First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman MANAGING MEDICAL SUPPLIES NCPHEM – 19 th March 2011 By:- PH. ANISA RASOOL Director of Specifications & Supplies, DGMS, Ministry of Health

Objectives You will be able to know about: Directorate General of Medical Supplies Procurement cycle Lead time for procurement Information on Reserve Store First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

Directorate General of Medical Supplies First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman Director General Coordination & Follow up Computer Section Administration & Finance Inventory Control Specifications & Supplies Drug Stores Medical StoresMiscellaneous Stores Reserve StoresRegional Stores Nizwa & Salalah

First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman SELECTION MANAGEMENT SUPPORT USE PROCUREMENT DISTRIBUTION

SELECTION WHO DECIDES TO APPROVE OR DELETE? DRUG AND THERAPEUTIC COMMITTEE (D&TC ) CENTRAL DRUG COMMITTEE ( CDC) INCLUSION IN MOH FORMULARY First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

MOH Formularies First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman 402 medicines1057 medicines

PROCUREMENT The procurement cycle involves the following: Determine quantities needed Choose procurement method Locate and select suppliers Monitor order status Receive and check drugs Make payment Distribute drugs Collect consumption information First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

Procurement Methods Type of Tender is dependent on the estimated total value of items: Tender Board Tender >RO 250,000 MOH Tender < RO 250,000 DGMS Urgent Tenders < RO 10,000 Emergency Purchase : Health Attache (UK) Direct Purchase First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman 95%

GOOD PROCUREMENT PRACTICES Limitation to the MOH Approved Drug Formulary Procurement in bulk quantities Order quantities based on reliable estimate of actual need Product Quality Assurance Program First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

LEAD TIME & ANNUAL TENDER CYCLE First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman Purchase request Quotation Request Opening of offers Delivery Analysis of Tenders LPO Dispatch Tender Board Approval MOH Approval 15 days 60 days 15 days 5 Months

DGMS Urgent Tenders To meet urgent demands of limited quantities DGMS Less than 10,000 RO Tenders (Delivery within 2 months) Local / Direct Purchase (Delivery within 1 week) Health Attaché (UK & India) First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

STORAGE Central Medical Store (Muscat) Regional Sub-Store in Nizwa (2007) – To cover Al Dhakhliya, Al Dhahira & Al Wosta Regional Sub-Stores in Salalah (2010) – To cover Dhofar Governorate Reserve Store at Bausher First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

Storage Contd.. Items are ordered for requirement of one year in multiple lots. At least 2 months of stock is maintained in each store (except Reserve Store) Minimum 6 months stock is maintained for Narcotics, Psychotropics & Vaccines due to stringent lengthy procedures of supply. (Import/Export permits etc) First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

Annual issue schedule is prepared by the Directors of Stores and communicated to all Regions & Governorates. Issues are on monthly bimonthly or quarterly basis. Annual contract for Transportation is made for arranging the vehicles as per the estimated size of consignment. Refrigerated & Non refrigerated Trucks Stocks are insured. DISTRIBUTION First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

Reports to Manage Stocks Items less than 6 months More than 6 months Items Approaching expiry Slow moving non moving Increase or decrease in consumption by 25% Utilization of HIV, Renal Transplant, TB drugs etc. RESULT: 98% availability 0.01% wastage due to expiry First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

RESERVE STORE National Strategic Reserve Stores for Sultanate of Oman located in Bausher being managed by DGMS. Unique store in the whole Region. Started in 1981 with budget of 1 million RO as a National Reserve for consumption of 4- 6months of vital items in case of emergencies. First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

Reserve Store (Contd.) The Total budget was increased in 2004 to 4 million RO to meet the increased consumption and maintain an average stock of 4 months Inventory – around 700 items. Drugs –79%, Surgical – 20%, Lab – 1% of total value First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

Number of items category wise: Drugs – 315 (44%) Surgical – 196 (28%) Laboratory – 196 (28%) Reserve Store (Contd.) First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

Monitoring of shelf life List of items which are approaching expiry is retrieved and reviewed, and if needed they are exchanged with DGMS. Rotation of Inventories Policy - maintain shelf life of months Inventories are exchanged with DGMS on monthly basis. Items having longer shelf life from DGMS is taken for avoiding expiry. Reserve Store (Contd.) First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

Distribution system In times of emergency the items are issued to DGMS on Loan basis through respective stores to various Health units. The same quantities are replenished by DGMS to Reserve Stores afterwards as Loan Return. Reserve Store (Contd.) First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

Challenges in times of Emergency New outbreaks like H1N1 etc. which always have some new requirements Forecasting the actual needs in case of unexpected outbreaks First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman

First National Course on Public Health Emergency Management 12 – 23 March Muscat, Oman