Webinar Series Session 4
Supply chain management tools for CHWs: Getting the data you
need to manage stocks
Tuesday 28 October, 2014 10:00-11:30 EDT
Supply Chain Management Subgroup of the CCM Task Force
Objective
This webinar will provide participants with an understanding of the: • essential data elements to
collect for CHWs to manage stocks and report on consumption
• types of tools needed, including options for low literacy CHWs
• how the forms should be completed
Logistics Management Information Systems: Purpose
Data is essential in supply chain management and should be used for:
• routine resupply
• preventing stock outs
• informing response to emergency situations
• monitoring performance
• forecasting quantities required to sustain CHW programs nationally
Typical data collected through Logistics Management Information Systems are:
– Stock on hand
– Consumption (or issues) data
– Losses and adjustments
– Days stocked out
It is important to keep it simple and practical.
Do not overburden the CHWs with reporting: keep the number of data items collected to what is essential. It may not be necessary to collect all four data items listed above.
LMIS: Essential Data Elements
• Link reporting with resupply of products so that CHWs can appreciate how their data is used and are more likely to record and report logistics data
• Align data flow with product flow so the right person receives the report to inform resupply quantities
• Create a routine reporting schedule (i.e. monthly) so CHWs know when to report, the resupply facility receives the information at the right time and is used to inform resupply quantities
• Carefully consider who does calculations, such as having the health facility calculate the resupply quantity
LMIS: Data Flow
Considerations for community context
In designing a CHW resupply system (including tools and information system) consider:
• the context of the program
• geographic issues
• literacy level and training of the CHWs
• other responsibilities of the CHWs
• number of products they manage
• frequency of reporting and orders
• who will receive the information and what they will use it for
• possibility of automation through use of mobile technology
Following are a range of simple, model tools that can adapted for the country context. Some are used together, some are designed for less literate CHWs.
– Generic stock card
– CHW Stock Activity Reports (Scenario 1, 2 and 3) – Scenario 1: No consumption recording done by CHW
– Scenario 2: CHW records consumption
– Scenario 3: CHW records consumption and stock outs
– Low literacy option
• Generic job aids can also be adapted. The job aids are particularly useful for training CHWs in the resupply process and also as a reminder when the CHWs are in their own home.
Generic Tools and Job Aids
Stock Card
• Purpose: Tool used to record and track products
• Data collected: stock on hand, quantity received, quantity issued, losses and adjustments
• Used in combination with the CHW Combined Stock Activity Report Form
Generic Stock Card
Generic Stock Card Job Aid
Country Example of Stock Card: Rwanda
CHWs complete the stock card each time they dispense a medicine to a child, every time the receive medicines from the Health Center, when they do a physical count and any time products expire or are damaged and so are returned to the Health Center.
• Purpose: Tool used to report logistics data to the next higher level and requests new supplies
• There are three generic versions of this tool based on three different scenarios of complexity:
– Scenario 1: No consumption recording done by CHW
– Scenario 2: CHW records consumption
– Scenario 3: CHW records consumption and stock outs
Generic CHW Stock Activity Report
• Used when CHWs do not record consumption, e.g. no stock card or consumption tracking tool
• Data collected: stock on hand and quantity received
Generic CHW Stock Activity Report: Scenario 1
• Insert picture of form
Scenario 1: No consumption reported
Generic CHW Stock Activity Report 1: Job Aid
• Used when CHWs record consumption, e.g. stock card or other consumption tracking tool such as CHW receipt and stock status report
• Data collected: stock on hand, consumption
• Best used in combination with the stock card or CHW receipt and stock status report
Generic CHW Stock Activity Report: Scenario 2
Scenario 2: Consumption recorded and reported
Generic CHW Stock Activity Report 2: Job Aid
Country Example of Simple Job Aids: Rwanda
The resupply worksheet has the same columns as the CHW Stock Activity Report 2: dispensed, balance, qty needed and qty supplied
Cell coordinators use the magic calculator is used to calculate resupply quantities based on consumption from information from the stock cards.
Country Example of CHW Stock Activity Report: Ethiopia
CHWs complete the HPMRR first four columns every month with data from their stock card. HC uses the data to calculate how much is required to top the CHWs up to their maximum stock level of two months by completing the last five columns.
• Used when CHWs record consumption and stock outs, e.g. stock card
• Data collected: stock on hand, consumption, days stocked out
• Best used in combination with the stock card
Generic CHW Stock Activity Report: Scenario 3
Scenario 3: consumption and days stocked out reported
Generic CHW Stock Activity Report 3: Job Aid
Generic CHW Receipt and Stock Status Report
• Purpose: for low literacy CHWs, used to record and report consumption and stock on hand data to the next higher level.
• Data collected: consumption and stock on hand data recorded as tally data not as numbers
• Should only be used with a small number of products
• Serves as both a record and report so can be used alone
Generic CHW Receipt and Stock Status Report
Generic CHW Receipt and Stock Status Report: Job Aid
Conclusions • First design your resupply system appropriate for the context
• Then design tools for resupply of CHWs ensuring that:
– the forms are simple enough for the CHWs to use
– contain the minimum data required for resupply, monitoring the program and quantification
• Following initial training, monitoring and supervision will be necessary to reinforce the skills and encourage use of tools
• After an initial trial phase, review the use of the tools and readjust them and/or the system if they are not being used correctly
www.CCMcentral.com ccmcentral.com/about/iccm-task-force/supply-chain-management-subgroup/
Feel free to contact the SCM Subgroup if you have any questions.
Presenters:
• Alexis Heaton - [email protected]
• Jane Briggs - [email protected]
• Sarah Andersson - [email protected]
Where to find the generic tools
