eLMIS & LMU - Strengthening the Supply Chain

1. eLMIS & LMU - Strengthening the Supply Chain

2. Presentation overview • The objectives of this presentation are to: • Provide the development partners with a deeper understanding of the eLMIS and how it will be used to improve supply chain decision making. • Inform all key stakeholders of the role the Logistics Management Unit (LMU) will play in the implementation of the eLMIS.

3. What kinds of problems do you experience with data management? Infrequent adherence to reporting groups Stockouts Overstock Expiry Wastage Late reported orders Difficulties with ordering and reporting Data accessibilityand accuracy HMTs require logistics data for supervision support Absence of facility level data for decision-makers

4. Tanzania’s eLMIS vision An effective and sustainable electronic logistics management information system (eLMIS) should be user friendly and facilitate that adequate quality and quantities of health commodities* are always available at the point of service to meet patient demand. The eLMIS must provide integrated access to: • Accurate, timely and routine consumption data • Real-time logistics management capabilities covering point of origin to point of consumption • Demand forecasting, capacity planning & modeling based on consumption (* vaccines, medicines, medical & diagnostic supplies, etc.)

5. How can we addresses some of these problems? Trained people (LMU), consistent processes and … e L M I S electronic Logistics Management Information System An electronic tool for managing orders and logistics data

6. September 12-13, 2011 eLMIS visioning workshop Dar-es-Salaam, Tanzania

7. January 24-27, 2012 MOHSW and MOH eLMIS collaboration Lusaka, Zambia

8. September 12-13, 2011 October 13-20, 2012 eLMIS visioning workshop Dar-es-Salaam, Tanzania eLMIS Development Kickoff Lusaka, Zambia

9. What are key eLMIS features? An integrated data repository where all report and requisition (R&R) data can be entered • An analytical tool which can process the raw data for decision-making A custom reporting tool for administrators, managers, policy and other decision-makers Ability to interface and exchange data with other MOHSW approved MIS solutions Improving availability health commodities at SDPs

10. eLMIS business processes • Requisition • Order Processing • Transport (order tracking) • Receiving • Inventory management • Dispensing (HMIS) • Forecasting

11. eLMIS information flow • Facility will create paper R&R • District will receive paper R&R and enter into eLMIS • LMU/MSD will receive approved R&R and review before entering in to E9 • Central level will view reports and dashboards and receive alerts Share and Review Reports instant paper Review changes Send R&R eLMIS for Incorrect Order 3 2 eLMIS Send and Review Reports 1 Send R&R District E9 LMU/MSDZone ILS Gateway Data ILS Gateway Data LMUs 1 Health Facilities District Deliver Proof of Delivery notification Central/MOH accesses ILS Gateway and eLMIS data instantly. Deliver Consignment instant Zone Deliver 4 Deliver Consignment 2 eLMIS / ILSG Central / MOH

12. How is the eLMIS changing the way we do our jobs? Key Stakeholders Key Stakeholders • Instantly view key reports and dashboards indicating system performance • Monitor consumption of commodities • Send teams for data collection to identify supply chain challenges and collect logistics data • Issues data based quantification Today Phase I • Use additional system reports to improve timeliness and quality of supply chain decision making • Coordinate and allocate resources more efficiently • No real time data • Lack of comprehensive data for decision making • Lack of comprehensive consumption data for quantification Phase II Problems

13. Which reports will the eLMIS provide? • Order fill rate and Item fill rate • Supply status by product • Stock status of warehouse • Supply status by facility • Summary district consumption by product • Stocked out report • Dispensed to user report • Quantity ordered discrepancy report • Consumption average by product • Non-reporting facilities • Stock imbalance by product and facility • Aggregate stock movement by level

14. eLMIS councils training progress 69% Councils Trained

15. Planned sensitization trainings, continued Phase 1 May - July 2014 May – July 2014 July – Sept 2014 DATE MOHSW MOHSW MOHSW GROUP TARGET GROUP Program Managers, Logistics Officers RHMTs and DEDs, DMOs Management Team N = TBD N = 108 (27 Regions @ 4 pax) N = 254 (127 Districts @ 2 pax) N = TBD # PARTICIPANTS KEY CONTENT • System overview • Process overview • Task completion demo • Report filters Navigation • Dashboards and reports • System overview • Process overview • Task completion demo • Report filters Navigation • Dashboards and reports • System overview • Process overview • Task completion demo • Report filters Navigation • Dashboards and reports STATUS Planned Planned Planned

16. Planned sensitization trainings Phase 2 May 2014 June – August 2014 May – July 2014 DATE Development Partners MSD MSD GROUP TARGET GROUP Technical teams MSD EMT Area Managers, CS Manager, M&E, Inventory Analysts N = 40-60 N = 8 N = 15 # PARTICIPANTS KEY CONTENT • System overview • Process overview • Task completion demo • Report filters Navigation • Dashboards and reports • System overview • Process overview • Task completion demo • Report filters Navigation • Dashboards and reports • System overview • Process overview • Task completion demo • Report filters Navigation • Dashboards and reports STATUS Planned Planned Planned

17. What about the E9 and ILS Gateway? Orders data ILS Gateway eLMIS E9 Shipment details • A system that integrates Sales, Procurement, Finance, and Logistics functions into one place to facilitate transparent and efficient operations for MSD • A system that allows for electronic ordering and reporting • A mobile health alert and reporting system designed to increase the visibility of logistics data and improve product availability

18. eLMIS - Integrating people, process & technology Requisitions and Reports (R&R) Orders Shipments R&R R&R ARVs R&R R&R HIV tests R&R R&R OI R&R R&R ILS ILS-G NTLP TB MSD ERP EPICOR IVD eLMIS LMU Service Delivery Point District Medical Store Department Region

19. What is a Logistics Management Unit? • Identifies supply chain problems, develops interventions to address those problems, and implement interventions • Strategically: • Solidifies supply chain management as a national priority • Acts as a focal point for attracting dedicated supply chain resources • Uses those resources to identify, prioritize, and implement system strengthening activities • Manages supply chains holistically, in the case of segmented supply chains

20. Overview of the LMU • Ministry of Health and Social Welfare (MOHSW) recognized need to establish a LMU that would be responsible for organizing, monitoring, and supporting all supply chain activities within all logistics systems in the country. Key functions of the LMU include: • Logistics Data Management • Quantification • Monitoring & Evaluation • Coordination and Collaboration • Supply Chain Intervention Planning • Training & Capacity Building • Supervision

21. Geographic spread of LMU staff

22. The reach of the LMU • National AIDS Control Program • National Malaria Control Program • Reproductive and Child Health Program • National Tuberculosis and Leprosy Program • Expanded Program on Immunization • Food and Nutrition Center • Global Fund • UNICEF • Global Drug Facility • USAID • DFID • JICA • DANIDA • WHO • Preventive Services • Curative Services (and diagnostic and health care technical services section • Tanzania Food and Drugs Authority • JSI • USG Implementing partners • UNICEF • PSI • CHAI • BMAF • Procurement • Information, Technology, and Communication

23. LMU data management tasks • Act as primary users of the electronic logistics management information system (eLMIS) • Receive and review submitted R&R’s for accuracy, completeness, timeliness, and validity and take necessary corrective action • Enter R&R’s into the eLMIS for MSD order processing • Follow up on missing reports and prepare routine feedback reports (central, intermediary, and facility levels) • Aggregate, analyze and interpret logistics data to produce reports on logistics system performance

24. Number of health facilities visited and provided training by LMU staff Jan-Mar

25. With the help of the LMU, the eLMIS will ensure that… • Data is more ACCURATE. • Based on access rights, DATA VISIBILITY is increased. • Data is available in ‘REAL-TIME’. • Data is TRANSPARENT. • supply chain DECISION MAKING is strengthened

26. THANK YOU