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Early Warning System (EWS)

Early Warning System (EWS)

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Early Warning System (EWS)

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  1. Supply Chain “Early Warning System” for Family Planning, HIV and Malaria Commodities using Mobile Phone Technology Shows Promise www.ewsghana.com

  2. Early Warning System (EWS) • Development and implementation of the EWS in Ghana has been a collaborative process involving many partners, including: • Ghana Health Services • USAID Ghana Focus Region Health Project (FRHP) • USAID|DELIVER Project

  3. Background • Non or incomplete stock status reporting from facilities for decision making at the higher levels • Irregular ordering (not based on max/min, re-order levels) • Resulting in stock out of commodities at all levels (Facility, RMS, CMS)

  4. Rationale • Assist facilities to better identify and address failures in the supply chain system and manage products’ stocks better • Improve visibility of commodity stock data at facilities and higher levels for managers and other stakeholders so that they take timely remedial action • Assist the health services to ensure consistent availability of commodities at facilities

  5. System Objectives • Provide near real-time stock status information for tracer commodities in FP, HIV, and Malaria commodities • Improve the timeliness and accuracy of paper-based reporting by the SDPs • Maintain appropriate stock levels and prevent stock outs • Inform and improve supervision of the supply chain system

  6. Timeline • Sept 2010: Concept paper by USAID Focus Region Health Project • Jan-April 2011: Software development and Pre-test • April-May 2011: Training conducted • June-December 2011: Piloted in 6 districts in the focus regions and 113 facilities in the seven other regions • January 2012: Internal assessment • November2012: Expansion started

  7. Implementation • System designed and set up • Service providers trained • Participating DHMTs, RHMTs, and Central level Managers oriented on using the EWS website • Stocks data reporting started June, 2011 and is ongoing • Monitoring and supportive visits conducted – Desktop and on-site visits

  8. Logistics Management Information Flow SSDM P&S National Programmes CMS Regional Health Directorate RMS District Health Directorate Health Facilities Routine/paper flow of communication System messages EWS website access

  9. How it Works • Facility worker enters stock counts and stock receipt into personal cell phones in the format: COMMODITY[STOCK ON HAND]. [STOCK RECEIVED] • Sends weekly by SMS to a toll-free short code (“7000” for MTN and “1902” for all other networks except Tigo & Glo) • Data analyzed by web database, feedback to facilities via SMS and to managers via SMS and web

  10. Screenshot

  11. Coverage • Reporting on a total 27 tracer commodities (for Malaria, FP, and HIV) • FRHP: 88 sites (health facilities and regional medical stores) in Central, Western, and Greater Accra regions • USAID | DELIVER PROJECT:113 ART sites in the 7 other regions of Ghana

  12. EWS Assessment Results • Weekly reporting rates by facilities - 84% and 78% was timely • Over 90% of health facilities were using bin cards for FP commodities and almost 80% had them updated • EWS reports were consistent with 70% of bin card records available at facilities • Reduction in stock out rate: 32% to 24% • 44% of managers had registered and used the EWS website

  13. Weekly reporting rates of 84% on average Weeks

  14. Percentage of facilities with stock keeping records for FP commodities

  15. Scale Up • Designing of the website improved to make it user friendly • Provide monthly reports directly to managers via email and SMS • Expanding geographical coverage in the focus regions to 12 more additional district and all ART sites in Ghana • Expanded the list of tracer commodities to 43

  16. Conclusions • The EWS provides real time stock status for management use • The system has strengthened stock management (use of bin cards, other paper-based reporting) • Improvement in stock out rates at the facility level • Service providers make ‘extra’ efforts to keep stock due to visibility of stock reports

  17. Please visit the Early Warning System website:`www.ewsghana.com