Guidelines on stock records for immunization programme - Path

Case study 2:
During an EVSM assessment, the assessors have calculated the following stock status in the primary vaccine
store in the country:
Table 2. Vaccine stock status, Primary vaccine store
Vaccine Quantity in Average Months
hand by monthly of supply
2 September 03 consumption in stock
DTP 463 330 251 683 1.8
HepB 1 658 350 308 425 5.4
OPV 1 360 150 425 874 3.2
Measles 1 530 240 94 618 16.2
BCG 353 800 107 291 3.3
After this information was consolidated from inventory stock records, assessors went through batch cards to
check the expiry dates of each batch to see whether months of supply on stock is really achievable. Assessors
also checked order plan and planned arrivals of each vaccine.
Table 3. Analysis of stock situation by expiry dates, Primary vaccine store
Vaccine Months of Number of Latest First
supply by batches expiry date planned arrival
2 September 03 available in months in months
DTP 1.8 1 6.0 0.5
HepB 5.4 1 9.0 3
OPV 3.2 2 4.0 1
Measles 16.2 2 11.0 9
BCG 3.3 1 7.0 5
As seen from the above table, primary store had 16 months of measles vaccine supply based on the
assumption that average monthly consumption would remain the same. There were no planned
supplementary immunization activities for measles. Although stock records showed 16 months of supply, this
was found to be NOT achievable when expiry dates of the two batches were examined. The second batch
had the expiry date of July 2004 meaning that available stocks cannot be used beyond this point. In reality,
months of supply should have been considered as 11 months rather than 16. Although DTP levels were found
to be quite low (under the minimum stock), in 15 days there was a scheduled delivery of 6 months of supplies.
Based on this information, assessors prepared the below graph to illustrate the relationship between the
months of supply and expiry dates by batches.
(continued)
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Vaccine stock management – <strong>Guidelines</strong> on stock records for immunization programme and vaccine store managers