NTA Level 5 • Semester 1 • PST05101

Objectives and Purpose of LMIS in the Context of Tanzania

Medicines and Medical Supplies Management • Source Session/Topic 16

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Session 16: Objectives and Purpose of LMIS in the Context of Tanzania

Total Session Time: 120 minutes

Prerequisites

• None

Learning Tasks

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

• Explain the objectives and purpose of Logistics Management

Information System (LMIS) in the context of Tanzania.

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: Definition of Logistics Management Information System (LMIS) (10

minutes)

• A logistics management information system (LMIS) is a system of

records and reports whether paper-based or electronic used to

aggregate , analyze ,validate and display data (from all levels of the

logistic system ) that can be used to make logistics decisions and

manage the supply chain

• Logisticians added the word logistics to management information system

(MIS) to create logistics management information system (LMIS). They

wanted to make it clear that the collection of data for logistics is a

separate activity from the collection of data for other information

systems, including health management information systems (HMISs).

Logisticians emphasize the use of logistics data for making decisions

about activities within the logistics cycle

• Among the tool used in LMIS is R&R (Request and Requisition) forms

STEP 3: The Objectives of Logistics Management Information System (LMIS)

(25 minutes)

|Activity: Small Group Discussion ( 15 minutes) |

| |

|DIVIDE students into manageable groups |

| |

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

| |

|What are the objectives of LMIS? |

| |

|ALLOW students to discuss for 15 minutes |

| |

|ALLOW each groups to present |

| |

|CLARIFY and SUMMARIZE by using the contents below |

The objectives of LMIS

• The following are the objectives of LMIS are to obtain:

o The right data (the essential data items),

o at the right time (in time to take action),

o at the right place (the information must be where the decisions

are made),

o and in the right quantity (having all essential data from all

facilities),

o the data must be of the right quality (we have to believe that the

data are correct)

o at the right cost (we should not spend more to collect information

than we spend on supplies!)

STEP 4: The Purpose of Logistics Management Information System (LMIS) (60

minutes)

|Activity: Buzzing (5minutes) |

| |

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

|minutes |

| |

|What is the purpose of LMIS? |

| |

|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 purpose of LMIS

• The purpose of a logistics management information system is to

collect, organize, and report data that will be used to make decisions

• The collected information should be able to be used to make decisions.

The information gathered is used to improve customer service by

improving the quality of management decisions. LMISs enable

logisticians to collect the information needed to make informed

choices. If information which is not going to be used to make

decisions, it should not be collected.

• Information is the motor that drives the logistics cycle. Without

information, the logistics system would not be able to run smoothly.

Managers gather information about each activity in the system and

analyse that information to coordinate future actions. For example,

information about inventory levels and consumption must be gathered to

ensure that a manager knows how much more of a product to procure

• Essential Data for Decision Making:

o If data are to be collected for decision making, you need to know

how much data and what data to collect. To decide what data to

collect, look at the decisions you will need to make. Think about

the questions a logistics manager might ask. What information would

he or she need to answer those questions and make informed

decisions?

o The questions might include the following:

▪ How long will current supplies last by calculating months

stock?

▪ Do we need to order more supplies now?

▪ Where are our supplies in the pipeline?

▪ Do we need to move supplies from higher to lower levels?

▪ Where is consumption the highest?

▪ Do those facilities need more resources?

▪ Are we experiencing losses from the system that require us to

take action?

▪ Are supplies flowing regularly through the pipeline?

▪ Do we need to adjust our pipeline to account for bottlenecks

in the system?

▪ Are there products about to expire? Should we take them out of

the pipeline?

▪ Can we distribute them before they expire?

• Although we may make good use of other data items in logistics, these

three data items are absolutely required to run a logistics system:

o Stock On Hand. The quantities of usable stock available at all

levels of the system. (Items that are unusable are not considered

part of stock on hand. They are considered losses to the system.)

o Rate of Consumption. The average quantity of stock dispensed to

users during a particular time period

o Losses and Adjustments. Losses are the quantity of stock removed

from the pipeline for any reason other than consumption by clients

(due to expiration, theft, damage, and so on). Adjustments are made

when quantities are issued to or received from other facilities at

the same level of the pipeline. Also, adjustments may be used to

explain administrative changes—for example, when you count stock

and find a different amount from the quantity listed on the bin

cards. For this reason, adjustments may involve either positive or

negative changes to stock.

• From a logistics point of view, only three things can happen to

supplies in a pipeline—they are stored, moved (in transit), or

consumed (used). Because we want to be able to monitor supplies at

all times in the pipeline, we need three types of records to track

the supplies

o STOCKKEEPING RECORDS. These keep information about products in

storage

o TRANSACTION RECORDS. These keep information about products being

moved

o CONSUMPTION RECORDS. These keep information about products being

consumed.

STEP 5: Key Points (10 minutes)

• A logistics management information system (LMIS) is a system of

records and reports whether paper-based or electronic used to

aggregate , analyze ,validate and display data (from all levels of the

logistic system ) that can be used to make logistics decisions and

manage the supply chain

• The purpose of a logistics management information system is to

collect, organize, and report data that will be used to make decisions

• We need the right data (the essential data items), at the right time

(in time to take action), at the right place (the information must be

where the decisions are made), and in the right quantity (having all

essential data from all facilities). The data must be of the right

quality (we have to believe that the data are correct) and at the

right cost (we should not spend more to collect information than we

spend on supplies!)

STEP 6: Evaluation (10 minutes)

• What is the definition of LMIS?

• What are the objectives of LMIS?

• What is the purpose of LMIS?

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

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