Improving Access To Data To Support Timely Decision Making To Prevent Stock Outs: Country Case Studies

Annual AMDS Stakeholders & Partners MeetingGeneva, 28 – 29 March, 2011

RationaleInformation for timely and informed decision-making is critical for the successful management of pharmaceutical systems in support of national health programsMonitoring required for -

• availability of medicines and laboratory supplies

• financing• patient adherence• drug resistance

• registration of products• post market surveillance

(patient safety & product quality issues)

• program management etc

Improving Access to Information –The Process

Source: Training Module on Data for Decision-making, 1st Edition, April 2007. Nairobi: Ministry of Health/DRH, Kenya.

Decision MakingAction

Feedback

Data Collection

Data Analysis

PMIS Data

Data Generation and CaptureManual Forms and Reports

Patient registers Routine reportsPatient StatisticsLMIS ReportsADR Reports

RecordsHuman resourcesService delivery points

Computerized Dispensing Systems

ADT/EDTDesktop/Mobile

RxSolution

Inventory Control Systems/WMSRegistration Systems

Pharmadex

Data Transmission and Storage

• Manual– Hand delivery– Postal

• Electronic– Fax– Pen Drive/CD/– Email– Mobile

• GPRS/EDGE/3G

Data warehouseManualComputerized

Online/Offline

Centralized Vs. Distributed databases

Data Processing and Presentation

ProcessManual

PaperComputerized

ExcelWordAccessSPSS etc

PresentationReports

PushOn-demand

Web-basedDashboardsStatic/interactive

Evidence Based Decision Making

Prevent/minimize stocks out at SDPSupport forecasting and supply planningSupport procurement planning and managementFacilitate stock redistribution

Facilitatelogistics system monitoring and evaluationsupply chain management decision makingvendor performance monitoring

Transport managementSupplier performance

Country Case Studies – 1: Namibia Pharmaceutical Management Information System (PMIS)

Item availability and inventory managementRational use of medicines and quality of careWorkload and human resource developmentMedicine financing

Data sourcesART monthly reports from Electronic Dispensing Tool (EDT & mEDT)National Database

Aggregation and analysis

Country Case Studies – 2: KenyaPiloted use of SMS to report consumption and stock on hand data in 3 districtsContraceptive LMISART – PMIS

NASCOPProgress monitoring; advocacy; procurement actions

USGPipeline tracking

KEMSA, CHAI, Global and Kenya PharmaInitiate procurements and schedule call downs

MSFPlan transitioning of clients to GOK programs

Country Case Studies – 3Brazil

eTB ManagerNo stock outs reported despite an 88% increase in reported number of, and 144% increase in facilities managing MDR-TB cases

Dominican RepublicQuarterly reporting of months of stock at CMS and RMS since July 2010Triggered timely procurement leading to reduced stock outs

Country Case Studies – 4Amazon Malaria Initiative

Quarterly reporting of months of stock at CMS in most AMI countriesConsolidated report distributed to all countriesReport contributed to

Reduced stock outs and over stocks through donations among countries and internal redistribution

Stock Status of Primaquina 150mg

Exchange/Donation of medicines Triggered by the Regional Report

BANGLADESHCase Study – 5

Improving Access to Data in BangladeshThe Situation

MIS unit of DGFP had to manually enter all 483upazila and 21 RWH reports centrally2 months to generate LMIS report and distribute 2 months to generate supply plan

What was done?USAID | DELIVER developed and implemented

UIMS, WIMS and Web-based LMISSPS developed and implemented

SCIP, Dashboards, Online Stock Status Report, Procurement Tracker

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Data Generation and CaptureUpazila Inventory Management System* (UIMS)

Desktop-based toolMaintain upazila store inventory Automate

Supply planning, Issue voucher preparation,Monthly LMIS reporting

Warehouse Inventory ManagementSystem* (WIMS)

Desktop-based toolMaintains warehouse stock dataDigital stock ledgerGenerates issue voucher

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ResultsData from all sites uploaded by the 15th of each monthReports immediately availableSupply plans generated automaticallyAccess to anyone with permission to reports –

Consumption data and trendsStock Status up to SDP levelStock out informationReporting and Operational statusStatus of procurement implementation

75% Reduction in Processing Time

Leading to…Timely availability of data fordecision makingImproved supply plan monitoringReduced incidence of stock outsReduced workload

Supply Officers, MIS StaffImproved monitoring and supervisionImproved data visibility

ChallengesMaintenance of hardware and softwareTimely and accurate data entryInternet penetrationQuality AssuranceStaff turn overUse of information at local level