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

Export Indicator

Percentage of 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 stockouts 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 needless 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

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 stockout 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 this number should increase. Ensure the data comes from the warehouse management system. Consult with supply chain stakeholders to ensure that data is consistent.

Reporting Level

Storage sites

Measurement frequency

Semi-Annual

Disaggregation

Numerator (Required):

Sum the observations of stock status for tracer commodities that are between maximum and minimum quantities/months of stock from storage sites within a given level of the system during the reporting period.

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

NOTE: 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)

Commodity (Required): Condoms, ARV drugs, second line rapid test kits, OI drugs, other

Description of Disaggregate

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

Commodity: Condoms, ARV drugs, rapid test kits, OI drugs, other

Denominator (Required):

Total number of observations of stock status for tracer commodities at the same level of the system during the same reporting period.

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

Commodity (Required): Condoms, ARV drugs, rapid test kits, OI drugs, other 

Further information

MER 1.0 to 2.0 Change

Stocked According to Plan, the only change is the frequency of reporting.

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-only Support (TA-only) Supply chain sites can be counted as directly supported through technical assistance-only when the site receives recurrent (at least quarterly) technical support.

DREAMS SNU Specific Guidance

None