Patricia Paredes, MD, DrPH

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Monitoring and Reporting of Procurement and
Supply Management Activities

• Patricia Paredes, MD, DrPH
• Senior Technical Officer
• Grant Management Solutions

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Purpose of the Session

• Highlight the importance of establishing a good
  monitoring and reporting system for PSM
  activities to ensure effective grant performance
• Describe how monitoring of PSM contributes to PSM
  management and results

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Role of PR on PSM Activities
Grant Imple- mentation Monitoring Reporting
Partner- ship Coor- dination
Tech- nical Coor- dination
Procure- ment Manage- ment Oversight
Tech- nical Moni- toring Reporting
Financial management
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Responsibility of PR on PSM

• PR is responsible for all PSM activities, even if
  these activities are subcontracted
• This responsibility does not finish with
  procurement, but continues with all the processes
  to ensure that products maintained their quality,
  and are stored, distributed, prescribed and used
  appropriately

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Importance of Monitoring and Reporting

• Monitoring and reporting are integral parts of a
  management cycle
• They provide a link between planning and
  implementation
• Help PRs and CCMs to recognize problems quickly
• Assist PRs to help Sub-recipients to improve data
  quality and reporting on time
• MR are key for CCMs and PRs to take timely
  action on problems

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Steps in Transforming Information into Action
INFORMATION
Interpreted for
Processed into
DECISION MAKING
RAW DATA
Feedback
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Useful Definition for PSM

• Monitoring
• Continuous review of the degree to which PSM
  activities are completed and targets are met
• MR of PSM activities is a program management
  function and a technical activity

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Programmatic Components
Ultimate long-term effects of program
Effects of program results
Process (activities)
Goals
Objectives
Inputs
Outputs
Outcomes
Impact
Program Results
Basic required resources
MONITORING
E V A L U A T I
O N
Program-based
Population-based
Source Adapted from World Health Organization
materials
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Second-level Indicators Outcome

• Reflect what needs to happen to achieve goals,
  such as use of services (coverage) or change in
  behavior
• Data obtained from a combination of
• Regular (facility-based) reporting systems (RRSs)
• Health facility assessments (HFAs)
• Household surveys (HHSs)
• Examples of target population sleeping under
  ITNs No. of persons receiving ARVs and support

Source RPM Plus course on Improving Health
Outcomes through Pharmaceutical Management
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Indicators for monitoring PSM activities

• The contribution of PSM activities is typically
  measured through third-level indicators
• Third level indicators address what must occur to
  allow or facilitate the achievement of an
  outcome

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What Information is available for monitoring PSM
activities?
Inputs Funds, staff, vehicles, other
Processes Management activities, protocols
Outputs Number of services or activities
completed
Outcomes Immediate changes in drug availability,
drug quality, appropriate drug use
Impact Long-term changes in health status
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Illustrative Indicators for Monitoring PSM
Activities

• Procurement
• Average ratio of unit prices of ACTs procured to
  the average price reported by other countries in
  the GF Price Reporting Mechanism
• Average lead time for foreign suppliers of ITN
• Average lead time for domestic suppliers of ITN

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Illustrative Indicators for Monitoring PSM
Activities

• Quality of Medicines
• Percentage of drugs/batches tested from all
  drugs/batches purchased
• Percentage of medicines procured that failed
  quality testing from all those tested

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Illustrative Indicators for Monitoring PSM
Activities

• Storage
• of storage facilities that monitor temperature
  daily
• of storage facilities that use stock cards for
  all GF-related products
• of storage facilities in which stock records
  and physical counts of ACTs agree
• Value of expired products in warehouse as a of
  total value of product purchases in previous year
• Distribution
• Average lead time from main warehouse to health
  units (routine and emergency orders)

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Illustrative Indicators for Monitoring PSM
Activities

• Use
• of sentinel sites where medicines are dispensed
  according to current standard treatment
  guidelines
• of episodes receiving treatment according to
  established guideline or protocol within the last
  month in a sample of health facilities

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Summary

• Monitoring and reporting is both a management
  function and a technical activity and should be
  used for the PSM component
• The framework, methodology, and tools exist to
  measure the performance of a pharmaceutical
  supply system
• Monitoring the regular supply of quality
  pharmaceuticals and commodities is central to the
  performance of GF grants

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• Thanks

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