“Progress Update / Disbursement Request”

(PU/DR) PSM Section

PSM section, R-7 Malaria

Sept 17,2011

Progress Update / Disbursement Request (PU/DR)

• The ongoing progress update and disbursement request (PU/DR) is both a progress report on the latest completed period of program implementation and a request for funds for the following period of implementation.

• Its purpose is to provide an update of the programmatic and financial progress of a Global Fund-financed grant, as well as an update on fulfillment of conditions precedent, management actions and other requirements.

PU/DR submission & verification schedule• The SR is required to submit the PU/DR to the PR

within 20 calendar days from the closing date of the relevant progress update period.

• All sections of PR unit will complete the desk within 03 days after the receipt of the PU/DR.

• Feedback to the SRs (if any). 01 day• SRs response on the PRs observation (if any).03 days• Verification by the PR team (all sections). 02 days

delay in process = delay in disbursement

Procurement and Supply Management (PSM)Overall Purpose;This section provides an update on PSM issues;

1. Status of reporting in the Price and Quality Reporting (PQR) of the procurement of certain pharmaceuticals and health products;

2. Risks of stock-out of pharmaceuticals and health products.

3. Any issues related to PSM of pharmaceuticals and health products.

Price and Quality Reporting (PQR)

• The PQR Tool is a web-based system used by TGF to collect transaction level procurement information from PR on key health products. The system’s goals are to:

• Communicate market information to PR,• Improve transparency,• Enable TGF to monitor adherence to it’s Quality

Assurance Policy,• Help TGF and its partners to better understand and

influence the market for pharmaceutical products

1. General Guidance on PQR Data Entry• The update of the PQR system with complete

and accurate procurement related data is a prerequisite for any disbursement decision.

• The pharmaceuticals and health products to be reported in the PQR include ACTs , RDTs & (LLINs).

• The PSM section is ultimately accountable for the accuracy and completeness of procurement information for the grant in the PQR system.

• Upon agreement with the PR, this data can be entered in the PQR directly by SRs receiving products and invoices.

1. SR-Procurement Info

S.No Particulars

Quantity

Remarks/Comment

Opening balance at the start of quarter

Received in quarter

Utilization in quarter

Balance at end of quarter

1 LLIN's 100 5,800 580 5,320

2 ACT's 39 500 198 341

3 RDT's 12 5,050 1,763 3,299

4 Others 0 0 0 0

5 Fixed Assets No

SR to maintain the district / facility level stocks

SR supply management at district level

Particulars Opening balance (quarter)

Received in quarter

Utilized in quarter

End Balance (quarter)

Comments

ACTs 10 25 10 25 Ok

RDTs 100 250 150 200 Stocks to be replenished

LLINs 1000 5000 1000 5000 Ok

Others• Gimsa 0.1 ltr 1 ltr

Fixed Assets•Laptop Nil 1

SR supply management at facility level in the district

• Monthly stock records should be maintained.– Balance at the start of month– Stocks delivered during the month– Stock utilized during the month– Balance at the end of month

Reallocation of stocks within the district / facility will help to avoid the stock outs

2.Risks of stock-out of Pharmaceuticals and health products in the next period of implementation.

• This information will help PR to measure the level of risk of program implementation delays and treatment interruption, and highlight the need for any action to mitigate the risk.

• The SR should describe risks of stock-out of key Pharmaceuticals and health products at the regional / district level of the grant in the next period of implementation by taking into account the most up-to-date stock levels, consumption, forecasts and procurement planning.

2.Risks of stock-out of key Pharmaceuticals and health products in the next period of implementation.

• In cases where the described risk is substantial, the SR should indicate any mitigating measures taken or planned.

NOTE:- Any scale-up or program acceleration plans need

to be taken into account when assessing this risk.

Steps taken by PR • Based on the most up-to-date information on

stocks at the provincial / district level of the grant, consumption forecasts or, in their absence, other best information available to the PR, the PR should comment on the reasonableness of the SR’s description of risks of stock-outs and actions taken to address them.

• No additional fieldwork is required unless specifically requested by theauthorities.

Steps taken by PR

• In cases where major risks are present the PR should describe the risks in the PR Findings and Recommendations Section, and makeactionable recommendations to improve forecasting and procurement.

• The PR should discuss identified issues and recommendations with the SR.

3. Additional issues related to procurement and supply management.

• The SR should raise any issue(s) or information on the procurement and supply management of pharmaceuticals and health products that could impact program implementation.

Steps taken by PR

• The PR should comment on any additional issues related to the procurement and supply management of pharmaceuticals and healthproducts.

• It should assess the impact of these issues (current and/or future) on program implementation.