CLICK TO ADD TITLE - GHSCSghscs.com/wp-content/uploads/2016/07/T2-2-South... · – Tracer and KPI...
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CLICK TO ADD TITLE
[DATE] [SPEAKERS NAMES]
South Africa National Department of Health Control Tower Organisational Design
Clinton de Souza
Dakar, Senegal
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Table of content
• Context • Justification • Methodology • Outcome • Next steps
Global health Supply Chains Summit. Dakar, Senegal 2015
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Context & Background
• What is a Direct Delivery Control Tower? – Leveraging existing private sector
• Infrastructure • Capacity • Resources
– Bypassing depot model
• Why a Direct Delivery Control Tower? – Insufficient scale in warehousing and distribution
• Multiple-tiered supply solution
– Lack of visibility and information – Financial & administrative inefficiencies
Global health Supply Chains. Dakar Senegal 2015
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Context & Background
• Results of Gauteng pilot project (USAID-funded SCMS) – Supplier on-time delivery – improved from 18% to 85% – Order fulfilment – improved from 79% to 97% – Orders cancelled due to supplier stock-outs – improved from
18% to >1% • Challenges
– Documentation from facilities • Manual re-entry of data
– Connectivity and IT infrastructure – Staff turnover and competence
• No defined organizational development framework
Global health Supply Chains. Dakar Senegal 2015
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Context & Background
Global health Supply Chains. Dakar Senegal 2015
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Context & Background
Global health Supply Chains. Dakar Senegal 2015
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Justification
• The benefits of an organizational development framework
– All employees are near 100% utilized – Employees understand their roles and responsibility – Employee performance can be (and should be) measured – Employee development areas can be identified
Global health Supply Chains. Dakar Senegal 2015
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Methodology
• Mapping all functions & activities within the Control Tower – SOP’s available and reviewed – Ideal number of staff required for each function – Scale of commodity volume per activity identified
• Time and motion study
• Competency framework was developed
– Job descriptions – Training activities required for each job – Performance review documents
Global health Supply Chains. Dakar Senegal 2015
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Mapping of the activities of the CT
• Teams workload reviewed • Orders (time required to perform task) • Reports • Finance - Payment authorization • Complete review of all existing SOPs • Designed Job Descriptions
Global health Supply Chains. Dakar Senegal 2015
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Time and motion study Process
• The T&M study specifically reviewed the following: – Understood the key drivers of the volume of activity i.e.
number of orders or number of invoices
– Detailed the steps of each activity
– Determined the average time taken to perform the activity
– Gained a detailed understanding of process & system bottlenecks
Global health Supply Chains. Dakar Senegal 2015
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Development Requirements
• The training needs identified for staff members include: – RX system training – Supply Chain training – Microsoft Outlook, Excel and Word training – Staff orientation training
Global health Supply Chains. Dakar Senegal 2015
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Outcome
• The required outcomes of the OD study was to understand the: – Enabling environmental factors – Activity drivers to determine number of support staff
required to deploy & successfully manage a CT – Predict and propose similar CT roll-outs in the other
Provinces in South Africa – Specific staff requirements with a documented, replicable
process
Global health Supply Chains. Dakar Senegal 2015
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Next steps
• CT model to be rolled out to the various Provinces
• Onboarding program to be developed for staff
• Outstanding SOP’s to be developed
• Staff member to be appointed to handle supplier penalties
Global health Supply Chains. Dakar Senegal 2015
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ANNEXURES
Global health Supply Chains. Dakar Senegal 2015
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Mapping of Activities in the Control Tower
• Teams workload reviewed: – Procurement = 3 team members – Finance = 4 team members – Order Administration = 2 members
• Queries support (processes that time is spent on)
– Support between Facilities and Supplier – Query time resolution – between 10 min to 1 hour – Time start from time the query was logged to closed
Global health Supply Chains. Dakar Senegal 2015
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Mapping of Activities in the Control Tower
• Orders (processes that time is spent on) – Number of purchase orders for the day was captured – Orders was broken down into number of requisitions – Requisitions are captured manually or via a EDI file into the
system – Orders are allocated to contracted suppliers – Orders are followed up on
Global health Supply Chains. Dakar Senegal 2015
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Mapping of Activities in the Control Tower
• Reports (processes that time is spent on) – Reporting is done weekly – Open orders report – Tracer and KPI reports – Orders placed by Province – Weekly feedback report
• Authorisations (processes that time is spent on)
– Authorisations takes place outside of the control tower – After authorisation purchase orders are scanned and send to
facilities
Global health Supply Chains. Dakar Senegal 2015
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Mapping of Activities in the Control Tower
• Finance (processes that time is spent on) – Pricing Queries – Payment packs – Issuing of payment vouchers
Global health Supply Chains. Dakar Senegal 2015
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Standard Operating Procedure ’s review
• SOP’s that was reviewed: – Cancellation of RX purchase orders – Purchase Order Cancellation Request Form – Supplier Purchase Order Cancellation instruction Form – PMPU Re-directing orders to MSD 2 – PMPU Following up on outstanding purchase orders – PMPU Open purchase order management process – PMPU Backorder management – PMPU Reporting feedback NDoH
Global health Supply Chains. Dakar Senegal 2015
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Standard Operating Procedure ’s review
• SOP’s that was reviewed: – PMPU Reporting feedback facility – PMPU Reporting feedback supplier – PMPU Master data management facility – PMPU Master data management supplier – PMPU Master data management contracts
• SOP’s outstanding
– Supplier penalties
Global health Supply Chains. Dakar Senegal 2015
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Job Descriptions
• Designed Job Descriptions: – PMPU Unit Manager – Procurement Supervisor – Procurement Consultant – Admin Clerk – Admin Consultant – Finance Supervisor – Admin Consultant (Finance)
Global health Supply Chains. Dakar Senegal 2015
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Time and motion study
• What was measured? – Filing of orders – Printing, scanning and
dividing of orders – E-mail orders to facility – E-mail orders to suppliers – Update of Rx – Order allocation – Order approval – Order processing – Order cancellation – Feedback report – Query handling Global health Supply Chains. Dakar
Senegal 2015
• What was measured? – POD receipt, retrieval from
order file and cover sheet printing
– Order Capturing for payment
– Weekly Disbursement report
– Penalty processing
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Time and motion study
• Bottle necks identified – Approval of orders – Feedback from Suppliers
on outstanding orders – Incomplete paperwork
from facilities – Portal reaction time is very
slow – Misplacing of orders at
Suppliers – Staff turn over at facilities – Capturing of data
Global health Supply Chains. Dakar
Senegal 2015
• Bottle necks identified – Pricing queries – Manual input of
requisitions