Guidelines on stock records for immunization programme - Path

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Case study 2 (cont’d...) Figure 14: Analysis of months of supply vs. expiry dates, Primary vaccine store Analysis of months of supply vs. expiry dates by batches (expiry dates are indicated with arrows) DTP HepB Unusable stock OPV Measles BCG 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Batch 1 Batch 2 months of supply Assessors recommended that the country should inform neighboring countries to coordinate moving out approximately 570 000 doses of measles vaccine to those in need. 5.3 When to assess stock status Stock status should be assessed on a regular basis, preferably monthly. Having scheduled shipments on a quarterly or six monthly and/or reporting on a quarterly basis should not make any difference. When monitored on a monthly basis, programme will ensure that there is no risk of a stock out. Simply looking up at a shelf and making a decision will definitely lead to stock outs and, consequently the inability of service providers to provide planned services. Management information system data can be processed manually or by computer, to prepare reports and orders. In many cases, data processing is done manually at the intermediate and lower levels of a supply chain. Manual processing works well with a small volume of data and simple reports. Computer processing is required as the data volume grows or as reports become more complex and includes performance indicators. Vaccine management has reached a level of sophistication where a computerized MIS is almost essential for managing central supply functions - forecasting, procurement, and nationwide distribution. Experiences show that MIS software applications must be customized to the requirements of each programme, and that both hardware and software must be supported locally. Changing programme priorities and vaccine types, new organizational structures, and the growing data needs of MIS users require local modifications in MIS computer systems. WHO/IVB/06.12 31
Figure 15: Manual processing of data works well with a small volume of data, but computer processing is needed when the volume of data increases Photo: A. Afsar/WHO With appropriate automation and effective use of information, the quality of data improves dramatically. Automation of a manual MIS adds value to supply chain operations by enabling: • tracking of the products • regularly monitoring sites • aggregating data quickly, analyzing and making it available to guide decision making • sending feedback (timely and accurate) to lower levels and policy makers The accompanying CD-ROM provides electronic versions (in Excel) of the forms recommended in this manual. This can be used as a first step if a store plans to use computers in management and do not have any means of having standard software developed and adopted to their situation. 5.4 Vaccine wastage calculations in storage facilities Vaccine wastage rate in vaccine stores always correspond to proportional vaccine wastage rate in unopened vials and is calculated as follows: Number of doses discarded Wastage rate = x 100 Start balance + doses received 32 Vaccine stock management – <strong>Guidelines</strong> on stock records for immunization programme and vaccine store managers
Page 1 and 2: WHO/IVB/06.12 ORIGINAL: ENGLISH Vac
Page 3 and 4: The Department of Immunization, Vac
Page 6: Abbreviations and acronyms AD AMC B
Page 9 and 10: viii
Page 11 and 12: Issue voucher: Issues data: Lead ti
Page 13 and 14: xii
Page 15 and 16: The EVSM is based upon quality assu
Page 17 and 18: The manual includes both manual and
Page 19 and 20: The main difference between the two
Page 21 and 22: A min/max system makes sure that th
Page 23 and 24: All stocks must be distributed well
Page 25 and 26: Figure 3: Batch card Store name: Pr
Page 27 and 28: Information should be entered on th
Page 29 and 30: 3.3 Carrying out and recording find
Page 31 and 32: 3.4 Loss report In cases where dama
Page 33 and 34: Figure 8: Issue voucher Voucher no:
Page 35 and 36: Figure 10: Requisition/issue vouche
Page 37 and 38: 4. Reporting systems Reports are fo
Page 39 and 40: 4.2 Feedback reports All stock mana
Page 41 and 42: 5. Processing data The purpose of a
Page 43: Case study 2: During an EVSM assess
Page 47 and 48: 34 Vaccine stock management - <stro
Page 49 and 50: Figure 16: Batch card Store name: P
Page 51 and 52: Figure 17: Inventory control card S
Page 53 and 54: Figure 18: Issue voucher Voucher no
Page 55 and 56: Figure 19: Requisition and issue vo
Page 57 and 58: Figure 20: Monthly summary report R
Page 59 and 60: Figure 21: Quarterly feedback repor
Page 61 and 62: Figure 22: Physical inventory repor
Page 63 and 64: Figure 23: Loss report Loss report
Page 65 and 66: 7. Simulation In this section of th
Page 71 and 72: Voucher No: 07-111 Figure 26: Compl
Page 73 and 74: Figure 27: Physical inventory repor
Page 75 and 76: 17. On 20 January, Devrek sends bac
Page 77 and 78: Figure 31: Inventory control card f
Page 81 and 82: Figure 37: Batch card for BCG dilue
Page 83 and 84: Figure 39: Batch card for measles (
Page 85 and 86: Figure 42: Batch card for measles d
Page 89 and 90: 8. Installing and using MS-Excel fi
Page 91 and 92: 8.3.2 Entering current stocks After
Page 93 and 94: 8.3.3 Receiving commodities When yo
Page 95 and 96:
8.3.5 Loss and adjustments Losses a
Page 97 and 98:
8.4 Using StockReports_v1_0.xls 8.4
Page 99 and 100:
Overwrite local commodity names if
Page 101 and 102:
8.4.3 Preparing quarterly feedback
Page 103 and 104:
90 Vaccine stock management - <stro
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Guidelines on stock records for immunization programme - Path

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