52
LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS LSAT REPORT AUGUST 2009 This publication was produced for review by the U.S. Agency for International Development. It was prepared by the USAID | DELIVER PROJECT, Task Order 1.

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Page 1: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS LSAT REPORT

AUGUST 2009

This publication was produced for review by the US Agency for International Development It was prepared by the USAID | DELIVER PROJECT Task Order 1

LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS SYSTEM ASSESSMENT LSAT REPORT

The authors views expressed in this publication do not necessarily reflect the views of the US Agency for International Development or the United States Government

USAID | DELIVER PROJECT Task Order 1 The USAID | DELIVER PROJECT Task Order 1 is funded by the US Agency for International Development under contract no GPO-I-01-06-00007-00 beginning September 29 2006 Task Order 1 is implemented by John Snow Inc in collaboration with PATH Crown Agents Consultancy Inc Abt Associates Fuel Logistics Group (Pty) Ltd UPS Supply Chain Solutions The Manoff Group and 3i Infotech The project improves essential health commodity supply chains by strengthening logistics management information systems streamlining distribution systems identifying financial resources for procurement and supply chain operation and enhancing forecasting and procurement planning The project also encourages policymakers and donors to support logistics as a critical factor in the overall success of their health care mandates

Recommended Citation USAID | DELIVER PROJECT Task Order 1 2009 Logistics Assessment of the Uganda National Expanded Programme on Immunization Kampala Uganda USAID | DELIVER PROJECT Task Order 1

Abstract In August 2009 the Ministry of Health (MOH) with technical assistance from the USAID | DELIVER PROJECT Task Order 1 conducted an assessment of the Uganda National Expanded Program on Immunization (UNEPI) logistics system for health facilities to monitor progress made on system recommendations developed in 2005 The surveyrsquos overall objective was to establish the functionality of a logistics management system for UNEPI and to verify if all facilities at all levels fulfill the six rights (The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost) This report presents the findings strengths challenges and recommendations identified through the logistics assessment

USAID | DELIVER PROJECT John Snow Inc 1616 Fort Myer Drive 11th Floor Arlington VA 22209 USA Phone 703-528-7474 Fax 703-528-7480 E-mail askdeliverjsicom Internet deliverjsicom

CONTENTS

Contents v

Acronyms vii

Acknowledgments ix

Executive summary 11

Background 13 Context14 Justification 14 Assessment objectives14 Methodology 15

Findings and Discussion 19 Logistics management information systems (LMIS) 19 Forecasting and estimation21 Obtaining supplies and procurement22 Inventory management control procedures 23 Warehouse and storage25 Transportation and distribution27 Organizational support for logistics activities28 Finance and coordination30

Logistics System Assessment Conclusion 31

Appendices Appendix A Health facility form33 Appendix B Summary findings 39 Appendix C Facilities visited 43 Appendix D Survey teams 47

Appendix E Central level LSAT meeting participants 49

Figures Figure 1 Logistics cycle 16

Tables Table 1 EPI commodities13 Table 2 Health infrastructure distribution in the districts 17 Table 3 Summary of general field findings from surveyed health facilities 39 Table 4 Health facilities visited 43 Table 5 List of central-level LSAT meeting participants 49

v

vi

CCI

ACRONYMS

AD auto-disable (syringe)

BCG bacillus Calmette-Gueacuterin (TB vaccine)

cold chain inventory

DADI District Assistant Drug Inspector

DCCA District Cold Chain Assistant

DHO District Health Officer

DHV District Health Visitor

DPT diphtheria pertussis tetanus

DVS district vaccines stores

EPI Expanded Program on Immunization

FEFO first-to-expire first-out (warehouse management)

GAVI Global Alliance for Vaccines and Immunization

Hep B hepatitis B

Hib Haemophilus influenza type b

HU health unit

HSD health subdistrict stores

IDSR integrated disease surveillance response

IEC information education and communication

LSAT Logistics Systems Assessment Tool (DELIVER project)

LMIS logistics management information system

MOH Ministry of Health

OPV oral polio vaccine

SDP service delivery point

SIA supplementary immunization activity

STI sexually transmitted infection

TT tetanus toxoid

UNEPI Uganda National Expanded Program on Immunization

UNICEF United Nations Childrenrsquos Fund

vii

VIMCB vaccines and injections materials control book

WHO World Health Organization

viii

ACKNOWLEDGMENTS

We wish to express our sincere appreciation to all the people who contributed to the planning completion and success of this assessment the UNEPI team DHOs and the DCCAs for the districts of Arua Mubende Mayuge Soroti Mpigi Kasese Gulu and Rukungiri

Last but not least we thank the management and health personnel we met in the districts subdistricts and health units during the field visits for making the time to answer our questions and helping us to understand their work

ix

x

EXECUTIVE SUMMARY

Through the Uganda National Expanded Program on Immunization (UNEPI) the Ministry of Health has the mandate to provide continuous availability of potent and effective vaccines for all children and women of childbearing age In 2005 a review of the Expanded Program on Immunization (EPI) identified logistics management as facing a number of challenges resulting in a recommendation to develop an improved logistics system for UNEPI These 2005 EPI review recommendations were used for the development of the UNEPI 2006ndash2010 Multi-year Plan Four years later the program is ready to re-assess the logistics system to evaluate progress to date and further illuminate the current status of UNEPI logistics

Researchers extensively examined logistics system components including

Logistics management information systems

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and donor coordination

The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost Within the system a logistics management information system (LMIS) seeks to collect organize and report data that are used to make decisions Information collected can be used to make decisions and to improve service delivery by improving the quality of management decisions Thus the team sought to establish a functional logistics management system for UNEPI and to verify whether all facilities at all levels fulfill the six rights

Researchers conducted a lower facility level logistics system assessment using the Logistics Systems Assessment Tool (LSAT) in 2009 The assessment looked at the processes involved in logistics activities and some outputs and outcomes of program interventions Researchers carried out a general assessment through interviews with health workers and health unit in-charges at various levels of health service delivery Facilities were selected with consideration given to ownership including public and private facilities and to the level of health care provided ranging from health center II to health center IV facilities (HC-II III and IV)

Researchers found that a structure for effective management of logistics information is in place with clear guidelines for staff responsible for logistics management however this information is never reported or captured adequately at the facility level This bottleneck has impeded effective delivery

11

of logistics forms and tools at health facility level Logistics management is an added responsibility of the in-charges and other staff who are busy with other roles so they do not give routine logistics activities adequate attention

In addition staffers do not adhere consistently to distribution guidelines for district deliveries For example gas and supplies delivery delays were noted at facilities visited This was aggravated further by the fact that there is no established or documented system for distributing supplies from the districts to lower levels This explains in part why some facilities had stockouts There is a lack of pipeline monitoring some units have been overstocked while others stocked out of the same commodities

Facilities are able to determine their needs and order accordingly through the pull system Clear guidelines for maintaining appropriate stock levels are in place at all levels but they are not followed adequately because of delivery delays and poor logistics data recordkeeping

Facilities follow the principle of first-to-expire first-out (FEFO) by removing damaged and expired supplies from inventory Most units are not able to recognize loses and adjustments in the system however Instead staffers enter these items as wastage Some units did not have an updated vaccines and injections materials control book (VIMCB) In addition districts collect emergency supplies from central stores with a short lead time

Researchers concluded that UNEPI collaborates and shares experience with other departments in the Ministry of Health (MOH) Integration of UNEPI with other interventions generates synergies for efficient resource use and reduction of resource waste Examples include using staff to provide multiple services support from the Health Promotion and Education unit during campaigns shared use of logistics (eg vehicles from other departments were used for district data collection for this EPI review) reporting through the health management information system integrated disease surveillance response (IDSR) etc UNEPI staffers participate in the delivery of other health interventions such as Vitamin A supplementation malaria control (insecticide-treated nets [ITNs]) growth monitoring etc

Increasingly stakeholders need to plan for appropriate storage at the facility level to ensure effective handling of all required quantities especially injection materials

The presence of a central officer at each district on a monthly basis during delivery of supplies should enable transmission of logistics information if a reporting system is put in place However further support is needed in training additional personnel who manage supplies such as nursing assistants who have not been trained in EPI logistics management

The weakest link in the UNEPI logistics system is the lack of a supplies reporting system from lower levels to higher levels Information on actual quantities of vaccines consumed should be maintained and used when ordering supplies In addition a deliverycollection schedule is needed at district and lower facility levels

Last the MOH and UNEPI in conjunction with partners should review the current LMIS tools and design standard order and reporting forms for use at all facility levels This should include a review of the whole supply system to identify gaps and develop action plans

12

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 2: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS SYSTEM ASSESSMENT LSAT REPORT

The authors views expressed in this publication do not necessarily reflect the views of the US Agency for International Development or the United States Government

USAID | DELIVER PROJECT Task Order 1 The USAID | DELIVER PROJECT Task Order 1 is funded by the US Agency for International Development under contract no GPO-I-01-06-00007-00 beginning September 29 2006 Task Order 1 is implemented by John Snow Inc in collaboration with PATH Crown Agents Consultancy Inc Abt Associates Fuel Logistics Group (Pty) Ltd UPS Supply Chain Solutions The Manoff Group and 3i Infotech The project improves essential health commodity supply chains by strengthening logistics management information systems streamlining distribution systems identifying financial resources for procurement and supply chain operation and enhancing forecasting and procurement planning The project also encourages policymakers and donors to support logistics as a critical factor in the overall success of their health care mandates

Recommended Citation USAID | DELIVER PROJECT Task Order 1 2009 Logistics Assessment of the Uganda National Expanded Programme on Immunization Kampala Uganda USAID | DELIVER PROJECT Task Order 1

Abstract In August 2009 the Ministry of Health (MOH) with technical assistance from the USAID | DELIVER PROJECT Task Order 1 conducted an assessment of the Uganda National Expanded Program on Immunization (UNEPI) logistics system for health facilities to monitor progress made on system recommendations developed in 2005 The surveyrsquos overall objective was to establish the functionality of a logistics management system for UNEPI and to verify if all facilities at all levels fulfill the six rights (The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost) This report presents the findings strengths challenges and recommendations identified through the logistics assessment

USAID | DELIVER PROJECT John Snow Inc 1616 Fort Myer Drive 11th Floor Arlington VA 22209 USA Phone 703-528-7474 Fax 703-528-7480 E-mail askdeliverjsicom Internet deliverjsicom

CONTENTS

Contents v

Acronyms vii

Acknowledgments ix

Executive summary 11

Background 13 Context14 Justification 14 Assessment objectives14 Methodology 15

Findings and Discussion 19 Logistics management information systems (LMIS) 19 Forecasting and estimation21 Obtaining supplies and procurement22 Inventory management control procedures 23 Warehouse and storage25 Transportation and distribution27 Organizational support for logistics activities28 Finance and coordination30

Logistics System Assessment Conclusion 31

Appendices Appendix A Health facility form33 Appendix B Summary findings 39 Appendix C Facilities visited 43 Appendix D Survey teams 47

Appendix E Central level LSAT meeting participants 49

Figures Figure 1 Logistics cycle 16

Tables Table 1 EPI commodities13 Table 2 Health infrastructure distribution in the districts 17 Table 3 Summary of general field findings from surveyed health facilities 39 Table 4 Health facilities visited 43 Table 5 List of central-level LSAT meeting participants 49

v

vi

CCI

ACRONYMS

AD auto-disable (syringe)

BCG bacillus Calmette-Gueacuterin (TB vaccine)

cold chain inventory

DADI District Assistant Drug Inspector

DCCA District Cold Chain Assistant

DHO District Health Officer

DHV District Health Visitor

DPT diphtheria pertussis tetanus

DVS district vaccines stores

EPI Expanded Program on Immunization

FEFO first-to-expire first-out (warehouse management)

GAVI Global Alliance for Vaccines and Immunization

Hep B hepatitis B

Hib Haemophilus influenza type b

HU health unit

HSD health subdistrict stores

IDSR integrated disease surveillance response

IEC information education and communication

LSAT Logistics Systems Assessment Tool (DELIVER project)

LMIS logistics management information system

MOH Ministry of Health

OPV oral polio vaccine

SDP service delivery point

SIA supplementary immunization activity

STI sexually transmitted infection

TT tetanus toxoid

UNEPI Uganda National Expanded Program on Immunization

UNICEF United Nations Childrenrsquos Fund

vii

VIMCB vaccines and injections materials control book

WHO World Health Organization

viii

ACKNOWLEDGMENTS

We wish to express our sincere appreciation to all the people who contributed to the planning completion and success of this assessment the UNEPI team DHOs and the DCCAs for the districts of Arua Mubende Mayuge Soroti Mpigi Kasese Gulu and Rukungiri

Last but not least we thank the management and health personnel we met in the districts subdistricts and health units during the field visits for making the time to answer our questions and helping us to understand their work

ix

x

EXECUTIVE SUMMARY

Through the Uganda National Expanded Program on Immunization (UNEPI) the Ministry of Health has the mandate to provide continuous availability of potent and effective vaccines for all children and women of childbearing age In 2005 a review of the Expanded Program on Immunization (EPI) identified logistics management as facing a number of challenges resulting in a recommendation to develop an improved logistics system for UNEPI These 2005 EPI review recommendations were used for the development of the UNEPI 2006ndash2010 Multi-year Plan Four years later the program is ready to re-assess the logistics system to evaluate progress to date and further illuminate the current status of UNEPI logistics

Researchers extensively examined logistics system components including

Logistics management information systems

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and donor coordination

The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost Within the system a logistics management information system (LMIS) seeks to collect organize and report data that are used to make decisions Information collected can be used to make decisions and to improve service delivery by improving the quality of management decisions Thus the team sought to establish a functional logistics management system for UNEPI and to verify whether all facilities at all levels fulfill the six rights

Researchers conducted a lower facility level logistics system assessment using the Logistics Systems Assessment Tool (LSAT) in 2009 The assessment looked at the processes involved in logistics activities and some outputs and outcomes of program interventions Researchers carried out a general assessment through interviews with health workers and health unit in-charges at various levels of health service delivery Facilities were selected with consideration given to ownership including public and private facilities and to the level of health care provided ranging from health center II to health center IV facilities (HC-II III and IV)

Researchers found that a structure for effective management of logistics information is in place with clear guidelines for staff responsible for logistics management however this information is never reported or captured adequately at the facility level This bottleneck has impeded effective delivery

11

of logistics forms and tools at health facility level Logistics management is an added responsibility of the in-charges and other staff who are busy with other roles so they do not give routine logistics activities adequate attention

In addition staffers do not adhere consistently to distribution guidelines for district deliveries For example gas and supplies delivery delays were noted at facilities visited This was aggravated further by the fact that there is no established or documented system for distributing supplies from the districts to lower levels This explains in part why some facilities had stockouts There is a lack of pipeline monitoring some units have been overstocked while others stocked out of the same commodities

Facilities are able to determine their needs and order accordingly through the pull system Clear guidelines for maintaining appropriate stock levels are in place at all levels but they are not followed adequately because of delivery delays and poor logistics data recordkeeping

Facilities follow the principle of first-to-expire first-out (FEFO) by removing damaged and expired supplies from inventory Most units are not able to recognize loses and adjustments in the system however Instead staffers enter these items as wastage Some units did not have an updated vaccines and injections materials control book (VIMCB) In addition districts collect emergency supplies from central stores with a short lead time

Researchers concluded that UNEPI collaborates and shares experience with other departments in the Ministry of Health (MOH) Integration of UNEPI with other interventions generates synergies for efficient resource use and reduction of resource waste Examples include using staff to provide multiple services support from the Health Promotion and Education unit during campaigns shared use of logistics (eg vehicles from other departments were used for district data collection for this EPI review) reporting through the health management information system integrated disease surveillance response (IDSR) etc UNEPI staffers participate in the delivery of other health interventions such as Vitamin A supplementation malaria control (insecticide-treated nets [ITNs]) growth monitoring etc

Increasingly stakeholders need to plan for appropriate storage at the facility level to ensure effective handling of all required quantities especially injection materials

The presence of a central officer at each district on a monthly basis during delivery of supplies should enable transmission of logistics information if a reporting system is put in place However further support is needed in training additional personnel who manage supplies such as nursing assistants who have not been trained in EPI logistics management

The weakest link in the UNEPI logistics system is the lack of a supplies reporting system from lower levels to higher levels Information on actual quantities of vaccines consumed should be maintained and used when ordering supplies In addition a deliverycollection schedule is needed at district and lower facility levels

Last the MOH and UNEPI in conjunction with partners should review the current LMIS tools and design standard order and reporting forms for use at all facility levels This should include a review of the whole supply system to identify gaps and develop action plans

12

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 3: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

USAID | DELIVER PROJECT Task Order 1 The USAID | DELIVER PROJECT Task Order 1 is funded by the US Agency for International Development under contract no GPO-I-01-06-00007-00 beginning September 29 2006 Task Order 1 is implemented by John Snow Inc in collaboration with PATH Crown Agents Consultancy Inc Abt Associates Fuel Logistics Group (Pty) Ltd UPS Supply Chain Solutions The Manoff Group and 3i Infotech The project improves essential health commodity supply chains by strengthening logistics management information systems streamlining distribution systems identifying financial resources for procurement and supply chain operation and enhancing forecasting and procurement planning The project also encourages policymakers and donors to support logistics as a critical factor in the overall success of their health care mandates

Recommended Citation USAID | DELIVER PROJECT Task Order 1 2009 Logistics Assessment of the Uganda National Expanded Programme on Immunization Kampala Uganda USAID | DELIVER PROJECT Task Order 1

Abstract In August 2009 the Ministry of Health (MOH) with technical assistance from the USAID | DELIVER PROJECT Task Order 1 conducted an assessment of the Uganda National Expanded Program on Immunization (UNEPI) logistics system for health facilities to monitor progress made on system recommendations developed in 2005 The surveyrsquos overall objective was to establish the functionality of a logistics management system for UNEPI and to verify if all facilities at all levels fulfill the six rights (The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost) This report presents the findings strengths challenges and recommendations identified through the logistics assessment

USAID | DELIVER PROJECT John Snow Inc 1616 Fort Myer Drive 11th Floor Arlington VA 22209 USA Phone 703-528-7474 Fax 703-528-7480 E-mail askdeliverjsicom Internet deliverjsicom

CONTENTS

Contents v

Acronyms vii

Acknowledgments ix

Executive summary 11

Background 13 Context14 Justification 14 Assessment objectives14 Methodology 15

Findings and Discussion 19 Logistics management information systems (LMIS) 19 Forecasting and estimation21 Obtaining supplies and procurement22 Inventory management control procedures 23 Warehouse and storage25 Transportation and distribution27 Organizational support for logistics activities28 Finance and coordination30

Logistics System Assessment Conclusion 31

Appendices Appendix A Health facility form33 Appendix B Summary findings 39 Appendix C Facilities visited 43 Appendix D Survey teams 47

Appendix E Central level LSAT meeting participants 49

Figures Figure 1 Logistics cycle 16

Tables Table 1 EPI commodities13 Table 2 Health infrastructure distribution in the districts 17 Table 3 Summary of general field findings from surveyed health facilities 39 Table 4 Health facilities visited 43 Table 5 List of central-level LSAT meeting participants 49

v

vi

CCI

ACRONYMS

AD auto-disable (syringe)

BCG bacillus Calmette-Gueacuterin (TB vaccine)

cold chain inventory

DADI District Assistant Drug Inspector

DCCA District Cold Chain Assistant

DHO District Health Officer

DHV District Health Visitor

DPT diphtheria pertussis tetanus

DVS district vaccines stores

EPI Expanded Program on Immunization

FEFO first-to-expire first-out (warehouse management)

GAVI Global Alliance for Vaccines and Immunization

Hep B hepatitis B

Hib Haemophilus influenza type b

HU health unit

HSD health subdistrict stores

IDSR integrated disease surveillance response

IEC information education and communication

LSAT Logistics Systems Assessment Tool (DELIVER project)

LMIS logistics management information system

MOH Ministry of Health

OPV oral polio vaccine

SDP service delivery point

SIA supplementary immunization activity

STI sexually transmitted infection

TT tetanus toxoid

UNEPI Uganda National Expanded Program on Immunization

UNICEF United Nations Childrenrsquos Fund

vii

VIMCB vaccines and injections materials control book

WHO World Health Organization

viii

ACKNOWLEDGMENTS

We wish to express our sincere appreciation to all the people who contributed to the planning completion and success of this assessment the UNEPI team DHOs and the DCCAs for the districts of Arua Mubende Mayuge Soroti Mpigi Kasese Gulu and Rukungiri

Last but not least we thank the management and health personnel we met in the districts subdistricts and health units during the field visits for making the time to answer our questions and helping us to understand their work

ix

x

EXECUTIVE SUMMARY

Through the Uganda National Expanded Program on Immunization (UNEPI) the Ministry of Health has the mandate to provide continuous availability of potent and effective vaccines for all children and women of childbearing age In 2005 a review of the Expanded Program on Immunization (EPI) identified logistics management as facing a number of challenges resulting in a recommendation to develop an improved logistics system for UNEPI These 2005 EPI review recommendations were used for the development of the UNEPI 2006ndash2010 Multi-year Plan Four years later the program is ready to re-assess the logistics system to evaluate progress to date and further illuminate the current status of UNEPI logistics

Researchers extensively examined logistics system components including

Logistics management information systems

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and donor coordination

The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost Within the system a logistics management information system (LMIS) seeks to collect organize and report data that are used to make decisions Information collected can be used to make decisions and to improve service delivery by improving the quality of management decisions Thus the team sought to establish a functional logistics management system for UNEPI and to verify whether all facilities at all levels fulfill the six rights

Researchers conducted a lower facility level logistics system assessment using the Logistics Systems Assessment Tool (LSAT) in 2009 The assessment looked at the processes involved in logistics activities and some outputs and outcomes of program interventions Researchers carried out a general assessment through interviews with health workers and health unit in-charges at various levels of health service delivery Facilities were selected with consideration given to ownership including public and private facilities and to the level of health care provided ranging from health center II to health center IV facilities (HC-II III and IV)

Researchers found that a structure for effective management of logistics information is in place with clear guidelines for staff responsible for logistics management however this information is never reported or captured adequately at the facility level This bottleneck has impeded effective delivery

11

of logistics forms and tools at health facility level Logistics management is an added responsibility of the in-charges and other staff who are busy with other roles so they do not give routine logistics activities adequate attention

In addition staffers do not adhere consistently to distribution guidelines for district deliveries For example gas and supplies delivery delays were noted at facilities visited This was aggravated further by the fact that there is no established or documented system for distributing supplies from the districts to lower levels This explains in part why some facilities had stockouts There is a lack of pipeline monitoring some units have been overstocked while others stocked out of the same commodities

Facilities are able to determine their needs and order accordingly through the pull system Clear guidelines for maintaining appropriate stock levels are in place at all levels but they are not followed adequately because of delivery delays and poor logistics data recordkeeping

Facilities follow the principle of first-to-expire first-out (FEFO) by removing damaged and expired supplies from inventory Most units are not able to recognize loses and adjustments in the system however Instead staffers enter these items as wastage Some units did not have an updated vaccines and injections materials control book (VIMCB) In addition districts collect emergency supplies from central stores with a short lead time

Researchers concluded that UNEPI collaborates and shares experience with other departments in the Ministry of Health (MOH) Integration of UNEPI with other interventions generates synergies for efficient resource use and reduction of resource waste Examples include using staff to provide multiple services support from the Health Promotion and Education unit during campaigns shared use of logistics (eg vehicles from other departments were used for district data collection for this EPI review) reporting through the health management information system integrated disease surveillance response (IDSR) etc UNEPI staffers participate in the delivery of other health interventions such as Vitamin A supplementation malaria control (insecticide-treated nets [ITNs]) growth monitoring etc

Increasingly stakeholders need to plan for appropriate storage at the facility level to ensure effective handling of all required quantities especially injection materials

The presence of a central officer at each district on a monthly basis during delivery of supplies should enable transmission of logistics information if a reporting system is put in place However further support is needed in training additional personnel who manage supplies such as nursing assistants who have not been trained in EPI logistics management

The weakest link in the UNEPI logistics system is the lack of a supplies reporting system from lower levels to higher levels Information on actual quantities of vaccines consumed should be maintained and used when ordering supplies In addition a deliverycollection schedule is needed at district and lower facility levels

Last the MOH and UNEPI in conjunction with partners should review the current LMIS tools and design standard order and reporting forms for use at all facility levels This should include a review of the whole supply system to identify gaps and develop action plans

12

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 4: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

CONTENTS

Contents v

Acronyms vii

Acknowledgments ix

Executive summary 11

Background 13 Context14 Justification 14 Assessment objectives14 Methodology 15

Findings and Discussion 19 Logistics management information systems (LMIS) 19 Forecasting and estimation21 Obtaining supplies and procurement22 Inventory management control procedures 23 Warehouse and storage25 Transportation and distribution27 Organizational support for logistics activities28 Finance and coordination30

Logistics System Assessment Conclusion 31

Appendices Appendix A Health facility form33 Appendix B Summary findings 39 Appendix C Facilities visited 43 Appendix D Survey teams 47

Appendix E Central level LSAT meeting participants 49

Figures Figure 1 Logistics cycle 16

Tables Table 1 EPI commodities13 Table 2 Health infrastructure distribution in the districts 17 Table 3 Summary of general field findings from surveyed health facilities 39 Table 4 Health facilities visited 43 Table 5 List of central-level LSAT meeting participants 49

v

vi

CCI

ACRONYMS

AD auto-disable (syringe)

BCG bacillus Calmette-Gueacuterin (TB vaccine)

cold chain inventory

DADI District Assistant Drug Inspector

DCCA District Cold Chain Assistant

DHO District Health Officer

DHV District Health Visitor

DPT diphtheria pertussis tetanus

DVS district vaccines stores

EPI Expanded Program on Immunization

FEFO first-to-expire first-out (warehouse management)

GAVI Global Alliance for Vaccines and Immunization

Hep B hepatitis B

Hib Haemophilus influenza type b

HU health unit

HSD health subdistrict stores

IDSR integrated disease surveillance response

IEC information education and communication

LSAT Logistics Systems Assessment Tool (DELIVER project)

LMIS logistics management information system

MOH Ministry of Health

OPV oral polio vaccine

SDP service delivery point

SIA supplementary immunization activity

STI sexually transmitted infection

TT tetanus toxoid

UNEPI Uganda National Expanded Program on Immunization

UNICEF United Nations Childrenrsquos Fund

vii

VIMCB vaccines and injections materials control book

WHO World Health Organization

viii

ACKNOWLEDGMENTS

We wish to express our sincere appreciation to all the people who contributed to the planning completion and success of this assessment the UNEPI team DHOs and the DCCAs for the districts of Arua Mubende Mayuge Soroti Mpigi Kasese Gulu and Rukungiri

Last but not least we thank the management and health personnel we met in the districts subdistricts and health units during the field visits for making the time to answer our questions and helping us to understand their work

ix

x

EXECUTIVE SUMMARY

Through the Uganda National Expanded Program on Immunization (UNEPI) the Ministry of Health has the mandate to provide continuous availability of potent and effective vaccines for all children and women of childbearing age In 2005 a review of the Expanded Program on Immunization (EPI) identified logistics management as facing a number of challenges resulting in a recommendation to develop an improved logistics system for UNEPI These 2005 EPI review recommendations were used for the development of the UNEPI 2006ndash2010 Multi-year Plan Four years later the program is ready to re-assess the logistics system to evaluate progress to date and further illuminate the current status of UNEPI logistics

Researchers extensively examined logistics system components including

Logistics management information systems

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and donor coordination

The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost Within the system a logistics management information system (LMIS) seeks to collect organize and report data that are used to make decisions Information collected can be used to make decisions and to improve service delivery by improving the quality of management decisions Thus the team sought to establish a functional logistics management system for UNEPI and to verify whether all facilities at all levels fulfill the six rights

Researchers conducted a lower facility level logistics system assessment using the Logistics Systems Assessment Tool (LSAT) in 2009 The assessment looked at the processes involved in logistics activities and some outputs and outcomes of program interventions Researchers carried out a general assessment through interviews with health workers and health unit in-charges at various levels of health service delivery Facilities were selected with consideration given to ownership including public and private facilities and to the level of health care provided ranging from health center II to health center IV facilities (HC-II III and IV)

Researchers found that a structure for effective management of logistics information is in place with clear guidelines for staff responsible for logistics management however this information is never reported or captured adequately at the facility level This bottleneck has impeded effective delivery

11

of logistics forms and tools at health facility level Logistics management is an added responsibility of the in-charges and other staff who are busy with other roles so they do not give routine logistics activities adequate attention

In addition staffers do not adhere consistently to distribution guidelines for district deliveries For example gas and supplies delivery delays were noted at facilities visited This was aggravated further by the fact that there is no established or documented system for distributing supplies from the districts to lower levels This explains in part why some facilities had stockouts There is a lack of pipeline monitoring some units have been overstocked while others stocked out of the same commodities

Facilities are able to determine their needs and order accordingly through the pull system Clear guidelines for maintaining appropriate stock levels are in place at all levels but they are not followed adequately because of delivery delays and poor logistics data recordkeeping

Facilities follow the principle of first-to-expire first-out (FEFO) by removing damaged and expired supplies from inventory Most units are not able to recognize loses and adjustments in the system however Instead staffers enter these items as wastage Some units did not have an updated vaccines and injections materials control book (VIMCB) In addition districts collect emergency supplies from central stores with a short lead time

Researchers concluded that UNEPI collaborates and shares experience with other departments in the Ministry of Health (MOH) Integration of UNEPI with other interventions generates synergies for efficient resource use and reduction of resource waste Examples include using staff to provide multiple services support from the Health Promotion and Education unit during campaigns shared use of logistics (eg vehicles from other departments were used for district data collection for this EPI review) reporting through the health management information system integrated disease surveillance response (IDSR) etc UNEPI staffers participate in the delivery of other health interventions such as Vitamin A supplementation malaria control (insecticide-treated nets [ITNs]) growth monitoring etc

Increasingly stakeholders need to plan for appropriate storage at the facility level to ensure effective handling of all required quantities especially injection materials

The presence of a central officer at each district on a monthly basis during delivery of supplies should enable transmission of logistics information if a reporting system is put in place However further support is needed in training additional personnel who manage supplies such as nursing assistants who have not been trained in EPI logistics management

The weakest link in the UNEPI logistics system is the lack of a supplies reporting system from lower levels to higher levels Information on actual quantities of vaccines consumed should be maintained and used when ordering supplies In addition a deliverycollection schedule is needed at district and lower facility levels

Last the MOH and UNEPI in conjunction with partners should review the current LMIS tools and design standard order and reporting forms for use at all facility levels This should include a review of the whole supply system to identify gaps and develop action plans

12

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 5: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

vi

CCI

ACRONYMS

AD auto-disable (syringe)

BCG bacillus Calmette-Gueacuterin (TB vaccine)

cold chain inventory

DADI District Assistant Drug Inspector

DCCA District Cold Chain Assistant

DHO District Health Officer

DHV District Health Visitor

DPT diphtheria pertussis tetanus

DVS district vaccines stores

EPI Expanded Program on Immunization

FEFO first-to-expire first-out (warehouse management)

GAVI Global Alliance for Vaccines and Immunization

Hep B hepatitis B

Hib Haemophilus influenza type b

HU health unit

HSD health subdistrict stores

IDSR integrated disease surveillance response

IEC information education and communication

LSAT Logistics Systems Assessment Tool (DELIVER project)

LMIS logistics management information system

MOH Ministry of Health

OPV oral polio vaccine

SDP service delivery point

SIA supplementary immunization activity

STI sexually transmitted infection

TT tetanus toxoid

UNEPI Uganda National Expanded Program on Immunization

UNICEF United Nations Childrenrsquos Fund

vii

VIMCB vaccines and injections materials control book

WHO World Health Organization

viii

ACKNOWLEDGMENTS

We wish to express our sincere appreciation to all the people who contributed to the planning completion and success of this assessment the UNEPI team DHOs and the DCCAs for the districts of Arua Mubende Mayuge Soroti Mpigi Kasese Gulu and Rukungiri

Last but not least we thank the management and health personnel we met in the districts subdistricts and health units during the field visits for making the time to answer our questions and helping us to understand their work

ix

x

EXECUTIVE SUMMARY

Through the Uganda National Expanded Program on Immunization (UNEPI) the Ministry of Health has the mandate to provide continuous availability of potent and effective vaccines for all children and women of childbearing age In 2005 a review of the Expanded Program on Immunization (EPI) identified logistics management as facing a number of challenges resulting in a recommendation to develop an improved logistics system for UNEPI These 2005 EPI review recommendations were used for the development of the UNEPI 2006ndash2010 Multi-year Plan Four years later the program is ready to re-assess the logistics system to evaluate progress to date and further illuminate the current status of UNEPI logistics

Researchers extensively examined logistics system components including

Logistics management information systems

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and donor coordination

The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost Within the system a logistics management information system (LMIS) seeks to collect organize and report data that are used to make decisions Information collected can be used to make decisions and to improve service delivery by improving the quality of management decisions Thus the team sought to establish a functional logistics management system for UNEPI and to verify whether all facilities at all levels fulfill the six rights

Researchers conducted a lower facility level logistics system assessment using the Logistics Systems Assessment Tool (LSAT) in 2009 The assessment looked at the processes involved in logistics activities and some outputs and outcomes of program interventions Researchers carried out a general assessment through interviews with health workers and health unit in-charges at various levels of health service delivery Facilities were selected with consideration given to ownership including public and private facilities and to the level of health care provided ranging from health center II to health center IV facilities (HC-II III and IV)

Researchers found that a structure for effective management of logistics information is in place with clear guidelines for staff responsible for logistics management however this information is never reported or captured adequately at the facility level This bottleneck has impeded effective delivery

11

of logistics forms and tools at health facility level Logistics management is an added responsibility of the in-charges and other staff who are busy with other roles so they do not give routine logistics activities adequate attention

In addition staffers do not adhere consistently to distribution guidelines for district deliveries For example gas and supplies delivery delays were noted at facilities visited This was aggravated further by the fact that there is no established or documented system for distributing supplies from the districts to lower levels This explains in part why some facilities had stockouts There is a lack of pipeline monitoring some units have been overstocked while others stocked out of the same commodities

Facilities are able to determine their needs and order accordingly through the pull system Clear guidelines for maintaining appropriate stock levels are in place at all levels but they are not followed adequately because of delivery delays and poor logistics data recordkeeping

Facilities follow the principle of first-to-expire first-out (FEFO) by removing damaged and expired supplies from inventory Most units are not able to recognize loses and adjustments in the system however Instead staffers enter these items as wastage Some units did not have an updated vaccines and injections materials control book (VIMCB) In addition districts collect emergency supplies from central stores with a short lead time

Researchers concluded that UNEPI collaborates and shares experience with other departments in the Ministry of Health (MOH) Integration of UNEPI with other interventions generates synergies for efficient resource use and reduction of resource waste Examples include using staff to provide multiple services support from the Health Promotion and Education unit during campaigns shared use of logistics (eg vehicles from other departments were used for district data collection for this EPI review) reporting through the health management information system integrated disease surveillance response (IDSR) etc UNEPI staffers participate in the delivery of other health interventions such as Vitamin A supplementation malaria control (insecticide-treated nets [ITNs]) growth monitoring etc

Increasingly stakeholders need to plan for appropriate storage at the facility level to ensure effective handling of all required quantities especially injection materials

The presence of a central officer at each district on a monthly basis during delivery of supplies should enable transmission of logistics information if a reporting system is put in place However further support is needed in training additional personnel who manage supplies such as nursing assistants who have not been trained in EPI logistics management

The weakest link in the UNEPI logistics system is the lack of a supplies reporting system from lower levels to higher levels Information on actual quantities of vaccines consumed should be maintained and used when ordering supplies In addition a deliverycollection schedule is needed at district and lower facility levels

Last the MOH and UNEPI in conjunction with partners should review the current LMIS tools and design standard order and reporting forms for use at all facility levels This should include a review of the whole supply system to identify gaps and develop action plans

12

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 6: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

CCI

ACRONYMS

AD auto-disable (syringe)

BCG bacillus Calmette-Gueacuterin (TB vaccine)

cold chain inventory

DADI District Assistant Drug Inspector

DCCA District Cold Chain Assistant

DHO District Health Officer

DHV District Health Visitor

DPT diphtheria pertussis tetanus

DVS district vaccines stores

EPI Expanded Program on Immunization

FEFO first-to-expire first-out (warehouse management)

GAVI Global Alliance for Vaccines and Immunization

Hep B hepatitis B

Hib Haemophilus influenza type b

HU health unit

HSD health subdistrict stores

IDSR integrated disease surveillance response

IEC information education and communication

LSAT Logistics Systems Assessment Tool (DELIVER project)

LMIS logistics management information system

MOH Ministry of Health

OPV oral polio vaccine

SDP service delivery point

SIA supplementary immunization activity

STI sexually transmitted infection

TT tetanus toxoid

UNEPI Uganda National Expanded Program on Immunization

UNICEF United Nations Childrenrsquos Fund

vii

VIMCB vaccines and injections materials control book

WHO World Health Organization

viii

ACKNOWLEDGMENTS

We wish to express our sincere appreciation to all the people who contributed to the planning completion and success of this assessment the UNEPI team DHOs and the DCCAs for the districts of Arua Mubende Mayuge Soroti Mpigi Kasese Gulu and Rukungiri

Last but not least we thank the management and health personnel we met in the districts subdistricts and health units during the field visits for making the time to answer our questions and helping us to understand their work

ix

x

EXECUTIVE SUMMARY

Through the Uganda National Expanded Program on Immunization (UNEPI) the Ministry of Health has the mandate to provide continuous availability of potent and effective vaccines for all children and women of childbearing age In 2005 a review of the Expanded Program on Immunization (EPI) identified logistics management as facing a number of challenges resulting in a recommendation to develop an improved logistics system for UNEPI These 2005 EPI review recommendations were used for the development of the UNEPI 2006ndash2010 Multi-year Plan Four years later the program is ready to re-assess the logistics system to evaluate progress to date and further illuminate the current status of UNEPI logistics

Researchers extensively examined logistics system components including

Logistics management information systems

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and donor coordination

The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost Within the system a logistics management information system (LMIS) seeks to collect organize and report data that are used to make decisions Information collected can be used to make decisions and to improve service delivery by improving the quality of management decisions Thus the team sought to establish a functional logistics management system for UNEPI and to verify whether all facilities at all levels fulfill the six rights

Researchers conducted a lower facility level logistics system assessment using the Logistics Systems Assessment Tool (LSAT) in 2009 The assessment looked at the processes involved in logistics activities and some outputs and outcomes of program interventions Researchers carried out a general assessment through interviews with health workers and health unit in-charges at various levels of health service delivery Facilities were selected with consideration given to ownership including public and private facilities and to the level of health care provided ranging from health center II to health center IV facilities (HC-II III and IV)

Researchers found that a structure for effective management of logistics information is in place with clear guidelines for staff responsible for logistics management however this information is never reported or captured adequately at the facility level This bottleneck has impeded effective delivery

11

of logistics forms and tools at health facility level Logistics management is an added responsibility of the in-charges and other staff who are busy with other roles so they do not give routine logistics activities adequate attention

In addition staffers do not adhere consistently to distribution guidelines for district deliveries For example gas and supplies delivery delays were noted at facilities visited This was aggravated further by the fact that there is no established or documented system for distributing supplies from the districts to lower levels This explains in part why some facilities had stockouts There is a lack of pipeline monitoring some units have been overstocked while others stocked out of the same commodities

Facilities are able to determine their needs and order accordingly through the pull system Clear guidelines for maintaining appropriate stock levels are in place at all levels but they are not followed adequately because of delivery delays and poor logistics data recordkeeping

Facilities follow the principle of first-to-expire first-out (FEFO) by removing damaged and expired supplies from inventory Most units are not able to recognize loses and adjustments in the system however Instead staffers enter these items as wastage Some units did not have an updated vaccines and injections materials control book (VIMCB) In addition districts collect emergency supplies from central stores with a short lead time

Researchers concluded that UNEPI collaborates and shares experience with other departments in the Ministry of Health (MOH) Integration of UNEPI with other interventions generates synergies for efficient resource use and reduction of resource waste Examples include using staff to provide multiple services support from the Health Promotion and Education unit during campaigns shared use of logistics (eg vehicles from other departments were used for district data collection for this EPI review) reporting through the health management information system integrated disease surveillance response (IDSR) etc UNEPI staffers participate in the delivery of other health interventions such as Vitamin A supplementation malaria control (insecticide-treated nets [ITNs]) growth monitoring etc

Increasingly stakeholders need to plan for appropriate storage at the facility level to ensure effective handling of all required quantities especially injection materials

The presence of a central officer at each district on a monthly basis during delivery of supplies should enable transmission of logistics information if a reporting system is put in place However further support is needed in training additional personnel who manage supplies such as nursing assistants who have not been trained in EPI logistics management

The weakest link in the UNEPI logistics system is the lack of a supplies reporting system from lower levels to higher levels Information on actual quantities of vaccines consumed should be maintained and used when ordering supplies In addition a deliverycollection schedule is needed at district and lower facility levels

Last the MOH and UNEPI in conjunction with partners should review the current LMIS tools and design standard order and reporting forms for use at all facility levels This should include a review of the whole supply system to identify gaps and develop action plans

12

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 7: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

VIMCB vaccines and injections materials control book

WHO World Health Organization

viii

ACKNOWLEDGMENTS

We wish to express our sincere appreciation to all the people who contributed to the planning completion and success of this assessment the UNEPI team DHOs and the DCCAs for the districts of Arua Mubende Mayuge Soroti Mpigi Kasese Gulu and Rukungiri

Last but not least we thank the management and health personnel we met in the districts subdistricts and health units during the field visits for making the time to answer our questions and helping us to understand their work

ix

x

EXECUTIVE SUMMARY

Through the Uganda National Expanded Program on Immunization (UNEPI) the Ministry of Health has the mandate to provide continuous availability of potent and effective vaccines for all children and women of childbearing age In 2005 a review of the Expanded Program on Immunization (EPI) identified logistics management as facing a number of challenges resulting in a recommendation to develop an improved logistics system for UNEPI These 2005 EPI review recommendations were used for the development of the UNEPI 2006ndash2010 Multi-year Plan Four years later the program is ready to re-assess the logistics system to evaluate progress to date and further illuminate the current status of UNEPI logistics

Researchers extensively examined logistics system components including

Logistics management information systems

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and donor coordination

The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost Within the system a logistics management information system (LMIS) seeks to collect organize and report data that are used to make decisions Information collected can be used to make decisions and to improve service delivery by improving the quality of management decisions Thus the team sought to establish a functional logistics management system for UNEPI and to verify whether all facilities at all levels fulfill the six rights

Researchers conducted a lower facility level logistics system assessment using the Logistics Systems Assessment Tool (LSAT) in 2009 The assessment looked at the processes involved in logistics activities and some outputs and outcomes of program interventions Researchers carried out a general assessment through interviews with health workers and health unit in-charges at various levels of health service delivery Facilities were selected with consideration given to ownership including public and private facilities and to the level of health care provided ranging from health center II to health center IV facilities (HC-II III and IV)

Researchers found that a structure for effective management of logistics information is in place with clear guidelines for staff responsible for logistics management however this information is never reported or captured adequately at the facility level This bottleneck has impeded effective delivery

11

of logistics forms and tools at health facility level Logistics management is an added responsibility of the in-charges and other staff who are busy with other roles so they do not give routine logistics activities adequate attention

In addition staffers do not adhere consistently to distribution guidelines for district deliveries For example gas and supplies delivery delays were noted at facilities visited This was aggravated further by the fact that there is no established or documented system for distributing supplies from the districts to lower levels This explains in part why some facilities had stockouts There is a lack of pipeline monitoring some units have been overstocked while others stocked out of the same commodities

Facilities are able to determine their needs and order accordingly through the pull system Clear guidelines for maintaining appropriate stock levels are in place at all levels but they are not followed adequately because of delivery delays and poor logistics data recordkeeping

Facilities follow the principle of first-to-expire first-out (FEFO) by removing damaged and expired supplies from inventory Most units are not able to recognize loses and adjustments in the system however Instead staffers enter these items as wastage Some units did not have an updated vaccines and injections materials control book (VIMCB) In addition districts collect emergency supplies from central stores with a short lead time

Researchers concluded that UNEPI collaborates and shares experience with other departments in the Ministry of Health (MOH) Integration of UNEPI with other interventions generates synergies for efficient resource use and reduction of resource waste Examples include using staff to provide multiple services support from the Health Promotion and Education unit during campaigns shared use of logistics (eg vehicles from other departments were used for district data collection for this EPI review) reporting through the health management information system integrated disease surveillance response (IDSR) etc UNEPI staffers participate in the delivery of other health interventions such as Vitamin A supplementation malaria control (insecticide-treated nets [ITNs]) growth monitoring etc

Increasingly stakeholders need to plan for appropriate storage at the facility level to ensure effective handling of all required quantities especially injection materials

The presence of a central officer at each district on a monthly basis during delivery of supplies should enable transmission of logistics information if a reporting system is put in place However further support is needed in training additional personnel who manage supplies such as nursing assistants who have not been trained in EPI logistics management

The weakest link in the UNEPI logistics system is the lack of a supplies reporting system from lower levels to higher levels Information on actual quantities of vaccines consumed should be maintained and used when ordering supplies In addition a deliverycollection schedule is needed at district and lower facility levels

Last the MOH and UNEPI in conjunction with partners should review the current LMIS tools and design standard order and reporting forms for use at all facility levels This should include a review of the whole supply system to identify gaps and develop action plans

12

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 8: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

ACKNOWLEDGMENTS

We wish to express our sincere appreciation to all the people who contributed to the planning completion and success of this assessment the UNEPI team DHOs and the DCCAs for the districts of Arua Mubende Mayuge Soroti Mpigi Kasese Gulu and Rukungiri

Last but not least we thank the management and health personnel we met in the districts subdistricts and health units during the field visits for making the time to answer our questions and helping us to understand their work

ix

x

EXECUTIVE SUMMARY

Through the Uganda National Expanded Program on Immunization (UNEPI) the Ministry of Health has the mandate to provide continuous availability of potent and effective vaccines for all children and women of childbearing age In 2005 a review of the Expanded Program on Immunization (EPI) identified logistics management as facing a number of challenges resulting in a recommendation to develop an improved logistics system for UNEPI These 2005 EPI review recommendations were used for the development of the UNEPI 2006ndash2010 Multi-year Plan Four years later the program is ready to re-assess the logistics system to evaluate progress to date and further illuminate the current status of UNEPI logistics

Researchers extensively examined logistics system components including

Logistics management information systems

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and donor coordination

The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost Within the system a logistics management information system (LMIS) seeks to collect organize and report data that are used to make decisions Information collected can be used to make decisions and to improve service delivery by improving the quality of management decisions Thus the team sought to establish a functional logistics management system for UNEPI and to verify whether all facilities at all levels fulfill the six rights

Researchers conducted a lower facility level logistics system assessment using the Logistics Systems Assessment Tool (LSAT) in 2009 The assessment looked at the processes involved in logistics activities and some outputs and outcomes of program interventions Researchers carried out a general assessment through interviews with health workers and health unit in-charges at various levels of health service delivery Facilities were selected with consideration given to ownership including public and private facilities and to the level of health care provided ranging from health center II to health center IV facilities (HC-II III and IV)

Researchers found that a structure for effective management of logistics information is in place with clear guidelines for staff responsible for logistics management however this information is never reported or captured adequately at the facility level This bottleneck has impeded effective delivery

11

of logistics forms and tools at health facility level Logistics management is an added responsibility of the in-charges and other staff who are busy with other roles so they do not give routine logistics activities adequate attention

In addition staffers do not adhere consistently to distribution guidelines for district deliveries For example gas and supplies delivery delays were noted at facilities visited This was aggravated further by the fact that there is no established or documented system for distributing supplies from the districts to lower levels This explains in part why some facilities had stockouts There is a lack of pipeline monitoring some units have been overstocked while others stocked out of the same commodities

Facilities are able to determine their needs and order accordingly through the pull system Clear guidelines for maintaining appropriate stock levels are in place at all levels but they are not followed adequately because of delivery delays and poor logistics data recordkeeping

Facilities follow the principle of first-to-expire first-out (FEFO) by removing damaged and expired supplies from inventory Most units are not able to recognize loses and adjustments in the system however Instead staffers enter these items as wastage Some units did not have an updated vaccines and injections materials control book (VIMCB) In addition districts collect emergency supplies from central stores with a short lead time

Researchers concluded that UNEPI collaborates and shares experience with other departments in the Ministry of Health (MOH) Integration of UNEPI with other interventions generates synergies for efficient resource use and reduction of resource waste Examples include using staff to provide multiple services support from the Health Promotion and Education unit during campaigns shared use of logistics (eg vehicles from other departments were used for district data collection for this EPI review) reporting through the health management information system integrated disease surveillance response (IDSR) etc UNEPI staffers participate in the delivery of other health interventions such as Vitamin A supplementation malaria control (insecticide-treated nets [ITNs]) growth monitoring etc

Increasingly stakeholders need to plan for appropriate storage at the facility level to ensure effective handling of all required quantities especially injection materials

The presence of a central officer at each district on a monthly basis during delivery of supplies should enable transmission of logistics information if a reporting system is put in place However further support is needed in training additional personnel who manage supplies such as nursing assistants who have not been trained in EPI logistics management

The weakest link in the UNEPI logistics system is the lack of a supplies reporting system from lower levels to higher levels Information on actual quantities of vaccines consumed should be maintained and used when ordering supplies In addition a deliverycollection schedule is needed at district and lower facility levels

Last the MOH and UNEPI in conjunction with partners should review the current LMIS tools and design standard order and reporting forms for use at all facility levels This should include a review of the whole supply system to identify gaps and develop action plans

12

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 9: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

x

EXECUTIVE SUMMARY

Through the Uganda National Expanded Program on Immunization (UNEPI) the Ministry of Health has the mandate to provide continuous availability of potent and effective vaccines for all children and women of childbearing age In 2005 a review of the Expanded Program on Immunization (EPI) identified logistics management as facing a number of challenges resulting in a recommendation to develop an improved logistics system for UNEPI These 2005 EPI review recommendations were used for the development of the UNEPI 2006ndash2010 Multi-year Plan Four years later the program is ready to re-assess the logistics system to evaluate progress to date and further illuminate the current status of UNEPI logistics

Researchers extensively examined logistics system components including

Logistics management information systems

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and donor coordination

The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost Within the system a logistics management information system (LMIS) seeks to collect organize and report data that are used to make decisions Information collected can be used to make decisions and to improve service delivery by improving the quality of management decisions Thus the team sought to establish a functional logistics management system for UNEPI and to verify whether all facilities at all levels fulfill the six rights

Researchers conducted a lower facility level logistics system assessment using the Logistics Systems Assessment Tool (LSAT) in 2009 The assessment looked at the processes involved in logistics activities and some outputs and outcomes of program interventions Researchers carried out a general assessment through interviews with health workers and health unit in-charges at various levels of health service delivery Facilities were selected with consideration given to ownership including public and private facilities and to the level of health care provided ranging from health center II to health center IV facilities (HC-II III and IV)

Researchers found that a structure for effective management of logistics information is in place with clear guidelines for staff responsible for logistics management however this information is never reported or captured adequately at the facility level This bottleneck has impeded effective delivery

11

of logistics forms and tools at health facility level Logistics management is an added responsibility of the in-charges and other staff who are busy with other roles so they do not give routine logistics activities adequate attention

In addition staffers do not adhere consistently to distribution guidelines for district deliveries For example gas and supplies delivery delays were noted at facilities visited This was aggravated further by the fact that there is no established or documented system for distributing supplies from the districts to lower levels This explains in part why some facilities had stockouts There is a lack of pipeline monitoring some units have been overstocked while others stocked out of the same commodities

Facilities are able to determine their needs and order accordingly through the pull system Clear guidelines for maintaining appropriate stock levels are in place at all levels but they are not followed adequately because of delivery delays and poor logistics data recordkeeping

Facilities follow the principle of first-to-expire first-out (FEFO) by removing damaged and expired supplies from inventory Most units are not able to recognize loses and adjustments in the system however Instead staffers enter these items as wastage Some units did not have an updated vaccines and injections materials control book (VIMCB) In addition districts collect emergency supplies from central stores with a short lead time

Researchers concluded that UNEPI collaborates and shares experience with other departments in the Ministry of Health (MOH) Integration of UNEPI with other interventions generates synergies for efficient resource use and reduction of resource waste Examples include using staff to provide multiple services support from the Health Promotion and Education unit during campaigns shared use of logistics (eg vehicles from other departments were used for district data collection for this EPI review) reporting through the health management information system integrated disease surveillance response (IDSR) etc UNEPI staffers participate in the delivery of other health interventions such as Vitamin A supplementation malaria control (insecticide-treated nets [ITNs]) growth monitoring etc

Increasingly stakeholders need to plan for appropriate storage at the facility level to ensure effective handling of all required quantities especially injection materials

The presence of a central officer at each district on a monthly basis during delivery of supplies should enable transmission of logistics information if a reporting system is put in place However further support is needed in training additional personnel who manage supplies such as nursing assistants who have not been trained in EPI logistics management

The weakest link in the UNEPI logistics system is the lack of a supplies reporting system from lower levels to higher levels Information on actual quantities of vaccines consumed should be maintained and used when ordering supplies In addition a deliverycollection schedule is needed at district and lower facility levels

Last the MOH and UNEPI in conjunction with partners should review the current LMIS tools and design standard order and reporting forms for use at all facility levels This should include a review of the whole supply system to identify gaps and develop action plans

12

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 10: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

EXECUTIVE SUMMARY

Through the Uganda National Expanded Program on Immunization (UNEPI) the Ministry of Health has the mandate to provide continuous availability of potent and effective vaccines for all children and women of childbearing age In 2005 a review of the Expanded Program on Immunization (EPI) identified logistics management as facing a number of challenges resulting in a recommendation to develop an improved logistics system for UNEPI These 2005 EPI review recommendations were used for the development of the UNEPI 2006ndash2010 Multi-year Plan Four years later the program is ready to re-assess the logistics system to evaluate progress to date and further illuminate the current status of UNEPI logistics

Researchers extensively examined logistics system components including

Logistics management information systems

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and donor coordination

The purpose of a logistics system is to get the right quantities of the right goods to the right places at the right time in the right condition at the right cost Within the system a logistics management information system (LMIS) seeks to collect organize and report data that are used to make decisions Information collected can be used to make decisions and to improve service delivery by improving the quality of management decisions Thus the team sought to establish a functional logistics management system for UNEPI and to verify whether all facilities at all levels fulfill the six rights

Researchers conducted a lower facility level logistics system assessment using the Logistics Systems Assessment Tool (LSAT) in 2009 The assessment looked at the processes involved in logistics activities and some outputs and outcomes of program interventions Researchers carried out a general assessment through interviews with health workers and health unit in-charges at various levels of health service delivery Facilities were selected with consideration given to ownership including public and private facilities and to the level of health care provided ranging from health center II to health center IV facilities (HC-II III and IV)

Researchers found that a structure for effective management of logistics information is in place with clear guidelines for staff responsible for logistics management however this information is never reported or captured adequately at the facility level This bottleneck has impeded effective delivery

11

of logistics forms and tools at health facility level Logistics management is an added responsibility of the in-charges and other staff who are busy with other roles so they do not give routine logistics activities adequate attention

In addition staffers do not adhere consistently to distribution guidelines for district deliveries For example gas and supplies delivery delays were noted at facilities visited This was aggravated further by the fact that there is no established or documented system for distributing supplies from the districts to lower levels This explains in part why some facilities had stockouts There is a lack of pipeline monitoring some units have been overstocked while others stocked out of the same commodities

Facilities are able to determine their needs and order accordingly through the pull system Clear guidelines for maintaining appropriate stock levels are in place at all levels but they are not followed adequately because of delivery delays and poor logistics data recordkeeping

Facilities follow the principle of first-to-expire first-out (FEFO) by removing damaged and expired supplies from inventory Most units are not able to recognize loses and adjustments in the system however Instead staffers enter these items as wastage Some units did not have an updated vaccines and injections materials control book (VIMCB) In addition districts collect emergency supplies from central stores with a short lead time

Researchers concluded that UNEPI collaborates and shares experience with other departments in the Ministry of Health (MOH) Integration of UNEPI with other interventions generates synergies for efficient resource use and reduction of resource waste Examples include using staff to provide multiple services support from the Health Promotion and Education unit during campaigns shared use of logistics (eg vehicles from other departments were used for district data collection for this EPI review) reporting through the health management information system integrated disease surveillance response (IDSR) etc UNEPI staffers participate in the delivery of other health interventions such as Vitamin A supplementation malaria control (insecticide-treated nets [ITNs]) growth monitoring etc

Increasingly stakeholders need to plan for appropriate storage at the facility level to ensure effective handling of all required quantities especially injection materials

The presence of a central officer at each district on a monthly basis during delivery of supplies should enable transmission of logistics information if a reporting system is put in place However further support is needed in training additional personnel who manage supplies such as nursing assistants who have not been trained in EPI logistics management

The weakest link in the UNEPI logistics system is the lack of a supplies reporting system from lower levels to higher levels Information on actual quantities of vaccines consumed should be maintained and used when ordering supplies In addition a deliverycollection schedule is needed at district and lower facility levels

Last the MOH and UNEPI in conjunction with partners should review the current LMIS tools and design standard order and reporting forms for use at all facility levels This should include a review of the whole supply system to identify gaps and develop action plans

12

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 11: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

of logistics forms and tools at health facility level Logistics management is an added responsibility of the in-charges and other staff who are busy with other roles so they do not give routine logistics activities adequate attention

In addition staffers do not adhere consistently to distribution guidelines for district deliveries For example gas and supplies delivery delays were noted at facilities visited This was aggravated further by the fact that there is no established or documented system for distributing supplies from the districts to lower levels This explains in part why some facilities had stockouts There is a lack of pipeline monitoring some units have been overstocked while others stocked out of the same commodities

Facilities are able to determine their needs and order accordingly through the pull system Clear guidelines for maintaining appropriate stock levels are in place at all levels but they are not followed adequately because of delivery delays and poor logistics data recordkeeping

Facilities follow the principle of first-to-expire first-out (FEFO) by removing damaged and expired supplies from inventory Most units are not able to recognize loses and adjustments in the system however Instead staffers enter these items as wastage Some units did not have an updated vaccines and injections materials control book (VIMCB) In addition districts collect emergency supplies from central stores with a short lead time

Researchers concluded that UNEPI collaborates and shares experience with other departments in the Ministry of Health (MOH) Integration of UNEPI with other interventions generates synergies for efficient resource use and reduction of resource waste Examples include using staff to provide multiple services support from the Health Promotion and Education unit during campaigns shared use of logistics (eg vehicles from other departments were used for district data collection for this EPI review) reporting through the health management information system integrated disease surveillance response (IDSR) etc UNEPI staffers participate in the delivery of other health interventions such as Vitamin A supplementation malaria control (insecticide-treated nets [ITNs]) growth monitoring etc

Increasingly stakeholders need to plan for appropriate storage at the facility level to ensure effective handling of all required quantities especially injection materials

The presence of a central officer at each district on a monthly basis during delivery of supplies should enable transmission of logistics information if a reporting system is put in place However further support is needed in training additional personnel who manage supplies such as nursing assistants who have not been trained in EPI logistics management

The weakest link in the UNEPI logistics system is the lack of a supplies reporting system from lower levels to higher levels Information on actual quantities of vaccines consumed should be maintained and used when ordering supplies In addition a deliverycollection schedule is needed at district and lower facility levels

Last the MOH and UNEPI in conjunction with partners should review the current LMIS tools and design standard order and reporting forms for use at all facility levels This should include a review of the whole supply system to identify gaps and develop action plans

12

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 12: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

BACKGROUND

The MOHUNEPI has the mandate to provide safe potent and effective vaccines for all children and women of childbearing age to help reduce morbidity mortality and disability due to childhood vaccine preventable diseases The program seeks to ensure that every child is fully immunized by the first birthday against target diseases and every newborn is protected from neonatal tetanus The targeted diseases are tuberculosis poliomyelitis diphtheria pertussis tetanus measles and since June 2002 hepatitis B (HepB) and Haemophilus influenzae type b (Hib)

Vaccines form the backbone of any immunization program Because proper logistics and vaccine management ensures adequate supply proper storage and timely distribution of immunization supplies are essential to the success of the program Proper logistics management is necessary to ensure regular and adequate supply of goods for effective service delivery

Table 1 EPI Commodities

Vaccines Measles BCG OPV TTDPT-HepB-Hib

Injection safety materials

AD syringes reconstitution syringes droppers safety boxes cotton wool

Cold chain equipment

Refrigerators freezers cold boxes vaccine carriers icepacks thermometers

Administrative forms

Child health cards tally sheets VIMCB

IEC materials Posters for routine SIAs surveillance

Gas and gas cylinders

Gas gas cylinders

A good logistics system provides excellent customer service delivery by fulfilling the six rights ensuring the delivery of the right quantities of the right goods to the right places at the right time in the right condition at the right cost

A logistics system is comprised of interdependent elements aiming to serve customers through proper product selection forecasting inventory management storage and distribution quality monitoring and management of logistics information

A logistics management information system (LMIS) seeks to collect organize analyze and report data that are used to make informed decisions Information is collected for decisionmaking and used to improve service delivery through improved quality of management decisions

13

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 13: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

CONTEXT The EPI review of 2005 identified that logistics management presented a number of challenges so recommendations were made for improving logistics management for UNEPI

The 2005 EPI review recommendations were used in the development of 2006ndash2010 Multi-year Plan for UNEPI The process of designing a logistics systems starts with conducting a systems assessment to analyze the strengths weaknesses and possible recommendations for system improvement using the Logistics Systems Assessment Tool (LSAT) developed by the DELIVER Project

JUSTIFICATION This exercise followed the 2005 EPI review whose findings identified concerns including

Stock control systems for vaccines and related EPI supplies were not fully functional

District-level data was not fully used for forecasting and estimating vaccines and other supplies

Bundling concept was not adequately practiced at all levels

Transport situation was constrained with varying systems for delivery of supplies especially from district to Health Sub-District stores (HSDs) and service delivery points

One important recommendation was to review and design a Logistics Management System for UNEPI to (a) effectively collect organize and analyze logistics data for decisionmaking (b) establish a logistics reporting system for EPI supplies and cold chain equipment and (c) use the data generated to plan for EPI supplies and equipment requirements

ASSESSMENT OBJECTIVES Determine the procedure used to forecast estimate and order supplies at district and lower-level

health facilities

Identify processes used for ordering and receiving supplies at various levels

Determine the procedures and policies used for distribution and inventory management

Assess EPI staffrsquos knowledge and skills of in logistics management

Assess availability of EPI logistics data management and the reporting system at various levels

14

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 14: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

METHODOLOGY

Researchers carried out the survey in eight districts covering two districts from each of the four main regions At least 10 health facilities were assessed in each district and a total of 88 facilities were surveyed This was because of the need to concentrate efforts and develop a comprehensive study despite time and resource limitations

The assessment was conducted at District level Health Sub-District level and at HC-IVs HC-IIIs and HC-IIs The health facilities assessed in each district covered at least two HSDs three HC-IIIs andor four HC-IIs The choice of selection ensured that at least two or more facilities surveyed were NGO- or privately owned health facilities

Central team members visited the districts and while in the districts the team met with and briefed the District Health Officer (DHO) the District Cold Chain Assistant (DCCA) and the District Health Visitor (DHV) Team members discussed the purpose of the assessment and with the DCCA and DHV selected the health facilities to be visited The DCCA worked with the central officer to carry out the field survey and complete the LSAT in selected health units

The team debriefed the DHO on the general field findings before leaving the district

The team reviewed and adopted the assessment tool after conducting a field test in the districts of Wakiso Moyo and Adjumani during which UNEPI central-level staff surveyed 11 health facilities and revised the assessment tool for the main assessment

The Logistics System Assessment Tool (LSAT) developed by JSIDELIVER PROJECT was used for the assessment The assessment examined the processes involved in logistics activities and some outputsoutcomes of program interventions by visiting health facilities and interviewing health workers and health unit in-charges at various levels of health service delivery

The key components of the data collection tool included the following

Logistics Management Information Systems (LMIS)

Forecasting and estimation

Obtaining supplies and procurement

Inventory control procedures

Warehouse and storage

Transport and distribution

Organizational support for the logistics system

Finance and Donor Coordination

The results of this assessment were intended to inform UNEPI and other stakeholders about the characteristics and performance (strengths and weaknesses) of the logistics system and its ability to ensure full supply of EPI commodities at service delivery points The results also would further provide information for planning UNEPI interventions to address gaps and key problem areas

15

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 15: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

LOGISTICS SYTEM EVALUATION The Logistics System Assessment Tool (LSAT) enabled the teams to carry out a central- and lower- level system assessment of the performance of the logistics system for EPI commodities The tool follows the logistics cycle (see figure 1) and includes questions on all components of the cycle It is important to note that in this assessment researchers used the LSAT to provide only a general overall assessment of the programrsquos ability to ensure continuous availability of EPI commodities at service delivery points (SDPs)

Figure 1 Logistics Cycle

Serving Customers

Policy

Adaptability Forecasting ampProcurement

Inventory Managementbull Storage bull Distribution

Product Selection

LMIS Pipeline Monitoring

Organization amp StaffingBudgeting

Supervision Evaluation

Qual

ity

Mon

itorin

g

Quality M

onitoringQuality

Monitoring

Quality

Monito

ring

HEALTH STATUS INDICATORS As set choices for the region those sampled districts health facilities assessed covered the district headquarters and peripheral health facilities The choice of selection covered both public and private facilities to help in assessment of the population health indicator

FIELD VISIT The original plan was to combine and conduct this assessment alongside a cold chain inventory (CCI) review exercise The plan worked for the first round in four districts where the same survey teams collected data using both the LSAT and the cold chain review tool Seven surveyors carried out the data collection and the exercise was completed in two weeks The first phase took place August 12ndash16 2009 the second phase was conducted August 27ndash31 2009 The central-level assessment took place on the July 7 2009

The survey team visited a total of eight districts and 88 health facilities

Logistics system assessment data entry started on September 10 2009 and was completed by end of that month The data entry clerk was trained in the use of SPSS software before he started on data entry

16

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 16: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

HEALTH FACILITIES The survey teams visited a total of 88 health facilities in the eight districts Table 2 illustrates the distribution of the facilities by level and ownership

Table 2 Health infrastructure distribution in the districts

Region Hospitals HC-IV HC-III HC-II DVS District

Govrsquot NGO Govrsquot NGO Govrsquot NGO Govrsquot NGO

CENTRAL REGION

Mubende 1 0 1 0 3 1 3 1 1

Mpigi 1 0 1 0 9 0 0 0 1

EASTERN REGION

Soroti 1 0 1 0 4 2 2 0 1

Mayuge 0 1 2 0 3 0 4 0 1

NORTHERN REGION

Gulu 1 0 2 0 3 2 0 1 1

Arua 1 0 1 0 3 1 3 1 1

WESTERN REGION

Rukungiri 0 1 1 0 3 1 3 1 1

Kasese 1 0 1 0 4 1 3 0 1

Total 6 2 10 0 32 8 18 4 8

17

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 17: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

18

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 18: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

FINDINGS AND DISCUSSION

Using the LSAT process researchers assessed the system with a clear focus on key components of the logistics cycle These findings are outlined below

LOGISTICS MANAGEMENT INFORMATION SYSTEMS (LMIS) The LMIS lies at the heart of the logistics cycle The three essential logistics data (stock on hand consumption and lossesadjustments) are collected at all levels through the vaccine and injection materials control book (VIMCB) but are not systematically reported to the upper level Data quality is also questionable

Moreover the health workers at health unit level do not have the capacity to calculate the vaccine wastage rate therefore this rate is estimated at the central and district levels

The basic form used at all levels is the VIMCB other LMIS forms in the program include the UNEPI monthly report the vaccine requisition and issue form and the vaccine delivery checklist

Researchers concluded that logistics data is collected at the health unit level but it is not used because there is no standard reporting system and health workers do not have the capacity to report process and analyze the information LMIS needs are not met which effects decisionmaking at all levels especially at the central and district levels where it is needed the most for EPI services monitoring and logistics improvement purposes

Introducing EPI reporting forms at all levels will increase the workload and could result in some duplication of information (HMIS vs EPI forms) Moreover the lack of health worker capacity to collect and process information must be addressed to ensure that central and district levels are making decisions based on reliable and accurate data

One possibility is to ensure that a central officer is available in each district each monthly during delivery of supplies If a reporting system is introduced this officer will be positioned to collect monthly district reports

19

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 19: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

STRENGTHS WEAKNESSES

Appropriate LMIS tools in place for capturing data ( eg VIMCB SMT RIV stock cards gas tracking and vaccine utilization monitoring form)

Logistics system automation introduced at the central level

Existing structure in place for efficient information flow

Information not captured regularly in the various LMIS tools (eg updating VIMCBs stock cards etc)

Mostly paper-based data requiring extensive time to compile and analyze for decision making

Lack of a harmonized reporting system (eg HMIS 105 vaccine utilization reports gas tracking etc) to capture key logistics indicators

Irregular supply of requisition and issue vouchers at health facility level

RECOMMENDATIONS

Strengthen proper use of LMIS tools at all levels (training support supervision motivation) Automate logistic information management at central district and HSD levels Develop and implement a harmonized reporting system to capture all essential data elements Review current LMIS tools and design standard order and reporting forms for use at all levels

20

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 20: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

FORECASTING AND ESTIMATION

VACCINES AND SYRINGESCENTRAL LEVEL The operations section in coordination with UNICEF performs the main forecasting exercise for vaccines and injection material at the central level once a year UNEPI uses a United Nations Childrenrsquos Fund (UNICEF) forecasting format (done for a period of five years) based on demographic coverage data (census-based) to calculate the target population Logistics-based data is not used for comparison with demographic data and vaccine wastage rate figures are estimated not based on actual dispensed-to-user data

VACCINES AND SYRINGESDISTRICT LEVEL At the end of each month the central level calls each district to get stock levels (stock balances) for each antigen at the district level as well the quantities issued to HSD and or health unit (HU) and calculates the number of doses to be sent to each district using these data and the estimated wastage rate The adjustments are made when the delivery truck reaches the district

COLD CHAIN EQUIPMENT Forecasting needs for cold chain equipment are done once a year in collaboration with UNICEF and the World Health Organization (WHO) Needs are determined during the yearly micro-planning for each district Central level determines the equipment to purchase according to the funds available and the priorities in terms of replacement and capacity requirements

The target population is reportedly used to estimate the quantities to order for each districtrsquos vaccines and supplies are ordered monthly

The respective health facilities review stock on hand and quantity issued before the next order is placed

STRENGTHS WEAKNESSES

Target population used for estimating quantities needed

Vaccines are re-sullied monthly Stock on hand is reviewed before next

order is placed

Any district delays in reviewing stock on hand may result in use of a push system with its associated challenges

RECOMMENDATIONS

Guidelines for ordering supplies should be well documented and available to district- and lower-level health workers

Information on actual vaccine utilizationconsumption should be used for ordering supplies

21

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 21: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

OBTAINING SUPPLIES AND PROCUREMENT Only performed at the national level procurements are made based on forecast needs for vaccines and injection material These items are procured through UNICEF as a third-party procurement agency For UNICEF Copenhagen to order vaccines for UNEPI the Ministry of Health (MOH) must transfer adequate funds to UNICEF accounts Occasionally there are delays in releasing funds to UNICEF which affects the procurement and shipment plan for supplies

EPI supplies are ordered at the district and lower levels monthly The respective facility in-charges are responsible for estimating or calculating their monthly needs and forwarding them to the district vaccine store

Supplies ordered at the facility level reportedly were based on the facilityrsquos previous consumption and stock on hand This has been helpful in averting stockouts in the districts

A written guideline for estimating requirements is in place guiding facility in-charges to identify quantities to order

STRENGTHS WEAKNESSES

Supplies are obtained monthly Ordering based on previous consumption

and stock on hand Written guidelines for estimating

requirements are in place

Not using actual consumption when forecasting

Lack of adequate information on estimated requirements from district and lower levels

Not using max-min stock levels to trigger procurement processes

Limited capacity at some health facilities

RECOMMENDATIONS

UNEPI should develop a tool that uses consumption and demographic data when forecasting required quantities

Train district staff on use of vaccine management toolstock management tool to encourage a uniform reporting format

UNEPI should start using minimum and maximum levels to trigger forecast needs

22

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 22: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

INVENTORY MANAGEMENT CONTROL PROCEDURES

The UNEPI inventory control system follows a forced-ordering delivery truck push system flowing from the central level to the districts A supervisor is present in the delivery vehicle to ensure correct estimation is made at the district vaccine store (DVS) for the actual quantities to be supplied at the DVS

The delivery system from district to lower level is not well defined some districts deliver to lower-level units in others lower-level units collect from districts or HSDs The order interval at all levels is once a month for vaccines and injection materials All levels from the district to lower level units maintain a maximum stock of four weeks with a reverse stock of two weeks hence they have a max-min level of four to six weeks

Inventory control procedures are not followed systematically because of limited transport resources at district and lower levels coupled with untrained health workers For example many districts have only one vehicle for all health activities thus whenever transport opportunities arise personnel take advantage of the chance to send supplies even if the timing is not within the order interval

The policy of storing and issuing stocks according to first-to-expire first-out (FEFO) inventory control procedures is in place and being adhered to at all levels Expireddamaged items were removed from inventory However although staffers remove expired vaccines from the fridge they do not record this transaction in the VIMCB in most facilities visited Minimum and maximum stock levels are not reviewed periodically and disposal of empty expired or damaged vials at lower level-health units is still a big challenge

Emergency orders are filled very quickly and stockouts do not seem to be a problem It is difficult to compare the proportion of emergency orders to regular orders It was reported that emergency orders are filled by respective districts collecting from central stores to avert any apparent stockout whereas lower-level units receive supplies from nearby facilities when such units are stocked out

23

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 23: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

STRENGTHS WEAKNESSES

At all levels received commodities are entered into the VIMCB the main recordsstores book

Facilities submit internal requisition forms to obtain supplies from the store on a regular basis

Facilities have improvised when requisition forms are out of stock

All levels follow FEFO rule Districts fill orders with short lead time by

collecting from central stores Lower-level units receive supplies from

nearby facilities in case of stockout

Guidelines for managing expireddamaged products are not followed at lower levels

Disposal of empty expired damaged vials at lower-level units remains a big challenge

It is difficult to determine max-min levels since consumption varies between periods

Lack of knowledge on procedure for obtaining additional VIMCBs

RECOMMENDATIONS

Compare logistics and population data when determining max-min stock levels Revisit expiry retrieval and destruction process for usedwasted vaccine vials Provide support supervision emphasizing proper inventory control procedures including regular

ordering using the requisition and order vouchers and updating the VIMCB

24

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 24: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

WAREHOUSE AND STORAGE

CENTRAL LEVEL COLD CHAIN UNEPI has three cold rooms in Entebbe (two positive and one negative) The central level has inadequate storage capacity for vaccines however vaccines are stored in good conditions and cold chain monitoring is in place

In most districts health sub-district and health unit levels have adequate storage capacity for EPI supplies

Cold chain temperature monitoring is done twice every day

CENTRAL LEVEL DRY STORAGE EPI storage capacity for dry products poses problem at all levels The UNEPI central store is not adequate it is using an externally rented warehouse for routine storage of dry supplies

DISTRICT AND HSD LEVELS DRY STORAGE Districts are facing the same problem though to a lesser extent and the district store accommodates all health-related products and items (information education and communication [IEC] material sexually transmitted infection [STI] drugs essential drugs contraceptives and stationery etc) The EPI doesnrsquot have its own store for the refrigerators and vaccination material so space reserved for district refrigerators is very limited However HSD and HU seem to have more storage capacity and according to the findings during the field visits and the group discussion storage capacity is not a problem at these levels

Written guidelines are available for storage and handling of products

It was reported and observed that expired products are separated from usable commodities and kept separately

25

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 25: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

STRENGTHS WEAKNESSES

Expired commodities are removed and kept separate from usable inventory

Most facilities carry out periodic physical count of stock is carried out for vaccines

Storage space for injection materials is inadequate

The VIMCB not updated whenever a physical count is conducted

Expired drugs (separated but not disposed)

RECOMMENDATIONS

Adequate storage space should be created at the health facility level for proper storage of injection materials

Proper guidelines should be established to manage waste and expired products at all levels MOHpartners should consider constructing adequate storage facilities at HSD and HC-III

26

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 26: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

TRANSPORTATION AND DISTRIBUTION UNEPI has a transport section at the central level that is responsible for coordinating and delivering commodities to all districts each month

The delivery schedule is done quarterly in collaboration with the Operations Section The schedule is set so that districts within a given distribution route receive supplies at the same time Vehicles are assigned to different routes making sure that each truck covers the same distance

Transport resources are limited at all levels and are especially stretched to the limit at the district level

During the field survey researchers realized that there were no established and documented systems or schedule for distribution of supplies from the districts to the lower-level units In addition where a schedule did exist distribution in most districts was not being followed for district deliveries In most facilities visited distribution of supplies is done on ad hoc basis

STRENGTHS WEAKNESSES

Availability of budget for vehicle maintenance and fuel

Availability of functioning vehicles for transport at central level

Deliveries done as scheduled at central and district levels

Distribution integrated with other activitiesmdashie reporting support supervision etc

Lack of transport for distribution at district level and lack of supervision at all levels

Lack of replacement plan for old vehicles at center

Small capacity of vehicles to carry the ever-increasing number of supplies to be taken to district thus increasing routes to make

Inadequate budget for fuel and vehiclemotorcycle maintenance for efficient distribution at all levels

RECOMMENDATIONS

Each district should prepare and share a schedule for distribution of supplies within the district Provide a budget for transportation and distribution of supplies within the district Identify transport gaps and provide flexible means of transport to facilities that lack them Strengthen coordination and integration of available means of transport Procure a vehicle at district level for distribution of immunization supplies Develop and adhere to transport replacement plan for old and non-functioning vehicles Procure bigger-capacity vehiclesmdasheg trailers for center and three-ton vehicles for district

27

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 27: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

ORGANIZATIONAL SUPPORT FOR LOGISTICS ACTIVITIES UNEPI has a supervision system in place supported by field manuals and job aids Communications between the central and district level is good but it remains difficult at the lower levels

To support the system each district HSD and HU has a cold chain assistant in charge of cold chain equipment preventive maintenance and repairs and has staff responsible for EPI activities at the HU level

UNEPI receives external assistance for management and supervision activities However staffers generally lack the capacity to use and maintain the available logistics data tools and managing information With the introduction of harmonized reporting system all levels must receive adequate training and supervision with an emphasis on logistics information analysis and on how to use data to help the decision-making process

Logistics management at health facility level is done by in-charges with support from nursing assistants In most districts more than half of the facilities meet monthly to discuss the logistics performance Forty-three percent of the sampled facilities showed a willingness to do on-the-job training for staffers who are not trained

Good communication was noted between personnel involved in logistics management in most districts Guidelinestools are in place for supportive supervision which includes logistics activities is being carried out

28

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 28: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

STRENGTHS WEAKNESSES

Functional logistics system in place supported by the program and development partners

Self-delivery system in place for moving supplies to district level

National reporting system HMIS in place providing stock level information for measles vaccines

Good communication between logistics management district-level personnel

Guidelines and tools in place for support supervision which includes logistics activities

Inadequateirregular funding for EPI logistics activities (eg equipment delivery truck repairsmaintenance etc)

Lack of continuous sufficient training by heath workers in logistics management at all levels

Donor dependency not self-sustaining Poor support supervision activity coordination

including follow-up mechanisms at all levels due to low staffing and inadequate funding

RECOMMENDATIONS

Provide technical and continuous training to health workers in logistics management Establish staff positions responsible for logistics management at the district (DADI for district

supplies assistants at HSDfacility level) Increased and timely funding is needed to enable managers to carry out added logistics activities

effectively Supervision checklist should provide greater attention to logistics activities Encourage the use of standard operating procedures (SOPs) and job aids where applicable

29

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 29: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

FINANCE AND COORDINATION The MOH is 100 percent self-sufficient for the procurement of EPI vaccines with the exception of the pentavalent vaccine which is funded by the Global Alliance for Vaccines and Immunization (GAVI) and injection material such as syringes and sharps containers

There is proper coordination with donors for procurement product shipment and more generally for external assistance

STRENGTHS WEAKNESSES

MOH-UNEPI is 100 percent self-sufficient for vaccines and AD syringes procurement

UNEPI budget includes line items for vaccines cold chain equipment transportation supervision etc

Commodity supply coordinating process with donors

Coordination with donors for procurement and product shipment (WHO UNICEF)

UNEPI relies on external funding sources (eg GAVI) for the pentavalent vaccine

The budget for transport (vehicle replacement) is insufficient

RECOMMENDATIONS

Provide adequate budget for support to EPI logistics activities Provide technical and continuous training in logistics management to health workers MOH should put in place a long-term plan to finance procurement of pentavalent vaccines should

GAVI support reduce or end

30

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 30: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

LOGISTICS SYSTEM ASSESSMENT CONCLUSION

The logistics system for immunization is integrated into the vaccine supplies distribution system with average functionality The LSAT revealed strong organizational support for logistics systems

Supplies are obtained on a monthly basis For the most part logistics and supply activities adhere to guidance Stock on hand and quantity issued data are reviewed before each order is made However although a system is in place for obtaining and using logistics information most facilities are not recording and maintaining an updated VIMCB

Poor coordination between the district and lower-level facilities calls for further guidelines on ordering supplies This information should be well documented and available to the districts as well as lower-level health workers

Inventory control procedures and guidelines are in place and key vaccine management staffers have been trained However they do not follow standard inventory control procedures fully with most stores not operating within their set maximum-minimum stock levels When stockouts occur districts access emergency supplies from central stores while lower-level units obtain supplies from nearby facilities

The principle of FEFO is followed in storage and distribution Most stores visited had adequate cold storage capacity however dry storage space was inadequate especially at the HSD and district level where expired stocks took up some of the available space In most districts especially at lower-level health units no waste management system is currently in place which makes disposal of empty expired or damaged vials at lower-level health units difficult

To have a fully functional logistics system for the immunization program further focus is needed on areas where notable gaps have been found Researchers identified particular needs relating to ordering and obtaining supplies transport and distribution Related activities and recommendations to address these concerns should be revisited regularly perhaps biannually to ensure effective implementation by all stakeholders

31

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 31: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

32

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 32: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

APPENDIX A HEALTH FACILITY FORM UNEPI- LOGISTICS SYSTEMS ASSESSMENT - HEALTH FACILITY FORM

DISTRICThelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipHDShelliphelliphelliphelliphelliphelliphelliphelliphellip

HEALTH FACILITYhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDATEhelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

RESPONDENTrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipDESGINATIONhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

SURVEYORrsquoS NAMEhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellipSIGNATUREhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip

I ORGANIZATION AND STAFFING RESPONSE

1 Who is responsible for the following activities State Officersrsquo Title

a) estimationforecasting quantities needed

b) inventory management storage and distribution

c) budgeting for collection and distribution of supplies

d) managing and using logistics information

e) procurement of other Immunization-related supplies

II LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS) RESPONSE COMMENTS

1 Does the Information and data management system at this level include

a stock keeping records (eg VIMCB stock cards stock registers) Yes No

b requisition and issue records (delivery checklists requisitionissue vouchers)

Yes No

c Immunization records (eg tally sheets summary sheets)

Yes No

2 Does the information system report on the following

33

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 33: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

I ORGANIZATION AND STAFFING RESPONSE

a physical stock (stock on hand) Yes No

b quantity issued or administered during a specified reporting period

Yes No

c wastagelosses and adjustments Yes No

d quantities received Yes No

3 Is the data appropriately used at this level for

a continuous monitoring of stock balances Yes No

b calculating quantities for resupplyorder Yes No

4 Is there a feedback mechanism to channel logistics information back to higher levels

Yes No

34

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 34: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

III ForecastingEstimation for Immunization Supplies

1 Do your forecastsestimations for immunization supplies take into consideration the following

a immunization data (from tally sheetVIMCB) Yes No

b distributionissues data Yes No

c stock on hand data Yes No

d target population data Yes No

e service statistics Yes No

f previous estimated consumption with actual consumption

Yes No

IV OrderingObtaining Immunization Supplies

1 Does your ordering plans take into account the following

a stock on hand Yes No

b consumption Yes No

c wastagelosses and adjustments Yes No

d required order lead times Yes No

e maximum stock levels Yes No

f reserve stock Yes No

V Inventory Control Procedures for Immunization Supplies

1 Are there guidelines for determining maximum and reserve (minimum) stock levels at which supplies should be maintained

Yes No

2 Is there a policy of storing and issuing stock according to first-to-expire first-out (FEFO)

Yes No

3 In practice do you manage and issue stock according to FEFO at this level

Yes No

4 Are damagedexpired products physically separated from usable products and are stock records updated

Yes No

5 Is there a system for tracking product losses and other adjustments

Yes No

35

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 35: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

6 Have stockouts occurred for any product in the last three months Yes No mdashvaccines

Yes Nomdashinjection materials 7 Are there established procedures for placing emergency Yes Noorders

VI Warehousing and Storage

1 Are there written guidelines for storage and handling Yes NoImmunization supplies (eg manuals posters etc)

2 Are there written guidelines for disposal of sharps Yes Nobiohazardous material and other medical waste

3 Do you conduct physical stock taking for all Yes NoImmunization supplies mdashIf yes how often (in months) Months

4 Is the available storage space adequate to handle current quantities of

Yes NomdashVaccines (cold storage) mdashInjection materials (dry storage) Yes No

5 In practice are damaged and expired products Yes Nodestroyed according to the disposal guidelines

VII Transport and Distribution

1 Are there written procedures that specify how supplies Yes Noare transported and distributed from this facility to lower level and vice versa

2 Is there a documented distribution schedule Yes No3 In practice are supplies delivered to your facility as Yes Noscheduled

VIII Organizational Support for Logistics System

1 How often do personnel at district HSD and health unit Neverlevels communicate

Monthly

Quarterly

Yes Noknowledge and skills of logistics personnel at this level

2 Is there a process for improving any gaps in the

3 Are there written procedures and guidelines (eg Yes Nomanuals job aids standards) to help staff carry out their responsibilities

36

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 36: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

4 Has training been given to staff at this level in the following areas

a completion and submission of reports Yes No

b proper storage of health products Yes No

c maintaining proper stock levels Yes No

d determining order quantities Yes No

e determining issue quantities Yes No

f estimating annual needs Yes No

g reviewing reports and records Yes No

h providing feedback Yes No

37

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 37: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

38

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 38: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

APPENDIX B SUMMARY FINDINGS Table 3 Summary of general field findings from surveyed health facilities

Logistics Systems Assessment Indicators Percentage N = 88

Proportion of facilities whose LMIS include the following

Stock keeping records 98

Requisition and issue records 85

Proportion of facilities reporting on

Physical stock (stock at hand) 68

Quantity issued during a specified reporting period 67

Wastagelosses and adjustments 51

Quantities received 33

Proportion of facilities using data for

a continuous monitoring of stock balances 49

b calculating quantities for resupplyreorder 42

Proportion of facilities with feedback mechanism for logistics information 52

Proportion of facilities whose forecasts consider the following

a immunizationservice statistics data 54

b distributionissues data 40

c stock-on-hand data 77

d target population data 48

e previous estimated consumption compared with actual consumption 56

Proportion of facilities whose ordering for supplies consider the following

a stock on hand 83

b consumption 81

c wastagelosses and adjustments 48

d required order lead times 15

e maximum stock levels 50

39

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 39: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

f reserve stock 53

Proportion of facilities whose inventory procedures that

a have guidelines for determining max-min levels 23

b use FEFO policy when issuing stock 88

c manage and issue stock according to FEFO policy 77

d physically separate damagedexpired products from usable products and update stock records

87

e have a system for tracking product losses and other adjustments 37

f experienced a stockout of any product in the last three months mdashvaccines mdashinjection materials

72

29

g have established procedures for placing emergency orders 67

Proportion of facilities whose storage consider the following

a Proportion of facilities with written guidelines for storage and handling Immunization supplies

22

b Proportion of facilities with written guidelines for disposal of sharps bio-hazardous material and other medical waste

22

c Proportion of facilities which conduct physical stocktaking for all Immunization supplies

69

d Proportion of facilities with adequate storage capacity for mdashvaccines (cold storage) mdashinjection materials (dry storage)

86 81

e In practice are damaged and expired products destroyed according to disposal guidelines

Proportion of facilities whose transport and distribution have

a written procedures specifying how supplies are transported to and distributed from this facility to lower level and vice versa

12

b a documented distribution schedule 11

c supplies delivered to facilities as scheduled 29

Level of organizational support to facilities

a frequency of personnel communication at various levels none 12 monthly 59 quarterly 29

b proportion of facilities with plans for improving knowledge and skills of logistics personnel at various levels

43

c proportion of facilities with written procedures and guidelines that help staffers carry 21

40

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 40: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

out their responsibilities

Proportion of facilities who received training in the following areas

a completion and submission of reports 73

b proper storage of health products 60

c maintenance of proper stock levels 53

d determination of order quantities 52

e determination of issue quantities 47

f estimation of annual needs 19

g reviewing reports and records 35

h providing feedback 51

41

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 41: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

42

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 42: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

APPENDIX C FACILITIES VISITED Table 4 Health facilities visited

District HSD Facility

Arua Ayivu Adumi HC-IV

Ario HC-III

Ayivuni HC-II

Maracha Eliofe HC-III

VurraUpper Madi Lazebu HC-II

Logiri HC-III

Kuluva Hospital

Anyavu NGO HC-II

Opia HC-III

Vurra HC-II

Arua Municipality District Vaccine Stores

Mubende Kasaanda North Kasada HC-IV

Kitokolo (NGO) HC-III

Kasaanda South Kalonga HC-III

Kyanamugela NGO HC-II

Kabyuma HC-II

Buwekuula Nabigoola HC-III

Kasambya HC-III

Kibaliga HC-II

District Vaccine Stores

Lubimbiri HC-II

Mubende Hospital

Mayuge Bunya south Kaluuba HC-II

Malongo HC-III

43

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 43: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

Kityerera HC-IV

Bwodha HC-II

Bunya West Baitambogwe HC-III

District Vaccine Stores

Bufulubi HC-II

Buluba Hospital NGO

Bunya East Buwaiswa HC-III

Mayirinya HC-II

Kigandalo HC-IV

Soroti Serere Omagoro HC-II

Atiira HC-III NGO

Serere HC-IV

Kasilo Kidetok HC-III NGO

Pingire HC-III

Kadungulu HC-III

Kagwara HC-II

Soroti Municipality District Vaccine Stores

Soroti Regional Referral Hospital

Soroti Kamuda HC-III

Asuret HC-III

Mpigi Mawokota North Kapiringisa HC-III

Muduma HC-III

Mpigi HC-IV

Butoolo

Mawokota South Mitala Maria HC-III

Kyabadaza HC-III

Kituntu HC-III

Mawokota South Buwama HC-III

44

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 44: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

Nkozi Hospital

Bunjako HC-III

Egolo HC-III

Butambala Bulo HC-III

Kasese Bukonzo East Kabinzi HC-II Upper

Kyondo HC-III

Bukonzo West Kasanga HC-III NGO

Bwera Hospital

Ihandiro HC-III

Busongora North Rwesande HC-IV

Bikone HC-II

Isule HC-III

Busongora South Nyamirami HC-II

Bugoye HC-III

District Vaccine Stores

Gulu Gulu Municipal Aywee HC-III

Gulu Reg Referral Hospital

Omoro Bori HC-III

Miwakulu-Bobi HC-II NGO

Lacow HC-IV

DVS District Vaccine Stores

Aswa Kal Ali

Patiko HC-III

Cwera HC-III

Awach HC-IV

Rukungiri Buyanja Buyanja HC-III

Rubabo Nyakishenyi HC-III

Nyabushenyi HC-II

45

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 45: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

Kisiizi Hospital Private

Kabnya HC-II

Town Council District Vaccine Stores

Rujumbura Rwengiri HC-III NGO

Bwambara HC-III

Rwerere HC-II NGO

Rweshama HC-II

Buyagari HC-IV

46

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 46: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

APPENDIX D SURVEY TEAMS

First round District Survey team

1) Gulu Betty Irwasi and Christine Achom

2) Mpigi Alex Jurua

3) Rukungiri Gilbert Masiko

4) Kasese William Hasoho amp Lubwana Humphreys

Second round District Survey team

1) Soroti Beatrice Nakaiza and William Hasoho

2) Mayuge Beatrice Nakaiza and William Hasoho

3) Arua Alex Jurua

4) Mubende Gilbert Masiko

47

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 47: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

48

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 48: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

APPENDIX E CENTRAL-LEVEL LSAT MEETING PARTICIPANTS

Table 5 List of Central-level LSAT Meeting Participants

Name Title Organization E-mail Telephone contact

Alex Jurua Operation officer

MOHUNEPI juruaalexyahoocom 0772 495 501

Michael Kangave Cold chain technician

MOHUNEPI michael_kugyahoocom 0772 443 233

Joseph Kalyora Cold chain trainee

MOHUNEPI Karishjosephyahoocom 0777 312 144

Gilbert Matsiko Cold chain technician

MOHUNEPI gmasiikoyahoocom 0712 312 004

Bosco Kakooza Logistician MOHUNEPI 0782 704 404

Marijan Kirunda Logistician MOHUNEPI 0702 883 346

Dr Irene Mwenyango

MPHO MOHUNEPI mwenyangoiyahoocom 0772 487 327

Lubwama Humphrey

Cold chain technician

MOHUNEPI lubwamahumphreyyahoocouk 0772 374 922

Florence Namala Logistician MOHUNEPI florencenamalayahoocom 0772 485 234

Lillian Niwe Logistician MOHUNEPI lilian-niweyahoocom 0772 497 818

Joy Kalangiire Supplies officer

MOHUNEPI 0772 407 643

Pamela H Zaninka

Asst Eng Officer

MOHUNEPI hzaninkayahoocom 0772 409 130

Jennifer Luande Consultant USAID | DELIVER PROJECT

jluandeyahoocom 0772 516 740

49

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 49: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

Name Title Organization E-mail Telephone contact

James Segawa Consultant USAID | DELIVER PROJECT

jzsegawayahoocom 0751 037 728

Paschal Mujasi Chief of Party

USAID | DELIVER PROJECT

0752 339 760

Becky Copeland Logistics USAID | DELIVER PROJECT

rcopelandusaidgov 0772 200 745

William Hasoho Logistician USAID | DELIVER PROJECT

hasoho11yahoocouk 0772 736 008

50

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 50: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

For more information please visit deliverjsicom

51

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom

Page 51: LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL …pdf.usaid.gov/pdf_docs/PNADY083.pdf · LOGISTICS ASSESSMENT OF THE UGANDA NATIONAL EXPANDED PROGRAM ON IMMUNIZATION UNEPI LOGISTICS

52

USAID | DELIVER PROJECT John Snow Inc

1616 Fort Myer Drive 11th Floor

Arlington VA 22209 USA

Phone 703-528-7474

Fax 703-528-7480

Email askdeliverjsicom

Internet deliverjsicom