(SC_STOCK) Percentage of stock status observations from storage sites where commodities are stocked according to plan, by level in supply system

Export Indicator

Percentage of stock status observations from storage sites where commodities are stocked according to plan, by level in supply system
What it measures
This indicator checks to see if the supply chain system is functioning as it was designed and if storage sites at all levels are able to maintain the designed quantity of stock/months of stock to treat patients and distribute to lower level facilities which treat patients. Checking this frequently can help to avoid stock-outs through active supply chain management.
 
A view of each level of the system (Central and Intermediate sites), using this metric can also help to locate bottlenecks within the system, which could prevent patients from receiving needed commodities; cause needless stock-outs, or unnecessary expiries.
Numerator

Number of stock status observations per tracer commodity that are between the designed minimum and maximum quantities/months of stock from storage sites at a given level (Central, Regional, etc.) of the system

Denominator

Total number of stock status observations per tracer commodity from storage sites at a given level (Central, Regional, etc.) of the system

Calculation
How to calculate annual total:
 
N/A
Method of measurement

The country’s supply chain standard operating procedures should outline the min and max levels for each level of the system. These levels were defined by the needed throughput (the amount of pharmaceuticals intended to flow through the system in a given period), the space available and the frequency of distribution.

Observations of storage site and level-specific quantity of stock should be available through one or several of the following: The Procurement Planning and Monitoring Report for HIV and FP commodities (for condoms), a warehouse monitoring system, regular program monitoring reports, an existing logistics management information system, stock status reports/stock keeping records/regular physical counts, order forms from the central/regional/district/other levels, or regular supervision visits.

For the required central level and at least one intermediate level, there may be numerous observations (through physical counts performed or spot checks) of stock status for the products of interest annually, or there may be monthly counts, either way, the stock status will be monitored closely and updated with each transaction. These observations should be analyzed in this fashion:

• Document observations for each product of interest.
• Sort observations for each product into “quantities between maximum and minimum quantities/months of stock” and quantities above or below maximum and minimum.
• Number of observations where quantities are between maximum and minimum are the numerator.
• Total observations available are the denominator.
 
Example 1: if the Central Medical Store (CMS) has monthly stock observations for RTKs, and nine of which are within max and min levels but the remaining three represent a stock-out then for the CMS the resulting measurement would be 9/12 or 75%
 
Example 2: If there are ten regions in a country and the regional medical stores report to the CMS quarterly, then ideally there should be 40 observations. Of these observations 25 are stocked according to plan for ARVs. In this scenario, the resulting measurement for ARVs at the regional level is 25/40 or 62.5%.

How to review for data quality:

Cross-reference data with shipments arriving, as shipments arrive the quantity of stock or the months of stock should increase. Ensure the data comes from the warehouse management system. Consult with supply chain stakeholders to ensure that data is consistent.

Reporting Level:

Facility (Medical Stores including Central Medical Stores, Regional Medical Stores, and District sites which supply commodities to lower health facility)

Measurement frequency
Reporting frequency:
 
Semi-Annually
Disaggregation

Numerator Disaggregations:

Disaggregate Groups:

1. System Level[Required]
 
2. Commodity [Required]
 
Disaggregates:
 
1. • System Level: Central Medical Stores (CMS), Regional Medical Stores, District sites which supply commodities to lower Health Facility
 
2. • Condoms
• ARV drugs
• Rapid test kits
• OI drugs
• Other
 
 
Denominator Disaggregations:
 
Disaggregate Groups:
 
1. System Level [Required]
 
2. Commodity [Required]

Disaggregates:

1. • System Level: Central Medical Stores (CMS), Regional Medical Stores, District sites which supply commodities to lower Health Facility

2. • Condoms
• ARV drugs
• Rapid test kits
• OI drugs
• Other
 
 
Disaggregate descriptions & definitions:
 
PEPFAR Warehouses in DATIM: Warehouses in the PEPFAR master facility list should be entered at each system level (this does not have to be re-entered on the entry screen; however, please ensure that the site has been allocated to one of the system levels)

 

Explanation of the numerator

Checking this data frequently can help to avoid stock-outs through active supply chain management

Explanation of the denominator

Total observations available are the denominator

Further information
Indicator changes (MER 2.0 v2.2 to v2.3):
 
None.

PEPFAR Support definition:

Nonstandard definition of DSD and TA-SDI:

PEPFAR Support: PEPFAR direct support to sites within the fiscal year is to ensure continuous access to commodities for HIV/AIDS patient diagnosis, care, and treatment. Reasons why access to commodities may be interrupted include poor infrastructure, inconsistent transportation or distribution practices, lack of equipment, poor ordering procedures, personnel and technical skills issues, or stock-outs due to any one of the above from the distribution site. PEPFAR support for supply chain sites should provide consistent access to commodities needed for care and treatment.

Direct Service Delivery (DSD)

Supply chain sites can be counted as directly supported by PEPFAR when the following conditions apply:

1. PEPFAR pays for recurrent maintenance, operations, personnel such as those who are seconded or regular provision of HIV and AIDS commodities.
AND
2. There is at least annual technical support to monitor the support to the system.
 
Both conditions must be met in order to count the site as directly supported (DSD) by PEPFAR.
 
Technical Assistance for Service Delivery Improvement Support (TA-SDI) Only:
Supply chain sites can be counted as directly supported through technical assistance-only when the site receives recurrent (at least quarterly) technical support.

Guiding narrative questions:

1. Please provide background information to explain observations which were not stocked according to plan.
a. Indicate if these instances were due to: understock, overstock, or stock-out and if these challenges lead to rationing of the product from that site or any known waste or expiries.
b. Provide some root cause for the instances when a site was not stocked according to plan.
i. Was the problem in-country transportation?
ii. Were sites overstocked in preparation for a testing campaign, Test and Start or Multi-Month Scripting?
iii. Was there a late international procurement? If so, how late (in days if possible) and which procurement services agent was responsible for the late procurement? Likewise, were there ordering or reporting challenges?