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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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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