboxorcartonisopenedatatime.Aphysicalinventorycount,therefore,canbeaquick,routineexercise,especiallyifyoufollowgoodstoragepractices.
A physical inventory count is used to compare actual stock on hand for
each commodity with the amount recorded on
the stock card.
Please find SACS physical inventory schedule in the “Standard Operating Procedure” section of this Guide (Table 2 at Page No. 55)
SOP for Supply Chain Management under NACP48
Overview Qualityassuranceistheprocessofdeterminingifacommoditymeetsspecificationsandinternationalstandardsforquality.Although laboratory testing is oneway to assure thequalityofmedicines and relatedmedicalsupplies, routine visual inspection is usually morefeasible,andcosteffective,attheservicelevel.Routinevisualinspectionisawarehousemanagementprocesswhereproductsandtheirpackagingareexaminedbyeyetolookforproblemsinproductquality.
A commodity shouldnotbedistributed if itsqualityis not as per standards. Questionable commoditiesshould be sent to the nearest authorized testinglaboratoryforanalysisandalllikecommoditiesheldinquarantineuntiltheresultsofthetestingarereceived.
Visual InspectionIn a perfect pipeline, all productswould be stored under ideal temperatureand humidity conditions, and according to proper storage guidelines. I n therealworld,thequalityofstorageconditionsmayvarywidelyfromplacetoplace.Storekeeperscanbestverifyqualitybyvisuallychecking theconditionof all products in their facility on a regular schedule through routine visualinspection.
Avisualinspectionshouldbecompletedeachtimeproductsarehandled,including:
• Receivingproductsfromthemanufacturer(usuallyattheRegional/statelevel)
• Receivingsuppliesfromawarehouseorhealthfacility
• Conductingaphysicalinventorycount
• Dispensingproductstoaclient
• Issuingproductsfromoneleveltoanother
• Receivingcomplaintsfromlowerlevelsorclients
• Productsareabouttoexpire
• Productsshowsignsofdamage
• Productshavebeenkeptunderimproperstorageconditions.
Duringavisualinspection,checkforthefollowingkindsofdamage:
• Physicaldamage–checkfordamagetothephysical integrityofacommodity,usuallyduetocrushing,tearing, rubbing, or ripping, like signs include: tears, perforations,water or oil or brokenor crumbledtablets,brokenbottles.
• Chemicaldamage–checkfordamageordeteriorationofthechemicalintegrityofacommodity,usuallyduetoexposuretolight,heat,humidity,ormoisture.
QualityAssurance
Visual inspection is the process of examining
products and their packaging by eye to look for problems in
product quality.
13
SOP for Supply Chain Management under NACP 49
• Manufacturingdefects–checkforincompletesupply,missingorillegibleidentificationinformation.
• Labelingdefects–makesurethatproductsare labeledwiththedateofmanufactureorexpiration, lotnumberandmanufacturer’sname.
Ifaproblemwithacommodityisdiscovered,asampleofallpackagesshouldbecheckedtoensurethattheydonothavethesameproblem.
Damaged commodities should be removed from inventory anddestroyedaccordingtoestablishedhealthcarewastemanagementpoliciesandprocedures;thebalanceofthecommoditycannormallybedistributedasusual if it’san issuewiththepackaging. If it isachemically-causeddamage,thenalllikecommoditiesfromthesamelotshouldalsobedestroyed.
HIV/AIDS essential medicines and commodities Signs of DamageEachHIV/AIDSessentialmedicineandcommoditycontainsuniquechemical properties and is packaged specifically to protect thequality. When inspecting these commodities, they will displaywarningsignswhichindicatedamageorlossofintegrity.Damagedproducts should be refused upon delivery and/or not issued ordispensedifalreadyinstock.
Please find physical inspection components in the “Standard Operating Procedure” section of this Guide (Table 3 at Page No. 56)
Foracomprehensivedescriptionofstorageprocedures,consult:
• Guidelines for the Storage ofEssentialMedicines andOtherHealthCommoditiesJohnSnow,Inc./DELIVER. 2003. https://www.humanitarianresponse.i n f o / s i t e s / w w w .h u m a n i t a r i a n r e s p o n s e .info/files/documents/files/guidstoresse_pock_0.pdf
• Guidelines for WarehousingHealth Commodities JohnSnow, Inc. / DELIVER.2003. https://publications.j s i . c o m / J S I I n t e r n e t / I n c /Common/_download_pub.cfm?id=16917&lid=3
SOP for Supply Chain Management under NACP 51
Standard Operating Procedures for ARV Drugs and Other
Commodities
SOP for Supply Chain Management under NACP 53
ARV Drugs and Other Commodities Flow Process 14
SOP for Supply Chain Management under NACP54
Commoditymanagementconsistsofsixfundamentalprocessesthattakeplaceineveryfacilityateachlevelwithinthesupplychain:
Standard Operating Procedures
ThisSOPdocumentprovidesstep-by-stepinstructionsonhowtocarryouteachoftheseprocesses.Consistentresultswilloccuraslongaseveryonefollowsthesteps.Inthisway,theSACScanmaintainsufficientcommoditysupplybymanagingcommoditieseffectivelyandpreventingoverstockandstock-outs.
EachSOPiscomprisedofthefollowingparts:
• Overview:Listsall reference informationneededtoknowwhentheSOPwasauthorizedandwhois inchargeofit;
• Purpose:OutlinesbrieflytheobjectiveofthisspecificSOP;
• Scope:DescribeswhichfacilitiesmustfollowthisSOP;
• Responsible Persons:ListsthepeoplewhoareresponsibleforimplementingtheSOP(Please refer Table 1.0 on Page No. 55);
• Forms / Records:ListstheLMISformswhicharerequiredtocompletethisSOP;
• Procedure:ListseachstepthatmustbecompletedtoensurethattheSOPisfullycompleted;
• Effectiveness Criteria / Criteria for Completion: this is a checklist that is used after a SOP has beencompletedtoensurethattheSOPwascompletedfullyandaccurately;
• References:Listsanyexistinglaws,policies,orregulationsthatimpacttheimplementationofthisSOP;
• Revision History: SOPsaredynamicandevolvingdocuments.As systemsevolve, theSOP shouldalso.Revisionsaremadeandtrackedusingthissection.
15
ForecastandProcurecommodities
MonitorCommodityConditionsandLevels
IndentCommodities
ReceiveandStoreCommodities
IssueCommodities
DistributeCommodities
1
23456
SOP for Supply Chain Management under NACP 55
Thefollowingtablesnotekeypolicydecisionswhichareusedtoguideday-to-daysupplychainoperations.Eachisreferenced,whereapplicable,inindividualSOPswhichfollow.
TABLES COMPONETNS
TABLE 1 ResponsiblePersons
TABLE 2 PhysicalInventorySchedule
TABLE 3 QualityAssurance
TABLE 4 RemovalandReturnofDamagedand/orExpiredCommoditiesand/orReturnofNear-ExpiredCommodities
TABLE 5 MaximumInventoryLevels(NottoBeExceeded)andEmergencyOrderPoint
TABLE 6 CommodityLevelAssessment
TABLE 7 IndentSchedule
TABLE 1.0 – Responsible Persons
The following people are responsible for this SOP:
Level Person Who Completes Task Person Who Reviews the TaskPerson Who Approves Task
SACS Store Pharmacist/StoreKeeper StoreIncharge/DeputyDirector JDCST
Regional Store Store-In-Charge/Pharmacist DistrictProgramOfficer(DPO) DistrictProgramOfficer(DPO)
ART Centers Pharmacist MedicalOfficer NodalOfficer
LAC StaffNurse MedicalOfficer MedicalOfficer
TABLE 2.0 – Physical Inventory Schedule
Each facility conducts a physical inventory as per the SACS determined schedule which is as follows:
Facility Level Physical Inventory Conducted: Report to:
SACS Store � Halfyearly � PD
Regional Store � Quarterly � StoreIn-Charge–SACS
ART Centers � Quarterly � JD–CST
LAC � Monthly � MedicalOfficer,ARTC
Standard Operating Procedures Reference Tables16
SOP for Supply Chain Management under NACP56
TABLE 3.0 – Quality Assurance Each facility should verify the following aspects of each commodity upon receipt. If anything does not pass inspection, then they should be returned:
Physical Inspection Component What is Checked:
1. Physical damage Verify the physical integrity of a commodity:
• Ensurenocrushing,tearing,rubbing,orripping
• Lookforsignslike:tears,perforations,wateroroilorbrokenorcrumbledtablets,brokenbottles
2. Chemical damage Verify the chemical integrity of a commodity:
• Ensurenochangeincolororconsistencyorsmell
3. Manufacturing defects
Verify labeling is as required in the purchase order:
• Ensurelabelingiscorrect,batchno.andexpirydatearestamped
TABLE 4.0 - Removal and Return of Damaged and/or Expired Commodities & Return/Re-distribution of Near-Expiry CommoditiesEssential medicines and commodities are monitored on a regular basis. When damaged, near expiry, or expired commodities are found, each level responds as established in the table below:
Level If damaged then…If near-expired or excess then…
If expired then…
SACS � DisposeasperGovt.norms
� Redistributeasperneedtofacilities
� DisposeasperGovt.norms
Regional Store � DisposeasperGovt.norms
� Redistributewithinfacilities;ifnotneeded,thenreturntoSACS
� DisposeasperGovt.norms
ART Centers � DisposeasperGovt.norms
� InformSACSandrelocatetoassignedfacilities
� DisposeasperGovt.normsandinformtoSACS
LAC Centers � DisposeasperGovt.norms
� ReturntoARTStoreforredistribution
� DisposeasperGovt.norms
TABLE 5.0 – Maximum – Minimum (Forced) Inventory Control SystemFacility inventory levels should never exceed SACS-established maximum levels. When indenting, ensure that a facility reach to max level of stock on hand….
Inventory Levels – ARV DrugsStep Formula State/CMSS Level ARTC LAC
1. Lead Time for Placing and Filling Orders
Set by NACO 9months 1month 1month
2. Review Period Between Routine Stock Assessments
Set by NACO 6months 3months 1month
3. Safety Stock/ Buffer Stock
Safety ≥ ½ Review 3monthsofstock 1.5monthsofstock(roundedupto2months)
0.5monthofstock(roundedupto1month)
SOP for Supply Chain Management under NACP 57
4. Min Level of Stock
Min = Lead + Safety Stock
12monthsofstock 3monthsofstock 2monthofstock
5. Max Level of Stock
Max = Min + Review 18monthsofstock 6monthsofstock 3monthsofstock
6. Emergency Order Point
Emergency Order Point = Longest Lead Time for Emergency Shipment
3months 1months 1month
Note:All facilitiesplaceanemergencyorder if their stock levels reachquantities thatwillonly last for2weeks.
TABLE 6.0 – Commodity Level Assessment
Facilitiesassessstocklevelseverytimeanindentisplaced.Ifexcessstockortoolittlestockisidentified,theissuingfacilitiyisnotifiedasstatedinthefollowingtable.
Intheeventthatthestocklevelisfoundtobezero,orstockedoutforARVDrugs:
• StatesplaceemergencyorderstoCMSS/NACO.
• ART/LACplaceemergencyordertoSACS
• SACSissuesapurchaseorderstosuppliersbasedonapprovalsfromNACO.
Level If excess stock is found (above “max”)… If too little stock is found (below “Min.”)…
SACS � Redistributeasperneed � Placeemergencyorderfromprocurementagent/supplierunderintimationtoNACOaftertakingapprovalfromNACO
ART Centres � ReturntoSACSStoreforredistribution
� NotifySACSStore
LAC Centres � Redistributewithincatchmentarea;ifnotneeded,thenreturntoARTforredistribution
� NotifyART
TABLE 7.0 – Indent Schedule
SACSemploysapullsystembelowthestatestores. Eachservicelevel(e.g.ServiceDeliveryPoint,regionalstore,State)placesindentatspecifictimeperiods.Theseindentintervalsareasfollowsfor
Level Indent Frequency: Indent is Sent to:
NACO � Annually � ToProcurementAgents
SACS � Biannually � ToCMSS
ART � Quarterly � ToSACSStore
LAC � Monthly � ToART
Note: SACS submit purchase orders to local suppliers only when faced with an emergency stock out based on approvals from respective division of NACO. A percentage of their budget is allocated for these types of emergency orders.
Step Formula State/CMSS Level ARTC LAC
SOP for Supply Chain Management under NACP58
PURPOSE
Thepurposeofforecastingistoaccuratelyestimatethequantityoftheselectedproductsneededovertheannualplanperiodbytheentirestate.
SCOPE
ThescopeofthisprocessisfocusedonNACOwithinter-linkagestoSACS.ItisalsolimitedtoARVdrugsandothercommodities
LMIS RESOURCES
TheseLMISresourcesarerequiredtosuccessfullycompletethisSOP:
Record/FormName
• Forecasting Tool (Excel based)
• Forecasting Output (Excel sheet), Summary Report
• Indent Form
OtherForms/Recordsreferredtointhisprocedure
• PurchaseOrder/LoA
• RateContracts
PROCEDUREThisprocedurecomprisesoftwosteps:
1. Forecasting of ARV drugs and Other Commodities
2. Procurement of ARV Drugs and Other Commodities
Sub-stepsarenotedasfollows:
1. Forecasting of ARV Drugs and Other Commodities 1.1 NACO Level (CST and Procurement Division)
Steps Instruction /Activities LMIS Tools Used
1.1.1 Collectallinputdatarequiredfortheforecastingtool(excelbased) Forecasting Tool, Forecasting Output and Summary Report
1.1.2 Incorporateallchangessuchasthoserelatedtonewproducts,treatmentguidelinechanges,targetpopulationetc.
1.1.3 Collateandcleaninputsdataandgeneratetheforecastingoutputinthetool.
1.1.4 Analyzeandextractoutputdataofforecastingtoolasagroupandfine-tuneifrequired.
Forecast and Procure Commodities 17
SOP for Supply Chain Management under NACP 59
1.1.5 Inviteforecastingcommitteemembers(TRG)topresentoutputdataandconductgroupdiscussiononmethod,assumptionsconsideredandrationaleused.
1.1.6 Aggregateallinputs/suggestionsfromexpertsandshareminutesofthemeetingwithdetailsofforecastingexerciseandconclusions
1.1.7 Shareovere-mailwithhigherofficialsthefinaloutputandsummaryoffeedbackandapproval
1.1.8 Kickstartprocurementplanningusingtheforecastingoutputastheinputforindenting.
1.1.9 ProcessanannualindentforapprovalandsubmittotheProcurementDivisionofNACO
Indent Form
2. Procurement of ARV Drugs and Other Commodities 2.1 NACO Level (Procurement Division, CST Division and SACS)
Steps Instruction /Activities LMIS Tools Used
1.1.1 AssessmentoftheIndentsubmittedbyprogrammedivisionsconsideringthefollowing:(Refer to Page no. 57 Table 7)
Procurement Manual for
National AIDS Control Programme
2.1.1.1 Currentstockavailableatnationallevelandexpectedstockpositionattimeofsendingtheindent
2.1.1.2 Budgetavailabilityandsources
2.1.1.3 Checkprocurementcycleandmodeofprocurement.
2.1.1.4 Projectedtimescalefordistribution,listofconsignees,deliveryschedules,storagecapacityatalllevelsetc.
2.1.2 Submitfinalizeddemandtoempaneledprocurementagentalongwithkeydetailsliketechnicalspecifications,consigneelist,deliveryscheduleetc.
Indent Form
2.1.3 Followupandoversightofallsub-activitieswithprocurementagentlikeTendering(Preparation,Advert,Issue,BidOpening,Evaluation,AwardofContract),Pre-dispatchinspection&QA,notificationsofdeliverytoconsignee,receiptofconsignment,resolutionofanydisputeetc.
Bid documents, NOA, PO and Delivery
2.1.4 Processpaymenttoprocurementagentagainstthesubmitteddocuments
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETION
FortheSOPtobecompletedaccuratelyandcompletely,thefollowingcriteriamustbemet:
� AnnualquantityisdeterminedforARVDrugsandOtherCommodities
� Thefinaldeterminedquantityisapprovedandvalidatedbyalldivisions
� ProcuredandsuppliedalldeterminedquantitytoSACSwarehouse
REFERENCES
A.NOTEALLAPPLICABLEReferencepolicies/laws/regulations
1. Procurement Manual for National AIDS Control Programme (NACP III)- Oct 2007
SOP for Supply Chain Management under NACP60
PURPOSE
Monitoringcommoditylevelsisthesupplychainprocessinwhichsupplychainmanagersensurethatinventorylevelsaresufficienttomeetthefacilityrequirements.Thismeansmaintaininganaccurateinventorycount.Properandaccurateinventorycountmanagementiscrucialtoindenting,dispensing,andaccounting.Withoutaccurate inventorycounts,noneofthesefunctionscanbeperformedproperlywhichcanresult indelayeddeliveries,stockouts,andproductwastage.
SCOPE
This SOP applies to all facilities which store and dispense commodities.
LMIS RESOURCES
These LMIS resources are required to successfully complete this SOP:
Record/Form Name
• Stock Register/ IMS
• Bin Card
• RTD Form
• Indent Form
• Issue and Receive Form
OtherForms/RecordsReferredtointhisProcedure
• Applicablestorageguidelinesaspermanufacturerrequirements
• Applicabledestructionguidelinesaspermanufacturerrequirements
Note: ONLY SACS Stores and Regional Stores use Bin Cards. A Bin Card is not required at other facilities because inventory levels are such that a Stock Register is sufficient for monitoring inventory.
PROCEDUREThisprocedureiscomprisedof2steps:
1. Assess commodity conditions.
2. Verify commodity levels.
Monitoring Commodity Conditions and Levels18
SOP for Supply Chain Management under NACP 61
Sub-stepsarenotedasfollows:
1. Assess Commodity Conditions1.1 SACS Store/Regional Store/ART/LAC
Steps Instruction /Activities LMIS Tools Used
1.1.1 Monitorcommodityconditionsonschedule. (Refer to Page No. 43 Figure 6)
--
1.1.2 Evaluatecommodityconditions. (Refer to Page No. 43 Figure 6)
--
1.1.3 Stackallcartonsneatly.Makesurepartiallyfilledcartonsareclearlyvisible --
1.1.4 Ensureallproductsareorganizedaccordingto“FirstExpiry,FirstOut”(FEFO).(RefertostockrotationchapteronPageNo.45)
--
1.1.5 Checkthatexpirydatesareclearlymarked(e.g.,withlarge,darknumbers)oneachboxand/orcarton.
--
1.1.6 Visuallyinspectcommoditiestoensurethatthereisnodamageornearexpiry(lessthan90days)orexpired. Ifdamaged,nearexpiryorexpiredcommoditiesarefound:
1.1.6.1 Separatethemintoaquarantinearea. IMS/ Stock Register
Bin Card (for SACS/ Regional Stores only)
RTD Form
1.1.6.2 WriteDamaged,NearExpiry,orExpiredonthebox.
1.1.6.3 RecordthequantityofexpiredordamagedstockasalossontheappropriateStockRegister/BinCardandsubtractthequantityfromtheBalancecolumn.
1.1.6.3 Addressdamage,nearexpiry,orexpiryusingRTDForm (Refer to Page No. 56 Table 4)
1.1.6.4 Disposedamaged/expiredcommodities.
1.1.6.5 Redistributenearexpirycommoditiestofacilitieswhocanissue/dispensebeforeexpirydate.
SOP for Supply Chain Management under NACP62
2. Verify commodity levels2.1 SACS Store/Regional Store
Steps Instruction /Activities LMIS Tools Used
2.1.1 Monitorcommoditylevelsonschedule. (Refer to Page No. 57 Table 6)
--
2.1.2 Countstock: --
2.1.2.1 Countunopened/completecartonsfirst.Multiplythenumberofcartonsbythenumberofunitsinthecarton.
--
2.1.2.2 Counttheboxesinsidetheopencartons.
2.1.2.3 Ifanopencartoncontainsunopenedboxes,counttheboxesandmultiplybythenumberofunitsinabox.Thiswillgiveyouthetotalnumberoftheunitsintheunopenedboxes.
2.1.2.4 Countallindividualunitsthatareinopenboxes.
2.1.3 Evaluatecommoditylevelsagainstmax-minlevelorEOP. (Refer to Page No. 56-57 Table 5)
Stock Register /IMS
Bin Card (for SACS and Regional Stores only)
Indent and IR Forms
2.1.3.1 Addupthetotalunitsandthisistheactualquantityofstockonhand.
2.1.3.2 SubtractthecalculatedStockBalanceasrecordedinStockRegister/BinCardfromtheActualQuantityonHand.
2.1.3.3 Ifyourresultiszero,yourStockRegister/BinCardmatchthenumberofunitsofthecommoditiesinthestore.
2.1.3.4 Ifyourresultisanegativequantityyouhavesufferedalossofthecommodity.Adjustthesameinstockregister/bincard
2.1.4 CreatealineitemonStockRegister/BinCardlabeled“PhysicalCount”andwritethequantitycounted.
Stock Register /IMS
Bin Card (for SACS and Regional Stores only)
2.1.5 Compareamountofcommoditytorecommended“max”quantity. Stock Register /IMS
Bin Card (for SACS and Regional Stores only)
IR Form,
RTD Form and Indent
2.1.5.1 Multiplyyouraveragemonthlyconsumptionbymaximummonthsofstock.Thisistherecommended“max”quantity.
2.1.5.2 Compareyourstockonhandtotherecommended“max”quantity. (Refer to Page No. 56-57 Table 5)
Ifmorethanmax,then…
2.1.5.3 WriteExcessonthecartonswhichareexcess.
2.1.5.4 Stackexcessinventoryseparatelyfromusablestocks.RedistributeusingRTDForm. (Refer to Page No. 56 Table 4)
2.1.5.5 Recordthequantityredistributedasanegative“adjustment”inStockRegister/BinCardasfollowswithadashthatlookslikethis:“-“.(Refer to Page No. 56-57 Table 5) Ifatorbelowminlevel,then…
2.1.5.6 PlaceemergencyindentusingIndentForm.
SOP for Supply Chain Management under NACP 63
2.2 Dispensing facilities (ART, LAC)
Steps Instruction /Activities LMIS Tools Used
2.2.1 Onceaweek,transferquantitiesissuedasrecordedinDailyDispensingRegisterintoStockRegister.
DDR/ IMS (Dispensing Module) Stock Register
2.2.2 Monitorcommoditylevelsonschedule. (Refer to Page No. 55 Table 2)
--
2.2.3 Countthestock --
2.2.2.1 Countunopened/completecartonsfirst.Multiplythenumberofcartonsbythenumberofunitsinthecarton.
2.2.2.2 Counttheboxesinsidetheopencartons.
2.2.2.3 Ifanopencartoncontainsunopenedboxes,counttheboxesandmultiplybythenumberofunitsinabox.Thiswillgiveyouthetotalnumberoftheunitsintheopenboxes.
2.2.2.4 Countallindividualunitsthatareinopenboxes. Stock Register and IMS2.2.3 EvaluatecommoditylevelsagainstmaxlevelorEOP.
(Refer to Page No. 56-57 Table 5)
2.2.3.1 Addupthetotalunitsandthisistheactualquantityofstockonhand.
2.2.3.2 SubtractthecalculatedStockBalanceasrecordedinStockRegisterfromtheActualQuantityonHand.
2.2.3.3 Ifyourresultiszero,yourStockRegistermatchthenumberofunitsofthecommoditiesinthestore.
2.2.3.4 Ifyourresultisanegativequantityyouhavesufferedalossofthecommoditythenadjustthesameinstockregister/IMS
2.2.3.5 Ifyourresultisapositivequantity,youhavemoreunitsofthecommodityinstockthanyouhadrecordedontheStockRegister.
2.2.4 CreatealineitemonStockRegisterlabeled“PhysicalCount”andwritethequantitycounted.
Stock Register and IMS
2.1.5 Compareamountofcommoditytorecommended“max”quantity. Stock Register /IMS Indent Form IR Form RTD Form
2.2.5.1 Multiplyyouraveragemonthlyconsumptionbymaximummonthsofstock.Thisistherecommended“max”quantity.
2.2.5.2 Compareyourstockonhandtotherecommended“max”quantity. (Refer to Page No. 56-57 Table 5) Ifmorethanmax,then…
2.2.5.3 WriteExcessonthecartonswhichareexcess.
2.2.5.4 Stackexcessinventoryseparatelyfromusablestocks.RedistributeusingRTDForm. (Refer to Page No. 56 Table 4)
2.2.5.5 Recordthequantityredistributedasanegative“adjustment”inStockRegisterasfollowswithadashthatlookslikethis:“-“. (Refer to Page No. 56-57 Table 5) Ifatorbelowminlevelthen…
2.2.5.6 PlaceemergencyindentusingIndentForm.
SOP for Supply Chain Management under NACP64
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETION
For the SOP to be completed accurately and completely, the following criteria must be met:
For commodity monitoring:
� Commodityconditionsaremonitoredaspertheestablishedscheduleandallitemsarestoredaccordingtoproperstorageguidelines.
• QuantityofcommoditiesonhandhasbeencountedandrecordedontheStockRegisterandBinCard.
• Losses/AdjustmentshavebeencalculatedandrecordedontheStockRegisterandBinCard,ifapplicable,andproperlyaccounted.Formoreinformationrefer Page No. 56 Table 4
For removal of damaged / expired or excess commodities:
� Damaged,expiredorexcesscommoditiesareseparatedfromusablestock.
� Damaged or expired stock is disposed as per Govt. norms and if destroyed, as per manufacturerrecommendation(LACreturndamagedorexpiredstocktoARTCenterfacility).
� Excesscommoditiesarereturnedtoissuingfacilities.
� StockRegistersandBinCardshavebeenupdatedasperthemovementofdamaged,expiredorexcesscommodities.
� RTDFormhasbeencompletedtoaccompanymovingcommodities
For indenting emergency commodities:
� IndentFormhasbeencompletedtorequestanemergencyorder
REFERENCES
A. NOTE ALL APPLICABLE Reference policies / laws / regulations
SOP for Supply Chain Management under NACP 65
IndentCommodities
PURPOSEIndentingistheprocesstorequestproductquantitytoreplenishthestocklevel.Allcommoditiesarere-stockedtothepre-setmaximumlevel–nomatterhowmuchorlittleisinstock.
SCOPEThisSOPappliestoallfacilitieswhichindentcommodities.
LMIS RESOURCESTheseLMISresourcesarerequiredtosuccessfullycompletethisSOP:
Record/Form Name
• StockRegister• BinCard• RTDForm• Indent Form• IR Form
OtherForms/RecordsReferredtointhisProcedure
• PurchaseOrder/LetterofAcceptance(LOA)
• RateContracts
PROCEDUREThisprocedurecomprisesoftwosteps:
1. Determining the quantity to indent.
2. Submitting the indent to issuing store/Procurement Agent.
Sub-stepsarenotedasfollows:
1. Determine quantity to indent1.1 NACO Level
Steps Instruction /Activities LMIS Tools Used
1.1.1 Processindentquantitiesfromforecastingtools (Refer to Page No. 57 Table 7)
Indent Form, Forecasting Tool
1.1.2 Preparetheindentformforsubmissionandapprovalwithnecessarydetails. Indent Form
1.2 SACS Store
Steps Instruction /Activities LMIS Tools Used
1.2.1 AggregateindentedquantitiesfromRegionalStore/ARTCandDAPCU/ICTCs.(Refer to Page No. 57 Table 7)
Indent Form/ Forecasting Tool
19
SOP for Supply Chain Management under NACP66
1.3 Regional Store, ART and LAC
Steps Instruction /Activities LMIS Tools Used
1.3.1 Preparetoindentcommodities. (Refer to Page No. 57 Table 7)
Stock Register / IMS
1.3.2 Daypriortoscheduledindent,conductphysicalinventorycounttoverifycommoditylevels.
--
1.3.3 Notediscrepancies,ifany,betweenStockRegister/IMS/BinCardandphysicalinventoryinStockRegister.
Stock Register/IMSBin Card (for SACS and Regional stores only)
1.3.4 Computeaveragemonthlyconsumptionusinglast3monthsofconsumptionunlessdirectedotherwise.
Stock Register / IMS
1.3.4.1 1. For products in full supply:- ReviewissuesdatainStockRegister/IMSforownfacilitytoget
consumptiondata.
Stock Register/IMSDaily Dispensing Register/IMSIndent Form
1.3.4.2 2. For products that have been stocked out at any point in the last 3 months:-AggregateaveragemonthlyconsumptionfromIndentandIssues/ReceiveFormsforallrequestingfacilities:
• SACSaggregatesRegionalStoresandARTindentsandIssue/ReceiveForms
• RegionalStoreaggregatesART(ifregionalstoreavailable)
• ARTaggregatesLACIndentandIssue/ReceiveForms
1.3.4.3 3. For products that are stocked out at both indenting and requesting facilities:
- ReviewissuesdatainStockRegister/IMSforownfacilityforthemostrecentperiodduringwhichtheproductwasavailable.
1.3.5 CalculatehowmuchofeachcommodityisrequiredforlevelstobebroughtuptomaxlevelsusingtheIndentForm.
Stock Register / IMSIndent Form/ Daily Dispensing Register
1.3.6 Preparetheindentforsubmissionandsigntheformwithnecessarydetails. Indent Form
SOP for Supply Chain Management under NACP 67
2. Submit indent to issuing store / Procurement Agent;2.1 NACO Level
Steps Instruction /Activities LMIS Tools Used
2.1.1 RequestingDivisionsubmitsIndentFormtoProcurementDivisionofNACO(Refer to Page No. 57 Table 7)
Indent Form
2.1.2 ProcurementDivisionsubmitsapprovedindenttoProcurementAgentsofNACO
--
2.2 SACS Store, Regional Store, ART, LAC
Steps Instruction /Activities LMIS Tools Used
2.2.1 SubmitIndentFormtoissuingfacilities (Refer to Page No. 57 Table 7) Indent Form
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETION
FortheSOPtobecompletedaccuratelyandcompletely,thefollowingcriteriamustbemet:
� Commoditylevelsareassessed.
� Orderquantitiesarecalculated.
� IndentFormiscompleted.
� IndentFormisapprovedandsubmitted.
REFERENCES
A.NOTEALLAPPLICABLEReferencepolicies/laws/regulation
SOP for Supply Chain Management under NACP68
Receive and Store Commodities
PURPOSEReceivingisthesupplychainprocessofacknowledging,inspecting,andloggingreceivedcommoditiesintoinventory.
Errorsinreceivinghavearippleeffect.Ifanindent/issues/packaginglistareimproperlyfilledorcommoditiesarecountedincorrectly,theninventorylevelswillbeinaccuratewhichcanresultinoverstockorstockouts.Similarly,ifcommoditiesareputawayincorrectly,thenthereisriskoflosingproductdutoexpiryorstaffwillwastetimelookingforproductatthetimeofissue.
SCOPEThisSOPappliestoallfacilitieswhichreceiveandstorecommodities.
LMIS RESOURCESTheseLMISresourcesarerequiredtosuccessfullycompletethisSOP:
Record/Form Name
• StockRegister/IMS
• BinCard
• Indent Form
• IssueandReceiveForm(IRForm)
OtherForms/RecordsReferredtointhisProcedure
• Invoice
• PackingList
• CertificateofAnalysis(CoA)
• ConsigneeReceiptCertificate(CRC)
• ConsigneeAcceptanceCertificate(CAC)
• GoodsReceiptNote(GRN)
Note: ONLY SACS Store and Regional Stores uses Bin Cards. A Bin Card is not required at other facilities because inventory levels are such that a Stock Register is sufficient for monitoring inventory.
PROCEDUREThisprocedurecomprisesoftwosteps:
1. Receive commodities which includes inspecting and recording receipts.2. Store (Put away) commodities.
20
SOP for Supply Chain Management under NACP 69
Sub-stepsarenotedasfollows:
1. Receive commodities which includes inspecting and recording receipt:1.1 SACS Store and Regional Store
Steps Instruction /Activities LMIS Tools Used
1.1.1AsperthePurchaseOrder/NOA,warehousereceivesthegoodsalongwithconsignmentdocuments.
Email/IMS /NACO
1.1.2 Checkcompletenessoffollowingdocuments:
Purchase Order (in case of local procurement)InvoicePacking List Delivery Note
1.1.2.1 • Twocopiesoforiginalinvoicesignedbyauthorizedsignatory
• PackingList/Transportreceipt/DeliveryNote
1.1.2.2
Ifanydiscrepancyisfound,reportthesametoNACO/ProcurementAgent.IncaseofmismatchbetweenPO,shipmentdetails,andinvoice;donotacceptcommoditiesuntilwrittenconfirmationisprovidedtoresolvethediscrepancy.
1.1.3VerifyquantitiesissuedarethesameasrecordedonthePurchaseOrder/Invoice/packaginglist/COA
Purchase Order (In case of local procurement)InvoicePacking ListDelivery Note
1.1.3.1
IfquantitiesareNOTthesameasPurchaseOrder/invoice/packaginglist,donotacceptcommoditiesuntilwrittenconfirmationfromissuerisprovidedthatquantitydeliveredislessthannotedonthePurchaseOrder/invoice/packaginglist/deliverynote.
1.1.4Inspectcommoditiesforphysical,chemicalormanufacturingdefects. (Refer to Page No. 58 Table 3)
1.1.4.1Ifdamageisfound,rejectcommoditiesandreturntosupplierforreplacement
--
1.1.4.2Ifnodamageisfound,acceptorderandgenerateGoodsReceivedNote(GRN)andprovidealldocumentstoProcurementAgent/NACO
--
1.1.5Endorsethesupplier/CMSSdocumenti.e.IssueSlipcumAcknowledgmentReceipt/TransportReceipt/DeliveryNote Purchase Order
(in case of local purchase),Invoice, Issue Slip cum Acknowl-edgment Receipt, Transport Re-ceipt/Delivery Note
1.1.5.1Receiverfilescopiesofallsignedforms(asnotedincolumntotheright).
1.1.5.2 Supplier/ProcurementAgentreceivescopyofforms.
1.1.6Ifdocumentsarefoundinorderandquantitiesandqualityofcommoditiesarecorrect,acceptthegoodsinreceivingareaofwarehouse
--
1.1.7 CompleteallentryofreceivedcommoditiesinIMSIMS and Stock Register
SOP for Supply Chain Management under NACP70
1.2 ART and LAC
Steps Instruction /Activities LMIS Tools Used
1.2.1Receivemail/IMSnotificationfromSACSStorethatcommoditiesarereadyfordispatch.(Refer to Page No. 57 Table 6)
Stock Register / IMS
1.2.2 Receivecommoditiesatissuingfacility. --
1.2.3 VerifyquantitiesissuedarethesameasrecordedontheIRForm: IR Form/IMS, STN 1.2.3.1
IfquantitiesareNOTthesameasIRForm,donotacceptcommoditiesuntilwrittenconfirmationfromissuerisprovidedthatquantitydeliveredislessthannotedontheIRForm/STN.
1.2.4Conductpreliminaryphysicalinspectionforqualityofshipment.(Remember–apackagecanbedamagedbutthecommoditycanstillbeusable.) (Refer to Page No. 56 Table 3)
1.2.4.1Ifqualityproblemordamageisfound,notifyissuer.Quarantinegoodstillissuesareresolved.
--
1.2.5
SignIR/STNFormtoconfirmreceipt:• Issuingfacilitysigns,stampsandkeeporiginal• Receivingfacilitysignsandstamps1copyandreturntotransporterof
shipment• Receivingfacilitykeeps1copyforfiles.
Indent Form/Issue and Receive Form /IMS/STN Form
1.2.6 Receivethecommoditiesinstockregister/IMSStock Register / IMS
2. Store (Put away) commodities:2.1 SACS Store and Regional Stores
Steps Instruction /Activities LMIS Tools Used
2.1.1Putawaycommoditiesaccordingto“FEFO”(FirstExpiry,FirstOut)topreventexpiry;andplaceolderproductsabovethenewerones.
--
2.1.2 Storethegoodsonpalletsandshelves(Refer to Page No. 45 Figure 9) --
2.1.3 RecordreceiptinStockRegister/IMS,BinCard.Stock Register/ IMSBin Card
SOP for Supply Chain Management under NACP 71
2.2 ART, LAC
Steps Instruction /Activities LMIS Tools Used
2.2.1VerifyquantitiesissuedarethesameasrecordedontheIR/STNsForm: (Refer to Page No. 57 Table 7)
Indent Form , IR Form, STN
2.2.1.1 IfquantitiesarethesameasIRForm,acceptcommodities.
IR Form/ IMS STN2.2.1.2
IfquantitiesareNOTthesameasIRForm,donotacceptcommoditiesuntilwrittenconfirmationfromissuersaysthatquantitydeliveredislessthannotedontheIRForm.
2.2.2 Conductfinalphysicalinspectionforquality.(Refer to Page No. 56 Table 3)
2.2.2.1 Checkforphysical,chemical,ormanufacturingdefects. --
2.2.2.2Verifyexpirydate.Iftheexpirydateislessthan90daysaway,thenreturnthecommoditiestothesourceofsupplytopreventanydispensingofexpiredcommoditiesbymistake.
--
2.2.2.3 Verifybatchnumbers.
2.2.2.4Ifqualityproblemordamageisfound,notifySACSQuarantinegoodstillissuesareresolved.
--
2.2.3 RecordcommodityinformationontheStockRegister/IMS.Stock Register/IMS
2.2.4
Putawaycommodities:• Ifthelabelonlystatesthedateofproduction,calculatetheexpirydateand
addtheperiodofstorageontheshelf.• Writedownthedateofexpiryonthecardboardboxinlargeboldnumbers
orletters.
--
2.2.5Storecommoditiesaccordingto“FEFO”(“FirstExpiry,FirstOut”)topreventexpiry
--
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETION
FortheSOPtobecompletedaccuratelyandcompletely,thefollowingcriteriamustbemet:
� Commoditiesarereceived.
� Damagedorexpiredstockhasbeenseparatedfromusablestock.
� StockRegisters/IMSandBinCardshavebeenupdated.
� RTDFormhasbeencompleted(ifnecessary).
� Commoditiesareputaway.
REFERENCES
A.NOTEALLAPPLICABLEReferencepolicies/laws/regulations
SOP for Supply Chain Management under NACP72
Issue and Dispense Commodities
PURPOSEIssuingisthesupplychainprocessofreceivingandfulfillingindents.Forservicedeliverypoints,dispensingisthesupplychainprocessofissuingcommoditiestoclients.
SCOPEThisSOPappliestoallfacilitieswhichissueanddispensecommodities.
LMIS RESOURCESTheseLMISresourcesarerequiredtosuccessfullycompletethisSOP:
Record/Form Name
• Indent Form
• Stock Register
• Bin Card
• IR Form
• IMS Dispensing
• Daily Dispense Register (DDR)
OtherForms/RecordsReferredtointhisProcedure
• N/A
Note: ONLY SACS Store and Regional Stores uses Bin Cards. A Bin Card is not required at other facilities because inventory levels are such that a Stock Register is sufficient for monitoring inventory.
PROCEDUREThisprocedurecomprisesoftwosteps:
1. Receive and review indent.2. Issue commodities according to the indent.
Forservicedeliverypoints:
3. Dispense to clients.
Sub-stepsarenotedasfollows:
1. Receive and review indent:1.1 SACS Store, Regional Store and ART
Steps Instruction /Activities LMIS Tools Used
1.1.1 ReceiveIndentFormfromreportingfacility.(Refer to Page No. 57 Table 7) Indent Form
1.1.2 ReviewIndentFormtoconfirmcalculations.Correctifneeded. • Ifcorrectionsaremade,notifyindentingfacility.
Indent Form
21
SOP for Supply Chain Management under NACP 73
2. Issue commodities according to the indent between facilities:2.1 SACS Store, Regional Store and ART
Steps Instruction /Activities LMIS Tools Used
2.1.1 Aggregateallindentsfromtherequestingfacilitiesfordistributionplanning Indent Form
2.1.2CheckstockavailabilityintheStockRegister/IMStofinalizethequantitytobeissued:
Indent FormStock Register/ IMS
2.1.3 2.1.2.1Ifproductisavailableinenoughquantity,fulfilltheIndentFormrequest.
2.1.2.2Ifproductisnotavailableinenoughquantity,rationtheindentedquantity.
2.1.2.3 Ifproductisnotavailable,findthesubstituteproduct,ifpossible.
2.1.2.4Ifsubstitutionisnotpossibleanddemandisurgent,informtoNACO/SACStosupportonrelocationfromotherstates/facilities
2.1.2.5Ifsubstitutionisnotpossibleanddemandisnoturgent,waittillproductbecomesavailablethroughProcurementAgent/SACS
2.1.3 DevelopthedistributionplanforapprovalDistribution Plan
Calloremailindentingfacilitiestoupdateonapproveddistributionplan
2.1.4 CompleteIR/STNFormasperapproveddistributionplan IR/STN Forms
2.1.5 SelecttheavailableproducttobeissuedbyFEFO(“FirstExpiryFirstOut”). IR/STN Forms
2.1.6 Prepareshipmentofcommodities,asperIR/STNForm IR/STN Forms
2.1.7 Notifyreceivingfacilitythatindentisreadytobeshipped. IR/STN Forms
2.1.8 RecordtheissuedquantityinStockRegister/IMS/BinCard.Stock Register / IMS
3. Dispensing:3.1 ART and LAC
Steps Instruction /Activities LMIS Tools Used
3.1.1DispensethedrugstotheclientasprescribedinpatienttreatmentrecordbySMO/MO(WhiteCardandGreenBook)
Patient Treatment Record
CheckstockavailabilityintheStockRegister/IMStofinalizethequantitytobeissued:
IMS/ Stock Register
3.1.1.1 Ifdrugsisavailableinenoughquantity,fulfilltheprescription.
3.1.1.2IncaseofTLE/ZLNfollowMMDpolicyforthosewhoareeligibleforMMD
SOP for Supply Chain Management under NACP74
3.1.1.3Ifproductisnotavailableinenoughquantity,rationtheprescribedquantity.
3.1.1.4 Ifproductisnotavailable,findthesubstituteproduct,ifpossible.
3.1.1.5Ifsubstitutionisnotpossibleanddemandisurgent,initiatethelocalpurchaseorinformtoSACSforemergencyrelocation
3.1.1.6Ifsubstitutionisnotpossibleanddemandisnoturgent,waittillproductbecomesavailablethroughSACS/Regionalstore
3.1.2 SelectthedrugstobeissuedbyFEFO(FirstExpiryFirstOut).
3.1.3 Dispensethedrugstopatient
3.1.4Counselthepatientonpossibledrugtoxicitiesandreportthesame,ifsignificant
3.1.5 RecorddispensedcommoditiesinIMS/DailyDispensingRegister IMS / DDR
3.1.6
RecordtotalquantityissuedintheIMS/DrugDispensingRegisterinStockRegisterattheendofthedayFormoreinformationonIMSDispensingmodulepleasewatchvideoavailableon YouTube:https://www.youtube.com/watch?v=Y1aSHSLOdpk&feature=youtu.be)
IMS/DDR/ Stock Register
3.1.7PatientcollectsdrugsfromdispensingcounterandrealtimeentryofthedrugsdispensedtopatientisrecordedinIMS
IMS
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETION
FortheSOPtobecompletedaccuratelyandcompletely,thefollowingcriteriamustbemet:
EffectivenessCriteria/CriteriaforIssueCompletion:
� IndentFormiscompleteandaccurate.
� Indentquantitiesarevalidated.
� DistributionPlanisapproved.
� Issuequantityispicked.
� Issuesquantityisreadyforpackagingandshipping.
EffectivenessCriteria/CriteriaforDispensingCompletion:
� Clientiscounselled.
� Commodityisdispensed.
� DailyDispensingRegisterisupdated.
� StockRegister/IMSareupdated.
REFERENCES
A.NOTEALLAPPLICABLEReferencepolicies/laws/regulations
SOP for Supply Chain Management under NACP 75
Distribute Commodities (Packaging and Transportation)
PURPOSEDistributionisthesupplychainprocessafterissuingofcommoditiesagainsttheindents.Keystepsinthedistributionprocessinclude:1. Packagingofcommodities.2. Distributionofcommoditiesaccordingtotheindentandissue.
SCOPEThisSOPappliestoallfacilitieswhicharechargedwithdistributionofcommodities.
LMIS RESOURCESTheseLMISresourcesarerequiredtosuccessfullycompletethisSOP:
Record/Form Name
• Indent Form
• IR Form
• STN from IMSOtherForms/RecordsReferredtointhisProcedure
• Distribution Plan
• Route Plan
• Dockets
PROCEDUREThisprocedurecomprisesoftwosteps:
4. Packaging of commodities5. Distribution of commodities according to the indent and issue.
Sub-stepsarenotedasfollows:
1. Packaging of commodities:1.1 SACS Store, Regional Store and ART
Steps Instruction /Activities LMIS Tools Used
1.1.1 AggregateallissuequantityasperapproveddistributionplanforARVdrugs IR/STN Form
1.1.2 Prepareforpackaging24hoursinadvancefromthedateofloading • Arrangesufficientpackagingmaterial
• Packalllooseitemsincartonbox,Marktheboxeswithfacilityname;incaseoflooseitemmarkdrugnameandquantity
IR/STN Form
1.1.3 Arrangetheboxesinseparatelotsonstagingareaofthewarehouse/storeforloadinginthevehicle
IR /STN Form
22
SOP for Supply Chain Management under NACP76
2. Distribution of commodities according to the indent and Issue:2.1 SACS Store, Regional Store and ART
Steps Instruction /Activities LMIS Tools Used
2.1.1 Selectanappropriate transportationmodelbasedon thevolumeof the totalboxestobedistributed:
• Dedicatedvehicle:ForARVdrugsandothercommodities
• Fulltruckload(FTL):Forhighvolumeshipment
• Couriermode:foremergencyrelocation
IR/STN Forms
Distribution and Route Plan (Not LMIS Part) 2.1.2 Developrouteplanbasedondistributionlistinconsultationwithtransporter
2.1.3 Sharerouteplanfordistributionwiththetransporter
2.1.4 HandoverIR/STNformintriplicate:I. TransporterissuesdocketagainstIR/STNII. TransporterprovidesonecopyofdockettotheconsignorFilethedocumentsatyourlocation
IR/STN Form , Docket
2.1.5 Handoverthestockstothetransporterontheagreeddateandtime Docket (Transport document)
2.1.6 Tracktheshipmentuntilsignedandstampedproofofdelivery(POD)isreceived PODs (Docket and IR/STN)
2.1.7 Allow facilities Store to verify correctness of issue and visually inspectcommodities.
Docket, IR/STNs
2.1.7.1 Ifanyerrorsarefound,immediatelyinformtoissuingfacilities
2.1.7.2 SignIR/STNFormtoconfirmreceivingofcommodities: • Keep1copyatreceivingfacilities
2.1.7.3 Returnsignedandstampedcopytotransporter
2.1.8 Record any variances during the transportation and claim to transport orinsurancecompanyasnecessary.
Stock Register/ IMS
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETION
ForthisSOPtobecompletedaccuratelyandcompletely,thefollowingcriteriamustbemet:
Effectiveness Criteria / Criteria for Distribution Completion:
� PackingofdrugsandKitscompletedasperinstruction
� Distributionplannedandproductsmovedtofacilities
� IR/STNFormsignedhandedovertotransporter
� Receivingfacilityuponreceiptofcommoditiestoacknowledgereceipton:
o IR/STNandtransportdocketso Onecopyremainswithreceivingfacilitieso Onecopysignedandstampedandreturnedtoissuerfortheirrecord
REFERENCES
A.NOTEALLAPPLICABLEReferencepolicies/laws/regulations
SOP for Supply Chain Management under NACP 77
Standard Operating Procedures for HIV Test Kits and Other
Cold Chain Commodities
SOP for Supply Chain Management under NACP 79
SOP for HIV Test Kits Flow Process 23
SOP for Supply Chain Management under NACP80
Commoditymanagementconsistsofsixfundamentalprocessesthattakeplaceineveryfacilityateachlevelwithinthesupplychain:
Standard Operating Procedures24
ForecastandProcurecommodities
MonitorCommodityConditionsandLevels
IndentCommodities
ReceiveandStoreCommodities
IssueCommodities
DistributeCommodities
1
23456
ThisSOPdocumentprovidesstep-by-stepinstructionsonhowtocarryouteachoftheseprocesses.Consistentresultswilloccuraslongaseveryonefollowsthesteps.Inthisway,theSACScanmaintainsufficientcommoditysupplybymanagingcommoditieseffectivelyandpreventingoverstockandstock-outs.
EachSOPiscomprisedofthefollowingparts:
• Overview:Listsall reference informationneededtoknowwhentheSOPwasauthorizedandwhois inchargeofit;
• Purpose: OutlinesbrieflytheobjectiveofthisspecificSOP; • Scope: DescribeswhichfacilitiesmustfollowthisSOP; • Responsible Persons: ListsthepeoplewhoareresponsibleforimplementingtheSOP
(Please refer Table 1.0 on Page No. 81); • Forms / Records: ListstheLMISformswhicharerequiredtocompletetheseSOPs; • Procedure: ListseachstepthatmustbecompletedtoensurethattheSOPisfullycompleted; • Effectiveness Criteria / Criteria for Completion: this is a checklist that is used after a SOP has been
completedtoensurethattheSOPwascompletedfullyandaccurately; • References: Listsanyexistinglaws,policies,orregulationsthatimpacttheimplementationoftheseSOPs; • Revision History:SOPsaredynamicandevolvingdocuments. Assystemsevolve, theSOPshouldalso.
Revisionsaremadeandtrackedusingthissection.
SOP for Supply Chain Management under NACP 81
Standard Operating Procedures Reference Tables
Thefollowingtablesnotekeypolicydecisionswhichareusedtoguideday-to-daysupplychainoperations.Eachisreferenced,whereapplicable,inindividualSOPwhichfollow.
Tables Components
TABLE 1 Responsible Persons
TABLE 2 Physical Inventory Schedule
TABLE 3 Quality Assurance
TABLE 4 Removal and Return of Damaged and/or Expired Commodities and/or Return of Near-Expired Commodities
TABLE 5 Maximum Inventory Levels ( Not to Be Exceeded) and Emergency Order Point
TABLE 6 Commodity Level Assessment
TABLE 7 Indent Schedule
TABLE 1.0 – Responsible PersonsThefollowingpeopleareresponsibleforthisSOP:
Level Person Who Completes Task
Person Who Reviews the Task
Person Who Approves Task
SACSWIC Pharmacist/StoreKeeper StoreIncharge/DeputyDirector
JDBSD
DAPCUWIC DistrictSupervisor(DS) DistrictProgramOfficer(DPO)
DistrictProgramOfficer(DPO)
SA-ICTCs LabTechnician/Counsellor
MedicalOfficer MedicalOfficer
FICTCs LabTechnician/Counsellor
MedicalOfficer MedicalOfficer
TABLE 2.0 – Physical Inventory Schedule
EachfacilityconductsaphysicalinventoryaspertheSACSdeterminedschedulewhichisasfollows:
Facility Level Physical Inventory Conducted: Report to:
SACS WIC Halfyearly PD
DAPCU WIC Quarterly StoreIn-Charge–SACS
SA-ICTCs Quarterly JD-BSD
FICTCs Monthly MedicalOfficer,SA-ICTC
25
SOP for Supply Chain Management under NACP82
TABLE 3.0 – Quality Assurance
Each facility should verify the following aspects of each commodity upon receipt. If anything does not pass inspection, then they should be returned:
Physical Inspection Component What is Checked:
1. Physical damage Verify the physical integrity of a commodity: • Ensurenocrushing,tearing,rubbing,orripping
• Look for signs like: tears, perforations, water or oil or broken orcrumbledtestsorbrokenbottles
• Verifythattemperaturewasmaintainedduringthetransportation
• ChecktheHEATmarkerindicatoronthekits
2. Chemical damage Verify the chemical integrity of a commodity: • Ensurenochangeincolororconsistencyorsmell
3. Manufacturing defects Verify labeling is as required in the purchase order: • Ensurelabelingiscorrect,batchno.andexpirydatearestamped
TABLE 4.0 – HIV TESTING KITS – Removal and Return of Damaged and/or Expired Commodities and Re-distribution of Near-Expiry Commodities
Essential medicines and commodities are monitored on a regular basis. When damaged, near expiry, or expired commodities are found, each level responds as established in the table below:
Level If damaged then… If near-expired or excess then… If expired then…
SACS - WIC � DisposeasperGovt.norms
� Redistributeasperneedtofacilities
� DisposeasperGovt.norms
DAPCU - WIC � DisposeasperGovt.norms
� Redistributewithinfacilities;ifnotneeded,thenreturntoSACS
� DisposeasperGovt.norms
SA-ICTCs � ReturntoSACSWIC
� ReturntoSACSWICforredistribution
� ReturntoSACS/WICs
FICTCs � ReturntoICTC � ReturntoICTCsforredistribution � ReturntoSA-ICTCs
TABLE 5.0 – Maximum – Minimum (Forced) Inventory Control SystemFacilityinventorylevelsshouldneverexceedSACS-establishedmaximumlevels.Whenindenting,ensurethatafacilityreachtomaxlevelofstock on hand….
Inventory Levels – HIV Test Kits
Step Formula State Level DAPCU SA-ICTC FICTC
1. Lead Time for Placing and Filling Orders
SetbyNACO 9months 1month 0.5month 0.5month
2. Review Period Between Routine Stock Assessments
SetbyNACO 3months 1month 1month 1month
3. Safety Stock/ Buffer Stock
Safety≥½Review 1.5monthsofstock(roundedupto2months)
0.5monthofstock(roundedupto1month)
0.5monthofstock(roundedupto1month)
0.5monthofstock(roundedupto1month)
4. Min Level of Stock Min = Lead + Safety 11 months of stock
2 months of stock
1 month of stock
1 month of stock
SOP for Supply Chain Management under NACP 83
5. Max Level of Stock Max=Min+Review 14monthsofstock
3monthsofstock
2monthsofstock
2monthsofstock
6. Emergency Order Point
EmergencyOrderPoint=LongestLeadTimeforEmergencyShipment
3month 1month 1month 1month
Note: All facilities place an emergency order if their stock levels reach quantities that will only last for 2 weeks.
TABLE 6.0 – Commodity Level AssessmentFacilities assess stock levels every time an indent has to be placed. If excess stock or too little stock isidentified,theissuingfacilityisnotifiedasstatedinthefollowingtable.
Intheeventthatthestocklevelisfoundtobezero,orstockedoutforHIVTestingkits:
• StatesplaceemergencyorderstosuppliersaftertakingapprovalfromNACO
• DAPCUsplaceemergencyorderstoSACS
• ICTCsplaceemergencyordertoDAPCU/SACS
• SACSissuesapurchaseordertosuppliersbasedonapprovalsfromNACO.
Level If excess stock is found (above “Max.”)…
If too little stock is found (below “Min.”)…
SACS � Redistributeasperneed � PlaceemergencyorderfromCMSS/NACO/Suppliers
DAPCU � ReturntoSACSStoreforredistribution � NotifySACSStore
SA-ICTC � Redistributewithincatchmentarea;ifnotneeded,thenreturntoDAPCU/SACSforredistribution
� NotifyDAPCU/SACS(innon-DAPCUdistricts)
FICTC � Redistributewithincatchmentarea;ifnotneeded,thenreturntoSA-ICTCforredistribution
� NotifySA-ICTC
TABLE 7.0 – Indent ScheduleSACSemploysapullsystembelowthestatestores.Eachservicelevel(e.g.ServiceDeliveryPoint,DAPCU,State)placesindentatspecifictimeperiods.Theseindentintervalsareasfollows:
Level Indent Frequency: Indent is Sent to:
NACO � Annually � ToProcurementAgents
SACS � Annually � ToNACO
DAPCU � Quarterly � ToSACSStore
SA-ICTC � Quarterly � ToDAPCU/SACS(innon-DAPCUdistricts)
FICTC � Monthly � ToSA-ICTC
Note: SACS submit purchase orders to local suppliers only when faced with an emergency stock out based on approvals from respective division of NACO. A percentage of their budget is allocated for these types of emergency orders.
Step Formula State Level DAPCU SA-ICTC FICTC
SOP for Supply Chain Management under NACP84
Forecast and Procure Commodities
PURPOSEThepurposeofforecastingistoaccuratelyestimatethequantityoftheselectedproductsneededovertheannualplanperiodbytheentirestate.
SCOPEThescopeofthisprocessisfocusedonNACOwithinter-linkagestoSACS.ItisalsolimitedtoHIVKits
LMIS RESOURCESTheseLMISresourcesarerequiredtosuccessfullycompletethisSOP:
Record/Form Name
• Forecasting Tool (Excel based)
• Forecasting Output (Excel sheet), Summary Report
• Indent Form
OtherForms/Recordsreferredtointhisprocedure
• Purchase Order/ LoA
• Rate Contracts
PROCEDUREThisprocedurecomprisesoftwosteps:
1. Forecasting of HIV Testing Kits;2. Procurement of HIV Testing Kits
Sub-stepsarenotedasfollows:
1. Forecasting of HIV Test Kits1.1 NACO Level (BSD and Procurement Division)
Steps Instruction /Activities LMIS Tools Used
1.1.1 Collectallinputdatarequiredfortheforecastingtool(excelbased)
Forecasting Tool, Forecasting Output and Summary Report
1.1.2 Incorporateallchangessuchasthoserelatedtonewproducts,testingguidelinechanges,targetpopulationetc.
1.1.3 Collateandcleaninputdataandgeneratetheforecastingoutputinthetool.
1.1.4 Analyzeandextractoutputdataofforecastingtoolasagroupandfine-tuneifrequired.
1.1.5 Inviteforecastingcommitteemembers(TRG)topresentoutputdataandconductgroupdiscussiononmethod,assumptionsconsideredandrationaleused.
26
SOP for Supply Chain Management under NACP 85
1.1.6 Aggregateallinputs/suggestionsfromexpertsandshareminutesofthemeetingwithdetailsofforecastingexerciseandconclusions
1.1.7 Shareovere-mailwithhigherofficialsthefinaloutputandsummaryoffeedbackandapproval
1.1.8 Kickstartprocurementplanningusingtheforecastingoutputastheinputforindenting.
1.1.9 ProcessanannualindentforapprovalandsubmittotheProcurementDivisionofNACO
Indent Form
2. Procurement of HIV Testing Kits2.1 NACO Level (Procurement Division, BS Division and SACS)
Steps Instruction /Activities LMIS Tools Used
2.1.1 AssessmentoftheIndentsubmittedbyprogrammedivisionsconsideringthefollowing:(Refer to Page No. 83 Table 7)
Procurement Manual for
National AIDS Control Programme
2.1.1.1 Currentstockavailableatnationallevelandexpectedstockpositionattimeofsendingtheindent
2.1.1.2 Budgetavailabilityandsources
2.1.1.3 Checkprocurementcycleandmodeofprocurement.
2.1.1.4 Projectedtimescalefordistribution,listofconsignees,deliveryschedules,storagecapacityatalllevelsetc.
2.1.2 Submitfinalizeddemandtoempaneledprocurementagentalongwithkeydetailsliketechnicalspecifications,consigneelist,deliveryscheduleetc.
Indent Form
2.1.3 Followupandoversightofallsub-activitieswithprocurementagentlikeTendering(Preparation,Advert,Issue,BidOpening,Evaluation,AwardofContract),Pre-dispatchinspection&QA,notificationsofdeliverytoconsignee,receiptofconsignment,resolutionofanydisputeetc.
Bid documents, NOA, PO and Delivery
2.1.4 Processpaymenttoprocurementagentagainstthesubmitteddocuments
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETIONFortheSOPtobecompletedaccuratelyandcompletely,thefollowingcriteriamustbemet:
� AnnualquantityisdeterminedforHIVTestingKits
� Thefinaldeterminedquantityisapprovedandvalidatedbyalldivisions
� ProcuredandsuppliedalldeterminedquantitytoSACS-WIC
REFERENCES
A.NOTEALLAPPLICABLEReferencepolicies/laws/regulations
1. Procurement Manual for National AIDS Control Programme (NACP III)- Oct 2007
SOP for Supply Chain Management under NACP86
Monitoring Commodity Conditions and Levels
PURPOSEMonitoring commodity levels is the supply chain process in which supply chain managers ensure thatinventorylevelsaresufficienttomeetthefacilityrequirements.Thismeansmaintaininganaccurateinventorycount.Properandaccurateinventorycountmanagementiscrucialtoindenting,dispensing,andaccounting.Withoutaccurateinventorycounts,noneofthesefunctionscanbeperformedproperlywhichcanresultindelayeddeliveries,stockouts,andproductwastage.
SCOPEThis SOP applies to all facilities which store and dispense commodities.
LMIS RESOURCESThese LMIS resources are required to successfully complete this SOP:
Record/Form Name
• Stock Register/ IMS
• Bin Card
• RTD Form
• Indent Form
• Issue and Receive FormOther Forms/Records Referred to in this Procedure
• Applicable storage guidelines as per manufacturer requirements • Applicable destruction guidelines as per manufacturer requirements
Note: ONLY SACS Stores and Regional Stores use Bin Cards. A Bin Card is not required at other facilities because inventory levels are such that a Stock Register is sufficient for monitoring inventory.
PROCEDUREThis procedure is comprised of 2 steps:
1. Assess commodity conditions.
2. Verify commodity levels.
Sub-steps are noted as follows:
1. Assess Commodity Conditions1.1 SACS Store/ DAPCU/ICTC/FICTC
Steps Instruction /Activities LMIS Tools Used
1.1.1 Monitorcommodityconditionsonschedule.(Refer to Page No. 43 Figure 6) --
1.1.2 Evaluatecommodityconditions.(Refer to Page No. 43 Figure 6) --
1.1.3 Stackallkitsneatly. --
27
SOP for Supply Chain Management under NACP 87
1.1.4 Ensureallproductsareorganizedaccordingto“FirstExpiry,FirstOut”(FEFO).(Refer to stock rotation chapter on Page No. 45)
--
1.1.5 Checkthatexpirydatesareclearlymarked(e.g.,withlarge,darknumbers)oneachkit.
--
1.1.6 Visuallyinspectcommoditiestoensurethatthereisnodamageornearexpiry(lessthan90days)orexpired.
IMS/ Stock RegisterBin Card (for SACS/ Regional Stores only)RTD Form
1.1.6.1 Separatethemintoaquarantinearea.
1.1.6.2 WriteDamaged,NearExpiry,orExpiredonthebox.
1.1.6.3 RecordthequantityofexpiredordamagedstockasalossontheappropriateStockRegister/BinCardandsubtractthequantityfromtheBalancecolumn.
1.1.6.3 Addressdamage,nearexpiry,orexpiryusingRTDForm (Refer to Page No. 82 Table 4)
1.1.6.4 Disposedamaged/expiredcommodities.
1.1.6.5 Redistributenearexpirycommoditiestofacilitieswhocanissue/dispensebeforeexpirydate.
2. Verify commodity levels2.1 SACS and DAPCU WIC
Steps Instruction /Activities LMIS Tools Used
2.1.1 Monitorcommoditylevelsonschedule(Refer to Page No. 81 Table 2) --
Countstock: --
2.1.2 2.1.2.1 Countunopenedkitsfirst.Multiplythenumberofkitsbythenumberoftestsinthekit.
--
2.1.2.2 Kitsshouldbeissuedasawholebox.
2.1.3
Evaluatecommoditylevelsagainstmax-minlevelorEOP. (Refer to Page No. 82-83 Table 5)
Stock Register /IMS Bin Card (for SACS and DAPCU WIC only)Indent and IR Forms
2.1.3.1 Addupthetotalunitsandthisistheactualquantityofstockonhand.
2.1.3.2 SubtractthecalculatedStockBalanceasrecordedinStockRegister/BinCardfromtheActualQuantityonHand.
2.1.3.3 Ifyourresultiszero,yourStockRegister/BinCardmatchthenumberofunitsofthecommoditiesinthestore.
2.1.3.4 Ifyourresultisanegativequantityyouhavesufferedalossofthecommodity.Adjustthesameinstockregister/BinCard
2.1.4 CreatealineitemonStockRegister/BinCardlabeled“PhysicalCount”andwritethequantitycounted.
Stock Register /IMS Bin Card (for SACS and DAPCU WIC only)
2.1.5
Compareamountofcommoditytorecommended“max”quantity. Stock Register /IMSBin Card (for SACS and DAPCU WIC only)IR Form, RTD Form, Indent
2.1.5.1 Multiplyyouraveragemonthlyconsumptionbymaximummonthsofstock.Thisistherecommended“max”quantity.
2.1.5.2 Compareyourstockonhandtotherecommended“max”quantity.(Refer to Page No. 82-83 Table 5)Ifmorethanmax,then…
2.1.5.3 WriteExcessonthekitswhichareexcess.
2.1.5.4 Stackexcessinventoryseparatelyfromusablestocks.RedistributeusingRTDForm.(Refer to Page No. 83 Table 6)
SOP for Supply Chain Management under NACP88
2.1.5.5 Recordthequantityredistributedasanegative“adjustment”inStockRegister/BinCardasfollowswithadashthatlookslikethis:“-“.(Refer to Page No. 82-83 Table 5) Ifatorbelowminlevel,then…
2.1.5.6 PlaceemergencyindentusingIndentForm.
2.2 Testing facilities (ICTC and FICTC)
Steps Instruction /Activities LMIS Tools Used
2.2.1 Onceaweek,transferquantitiesissuedasrecordedinLaboratoryRegisterintoStockRegister.
Laboratory Register/ IMS (Dispensing Module), Stock Register
2.2.2 Monitorcommoditylevelsonschedule.(Refer to Page No. 81 Table 2) --
Countthestock --
2.2.2.1 Countunopened/completekitsfirst.Multiplythenumberofkitsbythenumberoftestinthekit.
--2.2.2.2 Countthetestsinsidetheopenkits.
2.2.2.3 Thiswillgiveyouthetotalnumberofthetestsinthefacility.
EvaluatecommoditylevelsagainstmaxlevelorEOP. (Refer to Page No. 82-83 Table 5)
Stock Register and IMS
2.2.3.1 Addupthetotaltestsandthisistheactualquantityofstockonhand.
2.2.3.2 SubtractthecalculatedStockBalanceasrecordedinStockRegisterfromtheActualQuantityonHand.
2.2.3.3 Ifyourresultiszero,yourStockRegistermatchthenumberofunitsofthecommoditiesinstorage.
2.2.3.4 Ifyourresultisanegativequantityyouhavesufferedalossofthecommoditythenadjustthesameinstockregister/IMS
2.2.3.5 Ifyourresultisapositivequantity,youhavemoreunitsofthecommodityinstockthanyouhadrecordedontheStockRegister.
2.2.4 CreatealineitemonStockRegisterlabeled“PhysicalCount”andwritethequantitycounted.
Stock Register and IMS
2.2.5
Compareamountofcommoditytorecommended“max”quantity.
Stock Register /IMSIndent FormIR FormRTD Form
2.2.5.1 Multiplyyouraveragemonthlyconsumptionbymaximummonthsofstock.Thisistherecommended“max”quantity.
2.2.5.2 Compareyourstockonhandtotherecommended“max”quantity.(Refer to Page No. 82-83 Table 5) Ifmorethanmax,then…
2.2.5.3 WriteExcessonthekitswhichareexcess.
2.2.5.4 Stackexcessinventoryseparatelyfromusablestocks.RedistributeusingRTDForm.(Refer to Page No. 83 Table 6)
2.2.5.5 Recordthequantityredistributedasanegative“adjustment”inStockRegisterasfollowswithadashthatlookslikethis:“-“. (Refer to Page No. 82-83 Table 5)Ifatorbelowminlevelthen…
2.2.5.6 PlaceemergencyindentusingIndentForm.
SOP for Supply Chain Management under NACP 89
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETION
For the SOP to be completed accurately and completely, the following criteria must be met:
For commodity monitoring:
� Commodityconditionsaremonitoredaspertheestablishedscheduleandallitemsarestoredaccordingtoproperstorageguidelines.
� QuantityofcommoditiesonhandhasbeencountedandrecordedontheStockRegister.
� Losses/AdjustmentshavebeencalculatedandrecordedontheStockRegister,ifapplicable,andproperlyaccounted.FormoreinformationRefer Page No. 82 Table 4
For removal of damaged / expired or excess commodities:
� Damaged,expiredorexcesscommoditiesareseparatedfromusablestock.
� Damagedorexpiredstockisdisposedaspernormsspecifiedbystategovernmentandifdestroyed,aspermanufacturerrequirements(FICTCreturndamagedorexpiredstocktoICTCfacility).
� Excesscommoditiesarereturnedtoissuingfacilities.
� StockRegistershasbeenupdatedasperthemovementofdamaged,expiredorexcesscommodities.
� RTDFormhasbeencompletedtoaccompanymovingcommodities
For indenting emergency commodities:
� IndentFormhasbeencompletedtorequestanemergencyorder
REFERENCES
A. NOTE ALL APPLICABLE Reference policies / laws / regulations
SOP for Supply Chain Management under NACP90
IndentCommodities
PURPOSEIndentingistheprocesstorequestproductquantitytoreplenishthestocklevel.Allcommoditiesarere-stockedtothepre-setmaximumlevel–nomatterhowmuchorlittleisinstock.
SCOPEThisSOPappliestoallfacilitieswhichindentcommodities.
LMIS RESOURCESTheseLMISresourcesarerequiredtosuccessfullycompletethisSOP:
Record/Form Name
• Stock Register
• Bin Card
• RTD Form
• Indent Form
• IR Form
OtherForms/RecordsReferredtointhisProcedure
• PurchaseOrder/LetterofAcceptance(LOA)
• RateContracts
PROCEDURE
Thisprocedurecomprisesoftwosteps:
1. Determining the quantity to indent.
2. Submitting the indent to issuing store/Procurement Agent.
Sub-stepsarenotedasfollows:
1. Determine quantity to indent1.1 NACO Level
Steps Instruction /Activities LMIS Tools Used
1.1.1 Processindentquantitiesfromforecastingtools (Refer to Page No. 83 Table 7)
Indent Form, Forecasting Tool
1.1.2 Preparetheindentformforsubmissionandapprovalwithnecessarydetails. Indent Form
28
SOP for Supply Chain Management under NACP 91
1.2 SACS WIC
Steps Instruction /Activities LMIS Tools Used
1.2.1 AggregateindentedquantitiesfromDAPCUandSA-ICTCs. (Refer to Page No. 83 Table 7)
Indent Form/ Forecasting Tool
1.3 DAPCU, SA-ICTC and FICTC
Steps Instruction /Activities LMIS Tools Used
1.3.1 Preparetoindentproducts. (Refer to Page No. 83 Table 7)
Stock Register / IMS
1.3.2 Daypriortoscheduledindent,conductphysicalinventorycounttoverifycommoditylevels.
--
1.3.3 Notediscrepancies,ifany,betweenStockRegister/IMS/BinCardandphysicalinventoryinStockRegister.
Stock Register/IMS Bin Card (for DAPCU WIC only)
1.3.4 Compute averagemonthly consumption using last 3months of consumptionunlessdirectedotherwise.
Stock Register / IMS
1.3.4.1 1. For product in full supply:-ReviewissuesdatainStockRegister/IMSforownfacilitytogetconsumptiondata.
1.3.4.2
2. For products that have been stocked out at any point in the last 3 months:-AggregateaveragemonthlyconsumptionfromIndentandIssues/ReceiveFormsforallrequestingfacilities:
• SACSaggregatesDAPCU/SA-ICTCIndentandIssue/ReceiveForms
• DAPCUStoreaggregatesSA-ICTCsIndentandIssue/ReceiveForms(whereverDAPCUexists)
• For non-DAPCU districts, SA-ICTCswill send directly to SACS orWICswithintheState
• SA-ICTCaggregateFICTCsindentandIssue/ReceiveForms
Stock Register/IMS Laboratory Register /IMSIndent Form
1.3.4.3 3. For products that are stocked out at both indenting and requesting facilities:-ReviewissuesdatainStockRegister/IMSforownfacilityforthemostrecentperiodduringwhichtheproductwasavailable.
1.3.5 CalculatehowmuchofeachcommodityisrequiredforlevelstobebroughtuptomaxlevelsusingtheIndentForm.
Stock Register / IMS Indent Form/ Laboratory Register
1.3.6 Preparetheindentforsubmissionandsigntheformwithnecessarydetails. Indent Form
2.Submit indent to issuing store / Procurement Agent;2.1 NACO Level
Steps Instruction /Activities LMIS Tools Used
2.1.1 RequestingDivisionsubmitsIndentFormtoProcurementDivisionofNACO(Refer to Page No. 83 Table 7)
Indent Form
2.1.2 ProcurementDivisionsubmitsapprovedindenttoProcurementAgentsofNACO
--
SOP for Supply Chain Management under NACP92
2.2 SACS, DAPCU WIC, SA-ICTCs and FICTCs
Steps Instruction /Activities LMIS Tolls Used
2.2.1 SubmitIndentFormtoissuingfacilities (Refer to Page No. 83 Table 7)
Indent Form
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETION
FortheSOPtobecompletedaccuratelyandcompletely,thefollowingcriteriamustbemet:
� Commoditylevelsareassessed.
� Orderquantitiesarecalculated.
� IndentFormiscompleted.
� IndentFormisapprovedandsubmitted.
REFERENCES
A.NOTEALLAPPLICABLEReferencepolicies/laws/regulation
SOP for Supply Chain Management under NACP 93
Receive and Store Commodities
PURPOSEReceivingisthesupplychainprocessofacknowledging,inspecting,andloggingreceivedcommoditiesintoinventory.Errorsinreceivinghavearippleeffect.Ifanindent/issues/packaginglistareimproperlyfilledorcommoditiesare counted incorrectly when received, then inventory levelswill be inaccuratewhich canresultinoverstockorstock-out.Similarly,ifcommoditiesareputawayincorrectly,thenthereisriskoflosingproductduetoexpiryorstaffwillwastetimelookingforproductatthetimeofissue.
SCOPEThisSOPappliestoallfacilitieswhichreceiveandstorecommodities.
LMIS RESOURCESTheseLMISresourcesarerequiredtosuccessfullycompletethisSOP:
Record/Form Name
• Stock Register/IMS
• Bin Card
• Indent Form
• Issue and Receive Form (IR Form)
OtherForms/RecordsReferredtointhisProcedure
• Invoice
• PackingList
• CertificateofAnalysis(CoA)
• ConsigneeReceiptCertificate(CRC)
• ConsigneeAcceptanceCertificate(CAC)
• GoodsReceiptNote(GRN)
Note: ONLY SACS Store and Regional Stores uses Bin Cards. A Bin Card is not required at other facilities because inventory levels are such that a Stock Register is sufficient for monitoring inventory.
PROCEDURE
Thisprocedurecomprisesoftwosteps:
1. Receive commodities which includes inspecting and recording receipts.
2. Store (Put away) commodities.
29
SOP for Supply Chain Management under NACP94
Sub-stepsarenotedasfollows:
1. Receive commodities which includes inspecting and recording receipt:1.1 SACS WIC and DAPCU WIC
Steps Instruction /Activities LMIS Tools Used
1.1.1 AsperthePurchaseOrder/NOA,warehousereceivesthegoodsalongwithconsignmentdocuments.
Email/IMS /NACO
Checkcompletenessoffollowingdocuments: Purchase Order (in case of local procurement)InvoicePacking List Delivery Note
1.1.2.1 • Twocopiesoforiginalinvoicesignedbyauthorizedsignatory
• PackingList/Transportreceipt/DeliveryNote
1.1.2 1.1.2.2 Ifanydiscrepancyisfound,reportthesametoNACO/ProcurementAgent.IncaseofmismatchbetweenPO,shipmentdetails,andinvoice;donotacceptcommoditiesuntilwrittenconfirmationisprovidedtoresolvethediscrepancy.
1.1.3 VerifyquantitiesissuedarethesameasrecordedonthePurchaseOrder/Invoice/packaginglist/COA
Purchase Order (In case of local procurement)InvoicePacking ListDelivery Note
1.1.3.1 IfquantitiesareNOTthesameasPurchaseOrder/invoice/packaginglist,donotacceptcommoditiesuntilwrittenconfirmationfromissuerisprovidedthatquantitydeliveredislessthannotedonthePurchaseOrder/invoice/packaginglist/deliverynote.
1.1.4
Inspectcommoditiesforphysical,chemicalormanufacturingdefects. (Refer to Page No. 81 Table 3)
1.1.4.1 Ifdamageisfound,rejectcommoditiesandreturntosupplierforreplacementForHIVTestingKits:checktheHEATmarkerindicatorbeforeacceptingshipment.
--
1.1.4.2 Ifnodamageisfound,acceptorderandgenerateGoodsReceivedNote(GRN)andprovidealldocumentstoProcurementAgent/NACO
--
1.1.5
Endorsethesupplier/CMSSdocumenti.e.IssueSlipcumAcknowledgmentReceipt/TransportReceipt/DeliveryNote
Purchase Order (in case of local purchase),Invoice,Issue Slip cum
Acknowledgment Receipt, Transport Receipt/Delivery Note
1.1.5.1 Receiverfilescopiesofallsignedforms(asnotedincolumntotheright).
1.1.5.2 Supplier/ProcurementAgentreceivescopyofforms.
1.1.6 Ifdocumentsarefoundinorderandquantitiesandqualityofcommoditiesarecorrect,acceptthegoodsinWIC.
--
1.1.7 CompleteallentryofreceivedcommoditiesinIMS IMS and Stock Register
OK
OVERHEAD
SOP for Supply Chain Management under NACP 95
1.2 SA-ICTC and FICTC
Steps Instruction /Activities LMIS Tools Used
1.2.1 Receivemail/IMSnotificationfromSACSWIC/DAPCUWICthatcommoditiesarereadyfordispatch.(Refer to Page No. 83 Table 6)
Stock Register / IMS
1.2.2 Receivecommoditiesatissuingfacility. --
1.2.3 VerifyquantitiesissuedarethesameasrecordedontheIRForm:
IR Form/IMS, STN1.2.3.1 IfquantitiesareNOTthesameasIRForm,donotacceptcommodities
untilwrittenconfirmationfromissuerisprovidedthatquantitydeliveredislessthannotedontheIRForm/STN.
1.2.4 Conduct preliminary physical inspection for quality of shipment. (Remember – a package can be damaged but the commodity can still be usable.) (Refer to Page No. 81 Table 3)
1.2.4.1 Ifqualityproblemordamageisfound,notifyissuer.Quarantinegoodstillissuesareresolved.
--
1.2.5 Sign IR/STN Form to confirm receipt:–Issuingfacilitysigns,stampsandkeeporiginal–Receivingfacilitysignsandstamps1copyandreturntotransporterof
shipment–Receivingfacilitykeeps1copyforfiles.
Indent Form/Issue and Receive Form /IMS/STN Form
1.2.6 Receivethecommoditiesinstockregister/IMS Stock Register / IMS
2. Store (Put away) commodities:2.1 SACS WIC and DAPCU WIC
Steps Instruction /Activities LMIS Tools Used
2.1.1 Putawaycommoditiesaccordingto“FEFO”(FirstExpiry,FirstOut)topreventexpiry;andplaceolderproductsabovethenewerones.
--
2.1.2 Storethegoodsonpallets,shelvesandinWIC.(Refer to Page No. 45 Figure 9) --
2.1.3 RecordreceiptinStockRegister/IMS,BinCard. StockRegister/IMSBinCard
2.2 SA-ICTC, FICTCs
Steps Instruction /Activities LMIS Tools Used
2.2.1 VerifyquantitiesissuedarethesameasrecordedontheIR/STNsForm: (Refer to Page No. 83 Table 7)
Indent Form, IR Form, STN
2.2.1 2.2.1.1 Receivecommoditiesatissuingfacility.
IR Form/ IMS STN2.2.1.2 IfquantitiesareNOTthesameasIRForm,donotaccept
commoditiesuntilwrittenconfirmationfromissuersaysthatquantitydeliveredislessthannotedontheIRForm.
2.2.2 Conductfinalphysicalinspectionforquality.(Refer to Page No. 81 Table 3)
2.2.2.1 Checkforphysical,chemical,ormanufacturingdefects. --
2.2.2.2 Verifyexpirydate.Iftheexpirydateislessthan90daysaway,thenreturnthecommoditiestothesourceofsupplytopreventanydispensingofexpiredcommoditiesbymistake.
--
2.2.2.3 Verifybatchnumbers.
SOP for Supply Chain Management under NACP96
2.2.2.4 Ifqualityproblemordamageisfound,notifySACSQuarantinegoodstillissuesareresolved.
--
2.2.3 RecordcommodityinformationontheStockRegister/IMS. Stock Register/IMS
2.2.4 Putawaycommodities: • Ifthelabelonlystatesthedateofproduction,calculatetheexpirydateand
addtheperiodofstorageontheshelf.
• Writedownthedateofexpiryonthecardboardboxinlargeboldnumbersorletters.
--
2.2.5 Storecommoditiesaccordingto“FEFO”(“FirstExpiry,FirstOut”)topreventexpiry
--
2.2.6 AllHIVTestingKitsmustbekeptbetween+2°Cand+8°CduringstorageattheSACS/DAPCU/ICTC/FICTClevel
2.2.7 MonitorthetemperatureofWIC/ILRthroughoutthesupplychainmanagement:Effectivemonitoringandrecord-keepingachievesthefollowingobjectives:a.verifythatHIVTestingKitsstoragetemperaturesarewithintheacceptablerangesof+2°Cto+8°CincoldroomsandILRb.detectionofout-of-rangestoragetemperaturessothatcorrectiveactioncanbetaken;c.detectionofout-of-rangetransporttemperaturessothatcorrectiveactioncan be taken
Temperature recording sheet
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETION
FortheSOPtobecompletedaccuratelyandcompletely,thefollowingcriteriamustbemet:
� Commoditiesarereceived.
� Damagedorexpiredstockhasbeenseparatedfromusablestock.
� StockRegisters/IMSandBinCardshavebeenupdated.
� RTDFormhasbeencompleted(ifnecessary).
� Commoditiesareputaway.
REFERENCES
A.NOTEALLAPPLICABLEReferencepolicies/laws/regulations
SOP for Supply Chain Management under NACP 97
Issue and Dispense Commodities
PURPOSEIssuingisthesupplychainprocessofreceivingandfulfillingindents.Forservicedeliverypoints,dispensingisthesupplychainprocessofissuingcommoditiestoclients.
SCOPEThisSOPappliestoallfacilitieswhichissueanddispensecommodities.
LMIS RESOURCESTheseLMISresourcesarerequiredtosuccessfullycompletethisSOP:
Record/Form Name
• Indent Form
• Stock Register
• Bin Card
• IR Form
• IMS Dispensing
• Daily Dispense Register (DDR)
OtherForms/RecordsReferredtointhisProcedure
• N/ANote: ONLY SACS Store and Regional Stores uses Bin Cards. A Bin Card is not required at other facilities because inventory levels are such that a Stock Register is sufficient for monitoring inventory.
PROCEDUREThisprocedurecomprisesoftwosteps:
1. Receive and review indent.
2. Issue commodities according to the indent.
Forservicedeliverypoints:
1. Dispense to clients.
Sub-stepsarenotedasfollows:
1. Receive and review indent:1.1 SACS WIC, DAPCU WIC, ICTC and FICTC
Steps Instruction /Activities LMIS Tools Used
1.1.1 ReceiveIndentFormfromreportingfacility.(Refer to Page No. 83 Table 7.0) Indent Form
1.1.2 ReviewIndentFormtoconfirmcalculations.Correctifneeded. • Ifcorrectionsaremade,notifyindentingfacility.
Indent Form
30
SOP for Supply Chain Management under NACP98
2. Issue commodities according to the indent between facilities:2.1 SACS WIC, DACPU WIC, ICTC and FICTC
Steps Instruction /Activities LMIS Tools Used
2.1.1 Aggregateallindentsfromtherequestingfacilitiesfordistributionplanning Indent Form
2.1.2
CheckstockavailabilityintheStockRegister/IMStofinalizethequantitytobeissued:
Indent FormStock Register/ IMS
2.1.2.1 Ifproductisavailableinenoughquantity,fulfilltheIndentFormrequest.
2.1.2.2 Ifproductisnotavailableinenoughquantity,rationtheindentedquantity.
2.1.2.3 Ifproductisnotavailable,findthesubstituteproduct,ifpossible.
2.1.2.4 Ifsubstitutionisnotpossibleanddemandisurgent,informtoNACO/SACStosupportonrelocationfromotherstates/facilities
2.1.2.5 Ifsubstitutionisnotpossibleanddemandisnoturgent,waittillproductbecomesavailablethroughProcurementAgent/SACS
2.1.3 Developthedistributionplanforapproval Distribution Plan
Calloremailindentingfacilitiestoupdateonapproveddistributionplan
2.1.4 CompleteIR/STNFormasperapproveddistributionplan IR/STN Forms
2.1.5 SelecttheavailableproducttobeissuedbyFEFO(“FirstExpiryFirstOut”). IR/STN Forms
2.1.6 Prepareshipmentofcommodities,asperIR/STNForm IR/STN Forms
2.1.7 Notifyreceivingfacilitythatindentisreadytobeshipped. IR/STN Forms
2.1.8 RecordtheissuedquantityinStockRegister/IMS/BinCard. Stock Register / IMS
3. Dispensing:3.1 SA-ICTC and FICTC
Steps Instruction /Activities LMIS Tools Used
3.2.1 CheckstockavailabilityintheStockRegister/IMStofinalizethequantitytobeused:
IMS/ Stock Register
3.2.1.1 IfHIVtestkitsareavailableinenoughquantity,fulfilltheprescription.
3.2.1.2 IfHIVtestkitsisnotavailable,findthesubstituteproduct,ifpossible.
3.2.1.3 Ifsubstitutionisnotpossibleanddemandisurgent,informSACS/DAPCUWICforemergencyrelocation
3.2.1.4 Ifsubstitutionisnotpossibleanddemandisnoturgent,waittillproductisavailableatSACS/DAPCU
3.2.2 SelecttheHIVtestkitstobeusedbyFEFO(FirstExpiryFirstOut). --
3.2.3 Usethetestforpatient --
3.2.4 RecordusedtestinIMS/LabRegisteratSA-ICTC IMS /LR
3.2.5 RecordtotalusedtestquantityintheIMS / LR and update the Stock Register at the end of the day
IMS /Stock Register
SOP for Supply Chain Management under NACP 99
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETION
FortheSOPtobecompletedaccuratelyandcompletely,thefollowingcriteriamustbemet:
EffectivenessCriteria/CriteriaforIssue Completion:
� IndentFormiscompleteandaccurate.
� Indentquantitiesarevalidated.
� DistributionPlanisapproved.
� Issuequantityispicked.
� Issuesquantityisreadyforpackagingandshipping.
EffectivenessCriteria/CriteriaforDispensingCompletion:
� Clientiscounselled.
� Commodityisdispensed.
� DailyDispensingRegisterisupdated.
� StockRegister/IMSareupdated.
REFERENCES
A.NOTEALLAPPLICABLEReferencepolicies/laws/regulations
SOP for Supply Chain Management under NACP100
Distribute Commodities (Packaging and Transportation)
Distributionofcommoditiestoallfacilities
PURPOSEDistributionisthesupplychainprocessafterissuingofcommoditiesagainsttheindents.
SCOPEThisSOPappliestoallfacilitieswhicharechargedwithdistributionofcommodities.
LMIS RESOURCESTheseLMISresourcesarerequiredtosuccessfullycompletethisSOP:
Record/Form Name
• Indent Form
• IR Form
• STN from IMS
OtherForms/RecordsReferredtointhisProcedure
• Distribution Plan
• Route Plan
• Dockets
PROCEDUREThisprocedurecomprisestwosteps:
1. Packaging of commodities (including cold chain).
2. Distribution of commodities according to the indent and issue.
Sub-stepsarenotedasfollows:
1. Packaging of commodities:1.2 SACS-WIC, DAPCU-WIC and ICTC (Cold Chain)
Steps Instruction /Activities LMIS Tools
1.2.1 Aggregateallissuequantityasperapproveddistributionplanforkits IR and STN
1.2.2 WhilepackagingofHIVtestkitsfortransportationconsiderthefollowingtomaintainthetemperatureat+2°Cto+8°Cduringtransit.EnsurethattheHEATmarkerindicatorisintactbeforepackingfortransportation.
--
31
OK
OVERHEAD
SOP for Supply Chain Management under NACP 101
1.2.3 Useaninsulatedandtemperature-monitoredcoldboxfortransportationofKits --
1.2.4 Useenoughrefrigeratedicepackstomaintainthecoldchainat+2°Cto+8°C
Usetemperatureloggerincoldchainboxtomonitorthetemperaturewhileintransit
1.2.2 Instruction for filling and checking the Ice Packs:
1.2.2.1 Ifnewemptywaterpacks:Filleachpackwithcleanwater,uptothefillline.Donotover-fill;leavealittleairspaceatthetop.Fixthecapontightly.
1.2.2.2 Donotrefillwaterpacksunlesstheyhaveleaked.Ifthereisaleak,topupthewaterandmakesurethecapisfixedsecurely.
1.2.2.3 Beforeuse,holdeachpackupsidedownandsqueezeittomakesureitdoesnotleak.Ifthepackisfounddamaged,discarditandreplacewithanewpack
1.2.3 Instruction to freeze Ice Packs (It takes 24 hours or more to fully freeze ice packs):
--
1.2.3.1 Puttheice-packsuprightinthefreezercompartmentoftherefrigerator/deepfreezerandclosethedoor.
--
1.2.3.2 Leaveice-packsinthefreezerforatleast24hourstofreezesolid.After24hourstheyshouldbereadytouse.
--
1.2.3.3 Aftereachdeliveryputthemeltedice-packsbackinthefreezerassoonaspossible.
--
SOP for Supply Chain Management under NACP102
1.2.4
Instructiontoconditionice-packs(Frozenicepacksarenotsuitableforimmediateuse):
--
1.2.4.1
Conditionedfullyfrozenice-packs: • Leftatroomtemperatureforashorttime(itmaytakeover30
minutesiftheroomiscold)
• Allowfrozenice-packstositatroomtemperatureuntiltheicebeginstomeltandwaterstartstoform
• Checktoseeifeachice-packhasbeenconditionedproperlybyshakingitandlisteningforthesoundofwatermovinginside
1.2.5
Instructiontopackthecoldchainboxes: --
1.2.5.1 Theicepackshouldbeplacedasshowninthepicture --
1.2.5.2 ThedigitaltemperatureloggershouldbeplacedafterplacingtheHIVTestingKits
--
1.2.5.3 Closetheboximmediatelyafterplacingtheicepack,testingkitsandtemperaturelogger
--
1.2.5.4 Resetthetemperatureloggereverytimeyoupackthecoldchainboxwithkits
--
1.2.6 Packallkitsincoldchainboxesperfacility IR and STN
1.2.7 Markthecoldchainboxeswithfacility’sname IR and STN
2. Distribution of commodities according to the indent and Issue:2.1 SACS WIC, DACPU WIC, ICTC and FICTC
Steps Instruction /Activities LMIS Tools Used
2.1.1 Selectanappropriatetransportationmodelbasedonthevolumeofthetotalboxestobedistributed:
• Dedicatedvehicle:forHIVTestingKits
• Fulltruckload(FTL):Forhighvolumeshipment
• Reefervehicle:forhighvolumetransferofHIVTestingKitsbetweenfacilities
IR/STN Forms
Distribution and Route Plan (Not LMIS Part)
2.1.2 Developrouteplanbasedondistributionlistinconsultationwithtransporter
2.1.3 Sharerouteplanfordistributionwiththetransporter
2.1.4 HandoverIR/STNformintriplicate:I. TransporterissuesdocketagainstIR/STNII. TransporterprovidesonecopyofdockettotheconsignorFilethedocumentsatyourlocation
IR/STN Form , Docket
SOP for Supply Chain Management under NACP 103
2.1.5 Handoverthestockstothetransporterontheagreeddateandtime Docket (Transport document)
2.1.6 Tracktheshipmentuntilsignedandstampedproofofdelivery(POD)isreceived
PODs (Docket and IR/STN)
2.1.7 Allowfacilitiestoverifycorrectnessofissueandvisuallyinspectcommodities.
Docket, IR/STNs2.1.7.1 Ifanyerrorsarefound,immediatelyinformtoissuingfacilities
2.1.7.2 SignIR/STNFormtoconfirmreceivingofcommodities: • Keep1copyatreceivingfacilities
2.1.7.3 Returnsignedandstampedcopytotransporter
2.1.8 Recordanyvariancesduringthetransportationandclaimtotransportorinsurancecompanyasnecessary.
Stock Register/ IMS
EFFECTIVENESS CRITERIA / CRITERIA FOR COMPLETION
ForthisSOPtobecompletedaccuratelyandcompletely,thefollowingcriteriamustbemet:
EffectivenessCriteria/CriteriaforDistributionCompletion:
• PackingofKitscompletedasperinstruction
• Distributionplannedandproductsmovedtofacilities
• IR/STNFormsignedhandedovertotransporter
• Receivingfacilityuponreceiptofcommoditiestoacknowledgereceipton:
o IR/STNandtransportdockets o Onecopyremainswithreceivingfacilities o Onecopysignedandstampedandreturnedtoissuerfortheirrecord
REFERENCES
A.NOTEALLAPPLICABLEReferencepolicies/laws/regulations
SOP for Supply Chain Management under NACP 105
Annexures
SOP for Supply Chain Management under NACP 107
Cold Chain Management of HIV/RPR Kits
INTRODUCTION
ThismoduledescribeshowtocalculateHIVtestvolumesandevaluatethecoldchaincapacityrequirements.Toensurethatsufficientcoldchaincapacityisavailablewhereandwhenitisneeded,itisimportantto:
• Recognizetheimpactofkitpresentationsandpackagingonstoragevolumes;
• KnowhowtotranslateHIVkitneedsintoannualvolumesandstoragevolumes;
• Estimatethenetstoragecapacityprovidedbyallmodelsofcoldchainequipment;
• Identifyandquantifycoldchaincapacitygaps;and
• Exploretherangeofsolutionsthatcanpotentiallyaddresscapacitygaps.
AvailabilityofsufficientcoldchaincapacityiscrucialtotheoptimalperformanceofHIV/AIDsprogramme.ThismoduledemonstrateshowtocalculatethevolumeofHIVtestkitsthatmustbestoredandtransported.Thisvolumeiscomparedwiththenetstoragecapacitiesofexistingcoldchainequipmenttoidentifywhereacoldchaincapacitygapexiststoday,orwhenacoldchaincapacitygapisanticipatedinthefuture.Whenacoldchaincapacitygapisidentified,thenextstepistoidentifyandevaluatepotentialsolutions.Potentialsolutionsmay include procurement of new equipment, but may also include the use of alternative presentations,implementing equipment repair, changing the frequency of deliveries, or modifying the structure of thecurrentcoldchain.
OBJECTIVES
Theobjectivesofthismodulearetodemonstratehowto:
a) EstimatethepackedvolumeofHIVtestkitsdeliveredbytheNACO
b) EstimateastoragevolumeforeachHIVtestkitbasedonannualneedsandthesupplychainstructure
c) AggregatethestoragevolumesofalltheHIVtestkitsinthenationalAIDScontrolprogramtodeterminethecoldchaincapacityrequirements
d) Estimatethenetstoragecapacityofcoldchainequipment
f) Estimatetransportstoragecapacityrequirement
CALCULATING TEST KITS VOLUME
1. Calculating packed volume of HIV test kitsStep 1:Measurethedimensionsofsecondarycarton
Measurethreedimensionsofthecarton:length(L),width(W)andheight(H),illustratedinFigure1.
I
SOP for Supply Chain Management under NACP108
Figure 1:SecondarypackagingofWBFPT
ThecurrentdimensionsofHIVtestkitssuppliedbyNACOareasfollows:
Table 1.0: Dimension of kits
Name of KitKit Dimension (cm3)
Length (L) Width (W) Height (H)
HIV(Rapid)1stAntigen(HIV1) 11.50 9.50 12.50
HIV(Rapid)2ndAntigen(HIV2) 18.00 12.00 7.00
HIV(Rapid)3rdAntigen(HIV3) 16.00 8.00 8.00
WholeBloodFingerPrick(WBFP) 24.00 14.00 8.00
Step 2 : Calculatethevolumeofsecondarycartonusingthefollowingformula:
Volume(cm3)=lengthxwidthxheight
Table 2.0: Volume of Secondary Cartons
Name of Test Volume of Kit (cm3)
HIV(Rapid)1stAntigen 1365.63
HIV(Rapid)2ndAntigen 1512.00
HIV(Rapid)3rdAntigen 1024.00
WholeBloodFingerPrick 2688.00
Step 3 :Countthetotalnumberoftestsinthesecondarycarton
Table 3.0: Total Test in secondary packing
Name of Kit No. of Tests/kit
HIV(Rapid)1stAntigen 48
HIV(Rapid)2ndAntigen 30
HIV(Rapid)3rdAntigen 20
WholeBloodFingerPrick 50
2. Estimating kit storage volumeStep 1:Determinetheannualvolumebasedontheannualneed
TheannualneedismeasuredasthenumberoftestsofeachtypethatmustbedeliveredtoaSACSordistrictWalk-in-coolerorservicedeliverypointtotesttheintendedtargetpopulation,andwillincludeadditionalteststhatmustbedeliveredtoaservice-deliverypointtoaccommodateunavoidablewastage.
SOP for Supply Chain Management under NACP 109
AnnualNeed(No.ofTests) ÷ No.oftests/kit X Volumeofkit(cm3) = AnnualVolume(cm3)
Thus,iftheannualneedofHIVtestsisasgivenintablebelow,theannualvolumerequiredforeachkitwillbeasfollows:
Table 4.0: Annual needs calculation
Kits Annual Need (No. of Tests)
÷ No. of tests/kit XVolume of kit
(cm3)=
Annual Kit Volume (cm3)
HIV(Rapid)1st 120000 ÷ 48 X 1365.63 = 3414075
HIV(Rapid)2nd 20000 ÷ 30 X 1512.00 = 1008000
HIV(Rapid)3rd 20000 ÷ 20 X 1024.00 = 1024000
WBFP 400000 ÷ 50 X 2688.00 = 21504000
Step 2:Determinethevolumepersupplyinterval
Annualkitvolume ÷ Numberofsupplyintervalseachyear = Testvolumepersupplyinterval
TheHIVtestkitsaresuppliedeveryquarteri.e.fourtimesinayear.
BasedonannualvolumescalculatedinStep1,thevolumepersupplyintervalwillbeasfollows:
Table 5.0: Supply planning with intervals
Kits Annual kit Volume
(cm3)÷
Number of supply intervals each year
=Kit volume per supply
interval (cm3)
HIV(Rapid)1st 3414075 ÷ 4 = 853519
HIV(Rapid)2nd 1008000 ÷ 4 = 252000
HIV(Rapid)3rd 1024000 ÷ 4 = 256000
WBFP 21504000 ÷ 4 = 5376000
Step 3: Calculatethevolumeofthesafetystock
Safetystock(No.ofTests) ÷ No.oftests/kit X Volumeofkit(cm3) = Volumeofsafetystock(cm3)
ThesafetystockforHIVtestkitshavebeendefinedas2monthsatstatelevel.ThusbasedontheannualneedsdefinedinStep1,thevolumeofsafetystockofeachkitwillbedeterminedasfollows:
Table 6.0: Safety Stock calculation
Kits Safety stock (No.
of tests)÷ No. of tests/kit X
Volume of kit (cm3)
=Volume of safety
stock (cm3)
HIV(Rapid)1st 5000 ÷ 48 X 1365.63 = 142253
HIV(Rapid)2nd 833 ÷ 30 X 1512.00 = 41983
HIV(Rapid)3rd 833 ÷ 20 X 1024.00 = 42650
WBFP 16667 ÷ 50 X 2688.00 = 896018
Step 4:Addthevolumeofthesafetystocktothevolumepersupplyinterval
Kitvolumepersupplyinterval + Volumeofsafetystock = KitStorageVolume
SOP for Supply Chain Management under NACP110
Inaboveexample,thefinalstoragevolumeofkitsforeachsupplyintervalwillbeasfollows:
Table 7.0: Final storage volume
Kits Kit volume per supply
interval (cm3)+
Volume of safety stock (cm3)
= Storage Volume (cm3)
HIV(Rapid)1st 853519 + 142253 = 995772
HIV(Rapid)2nd 252000 + 41983 = 293983
HIV(Rapid)3rd 256000 + 42650 = 298650
WBFP 5376000 + 896018 = 6272018
Total 7860423
CALCULATING COLD CHAIN STORAGE CAPACITY
Thekeytermsusedtodescribestoragespaceinsidecoldchainequipmentareasfollows:
Gross Volume Shelf Volume Net Storage Capacity
Themeasuredvolumeoftheairspaceinsidetheinternalcompartmentofamodelofcoldchainequipmentwiththedoororlidshut.
Theaggregatedvolumeofalldesignatedequipmenti.e.baskets,shelvesorpalletbaysinamodelofcoldchainequipment.Thisvolumeincludesonlyareaswherekitscanbestoredsafely.
Theestimatedvolumeavailableforstoringkitsandassociatedsuppliesinsideamodelofcoldchainequipment,takingintoaccountpackingefficienciesandairspacerequirements.
Notethatwhilegrossvolumeandshelfvolumecanbemeasured,netstoragecapacityisanapproximatevalueusedforplanningpurposesinordernottooverestimatethetotalvolumeavailableforstorage.Shelfvolumeisonlyrelevantforwalk-incoldroomsandnotforvaccinecarriersandcoldboxes,whichhavenoshelvesorinnerstoragedivisions.
Utilization factor
Theutilization factor accounts for the fact that it is not usually possible to use 100%of available storagecapacityduetotheimpactofhandlingpractices,packagingdimensionsandotherpracticalities.Itisdefinedasanumberlessthanonethatismultipliedbytheshelfvolumeofwalk-incoldroomsorbythegrossvolumeofrefrigerators,freezers,vaccinecarriersandcoldboxesinordertoestimatetheusablenetstoragecapacityofthoseequipment.Inthisdocument,WHOrecommendedutilizationfactorof0.67hasbeenusedforwalk-incoldroomsaswellasallotherequipment.
Cold Chain Storage Equipment
Walk-In-Coolers DeepFreezers IceLineRefrigerators
SOP for Supply Chain Management under NACP 111
1. Calculating net storage capacity of a Walk-in-coolerStep 1: Measuretheshelvingunitdimensionsincentimetres(cm)
Table 8.0: Example of Dimensions of Shelves
Shelves Dimensions (cm)
Shelflength(l) 150
Shelfwidth(w) 50
Coldroomstackingheight(h) 210
Numberofshelves(n) 5
Shelfthickness(t) 2
Floortobottomshelf(b) 5
Step 2:Calculatethevolumeofshelvesincm3
Widthxlengthx(height–[distancefromfloortobottomshelf+numberofshelvesxthicknessofeachshelf])
AsperdimensionsmentionedinTable8thevolumeofshelveswillbeasfollows:
50x150x(210-[5+(5x2)])=1462500cm3
Step 3:Calculatetotalshelfvolume
SUM(shelfunitvolumes)i.e.addthevolumeofeachshelfintheWICtoobtainthetotalshelfvolumeofWIC.IfaWIChas10shelvingunitsofdimensionsasperTable8,thentotalshelfvolumewillbe=10shelvingunitsx1462500cm3=14625000cm3
Step 4:Calculatenetstoragecapacity
Shelfvolumexutilizationfactor=14625000cm3x0.67=9798750cm3
Thisstoragecapacity isadequateenoughtoaccommodatethekitswithrequirementofstoragevolumeof7860423 cm3calculatedinTable7:Finalstoragevolume.Thus,theWalk-in-coolerwithshelvesofdimensionsasperTable8,canaccommodatethefollowingno.ofHIVtest:
Table 9.0: Calculation of no. of tests that can be stored in Walk-in Cooler
KItsStorage
Volume (cm3)÷
Volume of kit (cm3)
= No. of kits XNo. of
tests/kit= No. of tests
HIV(Rapid)1st 995772 ÷ 1365.63 = 729 X 48 = 34992
HIV(Rapid)2nd 293983 ÷ 1512.00 = 194 X 30 = 5820
HIV(Rapid)3rd 298650 ÷ 1024.00 = 292 X 20 = 5840
WBFP 6272018 ÷ 2688.00 = 2333 X 50 = 116650
Total 7860423 3548 163302
Figure 2:Walk-InCooler
SOP for Supply Chain Management under NACP112
2. Calculating net storage capacity of Ice Lined Refrigerators (ILR) and Deep FreezersNetstoragecapacityforILRsanddeepfreezers= Gross volume (cm3) X Utilization Factor
Thus,netstoragecapacityofa500LitresILR/Deepfreezer=500LX1000X0.67=335000cm3
Asperconsumptionofkits,thisnetstoragecapacitywillbedividedbetweenthekits.Tocalculatethis,consumptionpercentageofeachkitneedstobededucedasfollows:
(AMCofeachtests÷totalofAMCofalltypesoftests)X100
IfpercentageconsumptionofeachtestsisasperTable10,thenthenet storage capacity of335000cm3 can store the following no. ofkits:
Table 10: Calculation of no. of tests that can be stored in ILR
Kits% Kits consumption at
facilityNet storage volume divided as
per kit consumption (cm3)Approximate no. of
kits that ILR can store
HIV(Rapid)1st 21% 68836 50
HIV(Rapid)2nd 5% 18356 12
HIV(Rapid)3rd 8% 27534 27
WBFP 66% 220274 82
Total 100% 335000 171
• Grossvolumeisusuallyreportedbythemanufacturerforagivenmodelofcoldchainequipment.
• Ifgrossvolumeisnotavailable,itcanbemeasuredbymultiplyingtheheight,lengthandwidthoftheinternalrefrigeratedspaceasifthelidwereclosed.
Domestic Refrigerators
Domesticrefrigeratorsarenot recommendedforstorageof testkitsandshouldbe replacedwithWHOapprovedequipmentas soonaspossible.When measuring the gross volume of a domestic refrigerator, do notincludethevegetablestorageordoorareas.Theseareasshouldbeloadedwith water-filled coolant-packs or water bottles or otherwise be madeofflimitstotestkitsstorage.Thefreezercompartmentsindomestic-stylerefrigeratorsaresuitableonlyforpreparingandstoringfrozenice-packs.
CALCULATING COLD CHAIN TRANSPORTATION CAPACITY
Todeterminetheavailablecapacityfortransportoftestkits,itisnecessarytounderstandhowtodeterminenetstoragecapacityinpassivecontainers,refrigeratedvehiclesandtraditionaltrucks
Transportation Equipment
ColdBoxes&Carriers RefrigeratedVan TraditionalTrucks
Figure 3:IcedLinedRefrigerator
Figure 4: DomesticRefrigerator
SOP for Supply Chain Management under NACP 113
1. Calculating net storage capacity of Cold boxes and carriersUsethefollowingproceduretocalculatethenetstoragecapacityofcoldboxesandcarriers:
Step 1: Loadthecoldboxorcarrierwiththenumberoffrozencoolant-packsdesignatedbythemanufacturer.
Step 2: Measureincentimetrestheminimuminternaldimensionsofthestoragecompartment,takenbetweenthebulginginternalfacesofthefrozencoolant-packs.Whenmeasuringtheheight,considerthattheheightwillbelimitedbythebottomofthelidwhenitisinplace.
Step 3: Multiplytheminimuminternaldimensions(length,widthandheight)tocalculatethegrossvolumeincm3.
Step 4: WHOrecommendsmultiplyingthegrossvolumebyautilizationfactorof0.67inordertoestimatenetstoragecapacity.
2. Calculating net storage capacity of Refrigerated vehiclesInmostcases,themanufacturerofeachvehiclewillprovideagrossvolumeforitsequipment.Calculatenetstoragecapacitybymultiplyingthegrossvolumebythestandardutilizationfactorof0.67.
3. Calculating net storage capacity of Traditional trucks and vansTocalculatenetstoragecapacityofnon-refrigeratedtrucksorvansusedtotransportcoldboxes,itisnecessarytoknowboththeexternaldimensionsofthecoldboxesandtheinternaldimensionsofthecargoareaofthevehicles.
Step 1: Measureinternaldimensionsoftruckbed
Table 11: Example of dimensions of truck
Truckbedlength(cm) 410
Truckbedwidth(cm) 171
Truckbodyheight(cm) 173
Step 2: Measureexternaldimensionsofpassivecontainer
Table 12: Example of dimensions of cold box
Containerlength(cm)+1cm 49.6+1 50.6
Containerwidth(cm)+1cm 25.2+1 26.2
Containerheight(cm)+1cm 49.9+1 50.9
Atleast1cmmustbemaintainedforclearancebetweencoldboxes
Step 3: Determinemaximumlayers,consideringexternalheightofcoldboxesandinternalheightoftruckbed.
• Internalheightoftruckbedis173cm
• Externalheightofcontaineris50.9cm
• Maximumnumberoflayers=173÷50.9=3layers
Step 4:Determinemaximumnumberofcontainersperlayer,consideringexternallengthandwidthofcoldboxesandinternallengthandwidthoftruckbed.
• Internallengthoftruckbedandexternallengthofcoldboxes=410cm÷50.6cm=8boxes
• Internalwidthoftruckbedandexternalwidthofcoldboxes=171cm÷26.2=6boxes
Figure 5:TraditionalTruck
SOP for Supply Chain Management under NACP114
• Calculatedcontainersperlayer=8x6=48boxes
Step 5: Calculatemaximumnumberofcontainers
• Maximumnumberofcontainersperload=48boxesx3layers=144boxes
Step 6: Calculatemaximumnetstoragecapacitybymultiplyingmaximumnumberofcontainersbynetstoragecapacityofeachcontainer.Inthisexample,coldboxofnetstoragecapacityof15500cm3areused.
• Maximumnetstoragecapacity=144boxesx15500cm3=2232000cm3
IfpercentageconsumptionofeachtestsisasperTable12,thenthenetstoragecapacityof2232000cm3 can storethefollowingno.ofkits:
Table 13: Calculation of no. of tests accommodated in cold boxes in traditional trucks
Kits% Kits consumption
at facilityNet storage volume divided
as per kit consumptionApprox no. of kits that a truck
with cold boxes can store
HIV(Rapid)1st 21% 458630 336
HIV(Rapid)2nd 5% 122301 81
HIV(Rapid)3rd 8% 183452 179
WBFP 66% 1467616 546
Total 100% 2232000 1142
Withvehicles,itisalsoimportanttoaggregatetheweightofthecoldboxestodetermineifthemaximumweightoftheloadiswithinlimits.Ifnot,thenthenumberofcoldboxesmustbereduced,bringingtheweightwithinlimitandreducingthetotalnetstoragecapacityofthevehicle.
SOP for Supply Chain Management under NACP 115
FACI
LITY
NA
ME:
DAT
E PR
EPA
RED
:
REPO
RTIN
G P
ERIO
D
FRO
M:
TO
:
(DD
/MM
/YY)
(D
D/M
M/Y
Y)
IND
ENT
PREP
ARE
D B
Y:
SI
GN
ATU
RE
DAT
E
(F
ULL
NA
ME,
DES
IGN
ATIO
N)
IND
ENT
APP
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ED B
Y:
SI
GN
ATU
RE
DAT
E
(F
ULL
NA
ME,
DES
IGN
ATIO
N)
DIS
TRIC
T:
REFE
REN
CE N
O.:
MA
XIM
UM
MO
NTH
S O
F ST
OCK
LEV
EL:
MIN
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M M
ON
THS
OF
STO
CK L
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:
NEG
ATIV
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POSI
TIV
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S. NO
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PEN
ING
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FOR
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PERI
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QU
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RE
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ED
DU
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REPO
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QU
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CO
NSU
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/ IS
SUE/
D
ISPE
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D
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REPO
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PERI
OD
PHYS
ICA
LCO
UN
TCL
OSI
NG
BA
LAN
CE/
STO
CK
ON
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AN
D
DAY
S O
UT
OF
STO
CK
AVER
AG
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ON
THLY
CO
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(AM
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FOR
LAST
3
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MA
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QU
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QU
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J-I*
MA
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KL-
J-G
-K
INDENT
IND
ENT
FORM
Indent FormII
SOP for Supply Chain Management under NACP116
Indent Form Job Aid Indent Form Job Aid
Purpose Tracksthemovementofinformationandcommoditiesbetweenhigherlevelandlowerlevel–fromrequesttoissueandtoreceipt.Itisusedto:
• Placeindents • Issuecommoditiesagainstanindent • Recordreceipt
FacilitiesWhereUsed Allfacilities
UsedtoMakeTheseDecisions
• Determinehowmuchtoindentandissue • Confirmcommoditylevelsatanypointintime
Usingthefollowinginstructions,fillineachfieldintheoverviewsection:
HowtoComplete“Part1”section—
1. Facility Name Notethenameofthefacilitywhoismakingtheindent
2. District Notethenameofthedistrictwherethisfacilityislocated
3. Date Prepared Notethedatethattheindentispreparedon(usethefollowingpattern:MONTH/DATE/YEAR(e.g.DD/MM/YYYY)
4. Reference No. ThisnumberisauniqueidentifierusedtotrackIndentfromstarttofinish.
5. Reporting Period Notethereportingperiodduringwhichthisindentisbeingplaced
Using the following instructions, fill in each field in the tracking section:¬¬¬
How to Complete “Part 2" Section—
THE INDENTER COMPLETES THESE FIELDS
6. S. No. Numbereachline(e.g.thefirstlineis#1)
7. Product Notethenameoftheproductbeingindented
8. Unit of Measure Notetheunitofmeasurefortheproductbeingindented
9. Opening Balance….
LookintheStockRegisterandfindtheopeningbalanceforthereportingperiodforthecommoditybeingindented.Recordthisnumber.Thisis“A”.
10. Quantity Received…
LookintheStockRegisterandfindthequantityreceivedforthecommoditybeingindentedduringthisreportingperiod.Recordthisnumber.Thisis“B”.
11. Quantity Consumed…
LookintheStockRegisterandfindthequantityconsumedforthecommoditybeingindentedduringthisreportingperiod.Recordthisnumber.Thisis“C”.
12. Physical Count RecordthenumberofcommoditiesnotedduringthePhysicalCount.Thisis“D”.
13. Losses IfanylossesarenotedintheStockRegister,BinCard,and/orfoundduringphysicalcount,recordthisnumberasanegativenumber.Thisis“E”.
14. Adjustments IfanyadjustmentsarenotedintheStockRegister,BinCard,and/orfoundduringphysicalcount,recordthisnumberasanegativeORpositivenumberdependingonifit’sanadjustmentINTOthefacility(whichwouldbepositive)orOUTofthefacilitywhichwouldbenegative).Thisis“F”.
15. Closing Balance/ Stock on Hand
Determineyourclosingbalance(thisis“G”).Checktheaccuracyofthebalanceafterrecordingyourphysicalcountby:
• AddOpeningBalance(“A”)and“QuantityReceived(“B”) • SubtractQuantityConsumed(“C”) • IFany,subtractlossesornegativeadjustments(“E”) • IFany,addpositiveadjustments(“F”)
16. Days Out of Stock Ifthecommoditywasoutofstockforanydays,notethenumberofdays.Thisis“H”.
SOP for Supply Chain Management under NACP 117
17. Average Monthly Consumption (AMC)
FollowingtheSOP,computetheaveragemonthlyconsumptionforthecommoditybeingindented.Thisnumberiskeyasitwillbeusedtoensurethatenoughcommoditiesareindentedtocoverfutureanticipatedconsumption.Thisis“I”.
18. Max Months of Stock (MOS) Quantity
MultiplythemaxstocklevelasdeterminedbytheSOPbytheAMC.Thiswilltellyoutheabsolutemostquantityyoushouldindenttomeetdemand.Thisis“J”
19. Quantity on Order Lookatpastindentsanddetermineifanycommoditieshavebeenorderedbutnotyetreceived.Ifthereareanycommoditiesonorder,notethisamount.(Wedothistopreventdoubleordering!)Thisis“K”.
20. Quantity Requested
Determineindentquantity(L)by: • Find“maxstockquantity”(“J”) • Subtract“closingbalance”(“G”) • Subtract“quantityonindent”(“K”)
21. Signatures (bottom of form)
Whenindentispreparedandapproved,itneedstobesignedanddated: • Thepersonpreparingthe indentshouldsignwithnameanddesignationand
signatureandrecordthedateofpreparation • Thepersonwhoapprovesthe indentshouldsignwithnameanddesignation
andsignatureandrecordthedateofapproval
SOP for Supply Chain Management under NACP118
Issues and Receive (IR) Form
FROM FACILITY
NAME/ADDRESS: DISTRICT:
TO FACILITY
NAME/ADDRESS: FORM NO: (pre-printed number)
DATE FORM CONTACTPREPARED: DETAILS
(MONTH, DATE, YERAR)
S. Indent Expiry Issue No. Received No. Product UoM* Quantity Batch No. Date Quantity Boxes Quantity Remarks (Ref No.)
1
2
3
4
5
6
Issues by: Signature: Date: (FULL NAME, DESIGNATION)
Transported by: Signature: Date: (FULL NAME, DESIGNATION)
Received by: Signature: Date: (FULL NAME, DESIGNATION)
• Unit of Measure
Issue and Receive Form III
SOP for Supply Chain Management under NACP 119
Issue and Receive Form Job Aid Issue and Receive Form Job Aid
Purpose Tracksthemovementofinformationandcommoditiesbetweenhigherlevelandlowerlevel–fromissuetoreceipt.Itisusedto:
• Issuecommoditiesagainstanindent • Recordreceipt
FacilitiesWhereUsed Allfacilities
UsedtoMakeTheseDecisions
• Issuecommoditiesaspertheapprovedindent • Confirmcommoditylevelsatanypointintime
Using the following instructions, fill in each field in the overview section:
How to Complete “Part 1” section—
1. From Facility Name/Address
Notethenameandaddressofthefacilitywhoisissuing
2. District Notethenameofthedistrictwherethisissuingfacilityislocated
3. To Facility Name/Address
Notethenameandaddressofthefacilitywhoisreceiving
4. Form No. pre-printednumber
5. Date Form Prepared
Notethedatethattheindentispreparedon(usethefollowingpattern:MONTH/DATE/YEAR(e.g.MM/DD/YYYY)
6. Contact Details Notethecontactdetailsofreceivere.g.Pharmacist
Using the following instructions, fill in each field in the tracking section:
How to Complete “Part 2” Section—
THE ISSUER COMPLETES THESE FIELDS
7. S. No. Numbereachline(e.g.thefirstlineis#1)
8. Product Notethenameoftheproductbeingissued
9. UOM* Notetheunitofmeasurefortheproductbeingissued
10. Indent Quantity (Ref.no.)
NotetheIndentFormnumber
11. Batch no Notethebatchnumberofproduct
12. Expiry Date Notetheexpirydateoftheproducts
13. Issue quantity Notethequantityissued
14. No. boxes Notethetotalnumberofboxes
15. Received Quantity Notethetotalquantityreceivedbyreceivingfacility
16. Remarks Noteanyimportantinformationforissuingfacility
17. Signatures (bottom of form)
WhenIssues/ReceiveFormispreparedandcompleted,itneedstobesignedanddated:
• Thepersonwho issuestheproductgshouldsignwithnameanddesignationandrecordthedateofpreparationofIRForm
• Thepersontransportingthecommoditiesshouldsignwithnameanddesignationandrecordthedateofdelivery
• Thepersonwhoreceivestheissueshouldsignwithnameanddesignationandrecordthedateofreceipt
SOP for Supply Chain Management under NACP120
BIN CARD
FACILITY NAME: DISTRICT:
STOCK
BIN CARD NO.: (pre-printed number) REGISTER NO.:
UNIT OF
PRODUCT: MEASURE:
(PRODUCT NAME, DOSAGE FORM, STRENGTH)
BATCH NO.:
LOCATION: EXPIRY DATE: (MONTH, YEAR)
Date Indent Form (DD/MM/YY) Reference No.
Balance Brought Forward
Balance Carried Forward
Balance Signature Remarks
Quantity
Received Issued Losses and Adjustments
Bin CardIV
SOP for Supply Chain Management under NACP 121
Bin Card Job Aid Bin Card Job Aid
Purpose Recordsinformationaboutasingleproductbylotnumberorbatchnumber: • EveryitemrecordedonaBinCard,inthatlot,willhavethesameexpirydate. • Trackswhereacommodityisinagivenfacilityandatwhatquantitylevels.
FacilitiesWhereUsed
SACSandRegionalWarehouse
UsedtoMakeTheseDecisions
• Setcommoditylevelsthatwewouldliketokeepinthestoreinindenttomeetdemand • Confirmcommoditylevelsatanypointintime • Decidehowmuchtoindent • InformFEFOdistribution/wheretoissuecommodity
Using the following instructions, fill in each field in the overview section:How to Complete “Part 1” section—1. Facility Name NotethenameofthefacilitywherethisBinCardisbeingused2. District NotethenameofthedistrictwherethisBinCardisbeingused3. Bin Card No. Thisnumberispre-printedandusedasanaccountingmethodtotrackaparticularbatch4. Stock Register
No.NotethepagenumberoftheStockRegisterwherethissamecommodityisbeingtracked
5. Product: NotetheproductbeingrecordedonthisBinCardandrecordthefollowing: • ProductName • DosageForm • Strength
6. Unit of Measure
Notetheunitofmeasurefortheparticularcommodity
7. Batch No. Notethebatchnumberforthisparticularcommodity8. Location Notetheshelvinglocationinthestoreorwarehouse(ifnotapplicable,skip)9. Expiry Date NotetheExpiryDatefortheparticularcommodityinthisformat:MONTH/YEAR(e.g.
MM/YY)Using the following instructions, fill in each field in the tracking section:How to Complete “Part 2” Section—10. Balance
Brought Forward
WhenanewBinCardisbeingstarted,findtheclosingbalancefromthepreviousBinCardwhichisnowfull.ThatclosingbalancefromthefullBinCardnowbecomestheopeningbalanceonthisnewBinCard.
11. Date Notethedatethatthecommodityisbeingreceived,issued,oradjusted/lossnoted12. IR Form Ref
No.NotetheIRFormreferencenumberonwhichthecommodityisbeingmovedsothatbothformscanbeconnectedandthemovementofthecommoditycanbetraced
13. Received Ifacommodityisreceivedintothestoreanditisthesamebatch/lotnumber,recordthequantitybeingreceived(rememberonlyonebatch/lotisrecordedperBinCard)
14. Issued Whenacommodityisissued,recordthequantitybeingissued15. Losses &
AdjustmentsWhenacommoditylossoradjustmentisbeingnoted,recordthequantitythatwaslostorbeingadjusted.
• Alosscanbeduetoanyreasonincludingdamages,expiryorpilferages • Anadjustmentiswhencommodityisreceivedfromafacility,ormovedtoadifferent
facilitybutthisadjustmentmustbefromtheSAMEbatchorlot.Ifitisadifferentbatch/lotthenanewBinCardmustbestarted.
16. Balance Oncecommoditiesarereceived,issued,orlosses/adjustmentsarenoted,calculatethenewbalancebyeither:
• Addingreceiptsand/orinboundadjustments • Subtractingissuesand/orlossesand/oroutboundadjustments
17. Signature Allreceipts,issues,and/orlosses/adjustmentsshouldbenotedwithasignatureofthepersonwhoreceived,issued,orrecordedloss/adjustment
18. Remarks Explainalllossesandadjustmentsandanyotherifneeded.Ifneeded,noteanyrelevantremarksorclarifyingdetails.
SOP for Supply Chain Management under NACP122
PRO
DU
CT:
(P
RO
DU
CT
NA
ME,
DO
SAG
E FO
RM
, STA
RTI
NG
)
PRO
DU
CT
COD
E:
UN
IT O
FM
EASU
RE:
STO
CK R
EGIS
TER
S.N
O.
TRA
NSA
CTI
ON
R
ECEI
VED
IN
DEN
T &
B
ATCH
EX
PIR
Y Q
UA
NTI
TY
QU
AN
TITY
LO
SS O
R
BA
LAN
CE
REM
AR
KS
NA
ME/
SIG
NAT
UR
E
DAT
E FR
OM
/ R
ECEI
PT
NO
. D
ATE
REC
EIV
ED
ISSU
ED
AD
JUST
MEN
T
(DD
/MM
/YY)
IS
SUED
TO
FO
RM
REF
.
(MM
/YY)
(+
) (-
) (+
OR
-)
NO
. (IR
/STN
)BA
LAN
CE B
ROU
GH
T FO
RWA
RD
BALA
NCE
CA
RRIE
D F
ORW
ARD
PAG
E N
O.:
MA
XIM
UM
MO
NTH
S O
F ST
OCK
LEV
EL:
MIN
IMU
M M
ON
TH O
F ST
OCK
LEV
EL:
Stock RegisterV
SOP for Supply Chain Management under NACP 123
Stock Register Job Aid Stock Register Job Aid
Purpose Recordsalldetailedinformationknownaboutacommodityinagivenlocation. • Recordsinformationaboutallthelotsorbatchesofasingleproduct. • Itmaybeasummaryofmanybincardsforaparticularproduct in facilities
wherebincardsarebeingused.FacilitiesWhereUsed AllfacilitiesUsedtoMakeTheseDecisions
• Confirmcommoditylevelsatanypointintime • Decidehowmuchtoindent • InformFEFOdistribution/wheretoissuecommodity
Using the following instructions, fill in each field in the overview section:HowtoComplete“Part1”section—1. Facility Name NotethenameofthefacilitywherethisStockRegisterisbeingused2. District NotethenameofthedistrictwherethisStockRegisterisbeingused3. Product: NotetheproductbeingrecordedonthisStockRegisterandrecordthefollowing:
• ProductName • DosageForm • Strength
4. Item Code Notetheitemcodeforthecommoditybeingrecordedonthisform5. Unit of Measure NotetheunitofmeasurefortheparticularcommodityUsing the following instructions, fill in each field in the tracking section:HowtoComplete“Part2”Section—6. Balance Brought
ForwardWhenanewStockRegisterisbeingstarted,findtheclosingbalancefromthepreviousStockRegisterwhichisnowfull.ThatclosingbalancefromtheoldnowbecomestheopeningbalanceonthisnewStockRegister.
7. S. No. Numbereachline(e.g.thefirstlineis#1)8. Transaction Date Notethedatethatthecommodityisbeingreceivedorissuedfromthestorein
thefollowingformat:DAY/MONTH/YEAR(e.g.DD/MM/YY)9. Received from /
Issued ToNotethefacilitywhois:
• IssuingthestocktothisstoreOR • ReceivingthestockFROMthisstore
10. Order / IR Form Reference No.
NotethereferencenumberforthePurchaseOrderorIRFormonwhichtheproductwasissued
11. Batch No. Notethebatchnumberfortheproductbeingreceivedorissued12. Expiry Date NotetheExpiryDatefortheparticularcommodityinthisformat:MONTH/YEAR
(e.g.MM/YYYY)13. Quantity Received
(+)Notethequantityofthecommoditybeingreceived
14. Quantity Issued ( - ) Notethequantityofthecommoditybeingissued15. Loss / Adjustment Ifapplicable,noteanylossesoradjustments:
• Record lossesasanegativenumber(e.g.expiries,damagesetc.) • RecordadjustmentsINTOthefacilityasapositivenumber(transfer-in) • Record adjustmentsOUTofthefacilityasanegativenumber(transfer-out)
16. Balance Determineyourclosingbalanceby: • TakeOpeningBalanceandeitheraddthereceiptorsubtracttheissue • Ifapplicable,addadjustments • Ifapplicable,subtractlossesornegativeadjustments
17. Remarks Whereneeded,makeremarksaboutreceiptsorissuesorlossesoradjustments18.BalanceCarried
ForwardWhenthepageisfilledin,notetheclosingbalance.Thisbalanceiscarriedforwardandistheopeningbalanceonthenextpage.
SOP for Supply Chain Management under NACP124
Return, Transfer and Discard (RTD) Form
FROM FACILITY
NAME: DISTRICT:
TO FACILITYNAME: FORM NO: (pre-printed number)
DATE FORMPREPARED: (MONTH, DATE, YEAR)
S. Unit of Batch Expiry IR Form No. Product Measure No. Quantity Date Reference Reason for Transfer/Discard No.
1
2
3
4
5
6
RTD FormVI
Return/Transfer/ Discard Prepared by: Signature: Date: (FULL NAME, DESIGNATION)
Return/Transfer/ Discard Approved by: Signature: Date: (FULL NAME, DESIGNATION)
Return/Transfer/ Discard Accepted by: Signature: Date: (FULL NAME, DESIGNATION)
SOP for Supply Chain Management under NACP 125
RTD Form Job Aid Return / Transfer/ Discard (RTD) Form Job Aid
Purpose Tracksthereturn,discard,transferordiscardofcommodities: • If commodities are being returned for any reason, note commodities being
returned
• Ifdamaged,disposeasperStateGovernmentpolicy-notecommoditiesbeingdisposedatfacilityorbeingreturnedtoissuingfacilityforsafedisposal
• If commodities are being transferred from one facility or another for anyreason,notecommoditiesbeingtransferred
FacilitiesWhereUsed AllfacilitiesUsedtoMakeTheseDecisions
• Confirmcommoditylevelsatanypointintime
• Decidehowmuchtoindent
• InformFEFOdistribution/wheretoissuecommodityUsing the following instructions, fill in each field in the overview section:HowtoComplete“Overview”section—1. From Facility Name Notethenameofthefacilitywhoisinitiatingthereturn,transfer,ordiscard2. District Notethenameofthedistrictofthefacilitywhoisinitiatingthereturn,transferordiscard3. To Facility Name Notethenameofthefacilitywhoisreceivingthereturn,transferordiscard4. Form No. Thisnumberispre-printedandusedasanaccountingmethodtotrackareturn,transfer5. Date Form Prepared Notethedatethattheformispreparedon(usethefollowingpattern:DATE/
MONTH/YEAR)Using the following instructions, fill in each field in the overview section:HowtoComplete“Form”section—6. S. No. Numbereachline(e.g.thefirstlineis#1)7. Product Notethenameoftheproductbeingreturned,transferredordiscarded8. Unit of Measure Notetheunitofmeasurefortheproductbeingreturned,transferred,or
discarded9. Quantity Notethequantityofproductbeingreturned,transferred,ordiscarded10. Expiry Date Notetheexpirydateofproductbeingreturned,transferred,ordiscarded11. IR Form Reference
No.NotethereferencenumberfortheoriginalIRFormonwhichtheproductwasoriginallyissued
12. Reason for return/ transfer/discard
Notethereasonforthereturn,transferordiscard
13. Other comments or reasons for return/ transfer/discard:
Noteanyadditionalcommentsorinformationforareturn,transferordiscard,asneeded.
THE ISSUER COMPLETES THESE FIELDS:14.Signatures(bottom
ofform)Whenreturn/discard/transferformispreparedandapproved,itneedstobesignedanddated:
• Thepersonpreparingthereturn/transfer/discardshouldsignwithnameanddesignationandsignatureandrecordthedateofpreparation
• Thepersonwhoapprovesthereturn/transfer/discardshouldsignwithnameanddesignationandsignatureandrecordthedateofapproval
THE RECEIVER COMPLETES THESE FIELDS:15.Signatures(bottom
ofform)Whenreturn/transfer/discardisaccepted,itneedstobesignedanddated:
• Thepersonacceptingthereturn/transfer/discardshouldsignwithnameanddesignationandsignatureandrecordthedateofacceptance
SOP for Supply Chain Management under NACP126
GOODS RECEIPT NOTE (GRN)
INDENT NO. GRN NO. GRN DATE
DOCUMENTATION DELIVERED WITH GOODS DETAILS
DESCRIPTION OF INDENT STATUS DETAILS
PLEASE COMPLETE ONE GRN PER DELIVERY
Waybill No. (AWB No.) /Docket No.
Supplier Tax Invoice No.
Supplier Packing List
(Other)
Line Item Code Item Description UoM Qty. on Qty. Discrepancy Comments No. PO/NOA Received (damaged/ Incorrect items)
1.
2.
3.
4.
5.
Complete Order
Part shipment with the balance pending
Final shipment completing the Order
Part shipment with balance from PO cancelled
SUPPLIER
Name:
Company/Organization:
Position:
Date:
Transport Details:
Signature:
STAFF RECEIVING GOODS
Name:
Company/Organization:
Position:
Date:
Transport Details:
Signature:
Goods Receipt Note (GRN)VII
SOP for Supply Chain Management under NACP 127
GRN Job Aid Goods Receipt Note Job Aid
Purpose GoodsReceivedNoteistherecordofgoodsreceivedbythestorein-charge/pharmacist.Afterreceivingthegoods,stockledgerisupdatedmentioningtheGRNnumberalongwiththedateofreceipt.
FacilitiesWhereUsed SACSandRegionallevelstoresUsedtoMakeTheseDecisions
• Makeaphysicalsurveyregardingthenumberofpacks,physicalconditionsetc.
• Openthepacks,markthemandmakephysicalverificationofthequantityreceived.Thisverificationtobemadewiththechallanandtheindent
• If any disputed or short materials found, then inform to the supplier/procurementagent/NACO
Using the following instructions, fill in each field in the ‘DOCUMENTATION DELIVERED WITH GOODS’ section:16. Way Bill No. (AWB)/
Docket No.Enterthedocketdetails,AWBnumberreceivedalongwiththeconsignment
17. Supplier Tax Invoice No.
EntertheuniqueTaxInvoiceNo.(fromsupplier)orIssue-cum-acknowledgementNo.(fromprocurementagent)
18. Packing List CheckandEnterwhetheritemssuppliedisinaccordancewiththePackingListitems
19. Other MentionanyotheradditionaldocumentslikeBatchQualityCertificateetc.alongwiththeconsignment
Using the following instructions, fill in each field in the ’DESCRIPTION IN INDENT STATUS’ section:1. CompleteOrder Tickwhentheentirequantityindentedhasbeenreceivedinonetime2. Partshipmentwith
thebalancependingTickwhenonlyapartquantityhasbeenreceivedandmentionthebalancequantitypendingfordelivery
3. FinalshipmentcompletingtheOrder
Tickwhenthelastlotscheduledagainsttheindentedquantityhasbeenreceived
4. PartshipmentwithbalancefromPOcancelled
Tickwhenthepartlotorsupplyagainsttheindentedquantityhasbeenreceivedandmentionthequantitythathasbeencancelledforsupply
Using the following instructions, fill in each field in the overview section:HowtoComplete“Form”section—1. Product Code EntertheuniqueItemorProductCodeinshort2. Product Description Describetheproduct/commoditymentioningthecorrectname,dosage,if
applicable3. Unit of Measurement
(UoM)Mentiontheunitinwhichthisproductiscountedormeasured
4. Quantity on PO/LOA MentionthequantitywhichiswrittenontheAWB/docket/Invoice/PO/LOA20. Quantity Received Physicallycountthequantityreceivedandmentionthequantity21. Discrepancy SubtracttheQuantityreceivedfromtheQuantityonPO/LOAandmentionthe
units.Incasetheresultiszero,thenmentionitas‘Nil’discrepancy22. Comments (damaged
/ incorrect items)Incaseofpositiveornegativenumber,mentionthequantityandcommentsalongwith
THE SUPPLIER COMPLETES THESE FIELDS:23. Signatures (bottom of
form)WhenGRNispreparedandapproved,itneedstobesignedanddated:
• The person delivering the consignment should signwith name, company,designationandsignature,transportdetailsandrecordthedateofpreparation
THE RECEIVER/STAFF RECEIVING COMPLETES THESE FIELDS:24. Signatures (bottom of
form)WhenGRNispreparedandapproved,itneedstobesignedanddated:
• The person accepting the GRN should sign with name, designation andsignatureandrecordthedateofacceptance
SOP for Supply Chain Management under NACP128
DA
ILY
DIS
PEN
SIN
G R
EGIS
TER
(DD
R)
Not
e: S
epar
ate
page
sho
uld
be m
aint
aine
d fo
r ea
ch d
ay
DD
R PA
GE
NO
.::
D
ATE:
DAT
E
Prod
ucts
Nam
e
Pati
ent R
egis
trati
on N
o.
No.
of T
able
ts D
ispe
nsed
(The
dru
gs s
houl
d be
issu
ed in
tabl
ets)
SUBT
OTA
L Q
UA
NTI
TY D
ISPE
NSE
D (P
AG
E)
TLE
ZLN
ZL
TL
EFV
NVP
AL
ATVR
LPVR
RAL
RTV
DRV
OTHERS
OTHERS
OTHERS
OTHERS
OTHERS
OTHERS
OTHERS
OTHERS
Next Visit Date
Remarks/Pill Count/Advance Event of Drugs
Patient Signature/Thumb Impression
DDR FormVIII
SOP for Supply Chain Management under NACP 129
TLE
ZLN
ZL
TL
EFV
NVP
AL
ATVR
LPVR
RAL
RTV
DRV
OTHERS
OTHERS
OTHERS
OTHERS
OTHERS
OTHERS
OTHERS
OTHERS
OTHERS
OTHERS
Next Visit Date
Remarks/Pill Count/Advance Event of DrugsPatient Signature/Thumb Impression
DAT
E
Prod
ucts
Nam
e
Patie
nt R
egis
trati
on N
o.
SUBT
OTA
L Q
UA
NTI
TY D
ISPE
NSE
D (P
AG
E)
TOTA
L Q
UA
NTI
TY D
ISPE
NSE
D (A
LL P
AG
ES
TO D
ATE
THIS
MO
NTH
)
PREP
ARE
D B
Y:D
ESIG
NAT
ION
:SI
GN
ATU
RE:
DAT
E:
SOP for Supply Chain Management under NACP130
DDR Form Job Aid Daily Dispensing Register (DDR) Job Aid
Purpose Gathersdataonhowmanycommoditiesarebeingdispensedataparticularfacility.
• Recordsthequantityofeachproductreceivedbyacustomer(bynameorclientnumber)andbydate.
• At the last section of the DDR, the total quantity dispensed or used iscalculatedforeachproductandthenusedforreportingpurposes.
Facilities Where Used ServiceDeliveryPoint,e.g.,ART,LAC,SA-ICTC,FICTC
Used to Make These Decisions
• Setcommoditylevelsthatwewouldliketokeepinthestoretomeetdemand
• Decidehowmuchtoindent
• Confirmcommoditylevelsatanypointintime
Using the following instructions, fill in each field in the overview section:
How to Complete “Part 1” section—
1. Facility Name NotethenameofthefacilitywherethisDailyDispensingRegisterisbeingused
2. District NotethenameofthedistrictwherethisDailyDispensingRegisterisbeingused
3. Daily Dispensing Register Reference No.
Thisnumberispre-printedandusedasanaccountingmethodtotrackaparticularregister
Using the following instructions, fill in each field in the tracking section:
How to Complete “Part 2” Section—
4. Date Notethedatewhenacommodityisissuedtoapatient
5. Patient Name Notethenameofthepatienttowhomthecommodityisbeingissued
6. Quantity Issued Findthecommoditythatisbeingissuedtotheclientandrecordthequantityofthatcommoditybeingissued
At the bottom of each page:
7. Subtotal Quantity Dispensed (page)
Whenapageisfilledup,addupthetotalforhowmanycommoditieshavebeenissuedandnotethetotalinthebottomrow
At the end of the month:
8. Total Quantity Dispensed (All pages to date this month)
Attheendofthemonth,addupthetotalforeachofthedifferentcommoditiesissuedinthatmonthandnotethetotalinthebottomrowonthelastpage
SOP for Supply Chain Management under NACP 131
Monthly/Quarterly Stock Report (MSP/QSP)IX
Mon
thly
/Qua
rter
ly S
tock
Rep
ort (
MSP
/QSP
)
FACI
LITY
NA
ME:
DAT
E PR
EPA
RED
:
REP
OR
TIN
G P
ERIO
DFR
OM
(DD
/MM
/YY)
(DD
/MM
/YY)
TO
SACS
:
REFE
REN
CE N
O.:
MA
XIM
UM
MO
NTH
S O
F ST
OCK
LEV
EL:
MIN
IMU
M M
ON
THS
OF
STO
CK L
EVEL
:
Repo
rt P
repa
red
by:
S
igna
ture
:
D
ate:
(F
ULL
NA
ME,
DES
IGN
ATIO
N)
Repo
rt A
ppro
ved
by:
S
igna
ture
:
D
ate:
(F
ULL
NA
ME,
DES
IGN
ATIO
N)
ReportS.No.
Products/Commodities
UnitofMeasure
BatchNumber
ExpiryDate
Manufacturer
Initialstock
Receiving
Issue
Transfer
“LossesandAdjustment
StockonHandatSACSandRegionalLevel
StockonHandatFacilitieslevel
FinalStockonHand(SOH)
Neg
ative
-
Posi
tive
+
AB
C D
EF
G =
A +
B
– C
– D
-E +
FH
I = G
+ H
1TLD
UA
ABC
123
Mar
ch
2022
Myl
an20
0000
5000
010
000
500
100
023
9400
3460
0058
5400
SOP for Supply Chain Management under NACP132
Monthly/Quarterly Stock Report (MSP/QSP) Job Aid Monthly/ Quarterly Stock Report Job Aid
Purpose RecordsalldetailedinformationknownaboutacommodityinagivenlocationforagivenreportingperiodatStatelevel
• Recordsinformationaboutallthelotsorbatchesofasingleproduct. • Recordsinformationonallinventorytransactionofasingleproduct..
FacilitiesWhereUsed AllFacilitiesUsedtoMakeTheseDecisions
• Confirmcommoditylevelsatanypointintime • Decidehowmuchtoindent • InformedFEFOdistribution/whentoissuecommodity
Using the following instructions, fill in each field in the overview section:How to Complete “Part 1” section—1. Facility Name NotethenameofthefacilitywherethisMonthly/QuarterlyStockReportis
beingused2. SACS NotethenameoftheSACSwherethisMonthly/QuarterlyStockReportisbeingused3. Date Prepared Notethedateonwhichthestockreportisbeingprepared4. Reference No. Notethereferencenumberforrecordonthisform5. Reporting Period Notethereportingperiodforwhichthestockinformationisbeingused6. Maximum Months of
Stock LevelNotethemaximummonthsofstocklevelmaintainedatthefacility
7. Minimum Months of Stock Level
Notetheminimummonthsofstocklevelmaintainedatthefacility
Using the following instructions, fill in each field in the tracking section:How to Complete “Part 2” Section—8. S.No. Numbereachline(e.g.thefirstlineis#1)9. Products/
CommoditiesNotetheproduct/commoditiesbeingrecordedonthisMonthly/QuarterlyStockReport
10.UnitofMeasure Notetheunitofmeasurefortheparticularproduct/commodity11.BatchNo. Notethebatchnumberfortheproduct/commoditybeingreceivedorissued12.ExpiryDate NotetheExpiryDatefortheparticularproduct/commodityinthisformat:
MONTH/YEAR(e.g.MM/YYYY)13.Manufacturer Notethenameofthemanufactureroftheparticularbatch14.InitialStock Notetheinitialortheopeningstockonthefirstdayofthereportingperiod15. Receiving Notethequantityofthecommodityreceivedduringthereportingperiod16.Issue Notethequantityofthecommodityissuedduringthereportingperiod17.Transfer Notethequantityofthecommoditytransferredtootherfacilityduringthe
reportingperiod18.Loss/Adjustment Ifapplicable,notequantityofanylossesoradjustmentsduringthereportingperiod:
• Recordlossesasanegativenumber(e.g.expiries,damagesetc.) • RecordadjustmentsINTOthefacilityasapositivenumber(transfer-in) • RecordadjustmentsOUTofthefacilityasanegativenumber(transfer-out)
19.StockonHandatSACSandRegionalLevel
DeterminethefinalStockonHandorclosingbalanceonthelastdayofthereportingperiodby:
• TakeOpening Balance and either add the receipt or subtract the issue ortransfers
• Ifapplicable,addadjustments • Ifapplicable,subtractlossesornegativeadjustments
20.StockonHandofFacilitiesatlowertier
Addandnotethetotalquantityofstockavailableatallfacilitiesatthelowertier,asreportedonthelastdayofthegivenperiod
21.FinalStockonHand AddtheavailablestockquantityatSACS/Districts/Facilityandstockonhandofthefacilitiesatlowertiertoarriveatfinalstockonhandavailableforthereportingperiod
22.ReportSign-Off Notethename,designation,signatureanddateofthepersonpreparingandapprovingthemonthlyorquarterlystockreport.
SOP for Supply Chain Management under NACP 133
1. USAID | DELIVER PROJECT, Task Order 1. 2011. The Logistics Handbook: A Practical Guide for the Supply Chain Management of Health Commodities. Arlington, Va.: USAID | DELIVER PROJECT, Task Order 1.
2. Guidelines for the Storage of Essential Medicines and Other Health Commodities John Snow, Inc./DELIVER. 2003.
3. Strategic Supply Chain Management, Second Edition, The Five Disciplines for top performance | Shoshanah Gohen & Joseph Roussel
4. USAID | DELIVER PROJECT, Task Order 4. 2014. Guidelines for Warehousing Health Commodities. Arlington, Va.: USAID | DELIVER PROJECT, Task Order 4. Second edition (First edition 2005)
5. How to calculate vaccine volumes and cold chain capacity requirements. Geneva: World Health Organization; 2017. Licence: CC BY-NC-SA 3.0 IGO.
References