NTA Level 5 • Semester 1 • PST05101

The LMIS Tools and How to Complete Them

Medicines and Medical Supplies Management • Source Session/Topic 18

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Session 18: The LMIS Tools and How to Complete Them

Total Session Time: 120 minutes

Prerequisites

• None

Learning Tasks

By the end of this session students are expected to be able to:

• List LMIS tools

• Explain the objects of LMIS

• Complete R and R forms

Resources Needed:

• Flip charts, marker pens, and masking tape

• Black/white board and chalk/whiteboard markers

SESSION OVERVIEW

SESSION CONTENTS

STEP 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK students to read the learning tasks and clarify

ASK students if they have any questions before continuing.

STEP 2: LMIS tools (15 minutes)

|Activity: Buzzing (5minutes) |

| |

|ASK students to pair up and buzz on the following question for 3 |

|minutes |

| |

|What are theLMIS tools? |

| |

|ALLOW few pairs to respond on the question and let other pairs add on |

|points not mentioned WRITE their response on the flip chart/board |

| |

|CLARIFY and SUMMARIZE by using the content below |

The following are LMIS tools:

• Forms and worksheets in the ILS, comprises a serials of management

tools used to collect information vital for management decision

making. The tools in the ILS include number form and sheets primary

used to account for medicines in the logistic cycle. Different forms

order and account for priority medicines, and related supplies, from

MSD in the dispensaries, health centres and hospitals

• Forms in the ILS, information will be collected using a series of

management tools. The tools in the ILS are the following:

o Form 1: Prescription Form prescribed and dispensed Dispenser to

patients

o Form 2A, Dispensary or Health Centre Report & Request for Priority

Medicines and Related Medical Supplies and Equipment

o Form 2B, Hospital Report & Request for Priority Medicines and

Related Medical Supplies and

o Form 2C, Blank Report & Request for Additional Medicines and

Related Medical Supplies and Equipment To order additional

medicines and related medical supplies not printed on Forms 2A &

2B.

o Form 3: Order Compilation

o Form 4: MSD Sales Invoice

o Form 5: Customer Statement of Account

o Form 6: Goods Received Note (GRN)

o Form 7: Verification and Claims form

• In addition to forms, the ILS also includes several worksheets and

registers.

• Worksheets are intended to be tools that assist in making decisions.

The use of worksheets is not required but is encouraged. Worksheets

are not pre-printed

o Worksheets 1 Assigning Delivery facilities to a delivery Groups

schedule DMO

o Worksheets 2 ILS Supervision Checklist To use during supervisory

visits DMO, District Pharmacist and other CHMT Supervisors

• Registers In the ILS, there are a number of registers that are used.

Registers are management tools that are used in information

management. Registers are used to collect, organize and maintain data

on transactions that occur in the ILS. They collect data or

information that is generated as day to-day . ILS registers document

all transactions from the receipt of commodities until they are

dispensed or issued out of the facility. Different registers are used

at different points in the logistics system.

o Stores Ledger: stored in storerooms. or Pharmacy used to account for

supplies

o Patients register: To collect patient data and diagnosis Prescriber

o Dispensing register: To collect data on drugs dispensed Dispenser

o Injection register: To collect data on injections

STEP 3: Completing R and R forms (80 minutes)

• The LMIS tools includes R and R forms,…

• In order to complete or fill the R and R forms the following are the

things to do using Job Aid F:;

• Completing Form 2 (R&R) : Dispensary or Health Center Report & Request

(R&R) for Priority Medicines and Related Supplies and Equipment, Form

2B: Hospital Report & Request for Priority Medicines and Related

Supplies and Equipment, and Form 2C: Blank Report & Request for

Additional Medicines and Related Supplies and Equipment at the

Dispensary or Health Center, or Hospital

• :Completing Form 2A-C: Report & Request for Medicines and Related

Supplies and Equipment at the Dispensary, Health Center or Hospital

Dispensary or Health Center In-charges or Pharmacy in-charge of

Hospital

• Before ordering you have:-

o To report on the quantities of supplies received and dispensed

during the quarter

o To determine order quantities for each supply

o To provide MOH with data and information on supply usage and

stock levels Quarterly

• Form 2A: Dispensary Report & Request for Priority Medicines and

Supplies and Equipment or Form 2B: Hospital Report & Request for

Priority Medicines and Supplies and Equipment,

• Too to be used

o The Stores Ledger book(s) for all storage areas, the most recent

Form 5: Facility Statement of Account, pen, calculator. Form 2C:

Blank Report & Request for Additional Medicines and Related

Supplies and Equipment may also be needed.

• All dispensaries and health centers are expected to complete Form 2A:

R&R first, by ordering up to their maximum stock level all priority

supplies.

• All hospitals are expected to complete Form 2B: R&R first, by ordering

up to their maximum stock level all priority supplies. 2 3 Facilities

can order Additional Supplies using Form 2C: Blank R&R, if funds are

available.

• Completing the Top Section of the Page Facility Code: Write the

facility code. This This code can also be found on Form 5: code should

be provided to you by the Customer Statement of Account.. Facility

Name: Write the facility name.

• Write the type of facility. Name of Council: Write the name of the

district where the dispensary, health center, or hospital is located.

Date Submitted: Write the date that the report is submitted. Reporting

Period: Write the period that this report covers.

• Write in Beginning Month, Ending Month and Year.

• Calculating the Quantity to Request

• If the facility does not manage a supply on the preprinted list, write

N/A in the Beginning Balance column and leave the remaining columns

blank.

• Facilities can be: (GOV) Government (NGO) Non-government Organization

(Not for Profit) (FBO) Faith Based Organization Other Example:

February April, 2004 N/A (not applicable) signifies that the supply is

not stocked at the facility, since the facility never uses or never

intends to use the supply.

• Unit of Issue: The unit of issue is preprinted on Forms 2A and 2B. For

Additional Supplies, write in the unit of issue.

• Opening Balance: Write the stock on hand balance at the beginning of

the quarter.

• Received This Period: Write the total quantity of the supply your

facility received during the quarter.

• Lost/Adjusted: Write the total quantity of losses/adjustment for the

quarter. If they were not any losses/adjustments enter 0.

• Use the most recent unit of issue information from the MSD Product

Catalog. Example: Box 500 tabs

• The Opening Balance for the current quarter equals the Closing Balance

(column D) from the previous quarter.

• The quantity received is found in Stores Ledger Book.

• The quantity lost/adjusted is found in Stores Ledger Book. If the

result is a positive place a plus (+) before the number If the result

is a negative place a negative (-) before the number

• Closing Balance: Calculate and write the Closing Balance for the day

the order form is completed.

• Estimated Consumption: Calculate and write the estimated consumption

for the quarter. The Estimated Consumption (E) equals Opening Balance

(A) plus Received This Period (B) plus or minus Lost/Adjusted (C)

minus Ending Balance (D) E = A + B- C-/+ D

• The Quantity: Calculate and write the quantity of the supply needed to

reach the maximum stock level Needed (F) equals Estimated Consumed (E)

divided by 3, multiply the result by 7, and from this subtract the

Ending Balance (D) [(E 3) 7] D

• Quantity Requested: Write the quantity of the supply you will order,

rounded to the next MSD unit of issue.

• Price: The price is pre-printed on Forms 2A and 2B

• For Additional Supplies, write in the price. Use the most recent

pricing information from the

MSD Product Catalog.

o If you experienced a stockout of this supply during the

quarter, see the Job Aid G: Handling Stockouts when

Completing Forms 2A-C: R&R for detailed directions on

estimating consumption during the stock period. Supplies

must be ordered and paid for according to MSD units of

issue.

o You may not order less than the minimum unit of issue.

Requirements should ALWAYS be rounded to the next higher

number of units when necessary Examples: 290 blisters are

needed and come in dispensers of 30 blisters. Therefore, 10

dispensers should be ordered. If 40 blisters are needed

round up and order 2 dispensers.

• Cost: Calculate and write the cost of the supply you are requesting.

Columns J and K are completed at the District level. Leave these

columns blank.

o The Cost equals the Quantity Requested (G) multiplied by the

Price (H) for the unit of issue. G x H

|Activity: Small Group Discussion ( 15 minutes) |

| |

|DIVIDE students into manageable groups |

| |

|ASK students to discuss in groups on the following question: |

| |

|What are the things to do in order to complete the R and R forms? |

| |

|ALLOW students to discuss for 15 minutes |

| |

|ALLOW each groups to present |

| |

|CLARIFY and SUMMARIZE by using the contents below |

STEP 5: Key Points (10 minutes)

• Differnt Forms , worksheets and registers in the ILS, comprises a

serials of management tools used to collect information vital for

management decision making. The tools in the ILS are primary used to

account for medicines in the logistic cycle. Different forms order

and account for priority medicines, and related supplies, from MSD in

the dispensaries, health centres and hospitals

• The LMIS tools includes R and R forms, like C Form 2 (R&R) :

Dispensary or Health Center Report & Request (R&R) for Priority

Medicines and Related Supplies and Equipment, Form 2B: Hospital Report

& Request for Priority Medicines and Related Supplies and Equipment,

and Form 2C: Blank Report & Request for Additional Medicines and

Related Supplies and Equipment at the Dispensary or Health Center, or

Hospital

• Forms in the ILS, information will be collected using a series of

management tools. The tools in the ILS are the following:

o Form 1: Prescription Form prescribed and dispensed Dispenser to

patients

o Form 2A, Dispensary or Health Centre Report & Request for Priority

Medicines and Related Medical Supplies and Equipment

o Form 2B, Hospital Report & Request for Priority Medicines and

Related Medical Supplies and

o Form 2C, Blank Report & Request for Additional Medicines and

Related Medical Supplies and Equipment To order additional

medicines and related medical supplies not printed on Forms 2A &

2B.

o Form 3: Order Compilation

o Form 4: MSD Sales Invoice

o Form 5: Customer Statement of Account

o Form 6: Goods Received Note (GRN)

o Form 7: Verification and Claims form

• In addition to forms, the ILS also includes several worksheets and

registers.

• Worksheets are intended to be tools that assist in making decisions.

The use of worksheets is not required but is encouraged. Worksheets

are not pre-printed

o Worksheets 1 Assigning Delivery facilities to a delivery Groups

schedule DMO

o Worksheets 2 ILS Supervision Checklist To use during supervisory

visits DMO, District Pharmacist and other CHMT Supervisors

• Registers In the ILS, there are a number of registers that are used.

Registers are management tools that are used in information

management. Registers are used to collect, organize and maintain data

on transactions that occur in the ILS. They collect data or

information that is generated as day to-day . ILS registers document

all transactions from the receipt of commodities until they are

dispensed or issued out of the facility. Different registers are used

at different points in the logistics system.

o Stores Ledger: stored in storerooms. or Pharmacy used to account for

supplies

o Patients register: To collect patient data and diagnosis Prescriber

o Dispensing register: To collect data on drugs dispensed Dispenser

o Injection register: To collect data on injections

STEP 6: Evaluation (10 minutes)

• What are the LMIS tools?

• What are the issues to do so as to complete R and R forms?

References

MSH and WHO (2012) Managing Access to Medicines and Health Technology,

3rd Edition. Kumarian Press

World Health Organization (WHO), Regional Office for Africa

Brazzaville 2004, Management of Drugs at Health Centre Level Training

Manual.

United Republic of Tanzania Ministry of Health and Social Welfare,

Strategy for Development and Implementation of an Integrated Logistics

System for Essential Health Commodities: Government Printers, Dar es

Salaam

USAID | DELIVER PROJECT, Task Order 1. 2011. Tanzania: 2020 Supply Chain

Modeling—Forecasting Demand from 2020–2024. Arlington, Va: USAID | DELIVER

PROJECT, Task

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