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Mapping and In-depth Assessment of Medicines Procurement and Supply Systems

Explore the comprehensive approach to mapping and assessing medicines procurement systems to enhance access and efficiency in the supply chain. Learn the methods, tools, and steps involved, as well as the significance for national authorities and partners.

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Mapping and In-depth Assessment of Medicines Procurement and Supply Systems

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  1. Mapping and In-depth Assessment of Medicines Procurement and Supply Systems WHO Technical Briefing Seminar 17th -21st November 2008 Helen Tata/Magali Babaley Essential Drugs and Pharmaceutical Policies World Health Organization

  2. Outline of Presentation 1. Background 2. Objectives 3. Methods, tools and steps to follow - Mapping - In-depth assessment 4. The way forward

  3. Background • Evidence based selection and rational use are critical in ensuring access to medicines • Adequate resources (human and financial) • Inadequate • Affordable prices • Medicine prices are high and are burden to households and governments • Supply systems inadequately functioning • About 50% of the population in Sub-Saharan Africa lack regular access to affordable essential medicines

  4. The Procurement Process • Many steps, efficient procedures should be put in place: • to select the most cost-effective essential drugs to treat commonly encountered diseases; • to quantify the needs; • to pre-select potential suppliers; • to manage procurement and delivery; • to ensure good product quality; and • to monitor the performance of suppliers and the procurement system. • Failure in any of these areas leads to lack of access to appropriate medicines and to waste. • In many public supply systems, breakdowns regularly occur at multiple points in this process.

  5. Mapping and in-depth assessment Aim • Strengthen the procurement and supply management systems to improve access to essential medicines Specific Objectives • Map all partners and financial flows • Review strengths and weaknesses of existing procurement and supply systems • Assist national authorities to develop appropriate procurement and supply strategies and plans

  6. Methods Two Stages: • Stage 1. Mapping • Identifying all partners • Describing the procurement and distribution circuits • Describing the financial flows • Stage 2. In-depth assessment - Procurement and supply systems

  7. 1st Stage:Mapping Procurement systems • Aim to establish a list of Partners involved in procurement of medicines and medical supplies • The following information is collected from each partner: • Category of products supported • Financial value of support • Procurement agents for partners • Distribution channel of products • Final recipients/beneficiaries of each product supported etc

  8. 2nd Stage: In-depth Assessment of Medicines Procurement systems • Structured questionnaire: quantitative and more qualitative • Five Questionnaire: MOH, CMS, programs, regional & district and health facility levels involved in procurement and supply management • Questions cover issues around the medicines management cycle: • Selection • Quantification • Procurement • Storage/stock management • Distribution • Quality Assurance • Rational Use • Financing • Monitoring & Evaluation • Human Resource • Policy framework

  9. Questionnaires for Mapping and Assessment • No 1 Partners • No 2 Ministry of Health • No 3 Programs • No 4 Central medical stores • No 5 Regional Stores • No 6 Health facilities

  10. Stage 2: In-depth assessment (1) • Steps to follow • Selecting the geographical areas • Selecting health facilities • Selecting data collectors • Training data collectors/pre-testing tool • Data collection • Data entry, processing, analysis and reporting • Presentation of findings • Printing and disseminating the report

  11. Significance for MOH • To have an advocacy tool, an information link and feed back to support national planning/strategy for a coordinated, coherent and efficient national medicines supply system. • To mobilize resources for under served programme areas within the macro frame of the sector needs • To schedule procurement priorities, facilitate forecasting and maintain an un-interrupted supply chain • To ensure full supply and security for essential medicines

  12. Significance for Partners • Provide advocacy tool to prioritize investments in procurement. • Targeted support to address gaps identified towards strengthening capacity of the Procurement and supply management systems • Provide information to monitor progress and plan for future support. • Enable strengthening of procurement processes and sharing procurement information • Keep program managers informed on gaps in respective procurement plans and monitor implementation • Have a platform to coordinate procurement and distribution of medicines among partners

  13. The way forward • Maximize benefits from donors and partners • Functional Country working group lead by MOH with all Partners • Identifying cross-cutting areas for greater collaborationand improving the system • Developing tools for quantifying and forecasting • Assisting the preparation of national procurement and distribution plans • On the job training of personnel on effective supply chain management • Strengthening management information system

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