LOGISTIC SYSTEM ASSESSMENT TOOL (LSAT) SCORING SHEET

Transcription

1 Logistics System Assessment Tool (LSAT) Scoring Sheet [1 LOGISTIC SYSTEM ASSESSMENT TOOL (LSAT) SCORING SHEET Country: _Cameroon Date: 01/31/03 Product categories covered in this assessment: (Check all that apply) Contraceptives STI drugs HIV test kits Essential drugs Essential drugs kits TB drugs Vaccines Other Organizational context 1. Does the national level have a logistics management unit? 2. Is the logistics management unit fully responsible for the following activities: a. managing and using the logistics management information system? MAXIMUM Yes No N/A 0.22 b. forecasting quantities needed? Yes No N/A 0.22 c. procurement? Yes No N/A 0.22 d. inventory management, storage, and distribution? Yes No N/A 0.22 e. product selection? Yes No N/A 0.22 f. determining the organizational structure and processes? g. staffing of logistics positions? h. budgeting for the logistics system? i. supervision and logistic staff development? 3. Are there documented guidelines for Yes No N/A 0.22 Yes No N/A 0.22 Yes No N/A 0.22 Yes No N/A 0.22 a. logistics information management systems? Yes No N/A 0.25 b. forecasting quantities needed? Yes No N/A 0.25 c. procurement? Yes No N/A 0.25 d. inventory management, storage and Yes No N/A 0.25 distribution? e. product selection? Yes No N/A 0.25 f. staffing of logistics positions? Yes No N/A 0.25 g. budgeting for the logistics system? Yes No N/A 0.25 h. supervision and staff development? Yes No N/A Is there a dedicated logistics officer-in-charge? 5. Does the logistics officer(s)-in-charge have the same level of authority for decision making as other functional unit heads? 6. Is there a logistics system strategy or improvement 1 Yes No N/A plan that guides the activities of the system? FOR THE SECTION 100% Score for the section = total score/maximum total score 100

2 2] Logistics System Assessment Tool (LSAT) Scoring Sheet _revised Organizational context CENAME is functioning with no organizational status but it is in process CENAME has no authority, no supervision role other the entities it supplies. Logistics System Strategy Or Improvement Plan That Guides The Activities Of The System - Expansion of warehouses to Yaounde and Ngaoundere for the three northern provinces of Cameroon to ensure a better national coverage - Plan to have a management unit for reagents and other clinical and lab supplies - Capacity improvement planned Regional procurement is decentralized and CAPP can buy their commodities from local wholesalers. Sales outside of CENAME's supply approximate 20-30% Logistics management information system (LMIS) Basic elements of an LMIS MAXIMUM 7. If there is an information system, does it include: * a) stock keeping records (e.g., inventory control cards, bin cards, stock registers) at all levels? b) requisition and issue records (e.g., bills of lading, shipping records, requisition/issue vouchers) at all levels? c) dispensed-to-user records at service delivery points? d) summaries of consumption data at levels above service delivery points (e.g., districts, regions, central, etc.)? 8. Do information system reports at all levels of the system show: * Yes No N/A Yes No N/A Yes No N/A Yes No N/A a) the inventory balance (stock on hand)? b) quantity dispensed or issued during a specified reporting period? Yes No N/A 1 c) losses and adjustments? Yes No N/A 1 * If there is no information system (logistics management information system or health management information system), then score questions 1-5 as zero

3 Logistics System Assessment Tool (LSAT) Scoring Sheet [3 Use of LMIS information REPORTING % MAXIMUM 9. What is the approximate percentage of information system reports received in time to be used for logistics decisions at each level of the system?** If % then score 1, if 89-75% then score 0.5, if below 75% then score 0. If necessary, delete or add a level according to the structure of the logistics system. LEVELS REPORTING % a) Central NA 1 b) Regional 90-95% 1 c) District NA What decisions are based on information system reports? If answers a-d are all checked, then score 1; if not all, but some, then score 0.5. a) Forecasting b) Procurement c) Transport/Delivery d) Scheduling supervisory visits e) Other 11. Are logistics data used at each level of the system as appropriate for: continuous monitoring of stock balances? 11. How is information fed back? Yes No N/A 1 If (a) then score 0; if any other answer is checked, then score 1 (even if multiple choices were selected). a) Never b) Telephone call c) Reports d) Meetings e) Supervisory visit f) Other FOR THE SECTION 100% Score for the section = total score/maximum total score*

4 4] Logistics System Assessment Tool (LSAT) Scoring Sheet _revised Logistic management information system (LMIS) - A logistics system exists - No reporting between different levels of the system - CAPPs of Littoral and North-Ouest collect data on issues to SDPs - Data collected is not used for informed decisionmaking - The LMIS is computerized at the central level and - Stock outs occurred at central level in Provinces - Not all stock managers in pharmacies are trained in logistics management - Different logistics management software are used in the country. CENAME has the same as the North. Other CAPPs use an information system developed par an individual who did not provide the user manual. Forecasting National level forecast preparation MAXIMUM 12. Are forecasts developed using: a) logistics-based data?* Yes No N/A 2 b) demographic data or disease prevalence/morbidity? Yes No N/A 0.5 c) service statistics? Yes No N/A If forecasts are prepared and updated using the most recent logistics data, do they include:* a) stock on hand? Yes No N/A 1 b) dispensed-to-user data? Yes No N/A 1 c) losses and adjustments? Yes No N/A Are forecasts validated by comparing previous estimated consumption with actual consumption? 15. Are forecasts updated at least annually? 16. Are forecasts prepared on a schedule coinciding with local budgeting and procurement cycles? FOR THE SECTION 100% Score for the section = total score/maximum total score* 100 * If question 13a is no, then score questions 14 a-c as zero.

5 Logistics System Assessment Tool (LSAT) Scoring Sheet [5 Forecasting - Annual forecasting conducted - Auto-financing - Forecasts based on issue data and not consumption - CENAME not able to cope with all clients demand Obtaining supplies/procurement Procurement planning MAXIMUM 17. Are short-term procurement plans based on forecasted needs? 18. Do these procurement plans take into account the following logistics systems elements: a) current inventory levels (stock on hand)? b) losses and adjustments? c) required order lead times of suppliers/donors? d) established stock levels, if relevant?* e) shipment and handling schedules? f) the need for a safety stock? 19. In general, are the correct amounts of all products procured and obtained in an appropriate time frame at all the following levels:** a) central? Yes No N/A 0.25 b) regional? Yes No N/A 0.25 d) service delivery point? Yes No N/A Is pipeline status regularly monitored so that procurement decisions can be made and actions can be initiated in time to avoid stockouts? Yes No N/A 1 FOR THE SECTION 100% Score for the section = total score/maximum total score* 100 * If there are no established max-min stock levels (e.g., if the products are not in full supply), then this question drops out, and the maximum possible score becomes 8. ** If necessary, add or delete a level according to the structure of the logistic system and ensure that the subquestions are scored in such a way that the maximum possible score for question 20 is 1.

6 6] Logistics System Assessment Tool (LSAT) Scoring Sheet _revised Obtaining supplies/procurement - Drug validation - Quality control - Visual inspection - Reasonable lead time Stock-outs Inventory control procedures Stock management MAXIMUM 21. Are there guidelines and established policies for maximum and minimum stock levels at which full supply products should be maintained:* a) at the central level of the supply chain? Yes No N/A 0.5 b) at the regional level of the supply chain? Yes No N/A 0.5 c) at the district level of the supply chain? Yes No N/A 0.5 d) at the service delivery point level of the supply chain? 22. Are there written provisions for the redistribution of over-stocked supplies? 23. Does the program have a policy of storing and issuing stock according to first expiry/first out inventory control procedures at all levels? 24. In practice, does the program manage and issue stock according to first expiry/first out inventory control procedures at all levels? 25. Are damaged/expired products physically separated from inventory and removed from stock records at all levels? 26. Does the program have a system for tracking product losses and other adjustments? Yes No N/A 0.5

7 Logistics System Assessment Tool (LSAT) Scoring Sheet [7 Stockouts MAXIMUM 27. Have stockouts occurred for any product in the last 12 months at the following levels:* Score 1 for no stockouts; score 0 if there has been a stockout for each level of the system a) central? b) regional? c) district? Yes No N/A 1 d) service delivery point? Yes No N/A No answer Are there established procedures for placing emergency orders? ** FOR THE SECTION 100% Score for the section = total score/maximum total score* 100 * If necessary, add or delete a level for questions 22 and 28 according to the structure of the logistic system. For question 22, make sure that the subquestions are scored in such a way that the maximum score is equal to 2. ** If necessary, adjust maximum score to eliminate questions that are not applicable or add questions that are not reflected (e.g., if there is no regional level, then subquestion 28b drops out, and the score for the section would be calculated as (total score /11*100). However, if a zonal level exists, add a subquestion to question 28 and the maximum total score would be adjusted to 13). Inventory control procedures Min/max stock levels established throughout the pipeline - Occurrence of stock-outs - Min/max levels not applied at all levels for some products

8 8] Logistics System Assessment Tool (LSAT) Scoring Sheet _revised Warehousing and Storage Adequacy of storage capacity and conditions MAXIMUM 29. Does the program have written guidelines for storage and handling of all products at all levels of the system? (e.g., manuals, posters, etc.) 30. Are there written guidelines for disposal of sharps, bio-hazardous material, and other medical waste? 31. Is there a policy that requires at least one physical inventory of all products per year at each storage facility? Yes No N/A Is the existing storage capacity adequate to handle the current quantities of products at the following levels:* a) central? Yes No N/A 0.25 b) regional? Yes No N/A 0.25 d) service delivery point? Yes No N/A 0.25 Assuring product quality at the storage facilities 33. Are visual quality assurance inspections of products conducted at the storage facility at the following levels:* a) central? Yes No N/A 0.25 b) regional? Yes No N/A 0.25 d) service delivery point? Yes No N/A Are there written procedures or guidelines for destroying damaged and expired products? 35. In practice, are damaged and expired products destroyed according to the program s disposal guidelines at the following levels:* a) central? Yes No N/A 0.25 b) regional? Yes No N/A 0.25 d) service delivery point? Yes No N/A 0.25 FOR THE SECTION 100% Score for the section = the total score/maximum total score* 100 * Add or delete a level according to the structure of the logistic system, and ensure that the subquestions are scored in such a way that the maximum possible score for questions 33, 34, and 36 is equal to 1.

9 Logistics System Assessment Tool (LSAT) Scoring Sheet [9 Warehousing and storage - CAPP warehouses managed by pharmacists - Written guidelines for products destruction, and guidelines applied - National Laboratory (LANACOM) conducting quality control Storage facilities not compliant with the standards at SDP level Transport and distribution Distribution system MAXIMUM 36. Do written procedures specify what type of distribution system is to be used to distribute products between each level? Yes No N/A Is there a documented distribution schedule for all levels? 38. Are there a sufficient number of functioning vehicles with available petrol/drivers, at appropriate levels, to meet the desired distribution schedule?* 39. In general, are orders delivered as scheduled at the following levels:* Yes No N/A 1 a) central? Yes No N/A 0.25 b) regional? Yes No N/A 0.25 d) service delivery point? Yes No N/A 0.25 FOR THE SECTION 100% Score for the section = the total score/maximum total score* 100

10 10] Logistics System Assessment Tool (LSAT) Scoring Sheet _revised Transport and distribution - CENAME and CAPPs have distribution schedules - Vehicules are in good condition - Distributors take care of all fees except for emergency shipments Organizational support for logistics system Organizational processes for logistics MAXIMUM 40. Do personnel between these different levels communicate at least quarterly?* a) Central level logistics staff and next level (e.g., region, district) staff? b) Regional level of logistics staff with district level staff in their area? Yes No N/A 0.33 Yes No N/A 0.33 c) district level logistics staff with the SDP level? Yes No N/A Is there an established mechanism for improving logistics practices or procedures (based on what is learned from supervisory visits, feedback, assessments, etc.) at the following levels:* a) central? Yes No N/A 0.25 b) regional? Yes No N/A 0.25 d) service delivery point? Yes No N/A Are there written procedures and guidelines (e.g., manuals, job aids, standards) to help staff carry out their logistics responsibilities? Yes No N/A Do staff who manage commodities have a written job description that includes logistics responsibilities at the following levels:* a) central? Yes No N/A 0.25 b) regional? Yes No N/A 0.25 d) service delivery point? Yes No N/A 0.25

11 Logistics System Assessment Tool (LSAT) Scoring Sheet [11 Supervision (individual performance management) MAXIMUM 44. Are supervisory responsibilities described in written job descriptions? Yes No N/A Are guidelines available for how the supervisor conducts the supervisory visit (e.g., introductions, positive style of interaction, follow-up)?` 46. Are tools available describing what to cover when conducting a supervisory visit (e.g., a checklist)? 47. Are supervisory visits conducted for staff at the following levels:* Yes No N/A No answer 1 a) regional? Yes No N/A 0.33 b) district? Yes No N/A 0.33 c) service delivery point? Yes No N/A Is there a documented schedule for supervision? 49. Are logistics staff periodically evaluated against job expectations (e.g., from their job description)? Yes No N/A No answer 1 * Add or delete a level according to the structure of the logistic system, and ensure that the subquestions are scored in such a way that the maximum possible score for questions 41, 42, 44, and 48 is each equal to 1. Staff development in logistics 50. Has training been given to current staff at all appropriate levels in the following areas: a) completion and submission of LMIS reports? Yes No N/A 0.25 b) proper storage of health products? Yes No N/A 0.25 c) maintaining proper stock levels? Yes No N/A 0.25 d) determining order quantities? Yes No N/A 0.25 e) determining issue quantities? Yes No N/A 0.25 f) estimating annual needs? Yes No N/A 0.25 g) reviewing reports and records? Yes No N/A 0.25 h) providing feedback and inputs? Yes No N/A 0.25 FOR THE SECTION 100% Score for the section = the total score/maximum total score* CAPPs are managed by trained pharmacists - Management tools are in place (forms) - Supervisors exist at CAPPs - No training provided for stock managers at SDPs - No logistics training provided - Reports not used

12 12] Logistics System Assessment Tool (LSAT) Scoring Sheet _revised Finance Program financing MAXIMUM 51. Does the program s budget include line items for: a) products b) warehousing/storage? c) logistics management information system? d) transportation? e) logistics staff development? f) salaries for logistics staff? Donor coordination 52. Is there a process of coordination with donors for commodity supply? 53. Does the program initiate the coordination with donors? Yes No N/A 1 Yes No N/A 1 FOR THE SECTION 100% Score for the section = the total score/maximum total score* 100 Finance Total auto financing. CAPP Littoral, Northwest and West have a budget of FCFA 400 M per year. The remaining sections from the LSAT tool were not included in the scoring sheet because they are contextual, did not provide a significant number of questions that can be scored, or they cover areas that DELIVER s work influences indirectly