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1. DSM READING SUMMARY REPORT

2. Acknowledgement The assigned team member would like to thank in advance the instructor of DSM course Mr.zerihun for planning out these assignments in intention to be handed, read and summarized and in a formal and most importantly assist in advancing students’ knowledge and would look forward to receiving feedbacks, concerns and more of such work to be assigned.

3. Reading Summary on Unit 6 this reading started of by clearly defining quantification as the process of estimating the quantities and costs of the products required for a specifc health program and it also determining when the products should be delivered to ensure an uninterrupted supply for the program.

4. Importance of Quantification it clearly stipulated Quantification ias a crucial process in supply chain management that helps program managers estimate the quantities and costs of commodities required for a health program. It enables to make informed decisions on product selection, financing, procurement, and delivery. By identifying funding needs and gaps, leveraging available resources, advocating for additional resources, and developing a supply plan, program managers can ensure a continuous supply of commodities to meet the needs of the program. Therefore, quantification plays a critical role in ensuring the success of health programs and improving health outcomes for communities.

5. Using the quantification results The quantification results should be used to inform and guide decision-making processes related to the supply chain management of health commodities. By presenting the results to stakeholders, program managers can ensure that all parties involved are aware of the current stock status, funding gaps, and required actions to maintain adequate stock levels. This information can then be used to plan and allocate funding for commodity procurement, coordinate multiple sources of funding, and make procurement decisions based on which products to procure, how much to procure, and when to procure. Additionally, conducting a quantification exercise can reveal supply chain management needs and opportunities for improvement, such as strengthening data collection and reporting systems and improving inventory management procedures.

6. Reviewing and Updating the quantification During the review and update process, it is important to assess any changes in the program's epidemiological profile, treatment guidelines, and funding availability. This will help to identify any changes in the demand for health commodities and adjust the forecasting accordingly. Reviewing the supply plan will help to identify any potential bottlenecks or challenges in the supply chain and make necessary adjustments to ensure the timely delivery of commodities. Regular updates to the quantification exercise will also help to improve the accuracy of forecasting and reduce the risk of stock-outs or overstocks. By using actual consumption data, program managers can adjust their forecasting assumptions and improve their procurement planning.

7. Summary Report; Unit 7 The Importance of Procurement Procurement does for products in a supply chain. Without it, you wouldn't be able to meet what we call "the six rights" in logistics: delivering the right product, in the right quantity, to the right location, at the right time, in the right condition, and at the right cost. It's like the magician making sure the right ingredients are ready for the big show! The Procurement Unit's Role They make sure that all the national procurement regulations and procedures are properly followed. This is crucial for maintaining accountability and transparency in the procurement process.

8. Stakeholders in the Procurement Process First up, we have the program unit, which basically decides what products are needed to support different health initiatives. They're closely involved in estimating requirements and making sure that the program demands or coverage targets are met. They use guidelines to select the products that different populations need Next, we have the National Drug Regulatory Agency. They ensure that the procured products are registered for use in the country and that they meet quality standards. Funding agencies are also a big part of the show. Whether it's donor organizations, intergovernmental loans, or national treasury funds, each has their own procurement requirements. The procurement unit has to work closely with these sources to understand when funds will be available for procurement and to align their procurement cycles with funding availability. IAnd finally, we have the manufacturers. They're responsible for registering products in countries before procurement takes place. They ensure that their products are good to go, much like the behind-the-scenes crew making sure everything's set before the big reveal. All in All, Procurement ensures that the right products are available at the right time and place, and It's essentially the backbone of a smooth supply chain and a crucial part of ensuring that health commodities reach those who need them .

9. Procurment Units Procurement units have two main options: direct and indirect procurement. Direct procurement involves establishing direct contact with suppliers, soliciting bids, and establishing contracts based on competitive pricing and adherence to product specifications. Within direct procurement, there are two main types: international competition and small-scale national competition. International competition involves standardized procedures, formal bidding documents, sealed bid responses, and a public bid opening to ensure fair practices and transparency. small-scale national competition typically involves soliciting offers from local suppliers and negotiating prices. indirect procurement is carried out through an intermediate organization, and the procurement unit doesn't directly interact with the marketplaces. There are various types of organizations that provide indirect procurement services, such as international supply services, international procurement agencies, and regional pooled procurement systems.

10. Phases of Procurment Process The procurement process, as described in the material you provided, consists of three main phases: 1. Program Planning 2. Procurement Process 3. Performance and Monitoring

11. Program Planning This phase involves defining reproductive health supply specifications, assessing procurement options, and working with the budget and funding. Elements: - Defining Reproductive Health Supply Specifications - Assessment of Procurement Options - Budget, Funding, and Procurement Requisition

12. Procurement Process In this phase, the procurement planning, bidding, supplier selection, and contract formation take place. Elements: - Procurement Planning - Developing Bidding Documents and Inviting Offers - Selecting Suppliers - Contracts

13. Performance and Monitoring The final phase involves performance monitoring, delivery of goods, and ensuring high-quality product acceptance. Elements: - Delivery of Goods - Performance Contract Performance and Monitoring - Product Selection and Quantification

14. Following product selection and quantification, the procurement unit needs to obtain the correct quantities of products from international, regional, or local marketplaces. This involves defining reproductive health supply specifications, which, as mentioned, refers to product selection and quantification.

15. Importance of Product Specifications Product specifications play a crucial role in procurement. They ensure that suppliers produce products meeting regulatory, shipping, and packaging requirements. These specifications include everything from product information to proof of meeting good manufacturing practices (GMP) certification or WHO prequalification standards. They also address technical aspects such as standards for raw materials, shelf life, labeling, packaging, and shipping requirements.

16. cont.. Indirect Procurement an intermediate organization conducts the procurement on behalf of the procurement unit without direct interaction with the marketplace. this method can be more expensive due to service fees, it often reduces the resources needed to follow good procurement practices. Service Providers in Indirect Procurement There are various types of organizations that provide indirect procurement services: International Supply Services and International Procurement Agencies: These organizations purchase health products in bulk and resell them to non-profit health care organizations in developing countries. They typically maintain product catalogues and sell to donor organizations and governments.

17. Regional Pooled Procurement System Some countries participate in a regional pooled procurement system, where purchasers join together to benefit from better pricing by increasing their bargaining position in negotiations with suppliers. This has been successfully demonstrated by various organizations like the Pan American Health Organization (PAHO) Expanded Programme on Immunization (EPI) Revolving Fund, Gulf Cooperation Council group purchasing program, and Pharmaceutical Procurement Services of the Organization for Eastern Caribbean States

18. Key Challenges Faced in Procurment Accurate Quantification/Forecast Data Getting the quantities right is crucial to ensure that the procurement process results in the correct quantity of commodities needed to support projected program needs. If the forecast is too low, it could lead to stockouts, triggering expensive emergency procurements and straining limited health care budgets. a forecast that's too high can lead to excess holding costs, strain on storage capacity, and an increased chance of products expiring on the shelf. It's like trying to plan a picnic and ending up either with not enough food or way too much, causing wastage. Lengthy Procurement Process Each step in the procurement process, from quantification to delivery, requires a specific amount of time to complete. Some steps may be done in parallel, while others have fixed timeframes. various regulations and donor requirements can add time to the process. When factoring in manufacturing time, shipping transit time, customs clearance time, and other considerations, it's not uncommon for the public sector procurement process for health care commodities to take from 10 to 16 months, and sometimes longer, to complete. It's like planning a big event—there are so many moving parts, and each one takes time to come together.

19. cont.. Delays in Funding Allocation and Release National policies often require that funding be allocated and available before bidding documents can be released. Delays in government funding approval and allocation of program procurement budgets can slow down the release of bidding documents and, in turn, delay the eventual delivery of the commodity. Donor funding cycles that aren't aligned with the government procurement cycle can also create delays. delays in supplier payments due to cash flow and treasury management constraints can lead to supply problems. Product Quality Assurance The presence of counterfeit and substandard products in the marketplace creates significant product quality risks for the supply system. To mitigate this risk, public sector procurement processes and national regulatory agencies need to implement appropriate quality assurance measures to ensure that only quality products enter the supply system.

20. Summary Report on Unit 8- Storage The shelf life of health products is a critical aspect of their storage and distribution. Here are some key points related to shelf life and its importance: 1. Shelf Life Definition: The shelf life of a product refers to the length of time from its manufacturing date to the final date it can be safely used, or the length of time that the product can be stored without affecting its usability, safety, purity, or potency. 2. Importance of Expiration Date: After a product's shelf life has expired, its usability, purity, and/or potency may be adversely affected. For some medicines, the expiration date also affects the safety of the product. As a safety precaution, the expiration date should be considered the last date the customer should use the contraceptive or medicine. Staff should not dispense any products that are at or close to their expiration dates. 3. Regulatory Approval: The shelf life of pharmaceuticals is usually specified by the manufacturer, and it may also require approval from a national formulary and therapeutics board. 4. Product Variability: Contraceptives typically have a relatively stable shelf life of four to five years, while essential medicines can vary in shelf life, ranging from six months to more than five years, depending on the medicine. 5. Storage Procedures: To maximize the shelf life of products and ensure their availability for distribution, it is essential to have procedures for safe storage for all products. Proper storage and distribution are crucial to ensuring that customers receive products in good condition and in time to use them before their expiration dates. As for determining the shelf life in a specific country, this information would typically be available through regulatory bodies, such as national health authorities or pharmaceutical regulatory agencies. These organizations are responsible for setting guidelines and regulations related to the shelf life of health products within their respective countries.

21. cont. As for determining the shelf life in a specific country, this information would typically be available through regulatory bodies, such as national health authorities or pharmaceutical regulatory agencies. These organizations are responsible for setting guidelines and regulations related to the shelf life of health products within their respective countries.

22. THANK YOU!!!!!!!