Characteristics of study participants
The study participants were 51 professionals working in the health supply chain management levels. At the central level, we recruited four policy makers at RBC that oversees nutrition, diabetes and hypertension products, and five policy implementers at RMS ltd headquarter. At the peripheral level, we recruited 32 professionals working at RMS ltd branches, and ten pharmacists of district hospitals. The themes were categorized into three main categories: Challenges at the central level, Challenges at the peripheral level, and mechanisms of mitigating challenges.
Challenges at the central level
Policy implementers that participate in management of NCDs and nutrition at the RBC and RMS headquarter highlighted the six themes about the challenges in health supply chain management: delay of suppliers, poor quality of data from health facilities, irrational distribution of products across RMS Ltd branches, managing unexpected donations, reliance on funders, and lack of long-term planning. Normally, funders help RBC to get health products including CSB and FBF by sponsoring purchase, but the amount of money they provide varies. There is no long-term planning of the budget that will be used to purchase products. In case of shortage of funders, the government uses an ordinary budget to purchase the products, but it is limited due to the high demand. There is a continued effort to engage as many funders as possible to secure future needs of the nutrition commodities. “Funding mechanism is not sustainable; we rely on donor’s money. That's why we go by what they gave us at the time, but in the years to come we won't know what will happen” (Participant 3).
In NCDs division, some products are sponsored while the others are not. Policy makers in NCDs division actively develop partnerships that help to raise sufficient budgets, but sponsors often align donations with their own objectives. The products that are found on the list of essential medicines are likely to get funders. Division takes the responsibilities of buying products that are not found on the list of essential medicines with an ordinary budget despite the rising pressure of their needs. The highlighted example is glycated hemoglobin, which is bought merely with sponsorship. Some funders also provide products with conditions that limit equitable access among the target population of NCDs division. For instance, NCDs division receives donation of insulin and glucose test strips with conditions of distribution to the people below 25 years old, and the division is expected to use products on medical need basis, with no selection based on social factors. This causes the NCDs division to buy the same products to be distributed in uncovered groups of people. “...they are the ones who give us insulin for free, but for children under 25 years of age, and we are responsible for discussing with the partner who gives it to us to align the donation with insulin that RMS buys” (Participant 7).
At RMS headquarter, policy implementers participating in quantification and procurement of NCD products at the central level (RMS ltd) expressed that normally, NCD products are purchased by one government agency (RMS ltd) using its ordinary budget. Most of the policy implementers perceive funding as insufficient due to the unstable budget that depends on purchasing power of health facilities. “NCD products are purchased by RMS ltd from its ordinary budget at the same time health facilities buy these products from their own funds, hence the consumption of these products is affected by buying power of health facilities which leads to inconsistent consumption rates for those products” (Participant 2). Some policy implementers perceive irregular donations as important in improving availability of essential medicines, but a challenge in the management of stock.
Poor stock management practices in RMS ltd branches causes irrational distribution of the products, which can cause imbalance of quantity in stock across blanches. The imbalance is accelerated by the fact that branches determine the quantity they need, and the central level provides all requested quantities if present. “All branches can request whatever quantity of medicines they propose, and the validation of their orders doesn’t consider inventory control parameters of branches as well as the consumption rates in respective branches.” (Participant 9).
Challenges at the peripheral level
The study revealed the challenges in supply chain management practice at RMS Ltd branches and health facility level. Professionals working in RMS Ltd branches and hospital level highlighted five themes regarding health supply chain management: Storage space for nutrition products and their transportation, inconsistent availability of the products, unplanned additional costs on the products, poor quality of data, and persistence stock out of some products. Management of nutrition products requires a large storage area, and improved transportation system. When central level management receives procured nutrition products, they are sent to the RMS Ltd branches, which causes overload of the products. “The products are supplied in big volume and require much space, which is difficult to accommodate in our small storage space with other health products” (Participant 26). This also causes RMS Ltd branches to distribute bulk quantities of the products to the health facilities. Handling larger quantities of the products than usual challenges both RMS ltd branches and health facilities.
Transportation of products from RMS Ltd branches to health facilities is also a big challenge not only in terms of vehicles available, but also poor road infrastructures. “For FBF, the district oversees transport but sometimes, the vehicles are not available on time, and the trucks do not reach every corner because of road’s problems'' (Participant48).
Health facilities experience stock out that results from problems in supply chain management at higher levels. Nutrition products were reported to experience stock out for extended periods of time “Experiencing a persistent and generalized stock out of both products (FBF and CSB). For FBF, the factory is in stock out because of its limited production capacity; however, CSB has been out of stock for a long time and the reasons are not known” (Participant 31).
Mechanisms of mitigating challenges
Five themes were highlighted regarding management of challenges in health supply chain management: increasing communication with stakeholders, managing available resources, early planning, and increasing sponsorship and increasing supervision and training. At the beginning of each fiscal year, the MCCH division communicates with RMS Ltd to find the quantities that shall be procured and align with the current financial status. This facilitates early negotiation of the products and the bulk procurement that reduces the needed budget. They communicate also with health facilities to get prepared for long-term storage of the products. The divisions also increase efforts of finding partners who can sponsor product procurement, and if the budget for needed products is not collected, the Government uses its budget, which might be limited due to the other issues that wait for the Government's expenses. “We work with RMS Ltd to develop a procurement plan so that they can approach the factory early and have a plan. We communicate with the regional hospitals or pharmacies to secure the place where these products should be stored while waiting for their distribution to beneficiaries” (Participant 1).
Most of the products in the NCDs division are bought with RMS ltd. ’s own generated budget, except warfarin, which can get funds. The main challenge raised in the NCD division is the poor quality of data from health facilities. To solve the problem, they increased supervision and training of staff at health facilities. The central level of RMS ltd mitigates the challenges by improving the quality of the supply chain, assessing, and selecting reliable suppliers, and improving communication with stakeholders. “The main mechanism for mitigating this challenge is to improve the regular communication between RMS and RBC/NCD division to find priority in case of understock, risk of stock out, and stock out” (Participant 8).