Notes from In-person Reporting Meetings in Dar es Salaam - October 29 - November 2

Next steps

• Articulate benefits of reporting platform (Clay)
• Cost out
  • Ona-led
  • JSI/TZ-led
  • Ona guided
• eLMIS retrofit (Clay)
• V3 upgrade (Alfred and Brandon)
• Articulate benefits of v3 (Alfred and Brandon)

General notes / big takeaways

• The team was positive about the platform and its functionality
• We need to be able to give them the platform to incentivize a v3 upgrade
• Needs to be done with TZ specific data
• Desire to fit the reporting stack to TZ
• Encourage buy-in from key stakeholders
• Unclear definition of who a sponsor would be to push an upgrade. MoH ICT minister?
• Demo instance needs:
• TZ demo data
• TZ specific instance
• Map v2 data to data model
  • Clay to work with Hassan to determine LOE

Notes on specific reports:

Reporting rate and timeliness

• What's the link between reporting and stock on hand?
• The fact that a facility has reported does not necessarily mean it has adequate stock
• Superset enhancement
•  Map with outline plus heatmap
•  Color coding in the table
• Include contact info for non-reporting
•  Phone numbers

Stockouts

•  Add periods of stock
•  Want to see national level stock status
•  Look into periods of stock data discrepancy

Commodities

• Tracer products --> flag

Orders

• Useful to see $$ information
• E9
• How to consistently id order between eLMIS and E9

Technical input

• Tabular form with:
•  # of facilities expected to report
•  # of facilities that did report
•  # of facilities that did report per item
•  % availability of item

Lab equipment module

• Seeing large expirys of lab agents

Wema's reports

• Tracers --> governemnt gives a tracer list
• Do we want to set it as a flag? Probably during the view
• Generates stockout rate, stock levels per period
• End user verification
  •  Facilities stocked out of ALL ALus 3/4, 2/4, etc.
  • Wema to show extract
• Index of availability
• Impact teams

FFARS

• Combines data from multiple sources
• Want to see breakdown of spending per facility
• Responding to push of fund utilization
• Bring funding together
• Compare cost of emergency orders versus regular orders
• Don't always get full supply when they order stuff
• Prime vendor model
• Redesigned it to fill in gaps where MSD couldn't supply commodities
• Should be able to supply commodities at same price as MSD
• Place emergency orders to prime vendors out of necessity (1 regular order per month)

Products shared by multiple programs

• All shared products go on the same form for requesting and come in on the same order

Meeting with Wema

• Stock Imbalance by Facility
• Stockout Rate
  • LMU review orders for accuracy
  • Provide mentorship on proper forecasting and ordering
  • List of districts / regions below threshold
  • Highlight when goes below threshold
  • Funding constraints
• Count of facilities with tracer products convert to rate
• Work with LMU to do root cause analysis
• MSD --> medical stores department --> 12 zones, each with 1 LMU
• Tracer commodities --> auto-save the tracers as filters
• Stockouts have thresholds
• ARVs have best stockout rate -- 6-8% (target 5%)
• Essential meds have worst stockout rate -- < 20%

Meeting with Mavere

• Moving from transactional stuff to analytics
• Want to empower the team to be analytics advisors
• LMU staff need to take point
• Geospatial --> important

Meeting with Michael John

• Wema reports stockout rate
• MJ analyzes product availability of implementing regions
• Facilities buy health commodities from a MSD then they have another system to buy from
• Via prime vendor --> more expensive, only supposed to order from here during stockout at MSD
• How much has been spent in procuring commodities outside of MSD
• Private sector system
• Add a column to eLMIS to capture amount and to flag the source of the funding
• FARRS
• Most of the data is collected manually (via paper by traveling to facilities)
• All commodities procured outside of MSD are incorporated into eLMIS
  • Price per unit, units
  • Get a box of commodities from MSD -->  enter itemized prices
  • Get another box of commodities from private --> enter itemized prices from invoice
• Plug in a column for the cost - to disaggregate stock received from MSD versus private / external
• Ideal state --> who is sending it and how much they spent on it
• Look at stockout rate and compare against many things
• Patients visited
• Support from private vendor (prime model)
• Reasons for stockout
• Stockout / inadequate stock at MSD
• Lack of $
• Transport logistics
• Need to monetize the commodities with fee schedules
• When ordering from MSD
• Government provides quarterly allowance in MSD account
• Each facility has a subaccount
• If MSD account is depleted then they can top up with own money from other services --> use this to buy stuff from prime vendor
• Some commodities are free --> this should be flagged
• When submitting an order, see the estimated cost
• Prime vendors have another protocol for ordering
• Prioritize user requests for incorporation into dashboard?
• TL;DR
• See total amount received
• Total cost received
• Broken down by supplier and commodity
• Want to see this aggregated

Meeting with Peace and Annette

• Stock status --> combine stockouts with stock status
• Stock status
• Overstocked calculation
  • Primary focus is around closing balance
• Stockouts --> show where the stockout is coming from
• Consumption
  • Adjusted consumption is inflated by stockout days
  • If stocked out for half of month --> adjusted consumption = 2 * actual consumption
  • Not influenced by emergency consumption
• Adjusted consumption is ok
• Add filter for emergency v regular orders
• Compare against AMC
• Show total consumption
• Order & item fill rate
  • "order discrepancy"
• Connect order from Q1 to amount received in Q2
• RSH what quantity received is
• Compare amount actually ordered versus what system said you should order
• Capture reason for emergency orders
• Rejection reasons --> standardize
• Number of emergency orders approved in quarter versus number reported
• Or percentage
• Expected orders
• Rejected R&s

Zonal reports

• R&R approved by user
• Right now just for previous year
• Make it flexible
• Active users
• R&R initiators
• Emergency orders broken down by period, region, district, facility