Health Supply Chain Management:

Session 2: Logistics Management Information Systems (LMIS)

Health Training Institutions

Session Objectives
By the end of the session, students will be able to:
• Explain the purpose of the logistics management
information system (LMIS)
• List essential data for logistics management
• List 3 types of logistics records
• Explain the purpose of reporting
• Classify specific LMIS records used in Ghana
according to type
• Explain the usefulness of job aids for completing
Ghanaian LMIS records.
Definition of LMIS

• A LMIS is the system of records and reports that you

use to collect, organize, and present logistics data
gathered across all levels of the system.
• It is a System that combines the forms and
procedures required for gathering and organizing
logistics information
• Most importantly, an LMIS enables logisticians to
collect the data needed to make informed decisions
that will ultimately improve customer service.
Purpose of LMIS

• To collect, organize and present logistics data that enable people

to make decisions related to supply chain management.
• Therefore the only information that should be gathered is
information which supports the specific decisions which need to be
made
• It is important to also note that LMIS is different from HMIS
Differences between HMIS and LMIS
Issue HMIS LMIS

What data is collected? Data about patients’ health Data about commodities
conditions or health i.e quantities issued,
services rendered dispensed, used, received,
lost/stolen/damaged,
ordered, etc

How frequently is data Data is collected and Data is collected and

collected? recorded daily, and usually recorded daily, and usually
compiled and reported compiled and reported
monthly or quarterly monthly or quarterly

How frequently is data Monthly, quarterly, or Daily to assess stock status,

used to make decisions? annually to determine monthly or quarterly to
disease patterns or health determine resupply or
service usage order quantities, annually
for quantification exercises
ESSENTIAL DATA FOR DECISION
MAKING
• For effective and efficient decision making, you need to know
what data to collect and how frequently to collect it.
• You therefore have to look at the decisions you will need to
make to decide on what data to collect.
• To do this, you need to think about the questions logistics
managers might ask.
• What information would they need to answer those questions
and make informed decisions?
LOGISTICS QUESTIONS

• How long will current supplies last? When do we need to order more
supplies?
• 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 losing products from the system that require us to take
action?
Questions cont.

• Are supplies flowing smoothly through the pipeline? Do we need to

adjust our pipeline to account for bottlenecks in the distribution
system?
• Are any products about to expire? Should we take them out of the
pipeline? Can we redistribute them? Can they be used before they
expire?

• For a logistician to make informed decisions, three (3) essential data

items are required: stock on hand, consumption and losses and
adjustments
Three Essential Data Items
STOCK ON HAND:
Quantities of usable stock available at any level or at all levels of
the system at a point in time. (Items that are unusable are not
considered part of stock on hand. They are considered losses to
the system)

RATE OF CONSUMPTION:
The average quantity of commodities dispensed to users during a
particular time period.

LOSSES/ADJUSTMENTS:
• Losses: the quantity of commodities removed from distribution system for
reasons other than consumption by clients (e.g., losses, expiry, damage).
• Adjustments: may include receipt or issue of supplies to/from one facility to
another at the same level (e.g., a transfer) or a correction for an error in
counting.
Losses/adjustments may therefore be a negative or positive number.
Activity

• Nutritionist Hanna Montana works in Otrofo Hospital. By the end of

January 2018, she took inventory of her commodities and found that
she had 1 carton containing 200 Vitamin A bottles. On inspecting, she
realizes that 45 of the Vitamin A have expired whilst 15 were
damaged. During the same period, she remembered she sent 20
bottles to her volunteer to distribute to clients.
• Calculate
a. The losses/adjustments
b. Stock on hand
 LOGISTICS RECORDS
• Only three (3) things can happen to supplies in a pipeline from a logistics
point of view: they can be stored, moved (in transit), or consumed (used).
• These three “things” can be effectively monitored with three records to
track the products in the pipeline.
• Each record type has a distinct form and use

A. STOCKKEEPING RECORDS: holds information about products in storage

B. TRANSACTION RECORDS: holds information about products being

moved

C. CONSUMPTION RECORDS: holds information about products being

consumed or used
Key Supplies Activities Recorded by LMIS

• supplies are stored in inventory • stock keeping records

• supplies are moved between • transaction records

facilities
• consumption records
• supplies are dispensed to users
STOCKKEEPING RECORDS
• They are used to record information about products in storage.
• They must contain the quantity of stock on hand; the quantity of losses;
and the quantity of adjustments, by individual product.
• Usually, products are not distributed (dispensed) directly from the
storeroom to the consumer; therefore, actual consumption data is not
collected on a stockkeeping record.
• The records is completed by anyone who receives or issues stock from
storage, and by anyone who takes a physical inventory of the stock,
including the warehouse manager and other warehouse staff, and
service delivery point ( SDP) staff
Stockkeeping records cont.

• Entries are recorded on the stockkeeping record whenever products

are received or issued.
• Entries are also recorded when stock is counted during a physical
inventory, or as soon as loss is noticed.
• Data are organized by date and transaction reference
• Types of stockkeeping records include stock cards, inventory control
cards, stores ledgers and bin cards
THE BIN CARD
• It is an individual stockkeeping record that holds information about a
single product by lot number or batch number.
• Every item in that lot will have the same expiration date.
• For example one bin card would hold information about a single lot of
paracetamol at a storage facility.
• The card should note the stock on hand of paracetamol for that lot only,
as well as any losses and adjustments for that lot.
• Bin cards are usually displayed at the bins (or shelf or pallet position)
where the lot is found
Sample Stock Keeping Record: Bin Card
 

Essential Types
MINISTRY OF HEALTH/GHANA HEALTH SERVICE
 

of Data

BIN CARD
• Stock on Hand
Commodity
Number Description
• Losses and
Unit
Maximum Stock
Quantity:  
Re-order
Quantity:
Expiry Date Commodity Location
Emergency
Order Point:  
Adjustments
  From whom            
Date received or Transaction Quantity Quantity Issued Losses/ Quantity Initials
Reference Received Adjustments on Hand
To whom issued

               
               

             
             
             

             
             
INVENTORY CONTROL CARD

• It is an individual stockkeeping record that holds information about

ALL the lots of a single product.
• It may be a summary of many bin cards for a particular product.
• It does not deal with lot numbers
• Smaller facilities will usually use only one type of stockkeeping
record, a bin card or an inventory control card, whereas larger
facilities or warehouses may use both bin cards (kept with the
products) and inventory control cards (kept in the office)
STORES LEDGER

• Contains the same information as the inventory control card

• It is bound like a book and used instead of the individual card format
• Less desirable than individual cards because it is easy to run out of
space for an individual product.
• It is also hard to add new products – you can alphabetize a set of
individual inventory control cards as new cards are added, but u
cannot alphabetize pages within a bound book
TRANSACTION RECORDS

• They are used to record information about the movement of stock

from one storage facility to another, and are proof of requisition,
issue, and/or delivery
• Warehouse personnel at both issuing and receiving facilities
complete transaction records
• They are started any time a facility requests or issues supplies and
completed when the receiving facility confirms receipt of the items
shipped.
• Examples of transaction records include Requisition and Issues
Vouchers, Packing Slips, Waybills, Receiving reports
 Sample Transaction Record: Way Bill
MINISTRY OF HEALTH
WAY-BILL No…

From………………………………………… To…………………………….……………… Essential Types

Date…………………………………………. Time despatched………………………….. of Data
Name of Driver…………………………….. Vehicle No………………….……………….

Signature of Despatching Clerk…………………………………………………

        • Quantity
No. Description of Load To Whom Consigned Weight

       
  ordered/shipped/
 
 
received
 
  • Authorization
 
 
 
to issue
 
 
• Signatures,
 
  proof of receipt,
 
  dates, etc.
I CERTIFY THAT I have received the above loads for shipment and found them correct except
as stated on the back hereof.

Driver’s Signature……………………………… Place…………………………………………..

Date……………………………..20…………..
 Sample Consumption Record:
Prescription Register
MINISTRY OF HEALTH/GHANA HEALTH SERVICE

Essential Types
 

PRESCRIPTION REGISTER

Name of Facility……………………………………….
 
 
Month………………. Year…………….. of Data

• Quantity
Date Registration No. Name of Patient Commodities Quantity
Dispensed
Total Value Receipt No. or Exempt
Category
dispensed-
             
to-user
 

 
 

 
 

 
 

 
 

 
 

 
 

 
• Dates,
              signatures, etc.
             

             

             

             

             

             
 Ghanaian Stock Keeping Records
• Bin Cards: There is generally one bin card per lot, batch
or expiry date; bin cards are kept with the products on
the storeroom shelves/pallets
• Inventory Control Cards: These cards are basically the
same as bin cards, but are usually kept in the product
manager’s office
• Stores Ledgers: These are similar to the bin cards and
inventory control cards, but are often kept in ledger or
book form
 Ghanaian Transaction Records
• Requisition and Issue Voucher
• Packing slips
• Way bills
• Receiving reports
 Ghanaian Consumption Records
• Daily activity registers
• Tick sheets/Logs
• Treatment/Dispensing registers
 Records versus Reports
• Records are forms on which data are collected and, in general, remain
in the facility where they are recorded.
• Reports are forms on which data are moved from one level in a logistics
system to another.
The Six Rights of LMIS
Six Rights How Rights Apply to LMIS

The right goods The right information on LMIS forms

In the right quantity Enough information on the forms

In the right condition Accurate data

Delivered to the right place Sent to the next level

At the right time Reported at the right time

(monthly, etc.)
For the right cost Applies to commodities when they are donated (personnel
time, transport and storage)
 Logistics Records and Reports: Summary
Stock Keeping Records: • Stock keeping Data
• Types of stock keeping records
• Stock on Hand*
• Bin cards (stock cards?) • Losses and Adjustments*
• Inventory Control Cards • Quantity to Order
• Stores Ledgers • Quantity on Order

Transaction Records: • Transaction Data

• Types of transaction records
• Quantity of product being
• Packing Slips ordered/shipped/received*
• Way Bills • Authorization to ship/issue*
• Receiving Reports • Proof of receipt, usually by signature*
• Dates for all parts of transaction
Consumption Records:
• Types of consumption • Consumption Data
records • Quantity dispensed to user*
• Prescription registers • Time period
• Family planning Daily Summary
and monthly Totals
• Daily Activity Registers
• Tick sheet/Logs
• Treatment/Dispensing Registers
STARTING A NEW BIN CARD

Today is January 7, 2008 and you are starting new Bin cards for the
health commodities at Fortuna Health Centre in Manya Krobo District
in Eastern Region. The previous Bin Cards are full. Start new Bin Cards
for the following commodities
1. Streptomycin 1gm. vials, CMS commodity number 000301 vial, last
balance from the previous Bin Card is 20 vials, which have an expiry
date of September 2008. This commodity is stored on shelf 10
Starting a New Bid Card

2. Paracetamol 500 mg tablets, CMS commodity number 000159 TAB,

last balance from the previous Bin Card is 400 tablets, which have an
expiry date of December 2008. This commodity is stored on shelf 4.