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TOR_Improving the Early Warning System for Contraceptives Security

Improving the Early Warning System for Contraceptives Security
Regional Meeting
February 26 to February 28, 2018
Cotonou, Bénin
Context
The early warning system (EWS) for contraceptives has improved visibility and monitoring of contraceptive stock status in West and Central Africa, and mitigated critical contraceptive stock imbalances. The two components of the EWS are the Procurement Planning and Monitoring Report (PPMR) and the Coordinated Assistance for Reproductive Health Supplies (CARhs) group, which includes representatives from UNFPA, USAID and the Reproductive Health Supplies Coalition (RHSC).
The PPMR provides information on stock levels and shipments for contraceptives for the public sector, nongovernmental organizations, and social marketing programs in more than 30 Africa countries. Participating countries report data to a central database on a monthly or quarterly basis.
The CARhs group meets monthly to review the PPMR, identify contraceptive stock imbalances, discuss solutions, and act within available financial resources to avoid or mitigate stock problems, including stock outs and overstocks. The EWS operates via an online system that allows registered users to enter data, access current and historical country data, and create reports. The CARhs group also uses the online system to create the monthly meeting agenda and to track the outcomes of identified issues.
Since December 2011, when the first West and Central African country started participating in the EWS, the CARhs group has used the data to (i) create new shipments to avoid or resolve stock outs in 10 countries in the region, (ii) arrange transfers between countries in the region to avoid product expiration in one country and fill a critical stock need in the other, and (iii) accelerate, cancel or reduce the quantity of many shipments to avoid overstocks or stock outs.
In late 2012, the West Africa Health Organization (WAHO) joined the CARhs group, which includes representatives from UNFPA, USAID, and the Reproductive Health Supplies Coalition (RHSC). This participation in the CARhs group has allowed WAHO to monitor stock levels in the region more closely, from strategic partnerships, and to share and receive procurement information. Through the regional reproductive health and HIV program financed by KfW, WAHO led and funded for example the transfer of the following commodities:
In 2015, Intrauterine devices (IUD) from Guinea-Bissau to Burkina Faso, and Noristerat injectables from Burkina Faso to Benin ;
In 2016, Microgynon tablets from Benin to Niger ;
In 2017, Depo from Mali to Sierra Leone.
However, these transfer processes take two to three months to complete.
To be an invaluable partner in enabling the CARhs group to effectively address supply crises in the 15 ECOWAS region, the West Africa Health Organization is planning to organize with KfW and the Reproductive Health Supplies Coalition, a regional Meeting on the Contraceptives Security.
B-
Purpose
To improve the implementation and data use of the West and Central Africa Early Warning System (EWS) for Contraceptives;
To review countries data sources used in the EWS and agree on a better way to harmonize them to reflect data accuracy and encourage regional responses to contraceptive security issues in West and Central African countries;
To better define the steps that must be taken by WAHO and other members of the CARhs group to efficiently complete the transfer of product(s) between a programme in one country to another when an inter-country transfer is deemed the most appropriate action.
C-
Objectives
Review PPMR data sources, uploading process and use of data from PPMR reports as well as understand the roles of Reproductive Health Supplies Coalition (RHSC), and various technical assistance providers in the region;
Discuss and adopt recommendations to mitigate data quality challenges within the PPMR data set, and harmonize PPMR data sources across countries in the region;
To contribute drawing guidelines (and make suggestions if necessary) for appropriate requests for inter-country commodity transfers.
D-
Expected results of the meeting
Participants have received appropriate information on the early warning system for contraceptives to make relevant decisions on the implementation of the EWS in their countries ;
Participants are trained in the EWS process and are equipped with knowledge to complete the EWS forms and submit reports to the central data base ;
Participants have received appropriate information on PPMR (Review data sources, uploading process and use of data from PPMR reports as well as roles of RHSC) ;
Guidelines/recommendations are set for when countries should consider requesting support with a stock transfer and be clear in what the community thinks are situations where a country-to-country transfer should be considered ;
Donors have received appropriate information on the EWS and have made a decision to support the Initiative in West and Central Africa.
E-
Methodology
With about 60 participants including government representatives from ECOWAS countries, donors, international institutions, civil society organizations, experts and practitioners in the field of family planning logistics, the meeting is expected to voice the perspectives of diverse stakeholders, allow in-depth training and exchanges on the strategies that will move forward family planning commodities security.
F-
Participants:
60 participants
Countries:
40 participants
(see detail in the budget)
40 Representatives from all the 15 ECOWAS countries participating in the PPMR as follows:

One (1) representative from the SOURCE of EWS data
1 from the procurement unit (ideally a central medical stores manager);
One (1) representative from EWS data UPLOAD or MANAGEMENT
One (1) representative from PPMR as data manager or logistics person (within the Reproductive Health Division where applicable);
One (1) representative from EWS data for operational decisions
Director of Reproductive Health Division.
Partners:
12 participants
KfW representative in Benin (1) ;
UNFPA regional Office (2);
USAID Accra regional Office (1);
Reproductive Health Supplies Coalition (2) ;
PPMR administrators from Global Health Supply Chain Procurement and Supply Management (2);
Members of the Coordinated Assistance for Reproductive Health Supplies (1);
Sécurité Contraceptive en Afrique Francophone (1) ;
Partenariat de Ouagadougou (1)
GHSC-TA, Francophone Task Order (1)
WAHO:
5 participants
DG (1)
Professional Officer/Essential Medicines and Vaccines (1);
Professional Technical Assistance Expert (1) ;
Interpreter (1)
Bilingual secretary (1).
Interpreters and consultants:
3 participants
Interpreters (2);
Moderator (1).
Agenda
AGENDA DE L’ATELIER
Day 1:
February 26
, 2018
TIME
SESSION
7h00-8h00
Registration
8h00-9h00
Opening Ceremony
Facilitator:
WAHO/MOH protocol

Venue
: Salle A
9h00-9h45
– Representative for UNFPA Regional Office
– Representative for United States of America Embassy in Bénin
– Representative for KFW
– Director General of WAHO
– The Minister of Health of Bénin
9h45-10h15
***
Group photo & B
reak***
10h15-10h45
Facilitator and Participant Introductions
Facilitator: Jean-Pierre Sallet, Global Health Supply Chain – Technical Assistance Francophone Task Order (GHSC-TA FTO) Technical Director
10h45-11h15
Review of Agenda and Administrative Details
Facilitators: Cletus Adohinzin, WAHO
11h15-11h45
Session 1: Overview of the EWS
Facilitator: Gregory Davidson, Global Health Supply Chain – Procurement Supply Management (GHSC-PSM)
11h45-12h15
Session 2: Introduction to the global CARhs group
Facilitator: Brian McKenna
12h15-13h15
*** Lunch***
13h15 -15h15
Session 3: Training in EWS Data Reporting Process
Introduction to Data Needed for Training
Calculating Average Monthly Consumption and Months of Stock
Product Stock Level Section of the PPMR Reporting Form
Facilitator: Gregory Davidson, Global Health Supply Chain – Procurement Supply Management (GHSC-PSM)
14h45-15h15
***
Break
***
15h15-17h30
Session 3 (Continued) Training in EWS Data Reporting Process
Submission of the Procurement Planning and Monitoring Report Reporting Form
Overview of the Feedback Process and a Sample Report
Facilitator: Gregory Davidson, Global Health Supply Chain – Procurement Supply Management (GHSC-PSM)
17h30
Summary of the Day
Day2:
February 27
, 2018
Time
SESSION
8h30-8h45
Introduction to the Day
8h45-9h45
Session 4: Restitution de l’analyse des SIGL dans trois pays SWEDD: Burkina Faso, Côte d’Ivoire et Tchad et perspectives pour le renforcement des systèmes d’alerte au niveau national et régional
Facilitator: CARhs group representative; Norbert, WCARO
9h45-10h45
Session 5: Experiences from countries on PPMR data used and the added values
Six presentations; 10 minutes each on :
Bénin
Burkina Faso
Niger
Mali
Ghana
Nigeria

10h45-11h00
***
Break
***
11h00-11h45
Session 5 (continued): Experiences from countries on PPMR data used and the added values
45 minutes guided discussion
Facilitator: Jean-Pierre Sallet, GHSC-TA FTO
11h45-12h45
Session 6 – Group work: Identify Challenges of EWS Implementation and Solutions
Small group work examining anonymized EWS data from countries. Through simulation, groups will examine scenarios to decide if an inter-country transfer is indeed the best action to request or if there is another approach that could be suggested and/or different technical assistance that could be requested.
2 hours for explanation and work in small groups
Facilitator: Jean-Pierre Sallet, GHSC-TA FTO
12h45-13h45
*** Lunch***
13h45-14h45
Session 6 (continued): Identify Challenges of EWS Implementation and Solutions
1 hour for the groups to report out to the larger group
Facilitator: Jean-Pierre Sallet, GHSC-TA FTO
14h45-16h00

Session 6 (continued): Group report
1 hour for the groups to report out to the larger group
Facilitator: Jean-Pierre Sallet, GHSC-TA FTO
16h00-16h30
***
Break
***
16h30-17h30
Session 7: Underlying causes of chronic overstock or understock
1 hour work in small groups and report out to the larger group
Facilitator: Jean Pierre, GHSC-TA FTO
17h30
Summary of the Day
Time
Day 3:
February 28
, 2018
SESSION
8h30-8h45
Introduction to the Day

8h45-9h30
Session 8: Tools and Resources to inform the commodities transfer
Quality Assurance for transfer of health commodities
Facilitator: Sybil Nana Ama Ossei-Agyeman-Yeboah, WAHO
9h30-10h00
Session 8: Tools and Resources to inform the commodities transfer
International transit procedures for commodities transfer
Facilitator: ????????????
10h00-10h30

Session 5: Experiences from countries
Experiences from countries on the commodities transfer including identification of challenges
(Bénin, Niger and Sierra Leone)
40 minutes guided discussion
Facilitator: Cletus Adohinzin, WAHO

10h30-10h45
***
Break
***
10h45-12h45
Session 9: Harmonize mechanisms to facilitate the transfer of contraceptives between ECOWAS countries
Each country team will work on
SOPs and decision tree leading up to a request for an inter-country transfer
30 minutes guided discussion
Cletus Adohinzin, WAHO
Justin N. KOFFI, UNPFA
12h45-13h30
Session 10: Plenary discussion to wrap up and identify next steps
Facilitator: Jean-Pierre Sallet, GHSC-TA TO
13h30-14h30
*** Lunch***
14h30-15h30
Closing Ceremony
Facilitator: WAHO/MOH protocol
15h30-16h30
CARhs group meeting
Day 3: February 26
Day 3: February 27
Day 3: February 28
Bénin
Burkina Faso
Côte d'Ivoire
Guinée
Niger
Guinée-Bissau
Mali
Sénégal
Togo
Ghana
Sierra Leone
Liberia
Gambie

Nigeria
Salle A
Salle B
Salle C
Facilitator:

Dr.

Eugène MONTCHO
Reporter 
:
Dr Carine YAMEOGO
Participant list :
Bénin
Burkina
Côte d'Ivoire
Guinée
Tsks:

Evaluation interactive des différentes pratiques relatives aux achats
Modérateur:

Mme Fatima
Reporter 
: Pr Benjamin HOUNKPATIN
Participant list :
Niger
Guinée-Bissau
Mali
Sénégal
Togo
Tasks:

Préparation des nouveaux pays à la rédaction des requêtes FAP et FRC 2018
Modérateur:

Dr. BOUWAYE Aissa
Reporter 
:
PARE Sarikou et Abaché
Participant list :
Ghana
Sierra Leone
Liberia
Gambie
Nigeria
Tasks:

Réponses aux questions des nouveaux bénéficiaires sur rapportage financier
Group work: Harmonize mechanisms to facilitate the transfer of contraceptives between ECOWAS countries
Task:

Each country team will work on SOPs and decision tree leading up to a request for an inter-country transfer
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