Professional Documents
Culture Documents
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1. PREAMBLE
1.1. ESTABLISHMENT
Kgalagadi South DHMT Warehouse was established in November 2012. This
was in response to the Savingram dated 27 September 2012 Reference No:
DCS 5/1 XVII (66) regarding the Implementation of the New Medicines
Supply Chain Management Guidelines. Guideline No. 6 indicated that
with effect from October 2012, CMS would only deliver supplies to
DHMTs.
1.2. LOCATION
The DHMT Warehouse is currently housed in the biggest warehousing
facility located at the Supplies Depot in Tsabong Village.
1.3. MANPOWER
The warehouse is currently manned by the following personnel:
a) 1Principal Pharmacy Technician
b) 1Health Care Assistant
c) 3Security Guards (Temporary)
1.4. CLIENTELE
The Warehouse was established to manage the reliable distribution of
Health Commodities from the Suppliers to the Kgalagadi South DHMT
Service Delivery Points (SDPs). Our SDPs include 1 Hospital, 5 Clinics
with Maternity, 1 Clinic without Maternity and 15 Health Posts.
Tsabong Clinic is the Mother Clinic for the Tsabong Cluster. Tsabong
Cluster comprises the following facilities:
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100km South of Tsabong and situated along the Border with the Republic
of South Africa is Middlepits village. Khawa village, famous for the
Annual Sand-Dune Festivals is accessible via a gravel road 77km West
of Khuis village which is located 7km to the South of Middlepits.
Middlepits Clinic is the Mother Clinic for the Middlepits Cluster.
Middlepits Cluster comprises the following facilities:
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2. INFRASTRUCTURE
2.3. SECURITY
The warehouse is guarded by 3 temporary security guards. 2 of them
cover the night shift whereas the other one covers the day shift. The
day shift security guard is stationed at the gate to open for our
customers.
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3.2.3. The Ordering Process
The process of ordering consists of the following steps:
Assessing Stock Status
Generating the Quantity to Order Report
Compiling the Order and Signing all Requisition Forms
Faxing the order to Botswana Couriers and Logistics
3.3. MICRO-PROCUREMENT
This is often our last resort when commodities can neither be obtained
from CMS nor from any other facilities around the Country. The Micro-
procurement vote was re-introduced during the 2015/2016 financial year
to assist us to address the Stock-Outs situation that had become
rampant at CMS.
4. STOCK RECEPTION
The process of receiving consists of the following critical steps:
Confirming that the particulars of the delivered cartons of
commodities correspond with the details on the Form Gen 12.
Acknowledging receipt
Visual inspection while noting package integrity and product
quality
Confirming that the particulars of the delivered products match
the information on the packing lists.
Capturing the receipts data on Stock Cards and in the e-inventory
system (CHANNEL)
Generating the Stock-reception Report.
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4.1.1. The Process of Returning Stock with Discrepancies
The following steps are involved:
Identifying received commodities with discrepancies
Filling the Discrepancy Form (MH3057)
Faxing the Form MH 3057 along with the relevant documentation to
CMS
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list is generated and 2 copies of the invoice are printed. At this
point, the issued order is ready for picking.
The word Fridge is written in bold at the top of the front page if
keep-cool commodities were issued. Keep-cool commodities are only
picked at the time of dispatch.
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Analyzing Stock Status
7. REPORTING
Facilities generate certain reports every month. These reports are
consolidated at the warehouse and escalated to the higher levels. At
the same time, faculties receive feedback on their reporting. LMU
also provides feedback on our VEN LMIS Report.
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This initiative was instituted to ensure constant availability of all
Reporting Forms and to promote timely reporting.
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efforts accompanies the Weekly Drug Availability Report every Monday
to the same addressees mentioned in 4.3.2 above.
7.3.6.1. Expiries
Report 99001 from CHANNEL (Inventory Losses due to Expiry) shows a
list of commodities that expired at the end of the reporting period,
their quantities and their monitory value.
7.3.6.2. Losses
Report 10389007 from CHANNEL (Inventory Loss due to Picking Error)
shows a list of commodities (with their quantities and monitory value)
that were wrongly picked (that is, wrong item or wrong dosage form or
wrong strength).
7.3.6.3. Adjustments
Report 111 from CHANNEL (Stock Reception) shows a list of commodities
(with their quantities and monitory value) that were either
undersupplied or not supplied at all.
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7.3.6.4. Audit Queries
8. FEEDBACK
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8.3. VACCINES CONSUMPTION REPORTING FEEDBACK
This provides feedback to facilities on their pattern and accuracy of
reporting vaccine consumption. It is often compiled in the third week
and is sent to:
DHMT (PHS, CMO, CHO, Matron, Senior Pharmacist and CPT)
Pharmacy Department (Area Pharmacy Technicians)
Cluster Matrons
Heads of Clinics and Health Posts
The feedback comprises such data as:
o The rate of facility reporting
o Accuracy of reporting
o Appropriateness of used reporting forms
o Timeliness of report submission
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9. TYPICAL WAREHOUSE CALENDAR
9.1. WEEK 1
DATE DAY ACTIVITY
1 Monday Submitting Weekly and Monthly Drug Availability and
Stock-Outs Reports
Receiving R&Rs from Werda Cluster
Making Stock Adjustments following last Month-end Stock-
take
2 Tuesday Vetting R&Rs from Werda Cluster
Issuing main orders for Werda Cluster
Compiling and submitting the Stock-take Report
Compiling and advertising the list of Excessive/Slow
moving/Short-dated commodities
Faxing request for Stock-Out commodities to Hospitals and
other DHMT Warehouses
3 Wednesday Picking main orders for Werda Cluster Facility 1 and 2
Dispatching Facility Orders
Raising list of commodities for Micro-procurement
Attending Monthly Pharmacy Departmental Meeting
4 Thursday Picking main orders for Werda Cluster Facility 3 and 4
Dispatching Facility Orders
Making emergency order to CMS(in response to Weekly CMS
Availability Report)
Compiling and submitting Weekly Departmental Report to
HOD
Raising Internal Requisition for Micro-procurement
5 Friday Picking main orders for Werda Cluster Facility 5
Dispatching Facility Orders
Compiling Main Order
Compiling Weekly Drug Availability Report
Compiling Stock-Outs Report
Compiling Requests for Quotation and faxing to
pharmaceutical distributors
Writing-off expired drugs for the last quarter (done ONLY
in 1st month of new Quarter)
6 Saturday
7 Sunday
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9.2. WEEK 2
8 Monday Receiving R&Rs from Tsabong Cluster
Faxing Main Order to CMS
Submitting Weekly Drug Availability and Stock-Outs
Reports
Sending the Main Order Processing Feedback to Werda
Cluster
1st day of Receiving Quotations
9 Tuesday Receiving Emergency Order from CMS
Arranging received Emergency Order in the storage areas
Vetting R&Rs from Tsabong Cluster
Issuing main orders for Tsabong Cluster
2nd day of Receiving Quotations
10 Wednesday Picking main orders for Tsabong ClusterFacility 1 and 2
Dispatching Facility Orders
Receiving Main Order from CMS
Arranging received Main Order in the storage areas
Compiling and submitting Main Order Stock Reception
Feedback
Compiling and submitting the VEN LMIS Report
Requesting Supplies Officer to oversee destruction of
Expired Drugs
Requesting the use of the landfill and incinerator for
the destruction of Expired Drugs
3rd day of Receiving Quotations
11 Thursday Arranging received Main Order in the storage areas
Picking main orders for Tsabong ClusterFacility 3 and 4
Dispatching Facility Orders
Making emergency order (in response to Weekly CMS
Availability Report)
Compiling Weekly Departmental Report
4th day of Receiving Quotations
12 Friday Attending Friday Pharmacy Departmental Briefing
Picking main orders for Tsabong Cluster 5 and 6
Dispatching Facility Orders
Compiling Weekly Drug Availability Report
Compiling Stock-Outs Report
Last day of Receiving Quotations
13 Saturday Mid-Month Stock Take
14 Sunday
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9.3. WEEK 3
15 Monday Receiving R&Rs from Middlepits Cluster
Making Stock Adjustments following Mid-month Stock-take
Compiling and submitting the Vaccine Utilization and
Wastage Report
Sending the Main Order Processing Feedback to Tsabong
Cluster
16 Tuesday Receiving Emergency Order from CMS
Arranging received Emergency Order in the storage areas
Vetting R&Rs from Middlepits Cluster
Issuing main orders for Middlepits Cluster
Compiling and submitting the Stock-take Report
17 Wednesday Evaluating Quotations for Micro-procurement
Re-arranging stock according to FEFO
Picking main orders for Middlepits ClusterFacility 1 & 2
Dispatching Facility Orders
Analyzing LMU VEN LMIS Report Feedback
18 Thursday Picking main orders for Middlepits ClusterFacility 3 & 4
Dispatching Facility Orders
Making emergency order (in response to Weekly CMS
Availability Report)
Faxing GPOs to the Pharmaceutical Distributors
Compiling Weekly Departmental Report
19 Friday Attending Friday Pharmacy Departmental Briefing
Receiving Micro-procured commodities
Picking main orders for Middlepits ClusterFacility 5 & 6
Dispatching Facility Orders
Compiling Main Order to CMS
Compiling Weekly Drug Availability Report
Compiling Stock-Outs Report
Conducting the destruction of Expired Drugs
20 Saturday
21 Sunday
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9.4. WEEK 4
22 Monday Receiving Micro-procured commodities
Receiving R&Rs from Bokspits Cluster
Faxing Main Order to CMS
Receiving Emergency Order from CMS
Submitting Weekly Drug Availability and Stock-Outs
Reports
Sending the Main Order Processing Feedback to Middlepits
Cluster
23 Tuesday Receiving Micro-procured commodities
Vetting R&Rs from Bokspits Cluster
Issuing main orders for Bokspits Cluster
Assembling the Quarterly Pack (done ONLY in final Month
of the Quarter)
24 Wednesday Receiving Main Order from CMS
Arranging received Main Order in the storage areas
Dispatching the Quarterly Pack (done ONLY in final Month
of the Quarter)
25 Thursday Arranging received Main Order in the storage areas
Compiling and submitting Main Order Stock Reception
Feedback for Main Order 2.
Picking main orders for Bokspits ClusterFacility 1 and 2
Dispatching Facility Orders
Making emergency order (in response to Weekly CMS
Availability Report)
Compiling Weekly Departmental Report
Dispatching the Quarterly Pack (done ONLY in final Month
of the Quarter)
26 Friday Attending Friday Pharmacy Departmental Briefing
Picking main orders for Bokspits ClusterFacility 3 and 4
Dispatching Facility Orders
Compiling Weekly Drug Availability Report
Compiling Stock-Outs Report
Dispatching the Quarterly Pack (done ONLY in final Month
of the Quarter)
27 Saturday Month-end Stock Take
28 Sunday
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9.5. WEEK 5
29 Monday Submitting Weekly and Monthly Drug Availability and
Stock-Outs Reports
Making Stock Adjustments following Month-end Stock-take
Dispatching the Quarterly Pack (done ONLY in final Month
of the Quarter)
Compiling and submitting Micro-procurement Report
Sending the Main Order Processing Feedback to Bokspits
Cluster
30 Tuesday Receiving Emergency Order from CMS
Compiling and submitting the Stock-take Report
Compiling and advertising the list of Excessive/Slow
moving/Short-dated commodities
Faxing request for Stock-Outs to Hospitals and other DHMT
Warehouses
Dispatching the Quarterly Pack (done ONLY in final Month
of the Quarter)
31 Wednesday Compiling and submitting the VEN LMIS Report
Sending the Vaccine Reporting Feedback to facilities
Isolating and registering Expired drugs
Making follow-up with facilities to confirm receipt of
quarterly pack
Emergency and vaccine orders are received, processed and dispatched the same
day. On average three vaccine/Emergency orders are processed daily.
10. NEEDS
For the warehouse to function efficiently, the following should be put
in place:
a) Structural improvement
b) Personnel
c) Equipment
d) Oxygen shade
e) Security
f) Transport
Structural improvement
Since the warehouse was not originally intended for the storage of
medical supplies, it required structural modifications and
improvements to suit the new purpose. This requires:
i. Partitioning,
ii. Installation of air conditioning and
iii. Installation of alarm security system
Personnel
The warehouse requires the following additional staff:
i. 1Pharmacist or Chief Pharmacy Technician
ii. 1Senior Pharmacy Technician
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iii. 1Junior Pharmacy Technician
iv. 2Store Keepers
v. 2Casual Laborers
vi. 4Cleaners
vii. 1Extra Security Guard
Equipment
The following equipments are needed to improve working conditions at
the warehouse:
i. Ablution facilities
ii. Mini-kitchen
iii. Compounding area/library
iv. Cold room
v. Vault for ARVs and HFDs
vi. Hand wash basins
Oxygen shade
Most of our facilities lack oxygen cylinders. The few cylinders
available in the district are not well managed. A shade for oxygen
cylinders will ensure proper management and distribution.
Security
To ensure the safety of our drugs, we need in addition to permanent
security guards, installation of an Alarm Security System.
Transport
A twin cab truck is required to ensure timely distribution of medical
supplies and for support supervisory visits.
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11. APPENDIX
SITUATIONAL ANALYSIS/REQUIREMENTS
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However, only half of the entire area is required for drug storage
leaving partitioning as the only plausible option.
This is a framework of
steel shelves located
in the central portion
of the warehouse.
According to DBES, it
would need a material
similar to the one
used for building
Porta-Cabins, a
material that can only
be imported.
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Removing the louvers
There are quite a
number of louvre
windows which were
meant for
ventilation. They
need to be removed
as they also admit
dust and pests.
Ablution facilities
The only accessible ablution facilities are located by the main
gate to the complex. Time and again they malfunction leaving us
with no option to drive home when nature calls. Apart from that,
the distance also does not favour us especially when there is
only one officer on duty or during rainy weather.
Mini-kitchen
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The facility is located very far away from the shopping centers.
A mini-kitchen equipped with a microwave oven and a domestic
fridge would be very helpful as well as a water dispenser for our
customers.
Compounding area/library
Bulks of commodities are pre-packaged at the warehouse before
being issued to our facilities. Therefore, a production area is
required to ease the task. In this area we need a weighing scale
and a tablet counting machine. This area will also double as a
mini-library where our reference materials, policy documents and
guidelines will be kept.
Cold room
A cold room will be needed for storage of all pharmaceuticals
that need to be maintained at cold room conditions.
Vault
Currently, our Habit-forming drugs are kept at the hospital. Our
clinics order their ARV supplies directly from CMS. If a vault is
incorporated in the design, facilities will be able to receive
their ARV as well as HFD supplies from the warehouse.
Security
To ensure the safety of our drugs, we need
Permanent security guards to provide 24 hour security services;
during the day, we need two guards such that as one mans the main
gate the other one keeps an eye on the activities within the
warehouse.
Alarm system installation
Oxygen shade
Our facilities struggle a lot when it comes to oxygen therapy. Most of
them lack oxygen cylinders. The few cylinders available in the
district are not well managed. For proper management and distribution,
a shade for our oxygen cylinders needs to be erected adjacent to the
warehouse.
Transport
Delivery and re-distribution of pharmaceutical supplies in the
district is very difficult. A truck is required to ensure timely
distribution to all facilities.
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pharmacy department obtains a Van, it will be used for support
supervisory visits and smaller distribution errands.
Manpower
Current Staff at the Warehouse includes;
1 X Principal Pharmacy Technicians
1 X Health Care Assistant.
Summary
From the above information, it is very clear that the warehouse is
underutilized but occupancy in the two storerooms is 100%. A Loading
area exists but is not raised. The floor is not tiled but thoroughly
cemented. Air conditioning is available in the two storerooms. There
is no cold room.
08 February 2016
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