Guidelines on stock records for immunization programme - Path

A min/max system makes sure that the amount of quantity in hand is always between
established maximum and minimum stock levels. Maximum and minimum levels are
expressed in number of months of supply rather than quantities. For example,
an intermediate store might be required to keep a maximum of four months’ worth
of supplies in hand of all products and a minimum of one month. To find out the
maximum and minimum quantities for each product, we have to multiply the level
given in months of supply by that product’s average monthly consumption (AMC).
There are generally two methods for inventory control: the periodic review system
and the continuous review system.
In the continuous review system, the inventory level is reviewed on an ongoing
basis for every transaction or usage. When the amount of stock reaches a
predetermined reorder level, an order is initiated to replenish the stocks to the desired
maximum level. This system is based on stock levels rather than on time intervals.
In the periodic review system (also called the fixed-order interval system), the
inventory status is reviewed at regular intervals (usually at the time of a scheduled
reorder). The inventory is counted and the order quantity is calculated by subtracting
the level of quantity in hand from the desired maximum inventory level. A manager
using this system determines the resupply schedule by establishing a reorder interval,
and places orders based on this schedule.
Reordering the same amount as used last month often is not an adequate strategy.
2.4 Types of records and reports
From the management point of view, only three things can happen to commodities in
the cold chain; they are either stored, moved (received, dispatched or lost) or used
(consumed). Vaccine stores receive, store and dispatch items, therefore consumption
applies only to facilities where immunization services are delivered.
Responsible staff in stores should prepare two types of reports based on the above
mentioned records: reports for decision makers in higher levels and feedback reports
for the lower level facilities served. Details of these reports and their uses are discussed
in Chapter 4.
2.5 Minimum information required to be recorded
It is essential to keep complete and accurate stock records in order to maintain the
quality of vaccines. Responsible staff should know the quantity in hand, rate of
consumption, losses and adjustments. In order to be able to have correct data on
these, stock control involves the following three steps, each of which must be
performed regularly, accurately and completely.
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Vaccine stock management – <strong>Guidelines</strong> on stock records for immunization programme and vaccine store managers