1. Health Supply Chain Management: Session 6: Facilities, Staffing and Procurement
Ghana Nursing Schools

2. Session Objectives
By the end of the session, students will be able to:
Identify the key logistics roles performed by each level of the Ghanaian health system
List the key logistics responsibilities of health system staff
Discuss the roles and responsibilities of nurses in health logistics system
Define procurement and describe the role of health facility personnel in the process.

3. The Logistics Cycle

4. Logistics Roles: Health Facility Level
Requisition the products that are needed to treat patients
Provide the regional medical stores with the information it needs to fill the orders
Once the ordered products are received at facility, store them until issued to service providers
Dispense the products to the patients

5. Logistics Roles: District Level
Review health facility requisition quantities
Transmit requisitions to the RMS
Assist facilities to process their payment cheques
Follow up to ensure that payments are sent to the RMS
Assist facilities with discrepancies or other problems with received commodities

6. Logistics Roles: Regional Level
Provide price lists to facilities
Set the schedules for commodity deliveries and related activities
Deliver commodities to facilities
Work with facilities and districts to resolve discrepancies
Collect, collate and distribute data that are needed for decision-making by stores managers and program personnel at various levels

7. Logistics Roles: Central Level
Procurement and Stores Division (PSD) supervises and guides:
Storage and distribution functions (delegated to the CMS)
Procurement (delegated to the Procurement Unit)
All activities on the lower levels of the system

8. Logistics Roles: Multiple Levels
Re-order commodities from their suppliers
Perform inventory control to manage their stocks
Monitor the condition of commodities in the stores

9. Staff with Logistics Duties: Small Health Facilities
Facility In-Charge
Storekeeper
Dispensers
Nurses/service providers

10. Staff with Logistics Duties: Hospitals
Hospital In-Charge/Medical Superintendent
Hospital Administrator
Pharmacist In-Charge
Laboratory In-Charge
Medicines and Therapeutic Committee members
Suppliers’ Officers
Nurses/service providers

11. Staff with Logistics Duties: District Level
District Director
District Pharmacist
District Public Health Nurse
District Supply Officer
District Budget Management Centre staff
District Health Management Teams

12. Staff with Logistics Duties: Regional Level
Regional Director
Deputy Director of Pharmaceutical Services
Deputy Director of Administration
Regional Supply Officer

13. Staff with Logistics Duties: Central Level
Pharmacist-in-Charge, Central Medical Stores, Procurement and Supplies Division of MOH
Staff at the Supplies, Stores and Drug Division in GHS
Program Managers such National Malaria Control Program (NMCP); National AIDS Control Program (NACP) Family Planning Manager, etc.
Staff at donor organizations
Staff at NGOs

14. Logistics Duties of Nurses (1)
Calculate the quantities of commodities needed (assess stock)
Request these commodities via the RIRV
Place the order by:
taking the RIRV to the district for verification
submitting the RIRV to the RMS so the order can be processed and the commodities packed/delivered to health facility
Receive commodities at the health facility:
Verify the quantities received

15. Logistics Duties of Nurses (2)
Sign the Way Bill and submit the documents to the driver
Unpack the commodities and enter quantity received in the RIRV
Arrange commodities in the store and update stock keeping records
Issue commodities as needed to service delivery staff and record on bin cards
Dispense commodities to patients as needed, recording on dispensed-to-user forms

16. Procurement roles for Health personnel

17. Procurement - Definition
Procurement is the acquisition of goods, work and services.
It is important that the goods/works/ services are appropriate and that they are procured at the best possible cost to meet the needs of the purchaser in terms of quantity, quality, time and location.

18. The Procurement Cycle

19. Procurement Roles 1. Planning of Requirements should include:
Defining requirements
Identifying source of funding
2. Specification of Requirements
Technical Specifications
equipment and / or materials
Performance Specification
functional criteria
testing checking
National / International Standards
quality of materials
performance and testing

20. Sourcing Methods of procurement Supply Sources Evaluation and Award
Competitive/restricted/2-stage tendering
International/national
Request for Quotations or Single Source Procurement
Request for Proposals for consultancy services
Supply Sources
registered suppliers
existing suppliers
trade sources or website
Evaluation and Award
Criteria for evaluation
lowest cost
quality and cost based selection

21. Inspection and Acceptance
technical / performance specification
quality standards
trained staff
Sample testing
Acceptance
Correct quantity
Technical standards
Timely delivery
Required manuals or documentations

22. Warehousing Inventory Control and Management demand scheduling
stock planning
Audits
Storage requirements
Cold storage
Security
Shelf life
Materials Handling
equipment for handling
safety of equipment
security of stock
allocation of responsibility

23. Distribution Distribution to end users in various locations
Use of regional stores, Depots
Consider transport requirements and available infrastructure

24. Disposal of Obsolete, Expired, Damaged and unserviceable Stores
identification of obsolete / obsolescent materials
valuation of stock
authorisation system
Formation of Board of Survey
Board’s Recommendation
Methods of Disposal
Transfer to other public entities
Sale by public tender to the highest tenderer
Sale by public auction
Destruction, dumping or burying whichever is appropriate

25. Evaluation Not to be confused with evaluation of tenders
Review of performance of procurement function
To assess compliance, efficiency and effectiveness
May include procurement audits

26. Procurement Principles
Professionalism
Accountability
Fairness
Competiveness
Value for money
Effectiveness and Efficiency
Transparency
Ethical Approach