Republic of the Philippines

Department of Health
OFFICE OF THE SECRETARY

October 8, 2021

DEPARTMENT MEMORANDUM
No. 2021 -

FOR: ALL UNDERSECRETARIES, ASSISTANT SECRETARIES,

DIRECTORS AND ASSISTANT DIRECTORS BUREAUS,
CENTERS FORHEALTH DEVELOPMENT AND SERVICES,
CHIEFS OF MEDICAL CENTERS, HOSPITAL SANITARIA
AND INSTITUTES, SUPPLY OFFICERS, COLD CHAIN
MANAGERS; AND OTHER CONCERNED

SUBJECT: Adoption and Implementation of the Warehouse Operations

Manual (WOM)

For the information and guidance of all concerned, attached is the copy of the
Warehouse Operations Manual (WOM). This manual was developed by the Supply Chain
Management Service in consultation with CHD Supply Officers and other DOH
Representatives on warehouse operations with the technical assistance from the USAID
MTaPs.

The DOH Supply Officers and other concerned stakeholders are enjoined to adopt and
use this manual to standardized warehouse operations at the DOH.

By Authority of the Secretary of Health:

Y/ ”
MA. CAROLINA VIDAL-TAINO, CPA, MGM, CESO I
Undersecretary of Health
Procurement and Supply Chain Management Team

Building 1, San Lazaro Compound, Rizal Avenue, Sta. Cruz, 1003 Manila ® Trunk Line 651-7800 local 1108, 1111, 1112, 1113
Direct Line: 711-9502; 711-9503 Fax: 743-1829 ® URL: http://www.doh.gov.ph: e-mail: ftduque@doh.gov.ph
Warehouse Operations Manual

Page 0
Department of Health
Supply Chain Management Service

Warehouse
Operations
Manual

2nd Edition
2021
Manila, Philippines
Warehouse Operations Manual (WOM)
2" Edition
2021

The preparation and publication of this manual was made possible through the Technical
Assistance of the Medicines, Technologies, and Pharmaceutical Services (MTAPS) Program,
funded through the United States Agency forInternational Development (USAID).

This document is published by the Department of Health (DOH) — Supply Chain Management
Service (SCMS) with office at Building 12, San Lazaro Compound, Tayuman St. cor. Rizal
Ave., Sta. Cruz, Manila, Philippines 1003, for general distribution.

to
All rights reserved. Subject the acknowledgement of DOH-SCMS, the Manual may be
freely abstracted, reproduced or translated in part or in whole for non-commercial purposes
only. If the entire work or substantial portions will be translated or reproduced, permission
should be requested from the DOH-SCMS.

Page 2
 WAREHOUSE OPERATIONS MANUAL Revision No.:

Implementation
DOH-SCMS-WOM Date:
_
Table of Contents
MESSAGE .....uiiiiiiiiiiiiniiitiniienrinniseseesessesne ss seesssessesssesssasssseessessasessnsssanes 4
FOREWORD....cocmmsmnsmmmssscnsrionsosssianissssssssssssssaserasssssssssassssssossissrssans

ACKNOWLEDGEMENTS...
PART I - INTRODUCTION.

eects
1.1 BACKGROUND.........c.ccueennn

1.2 OBJECTIVES OF THE MANUAL. .......oiiiiiiiiiiiiiiiieee 9

1.3 USERS OF THE MANUAL ......cootiiiiiiiiiiiiiic ieee estes sees 9

eit
PART II —- GUIDING PRICNCIPLES.........ccccoviiiinniinnininiinieiinssnessnesnesnesssnesns 10

2.1 THE SUPPLY CHAIN MANAGEMENT .......cooiiiiiiiiiiiiiiiiiiieieeieneeereie

2.2 WAREHOUSE MANAGEMENT ................

seen 10

10

2.3 HOW TO USE THIS MANUAL ......cccoeiitiiiiiiiiiiiteiit 14

A. DEFINITION OF TERMS USED IN THIS MANUAL. 15

B. LISTOF ANNEXES .......ooiiiiiiiiiiiiiiitiii cei ete

-
eee
20
PART III STANDARD OPERATING PROCEDURES.........ccccovurirumiriiirerisnnicsenns 21
ees
SOP-01-A: PREPARATION FOR DELIVERY FROM SUPPLIER ........c..ccocvveennnnnnnn. 22
SOP-01-B: PREPARATION FOR DELIVERY FROM UPPER TIERS ...........cccooueee.n. 27
SOP-02-A: RECEIVING OF COMMODITY FROM SUPPLIERS..........ccccooviiiiainnns 32
SOP-02-B: RECEIVING OF COMMODITY FROM UPPER TIERS ........cccoceiuiiinnnne 40
SOP-03: PUT-AWAY ............
SOP-04: STORAGE AND WAREHOUSING... so

cece eres
SOP-05: PICK AND PACK
cs cuvsusiswniisesssssimassissvisyosssisisssss sos ves missassss svn isyssusss 67

SOP-06: DISPATCH. ......coiiiiiiiiiiiiiii 72

SOP-07: WASTE MANAGEMENT FOR PHARMACEUTICALS AND

cesses
UNSERVICEABLE MEDICAL EQUIPMENT ........cccoiiiiiiiiiieniieiieeie
SOP-08-A: REVERSE LOGISTICS: PRODUCT RECALL ......cc.ccoveiiiiiiiniiiniecenenns 84
77

SOP-08-B: REVERSE LOGISTICS: PULLING ITEMS FROM LOWER TIERS FOR RE-
DISTRIBUTION .......ooiiiiiiiiiiiiiiiieie
SOP-08-C: REVERSE LOGISTICS: RELEASING ITEMS FOR RE-DISTRIBUTION ..96
90
ices
SOP-09: EMERGENCY SUPPLY CHAIN MANAGEMENT ........ccccooviviiiiniiianan. 102
SOP-10:_COLD CHAIN MANAGEMENT.......c..ccoiiiiiiiiiiaiieiieeeieeie
LIST'OF REFERENCES sussssssseusivssssussssiossosstsss assis
eee
ssassssasasssssississsssssasonsnsissssnssns
107
116

Page 3
 Republic of the Philippines
Department of Health
OFFICE OF THE SECRETARY

MESSAGE FROM THE SECRETARY OF HEALTH

The enactment of the Universal Health Care (UHC) marked

one of the biggest milestones in the history of the Philippine
Health Sector. This paved the way for the commencement of
significant reforms across the healthcare systems of the
country, to ensure that every Filipino has equitable access to
quality and affordable health care products, devices, facilities,
and services without facing financial hardships, particularly
the poor and marginalized members of our society. Aimed at
attaining a more responsive healthcare system and a more
equitable financing health mechanism, UHC espouses a
holistic approach bettering the delivery of services, and
underscores the significant role of a systematic approach, with
clear delineation of roles of key agencies and stakeholders.

Among the pipeline of significant reforms in improving the

accessibility of health products are the implementation of a
more streamlined and cost-effective Procurement and Supply Chain Management System
(PCSM), capacity building for more competent, professional, and accountable human
resource for strategic engagement with the private sector, and the implementation of
Electronic Health Commodities Logistic Management Information System. These reforms
play a crucial role in ensuring that we deliver quality products and services, by securing the
availability and appropriate placement of critical health assets wherever they are needed.

In line with the ongoing reforms in the Department of Health (DOH), guidelines for supply
management are a critical component towards promoting accessibility to quality health
products at all service delivery points. Hence, this Warehouse Operations Manual (WOM), as
an essential part of supply and chain management, has been reviewed and updated with
standards that will be critical in delineating roles and responsibilities of the entire supply
workforce, and harmonise the concept of managing health commodities across all warehouses
managed by the government.

It is thus my fervent hope that the effort exhausted in the updating of this manual will effect
positive changes for the realisation of a healthier, stronger Philippines. Together, let us create
more responsive, more sustainable, and more equitable health systems and communities, for
the benefit of every Juan and Juana.

phkaTst T. DUQUE III, MD, MSc

Secretary of Health

Building 1, San Lazaro Compound, Rizal Avenue, Sta. Cruz, 1003 Manila Trunk Line 651-7800 local 1113, 1108, 1135
Direct Line: 711-9502; 711-9503 Fax: 743-1829: 743-1786 ® URL: http://www.doh.gov.ph; e-mail: fiduque@doh.gov.ph
 Republic of the Philippines
Department of Health
OFFICE OF THE SECRETARY

MESSAGE

Warehouse Management plays

a
vital role in building a strong healthcare supply chain
management, this ensures that drugs, medicines and other health commodities are available
and accessible at the point of care thus providing quality, safe and effective health services at
all levels of the health system.

with our continuous pursuit to improve our services, the Department of Health
In line
presents the second edition of the Warehouse Operations Manual developed by the Supply
Chain Management Service in coordination with the Regional Supply Officers and our partners
from USAID - Medicines, Technologies and Pharmaceutical Services (MTaPS). This manual was
created to establish a system with streamlined processes to guide warehouse workforce in
performing their daily operational tasks. Likewise, this also aims to provide guidance to the
warehouses of both Centers for Health Development and the Local Government Units (LGUs)
to ensure safe and efficient distribution of health care commodities within their area of
jurisdiction.

in
We hope that through this manual, we will be able to
institute the much needed reform
the management, monitoring and distribution of drugs, medicines, and health supplies and
prevent over or undersupply, expiration and wastage and ultimately support the health service
delivery directive of the enhanced FOURmula ONE Plus (F1+) Strategy towards achieving the
Universal Health Care (UHC) by ensuring the availability of essential quality health services at
appropriate levels of care especially for the poor as well as strengthening good governance in
health through improvement and innovations in the entire supply chain management system.

MA. CAROLINA
fll ding
VIDAL-TAINO, CPA, MGM, CESO
ndersecretary of Health
Procurement and Supply Chain Management Team
1

Building 12, San Lazaro Compound, Rizal Avenue, Sta. Cruz, 1003 Manila ® Trunk Line 651-7800 local 2219, 2220. 2221. 2222
Direct Line: 247-6235 URL: http:/www.doh.gov.ph: e-mail: pscmt.officeofusecia gmail.com
 FOREWORD

In line with the thrust of the Department of Health on UHC Act implementation and in
support of the further devolution of the health sector, the Supply Chain Management
Service developed these set of standards for warehouse management as an important
part of the Supply Chain Management as a support to Service Delivery of Health
Programs. This is to ensure the availability, and accessibility of safe and effective health
commodities across the country. The SCMS team assumes the technical leadership and
steers the coordination of initiatives to strengthen the country’s Supply Chain
Management, from the national down to the local government level, which ultimately
aims to ensure the delivery of patient-centered quality care.

Standardization of processes and key areas of warehouse management isa step towards
ensuring uniformity of warehouse processes atall levels of supply chain in preparation
to achieving digitalization of supply management processes. This is through the
implementation of the Electronic Logistics Management Information System (eLMIS)
which will provide a more efficient, real-time, accurate data gathering and data
management for monitoring, evaluation of the country’s supply chain for a more
informed decision making.

eal
Director IV
MD, MPH, CESO III

Supply Chain Management Service

Department of Health, Philippines

Page 6
ACKNOWLEDGEMENTS
The Department of Health would like to acknowledge the leadership, expertise, support
and dedication of the following persons/ entities who contributed to the finalization of
this Manual:

Department of Health - Procurement and Supply Chain Management Team

Undersecretary Ma. Carolina Vidal-Taifio
Ms. Nemencia Angelio

Department of Health — Supply Chain Management Service (SCMS)

Director Ariel I. Valencia
Dr. Maria Joyce U. Ducusin
Mr. Maximo Adan Jr.
Mr. Edison S. Cervantes
Mr. John Paul D. Casihan
Ms. Jaqueline C. Hui
Mr. Ferdinand Dela Cruz
Mr. Rolando D. Palapar

Department of Health — Centers for Health Development (CHDs)

Ms. Zenaida B. Reyes (CHD — National Capital Region)
Ms. Felina S. Carlos (CHD — Cordillera Administrative Region)
Ms. Epigenia L. Bueno (CHD — Ilocos Region)
Mr. Franklin A. Bugarin (CHD — Ilocos Region)
Mr. David A. Aviles (CHD — Ilocos Region)
Ms. Anabelle Ayumayum (CHD — Cagayan Valley)
Ms. Ma. Ronalyn Jose Rodriguez (CHD — Cagayan Valley)
Ms. Rhona G. Montilla (CHD — Cagayan Valley)
Ms. Lolita Figuracion (CHD — Central Luzon)
Mr. Rommel Capulong (CHD — Central Luzon)
Mr. Moises Peralta (CHD — CALABARZON)
Mr. Johndel P. Mendoza (CHD — CALABARZON)
Mr. Carlos C. Carreon (CHD — MIMAROPA)
Ms. Fe Q. Atento (CHD — Bicol Region)
Ms. Josephine M. Tapales (CHD — Western Visayas)
Ms. Mary Nonna Rose Durano (CHD — Central Visayas)
Mr. Jonathan Neil Erasmo (CHD — Central Visayas)
Mr. Amulfo E. Lavares (CHD — Central Visayas)
Mr. Marlo Calumpiano (CHD — Eastern Visayas)
Mr. Jose Noel F. Torres (CHD — Zamboanga Peninsula)
Mr. Voltaire Ucab (CHD — Northern Mindanao)
Ms. Edith T. Villarin (CHD — Northern Mindanao)
Mr. Rodrigo P. Uyos (CHD — Davao Region)
Ms. Rosemarie G. Balite (CHD — Davao Region)
Mr. Ben Cagumpang Jr. (CHD — Davao Region)
Mr. Ramon Buenbrazo (CHD — SOCCSKSARGEN)
Mr. Alvin R. Go (CHD — SOCCSKSARGEN)
Mr. Earl Granado (CHD — SOCCSKSARGEN)
Mr. Anthony Samson (CHD — CARAGA)

Page 7
Ms. Leslie C. Cortes (CHD — CARAGA)
Ms. Aileen Sacol (CHD — CARAGA)
Ms. Eleanor D. Lakag (CHD — CARAGA)
Mr . Basir Guru (BARMM )

Department of Health — Commission on Audit (COA)

Ms . Corazon S. Rocas

USAID — Medicines, Technologies and Pharmaceutical Services (MTaPS)

Mr . Hasibul Haque
Mr. . Gashaw Shiferaw
Mr Cristan Agaceta
.

Mr Isaac Linatoc
.

Mr. Armando P. Enriquez Jr

.

Ms Cindy Sia
.

Page 8
PART I
- INTRODUCTION
1.1 BACKGROUND

The Department of Health (DOH) dedicates its time in rendering health services to
all the citizens of our nation and so therefore, proper management of Health
Commodities that the government procure are of vital importance in order to
maintain the quality and potency during its storage and distribution. It is a primary
commitment of the Department to provide safe and efficient health commodities to
all Filipino in a timely manner through this initiative in fostering the Supply Chain
Management.

As part of improving the Supply Chain Management in the Department, the

Warehouse Operations Manual (WOM) is written to standardize warehouse
processes across all levels of supply chain and achieve seamless operations to
support health services implemented by Public Health Programs. The WOM
indicates standard processes on managing logistics which will be important in the
preparation for automation pertinent to the Section 36 of the Implementing Rules
and Regulations of the Republic Act No. 11223 otherwise known as the “Universal
Health Care Act” indicating that electronic health commodities logistics
management information system shall be implemented.

The WOM is written in a simple and straightforward manner which clarifies

operational tasks per position and per function. Every person will be clearly
accountable for specific tasks within the warehouse with the intention of
harmonizing all logistics operations of the government for health commodities.

1.2 PURPOSE OF THE MANUAL

The purpose of this manual is to serve as general guideline for warehouse officials
of the Government when carrying out their specific duties and responsibilities based
on applicable local and international standards. This manual standardizes the
procedures, accountabilities and responsibilities of warehouse staff in a step-by-step
manner.

1.3 USERS OF THE MANUAL

Users of this manual include all officials/employees and managers of various
warehouses/storerooms managed by the Department of Health, its offices/units and
attached agencies, Centers for Health Development, the Bangsamoro Autonomous
Region in Muslim Mindanao (BARMM) and Local Government Units carrying
health commodities.

Page 9
PART II - GUIDING PRINCIPLES
2.1 THE SUPPLY CHAIN MANAGEMENT
The country’s health system cannot efficiently implement health services without a
well-planned and well-operated supply chain management system that maintains
availability and accessibility of health commodities atthe point of care. Supply chain
management encompasses the planning and management of all activities involved
in sourcing, procurement and logistics. Importantly, italso includes coordination and
collaboration with channel partners, which can be suppliers, intermediaries, third
party service providers, and customers. In essence, supply chain management
integrates supply and demand management within and across companies and
organizations’.

The supply management in DOH includes the following processes: needs

assessment, product selection, procurement, warehousing, distribution, use and
monitoring & tracking.

ae Needs
MR Assessment

* —-

v=] Product
Use/ Custome ~=J1
selection
Service

Monitoring
and Tracking

«(oh
Warehousing
& Distribution =
~~ i
Quantification
i

]
Procurement

Figure I: Supply Management Cycle in DOH

2.2 WAREHOUSE MANAGEMENT

Warehouse Management is part of the supply chain management that optimizes and
controls the day-to-day operations in the warehouse to ensure that products are
stored and accounted for properly from the receiving up to releasing processes.

1. Council of Supply Chain Management Professionals (CSCMP)

2. World Health Organization, Technical Report Series, No. 957.2010 - Annex 5

Page 10
This manual focuses on warehouse management operations as an important part of
supply management of health commodities procured by and donated to the
government. The following are the recommended minimum standard processes in
managing warehouses for storing health commodities:

1. Preparation for Delivery: Is the

process of preparing for deliveries
from suppliers or transfers from other
warehouses to ensure that incoming
deliveries are properly managed. This
is the process where requests for
deliveries are assessed based on the
storage capacity, products’ storage
requirements and other warehouse activities.

2 Inspection and Receiving: The process of

inspecting and receiving commodities upon arrival
through routine delivery activities. This is the
process where quantity and quality of delivered
products are checked against the delivery
documents, contract, technical specifications, and
other legal standards prior to acceptance.

Put-Away: The process of transferring

the commodities from the receiving area to
the identified location for storage in the
warehouse. This is the process where
received products are handled using
warehouse equipment in accordance with
proper techniques ensuring that stocks are
placed on locations appropriate to their
storage requirements.

Page 11
 4. Storage and warehousing: The process
#1!

ofbasedstoring and warehousing commodities

on its storage requirements while
waiting for shipment. This is the process
where warehouse staff perform routine
activities based on Good Storage Practices
guidelines and maintain good condition of
©

facility, tools and equipmentassociated with

the daily operations of the warehouse.

5. Picking and Packing: The process

of picking and packing of items
from storage location to staging
area according to requisition or
allocation list. This is the process
where preparations such as
generation of shipping documents,
assembling, and labeling items are
done prior to shipment of items to
its intended recipients.

6. Dispatch: The processing of

releasing commodities based on the
approved shipping documents for
delivery to its intended recipients. This is
the process where items are properly
handed over to 3PL courier/ recipient
based on the approved shipping
documents.

Page 12
The manual also includes standard operating procedures for the following specific
processes:

7. Pharmaceutical Waste Management — warehouse processes for proper handling and

facilitation of waste management for health commodities in cases of damage and
expiration.

Reverse Logistics — warehouse processes for proper management of health

commodities to:

a. Ensure that items are retrieved in cases of product recall notified by the
manufacturer or by the Food and Drug Administration (FDA) due to
manufacturing defects, contamination and other safety concerns associated with
the product.

b. Ensure transferring/ re-distribution of soon-to-expire items or slow-moving items

between service delivery points in order to place them to locations where they will
be more likely to be used.

Emergency Supply Chain Management — warchouse processes associated with

maintaining and handling health commodities in preparation for emergencies and
during emergencies (i.e., Calamities, Disasters, and other Public Health Emergencies).
This process also tackles how to deal with donations during emergencies to prevent
wastages and other problems associated with mismanagement of donations.

10. Cold Chain Management — warehouse processes associated with basic handling of
health commodities requiring cold chain management.

Page 13
2.3 HOW TO USE THIS MANUAL
The WOM contains guidelines in warehouse management, and standard
operating procedures arranged according to different parts of warehouse
operations. This includes process flow diagrams and training guides for each
process. Specific details and procedures are discussed accordingly in their
specific sections of this manual. Listed below are the processes covered in the
manual. Each presents the flowchart containing all the procedures and
description of the workflow process.
1. Preparation for Delivery:
a. From supplier — applicable for own procurement
b. From upper tier — applicable for items allocated by either central
or regional level
2. Receiving:
a. From supplier — applicable for own procurement
b. From upper tier — applicable for items allocated by either central
or regional level
Put-Away
si Storage and Warehousing
Picking and Packing
Hig
Dispatch
Management of Pharmaceutical Waste and Unserviceable
Equipment
8. Reverse Logistics
a. Product recall from Manufacturer and/or FDA
Releasing for redistribution
b.
Pulling product from lower tiers for redistribution
c.
9. Emergency Supply Chain Management
10. Cold Chain Management — applicable for warehouses with cold

—E
rooms

Each flowchart follows

a particular legend that may be useful to the reader:

N
Curved rectangles signify the starting and end point of a
particular process.

Rectangles contain processes that should be carried out

by the responsible person(s) for a particular step.

Diamonds signify decision points, which are answerable

by a YES or NO. Each answer leads to a particular
instruction for that step.
Broken line rectangles indicate that the responsible
person(s) is
required to receive information or prepare to

Also included in this manual are Functional Flowcharts, which present

redesigned flowcharts and restructured tasks and responsibilities of each
warehouse personnel according to the function of a store manager, store
supervisor, storekeeper, and store helper.

Page 14
A. DEFINITION OF TERMS USED IN THIS MANUAL

3PL — Third Party Logistics is an external service provider contracted by an

organization to carry out business functions (i.e. supply chain management functions).

Average Monthly Consumption (AMC) — is the

average of quantities of product
dispensed to users or patients in the most recent months (i.e., last 3 or 6 months)

Batch/ Lot No. - Distinct group of numbers, letters, or any combination thereof,
designated to identify a drug or device produced during a given cycle of manufacture.

Bill of Lading (BL)- Refers to a form or list of goods used for the computation of
payment to be rendered to the courier for the shipment of goods to
the consignee.

Bin Card — a stock keeping record which hold all information about product/item
placed on pallet in a certain location.

Calibration — Process
of
adjusting the output or indication on a measuring instrument
to comply with values of accuracy and applied standards.

Certificate of Product Registration (CPR) —Document issued by the Food and Drug
Administration (FDA) certifying that health commodities are cleared for distribution
and fit for consumption.

Contamination — The undesired introduction of impurities of a chemical or

microbiological nature or, of foreign matter into or on to a starting material,
intermediate or pharmaceutical product during handling, sampling,
packaging/repacking, storage and transportation.

Cross docking — Refers to logistics mechanism or a distribution strategy where orders

are sent to a collection or redistribution point (intermediate warehouses) for
documentation and segregation purposes only before sending to its intended
recipient/destination (Applicable to situations such as emergency, without being
stored in the warehouse for a long period of time).

Delivery Documents — Refers to set of documents required upon delivery of goods to

DOH Warehouse(s) which include but not limited to: Purchase Order (PO)/ Contract;
Notice to Proceed (NTP); approved Request for Schedule of Delivery Form (RSD);
Delivery Receipt (DR); Sales Invoice (SI); Certificate of Product Registration (CPR);
FDA Certificate of Analysis; Batch Notification (BN) for antibiotics; Lot Release
Certificate for vaccines (LRC) and Delivery Notification Form (DNF).

Delivery Notification Form (DNF) — Refers to documents that describe allocated

goods with corresponding quantity, volume, end-user and estimated date of delivery
provided by the consignor.

Delivery Receipt (DR) — Refers to documents that describe goods with corresponding
quantity and price as the basis of receipt of item(s)/service(s) provided by the supplier
upon delivery.

Delivery Status Report — Report generated by 3PL to track status of delivery.

Expiration/Expiry Date - the date stated on the label of food, drug, cosmetic, device
or hazardous substance after which they are not expected to retain their claimed safety,

Page 15
efficacy and quality or potency and after which it is no longer permissible to be
utilized.

eLMIS — An electronic logistics management information system used to manage,

collect, store, organize, and visualize logistics data which enables supply chain
workforce to make operational and strategic decisions in
supply management.

End-user — Pertains to the specific office which owns the commodity (i.e. Health
Programs).

FDA Certificate of Analysis - Document issued by the FDA confirming that a

regulated product meets its
product specification after undergoing quality control and
testing.

FDA Test Result Database — Refers to a file or information system containing

summary of items/products which have undergone FDA Test Analysis.

FDA Test Status Label —Refers to a label indicating the Test Analysis Status of items
which consist of the following distinction:
Quarantine — Commodities affixed with appropriate labels which are still
waiting for the Test Analysis Result from the FDA.
Passed — Commodities affixed with appropriate labels which already conform
to the FDA Test Analysis.
Failed — Commodities affixed with appropriate labels which failed to conform
to the FDA Test Analysis.

FEFO — Acronym for First Expiry, First Out.

FIFO — Acronym for First in, First Out.

Forklift — Industrial trucks operated by a certified operator used to lift and move items
on pallets over short distances and different rack levels inside the warehouse/
storeroom.

Gate Pass — Refers to the clearance on security measures indicating commodities for
dispatch.

Good Distribution and Practices (GDP) — part of quality assurance which ensures
that the quality of a pharmaceutical product is maintained though adequate control
throughout the numerous activities which occur during the distribution process.

Good Storage Practices (GSP) — Set of Standards in maintaining quality, stability,

and integrityof pharmaceuticals and non-pharmaceutical products during storage from
the point of manufacture
to
its utilization.
up

Good Stocks — Items that are considered accepted once (1) inspected by Inspection
and Acceptance Committee and (2) Passed the FDA Test Analysis. [tems that are
inspected and are not required to undergo FDA Test Analysis shall be tagged as Good
Stocks as well.

Humidity -
Refers to the concentration of water vapor in the air which indicates the
likelihood of precipitation, dew, or fog.

Page 16
Inventory Label Form label attached to commodities to easily identify stored items
such as Product Identification Label and FDA Status Label.

Inbound Summary Report — Report referring to the record of commodities received

in a specified period.

Inspection and Acceptance Report (IAR) — Report generated manually or thru

Warehouse Management System which describe the conduct of inspection and
acceptance of the Inspection Committee for items procured by and/or donated to DOH.

Inspection Committee The committee responsible for ensuring that the

—

commodities delivered by the supplier meet the standards and technical specifications
indicated in the Purchase Order/Contract. The committee is composed of the Procuring
Entity/End-user, Property/Supply Custodian, and other relevant unit.

Inventory Stock Keeping Records — Set of documents (such as Bin Card, Stock
Cards, Location Map, Inbound and Outbound Summary Report, and Monthly
Inventory Report) containing necessary information of all commodities stored inside
the warehouse / storeroom for monitoring and updating.

Jack lift — Refers to a mechanical equipment used to lift and move items on pallet
over short distances.

Key Performance Indicator — A quantifiable measure used to evaluate the success

of a given objective for performance.

Location code - Distinct group of numbers, letters, or symbols, or any combination

thereof, used to identify specific location (e.g. warehouse, shelf, shelving level, rack
no) of an item

Location Map - Refers

the warehouse/storeroom.
to the blueprint of all commodities stored at various areas in

Lot Release Certificate (LRC) — Refers

to
a certificate that serves as a mechanism
that provides FDA with a real-time system to continuously monitor product quality,
through review and testing, of many of the biological products that it
regulates.

Manual Tally Sheet — is a form used by receiving officers to record data during actual
delivery including vehicle information, item information, packaging information and
item quantity.

Material Safety Data Sheet (MSDS) — is a document from the Manufacturer or

Supplier that contains information on the potential hazards (health, fire, reactivity and
environmental) and how to work safely with the chemical product/item.

Monthly Inventory — Report pertaining to the

summary of items with their pertinent
information for monitoring which provide a comprehensive account of stocks or
supplies stored inside the warehouse/ storeroom.

Months of Stock (MoS) — refers to

the duration (in months) that the stock would
based on the recent Average Monthly Consumption.
last

Page 17
Non-Conformance Report — Report referring to non-compliance of suppliers and
Forwarder to
specified instructions defined by DOH. This report serves as justification
for disapproval of any request and delivery.

Notice of Delivery (NOD) — Refers to

a form produced by the consignee to confirm
successful delivery of allocated commodities,

Notice to Proceed (NTP) - Refers to a formal letter from the Procuring Entity to the
Supplier indicating the consent to deliver procured commodities in accordance with
the Purchase Order/Contract.

Outbound Summary Report — Report referring to the record of commodities

released/ dispatched in a specified period.

Pallets - Refers to a plastic or wood material used to stack bulk items and larger
cartons. They keep things off the floor and can be used with forklifts or jacklifts to
move around groups of larger items.

Pest Control Procedure on maintaining pest and vermin free warehouse, the pest-
—

control agents used should be safe, and there should be no risk of contamination of
materials and pharmaceutical products.

Pharmaceutical Wastes — Are damaged, expired, unused, spilt, and contaminated

pharmaceutical products, drugs, vaccines, and sera that are no longer feasible for use
and need to be disposed of appropriately. The category also includes discarded items
used in the handling of pharmaceuticals, such as bottles or boxes with residues, gloves,
masks, connecting tubing, and drug vials.

Pick List — List of items with corresponding instructions on which products shall be

picked from a specific location in the warehouse/storeroom to staging area for packing
in accordance with Shipment Plan and Shipping Documents.

Picking Tool/Equipment - Tool/Equipment where picked items are placed such as a

basket, cart, pallet, trolley or fork/jack lift as necessary to aid in transferring products
from storage location to designated area for picking and packing.

Procuring Entity — refers to any branch, department, office, agency, or

instrumentality of the government, including state universities and colleges,
government-owned and/or -controlled corporations, government financial institutions,
and local government units procuring Goods, Consulting Services, and Infrastructure
Projects.

Product Identification Label — Refers to a piece of

paper or other material affixed to
a commodity to easily identify stored items with information on the PO/Contract
number, DR/SI number, product name and description, date received, end-
user/program; quantity; Batch/Lot no. and Expiry Date

Property Transfer Report (PTR)- Form used to document the information

associated with all commodity transfers from one office to another.

Purchase Order (PO) / Contract— Refers to the contract between the DOH and the
Service Provider awarded by the Bids and Award Committee (BAC) and Head of
Procuring Entity (HOPE) through Public Bidding and other modes of procurement.

Page 18
Quarantine Area — Space in the warehouse in which commodities are isolated
physically or by other effective means while a decision is awaited on their acceptance,
rejection and/or reprocessing.

Receiving Area — Space in the warchouse in which commodities are checked prior
acceptance as to its quality and quantity in accordance with Purchase Order/ Contract
and other Delivery Documents.

Request for Analysis (RFA) — Form issued by FDA for filing request for Test
Analysis.

Request for Inspection (RFI) — Official letter request from Supply Officer the to
Inspection Committee for the conduct of inspection on commodities scheduled for
delivery to DOH warchouse(s).

Request for Schedule of Delivery (RSD) Form — Official form accomplished by

suppliers to request schedule of delivery to warehouses.

Request Issuance Slip (RIS) — Form used to document the information associated
with commodity transfer within the office based on request.

Sales Invoice (SI) — Refers to documents that describe goods with corresponding
quantity and price as a basis of payment to the Supplier for the item(s)/service(s)
provided.

Shipping Documents — Documents that serve as proof of transaction of shipment or

transfer of property/item/goods from one office/department to another such as
Shipment Plan, PTR, BL and RIS.

Staging Area — Space in the warehouse where packing or repacking of commodities

takes place based on the provided approved Allocation List(s) prior to dispatch and
distribution.

Stock Card — a stock keeping record which holds all information about a single

product with different lot numbers / batch numbers, different expiration date and
different location inside the warchouse/storeroom under a single Purchase
Order/Contract. It is the consolidation of all Bin Cards of a single item placed in
different areas inside the warehouse/storeroom.

Stock Keeping Unit (SKU) — Refers to codes projected as a distinct

group of numbers,
letters, or any combination thereof, designated to identify commodities
(Pharmaceuticals and Non-pharmaceuticals) stored inside the warehouse/storeroom.

Storage Area — Appropriate place for the storage of pharmaceuticals and non-
pharmaceuticals in accordance to the commodity’s storage requirement.

Summary of Supplies and Materials Issued (SSMI) — Form issued by Commission

on Audit (COA) for filing up reports on the summary of items (Supplies and Materials)
of
issued in a certain period as reference on books account.

Temperature and Humidity Monitoring - Refers to the process of observing and

recording of temperature and relative humidity in a specified time and duration.

Page 19
 Temperature and Humidity Monitoring Chart — Refers to a monitoring tool for
consistent reading and recording of Temperature and Relative Humidity inside the
warehouses/storerooms.

Thermohygrometer — Diagnostic measuring device used for indoor climate and

environmental monitoring of both temperature and relative humidity.

Thermohygrometer Profile Database — Refers to a set of data maintained by the

store/warehouse manager to access the description, location, and status of each

thermohygrometer inside the warehouse.

Ventilation - is the intentional introduction of ambient air into the warehouse and is
mainly used to control indoorair quality by diluting and displacing indoor pollutants;
as well as to promote thermal comfort or dehumidification.

Warehousing Management System (WMS) — A collection of integrated software

applications, designed to support and optimize warehousing and distribution

management.

B. LIST OF ANNEXES

Annex Number Title:

=
Request for Delivery
WN
Delivery Notification Form
Non-conformance Report
Bh
Request for Inspection
Inspection and Acceptance Report
NNN
Bin Card & Stock Card
Location Map
0 Inbound Summary Report
\D
Outbound Summary Report
mm —~O
Monthly Inventory Report
Notice of Delivery
em

WN
Product Identification Label
em

FDA Status Label

em

Corrective Requisition on Warehouse Operations

mt
Warehouse Operations Routine Checklist
mt IOWA

Incident Report
mt
Pull out Request for Replacement
met

Temperature & Humidity Monitoring Chart

met

O00
Thermohygrometers Profile & Calibration Plan Database
BD
Pick List
RD ~~

Property Transfer Report

MN

WN
Bill of Lading
RD
Request for Issue Slip
ND
BA
Gate Pass
Manual Tally Sheet
BD JANN

FDA Test Result Database

BR
Request for Analysis
© Warehouse Essentials

Page 20
PART III - STANDARD OPERATING PROCEDURES

This section of the manual indicates the Standard Operating Procedures as guide to
perform the minimum warehouse operations processes. These procedures promote
seamless operational and informational flow while ensuring adherence to good
distribution and storage practices for health commodities procured by and donated
to the government.

The objective of streamlining warehouse processes and ensuring proper

documentation is to harmonize logistics processes in different levels of the supply
chain in order to obtain useful information at specific points of the process and
consolidate data in a timely manner. This will also contribute in tracking commodity
flow at all levels and provide stakeholders with data that are critical for decision
making,

Page 21
 DOH-SCMS-
WOM-SOP-01-A
- Et
PREPARATION TRYFROM SUPPLIER
FOR DELIVERY
o
tl a

1. PURPOSE:

To ensure that incoming deliveries from Suppliers are consolidated and scheduled properly
while taking into consideration the ongoing warehouseactivities, urgency of need for
commodities and holding capacity of warehouses.

2. SCOPE:

This procedure covers the process of preparing for deliveries from the processing of requests,
approvalof schedules of delivery, generation of inspection and acceptance reports (ARs), up
to sending store managers the schedule of delivery.

3. RESPONSIBILITY:

Title Responsibility
Supply Officer In collaboration with Store Manager, review, approve and plan
schedules of delivery based on analysis of urgency ofneed, on-
going warehouse activities, warehouse space andother legaland
regulatory requirements such as Notice to Proceed (NTP) and
Purchase Order/Contract.

Office/Division Clerk Assist the Supply Officer in completing clerical tasks associated
with the preparation for deliveries.

Store Manager Collaborate with Supply Officer on the approvaland planning of

schedules of deliveries. Prepare the warchouseaccordingly in
coordination with the warehouse staff.

Inspection Committee Prepare fortheapproved schedules of deliveries in coordination

with the store manager for the conduct of inspection.

4. PROCEDURE:

Ref. Key Step Responsibility Reference

No. Document/Record/
Output Document
4.1 Receive Request for Schedule of Delivery Office/Division e RSDForm
(RSD) from suppliers filled-up via manual Clerk
process, email or electronic logistics
management information system (eLMIS) if
available

See Annex 1 — RSD Form

42 Verify completeness of informationof RSD Office/Division e NTP

including required documentations (as Clerk e PO
necessary): e FDA Certificate of
Analysis & CPR
For Procured items:
.
* Batch Notification
e NTP (for Antibiotics)
e PO/Contract

Page 22
 o FDA Certificate of Analysis and/or LotRelease
CPR Certificates (for
e Batch Notification (for Antibiotics) Vaccines)
e LotRelease Certificates (for Deed of Donation/
Vaccines) Deed of Acceptance
(if applicable)
For Donated Items:
* Deed of Donation
e Deed of Acceptance
* FDA Certificate of Analysis and/or

e
CPR
(if
applicable)
Batch Notification (for Antibiotics)
e LotReleaseCertificates (for
Vaccines)

If the delivery documents are incomplete or

inappropriate, rejectrequest and perform
contingency step 6.1; otherwiseproceed to
next step.

See Annex 3 — Non-conformance Report

43 Collate allRSDs for review of the Supply Office/Division e Summary ofrequests

Officer Clerk fordeliveries

4.4 Review and classify RSDs based onthe Store Manager& e Program Distribution
following: Supply Officer Plan
e Space Availability — Determinethe e PurchaseOrder/
space needed forthedelivery in Contract
coordination with the assigned Store e Notice to Proceed
Manager based on the dimension, no. e Inbound/Outbound
Of cartons, type and quantity of the
Summary Report
commodity being requested for e Summary of awarded
delivery; procurement/ PO/
Contract
e Notice to Proceed —In cases of space
insufficiency in the warehouse,
supplier(s) with the nearest delivery
schedule as indicated in the NTP shall
be accommodated first. For those
Supplier(s) with lapsed NTP,
accommodationshallbe based on the
numberof days passed a fterthe lastday
stipulated onthe NTP. The longer the
days lapsed, the first supplier to be
prioritized;

e Urgency —In cases ofurgency, the

Office shall prioritize the
accommodation ofneeded commodities
asrequested by the Procuring Entity
and/or End User.

4.5 Plan Schedules of Deliveries Supply Officer e RSD(Annex 1)

If the requested delivery cannot be

accommodated, perform contingency step
6.2; otherwise proceed to next step.

Page 23
4.6 Approve Requests for Deliveries and Store Manager& e Location Maps,
generatethe Approved RSD form specifying Supply Officer e Inbound/Outbound
the dateand time of delivery of suppliers Summary Report
e Monthly Inventory
e RSD
4.7 Inform Supplier, Donor, Store Managerand Office/Division e ApprovedRSDs
Inspection Committee ofthe Approved Clerk e Summary of
Schedule/s of delivery incoming deliveries

4.8 Send Schedules of Delivery, Request for Office/Division e Summary of

Inspectionto Store managers and Inspection Clerk incoming deliveries
Committee. e Requestfor
Inspection

See Annex 4 — Request for Inspection

See Annex 5—IAR

4.9 Prepare the warehouseand staff for the Store Manager e ApprovedRSD/s
upcomingdelivery e PO/Contract
e NTP

Page 24
 me
5. PROCESS FLOW DIAGRAM: SOP 1A — Preparation for Delivery from Suppliers

he
REE :

De of Annex 1 - RSD,
NTP, PO, CPR/ Certificate of
analysis, Batch Notification (for
Antibiotics), Lot Release Certificates

Verify completeness of RSD and

other required documents

—
Reject
Annex 3 - Non-Conformance Form

Accept RSD

¥
Collateall RSD
v
Classify RSDs
Annex 8 - Location Map,

——
Schedules of incoming deliveries
and dispatch
Can be Advise for re-
accommodated? scheduling

Plan Schedules of Deliveries

v
Annex 4 - Request for Inspection,
Approve Schedules of Delivery Annex 5 -IAR,
Updated Schedule of incoming

Inform Supplier and Inspection

Committee of the Approved
Schedules of Delivery

Send Schedules of Delivery and Request for Inspection to Store managers and Inspection Committee. ]

6. CONTINGENCY STEPS; CORRECTIVE ACTIONS:

6.1 Requests for Deliveries (RSDs) with incomplete or incorrect documents shall be rejected
outright. Fill-out “Non-conformance Report” (Annex 3) and have the requesting personnel co-
sign the form. Providea copy to therequesting party before departure and instruct to request for
anew schedule of delivery.
6.2 Requests for Deliveries which cannot beaccommodated shall be re-scheduled accordingly.

Page 25
DOCUMENTATION AND ATTACHMENTS:

7.1 BatchNotification (for Antibiotics)

7.2 Deed of Donation & Acceptance (For donated items)
7.3 Inspectionand Acceptance Report (IAR)
7.4 FDA Certificate of Analysis and/or Certificate of Product Registration (CPR)
7.5 Location Map
7.6 Lot Release Certificates (for Vaccines)
7.7 Non-conformance Form
7.8 Notice to Proceed (NTP)
7.9 PurchaseOrder (PO)/ Contract and attachments
7.10Request for Schedule of Delivery (RSD)
7.11Request for Inspection (RFI)

Page 26
 DOH-SCMS-
WOM-SOP-01-B PREPARATION FOR DELIVERY FROM UPPER TIERS

1. PURPOSE:

To ensure that incoming deliveries allocated by the upper tier (i.c., DOH Central Office or
DOH Regional Office) are consolidated and scheduled properly while taking into consideration
the urgency ofneed for commodities, ongoing warehouseactivities and holding capacity of
warehouses.

2. SCOPE:

This procedure covers the process of preparing for deliveries from the processing of requests,
approval of schedules of delivery, up to sending store managers theschedule of delivery.

3. RESPONSIBILITY:

Title Responsibility
Supply Officer In collaboration with Store Manager. review, approve and plan
schedules of delivery based on analysis of urgency ofneed, on-
going warehouse activities, warehouse space and other legaland
regulatory requirements.

Office/Division Clerk Assist the Supply Officer in completing clerical tasks associated
with the preparation for deliveries.

Store Manager Collaborate with Supply Officer on the approvaland planningof

schedules of deliveries. Prepare the warehouseaccordingly in
coordination with the warehouse staff.

4. PROCEDURE:

Ref. Key Step Responsibility Reference

No. Document/Record/
Output Document
4.1 Receive Delivery Notification Form (DNF) Store Manager& |e Delivery Notification
from the DOH Central Office or DOH Supply Officer Form
Regional Office

See Annex 2 — Delivery Notification Form

42 Verify completeness of informationof DNF StoreManager& e Delivery Notification

Supply Officer Form
If the informationis incomplete or
inappropriate, perform contingency step 6.1;
otherwise proceed to next step.

43 Review and classify Delivery Notification Store Manager& e Program Distribution

based onthe following: Supply Officer Plan
e Inbound/Outbound
e Urgency — In cases of urgency, the Summary Report
Office shall prioritize the
accommodation of needed commodities
asrequested by the Procuring Entity
and/orEnd User.

Page 27
|—
e Space Availability Determine the
—

space needed forthedelivery in

coordination with the assigned Store
Manager based on the volume of
delivery

If the delivery request cannot be

accommodated, perform contingency step
6.2; otherwise proceed to next step.

44 Approve requests for deliveries specifying Store Manager& e Delivery Notification

the dateand time of delivery Supply Officer Form

45 Prepare the warehouse and staff forthe Store Manager e Delivery Notification
upcomingdelivery Form

5. PROCESS FLOW DIAGRAM: SOP 1B —Preparation for Delivery from DOH Central Office/
Regional Office
Annex 2 - Delivery Notification
Receive Delivery Notification
Form (DNF)

Verify completeness and

appropriateness of DNF

Coordinate with
Complete?9 the consignor
:

Review and Classify DNF

[ Annex 8 - Location Map;
Schedules of incoming deliveries
and dispatch

No Coordinate with the

Can be
accommodated on
consignor pertaining
adjustment on
the designated date?
delivery schedule

Approve Schedules of Delivery

—
¥
Prepare the warehouse and staff for
the upcoming delivery
y Updated Schedule of incoming
deliveries

Page 28
6. CONTINGENCY STEPS: CORRECTIVE ACTIONS:

6.1 Coordinate with the consignor pertaining any discrepancy or incomplete information on the
delivery notification form.

6.2 Coordinate with the consignor on the preferred date(s) of delivery based on your schedule of
transactions, availability of space and staff. If delivery request shallbe re-scheduled, indicate the
reason accordingly.

7. DOCUMENTATION AND ATTACHMENTS:

7.1 Delivery Notification Form

7.2 Monthly Inventory
7.3 Location Map

Page 29
 Preparation for Delivery From Suppliers

Office clerk Store Manager RIT) NH OJ35

(5 Inspection Committee Timeline/Schedule

|
Receive RSD

Verify completeness of RSD

and required documents Cut-off: -- |

is —

Accept RSD

Collate all RSDs

» Classify RSDs based on NTP, Urgency and Space availability

Plan Schedule of Deliveries

Approve Request for Schedules of Delivery

Inform Supplier and Inspection

oo
Committee of the Approved

I
Schedules of Delivery

y
- A 1

"==="
Cut-off: --
"=" ""
=
|=" > {

Ee
Send
’
Schedules
== =
of Delivery

aid Request for Tnspction 16

|

| Prepare warehouse staff to !

1
Prepare to inspect commodities |

=L_ of
Siemon
accommodate the Approved based the schedule
Store managers and Inspection | | proved
Committee :

Page 30
 Preparation for Delivery From the upper tier (Central Office/ Regional Office)

Office clerk Store Manager RITA O)§H(d Timeline/Schedule

Receive DNF

Toso
Cut-off: --
Verify completeness and
appropriateness of DNF

Collate DNF

Classify based on Urgency and Space availability

a ei
y
_ —
Planan Schedule
Schedule of of Deliveri
Deliveries
Cutoff:
|
Approve Request for Schedules of Delivery

to
\
»

EC
1

Send Store managers the 1 Prepare warehouse staff

accommodate the Approved
pp
approved DNF
| Schedules of Delivery

__ -
|
LN =
d=
Cut-off: --

Page 31
 DOH-SCMS-
RECEIVING OF COMMODITY FROM SUPPLIERS
WOM-SOP-02-A

1. PURPOSE:

To ensure commodities delivered by suppliers are received, inspected and processed in the
warehouses according to legal standards and Manufacturer's / Supplier's requirements.

2. SCOPE:

This procedure covers the process of receiving, inspection, and processing of commodities
upon arrival through routine delivery activities including submission of documents to
concerned offices in the department.

3. RESPONSIBILITY:

Title Responsibility
Store Manager Confirm schedule of receiving with inspection committee; oversee
the receiving and inspection of commodities; facilitate FDA Random
Sampling (if applicable) and supervise staff on their delegated tasks.

Inspection Committee Inspectandapprove the acceptance of commodities together with

Store Supervisor and StoreKeeper at thescheduled receiving date.
Finalize the AR.

Store Supervisor Receive and validate delivery documents from suppliers and
supervise store keepers andstore helpers in performing subtasks
during the receiving process. Ensure properand complete filing of
Delivery Documents. Validate inventory stock keeping records.

Store Keeper Assist in the receiving process and assist in FDA Random Sampling
(if applicable). Update inventory stock keeping records and facilitate
encoding ofinventories in the warehouse management system.
Store Helpers Facilitate unloading, sorting and conveying of received commodities
following Good Storage Practices and Manufacturer’s Requirements.
One of the store helpers shall be a certified forklift operator for
warehouses requiring them.
Security Perform security protocols and recording of transactions atthe start
and end of thereceiving process.

Page 32
4. PROCEDURE:

Ref. Key Step Responsibility Reference

No. Document/Record/
Output Document
4.1 Coordinate with Supply Officerand Store Manager e Schedule of
Inspection Committee to confirm incoming deliveries
availability of inspectors during the e ApprovedRSDs
specified receiving schedule
42 Receive delivery documents after security Store Supervisor e Delivery Documents
check

43 Check the completeness and validity of Store Supervisor e ApprovedRSDs

delivery documents as follows but not e Delivery Documents
limited to:
. PO and/or Contract
. DR/SI
. NTP
. RSD
. FDA Certificate of Analysis and/or
Certificate of Product Registration
(CPR)
. Batch Notification (for
Antibiotics)
. Lot Release Certificates (for
Vaccines)
. Approved Samples (for IEC
Materials)
. Materials Safety Data Sheet
(MSDS) forhazardous itemsand
items requiring cold chain
management
. Complete quantity of Samples
needed foreachbatch/ lot (For
Drugs /Medicines/ Medical
Supplies requiring FDA Test
Analyses)

If the delivery documents and samples are

incomplete, reject delivery according to
contingency step 6.1; otherwise proceed to
the next step.
4.4 Supervise the offloading of the Store Supervisor e JAR
commodities from the delivery vehicle for
inspection. Use Manual Tally Sheet as
guidanceon thereceiving.
See Annex 25— Manual Tally Sheet

45 Counter check the dimensionand volume Store Keeper e ApprovedRSD

of actual carton/cases delivered versus the Store Supervisor
encoded dimensionand volume stipulated
inthe approved RSD

Page 33
 If there's a discrepancy, perform
contingency step 6.2. Otherwise, continue
offloading

4.6 Inspectcommodities to verify description/ Store Manager Delivery Documents

specifications and quantity of each product Inspection IAR
received against the Purchase Order (PO) / Committee
Contract, Delivery Receipt/ Sales Invoice
(DR/SI) and/or other documents related to
the delivery as reference. Ensure also that
delivered items are suitable to be stored at
the warehouse/storeroom in accordance to
its storage and temperature requirement.

Check thedetails of commodities delivered

as follows but notlimited to:

Pharmaceuticals (Qualification):
e Generic Name (Brand Name, if
any)
Dosage Strength
Dosage Form
Batchand/or Lot Number
e Expiration Date
o Shelf Life upon delivery
(Computed)
Labeling Instructions
CPR
Other Technical specifications

Non-Pharmaceuticals:
e Serial Number/s
e Warranty Certificate/s (if
applicable)
Brand
Expiration (if applicable)
e Other Technical specifications

If there are discrepancies and damages on

the item, perform contingency step 6.3.
Otherwise, accept the delivery and
continue offloading.

4.7 ConductRandom Sampling (for Store Supervisor Delivery Documents

commodities requiring FDA Test Analyses) Store Manager

4.8 Complete and finalize information on the Inspection IAR

IAR (i.e. batchno., expiry date, etc.) for Committee Delivery Documents
signature.

49 Stacking of commodities: Store Helper Good Storage

-Follow the Manufacturer's or supplier's Practices Guidelines
direction regarding stacking (if thereare Delivery Documents
any)

Page 34
e Stack cartons on palletsat least 10cm
(4 inches) offthe floor with no more
than 2.5 meters (8 feet) high;
e Place liquid products onlower shelves
or bottom of stacks. Fragile items shall
be stacked with no more than 1.5
meters (5 feet) high;
e Stack of cartons per pallet should fit
in
to the standard height of rack beams
o Ensure that there isno reversed
stacking of carton per pallet;
e Placeclingwrap/ plastic wrap ontop
of the stack to maintain stability
during storage and transport.

GENERAL RECOMMENDATION ON PROPER PALLETIZING / STACKING:

Avoid Pallet Overhang— This can reduce top to bottom compression resistance of corrugated
cartons and might incur damages on products.

2.9 4=m Overhang

1
Overhang Overhang

Avoid Interlocked Pattern — Interlocked stacking equally results in decreased compression

strength of corrugated cartons.

Interlocked

Page 35
 Observe Column Pattern or Combination Pattern — To ensure full potential strength of
corrugated cartons.

Vertical (Columnar) Combination

Column pattern places (Partial Interlock)
the strongest points Column lower layers
directly on top of one with an interlocked
another upper layer

NOTE: Adhere to the stacking requirement based on the Manufacturer's and/or Supplier’s
recommendation (ifthere are any)
4.10 Preparation and/or updating of Bin Store keeper Delivery Documents
Cards:
e Produce/Update Bin Card forall
commodities containing the following
informationbutnotlimited to:
o Complete item description based
on the PO/Contract.;
o Unit of measurement based on the
PO/Contract.;
PO./Contract no.;
Supplier;
O0OO0O0OO0OO0
Price perunit;
Date Received;
Quantity;
O00
Lot/Batchnos.;
Expiry date(s);
0 Location Code (If applicable)

e Endorse to the Store Supervisor for

counter checking.

See Annex 64 — Bin Card

Location Map - Set the location where the Store Supervisor Bin Cards
received commodities will be placed. Delivery Documents
Updatelocation map per pallet forall
commodities inside the warehouse using
the suggested template and/or Warehouse
Management System.

Likewise, the following segregation to

differentareas mustbe observed:
e Quarantine Area — if received
commodities are still waiting for
FDA Test Analysis and/or
acceptance fromthe Inspection
committee/End-user
e Storage Area —if received
commodities are notrequired to

Page 36
 be subjected to FDA Test
analysis. Orif commodities
already conformed to FDA Test
Analysis and/oraccepted already
by the End-user.
e Staging Area —if received
commodities are only for cross
dockingand ready for
distribution.

Endorse Location Map to Store Helperas

reference in Put-Away process.

See Annex 7— Location Map

4.12 Encoding of Inbound Record and Store Supervisor Inventory Stock

Monthly Inventory — Update Inbound Keeping Record:
Summary Report and Monthly Inventory o Location Map
using the suggested templateand/or o Inbound
WarehouseManagement System. Endorse Summary Report
all inventory stock keeping record to Store o Monthly
Manager for proper counter checking. Inventory

See Annex 8 — Inbound Summary Report

See Annex 10— Monthly Inventory

4.13 Consolidate all delivery documents and Store Supervisor Delivery Documents
send to Office Clerk for the preparation Notice of Delivery
and submission of Notice of Delivery
(NOD) toCOA within 24 hours from the
time of delivery.

See Annex 11— Notice of Delivery Form

4.14 Encode Request for Analysis (RFA) for Store Manager RFA
FDA Samples collected for submissionto FDA Test Result
FDA. Maintain FDA Test Result Status Database
Database.

See Annex 27— Request for Analysis

See Annex 26— FDA Test Result Database

4.15 Countercheck delivery documents, Store Manager Delivery Documents

Manual Tally Sheets and Inventory Stock Inventory Stock
Keeping Records ensuring file copy for KeepingRecords
future reference.
4.16 Send copy of IAR to Accounting Unit for Store Manager Delivery Documents
Book-up IAR

4.17 Oversee/ supervise all activities mentioned Store Manager Delivery Documents
above, ensure that tasks are efficiently
performed, and counter check accuracy of
all data produced by warehouse staff.
Facilitate directassistanceif necessary.

Page 37
5.

fy
re
PROCESS FLOW DIAGRAM: SOP 2A — Receiving of commodities from Suppliers

Confirm Receiving Schedule with Inspection

Committee

Receive Delivery Documents

v
Check the Completeness of Delivery Documents
and FDA Sample

Are documents and

samples complete?
Annex 1 — Approved RSD,
PO and/or Contract, Delivery Receipt, SI, NTP,
RSD, FDA COA, Batch Notification, Lot Release
ificate

Reject Delivery
Annex 3 —Non-
conformance Form

Offload the delivery vehicle. Check the actual

Annex 25 — Manual Tally Sheet

————
Dimension and Volume of cases/carton.

Annex 5 —IAR

Annex 3 —Non-
conformance Form

Accept delivery

v
Sort items according to batch no. in each pallet

v
Conduct Random Sampling (for commodities
requiring FDA Test Analyses)

Finalize IAR

Stack commodities properly

Inventory Stock Keeping Records:

Annex 6A - Bin Cards
Update Inventory Stock Keeping Records Annex 7 - Location Map,

A
v Annex 8 - Inbound Summary Report

Consolidate all delivery documents and send to Annex 10 - Monthly Inventory

Office Clerk for the preparation of NOD

y
Encode RFA for samples collected for submission to Annex 11- Notice of Deliverv (NOD)
FDA. Maintain FDA Result Status Database

¥
File copies of delivery documents and Inventory
Annex 27 — Request for Analysis (RFA)
Stock Keeping Record Annex 26 — FDA Test Status Database

Page 38
CONTINGENCIES: CORRECTIVE ACTIONS:

6.1. Deliveries with incomplete or incorrect documents shall be rejected outright. Fill-out “Non-
conformance Report” (Annex 3) and have the delivery personnel co-sign the form. Provide a
copy to the delivery personnel before departure for submission to the supplier and instruct to
request fora new schedule of delivery. Ensure to
file all fulfilled Non -conformance Reports.

6.2. Inform the Office Clerk on the actual dimension and volume of cartons/cases to facilitate
correction in the database if there are any. Record the actual dimension and volume of
cartons/cases in your inventory keeping records.

6.3. Deliveries with damaged/expired items and unmet specifications shall be rejected outright.
Inform the Inspection Committee and fill out “Non-Conformance Product Report” (Annex 3)
and havethe delivery personnel co-sign the report. Inform the consignor, provide a copy tothe
delivery personnel before departure and instruct to request for a new schedule of delivery to
compensate for thoserejected items and quantities. Ensure to file all fulfilled Non-conformance
Reports.

DOCUMENTATION AND ATTACHMENTS:

7.1. Batch Notification

7.2. Certificate of Product Registration (CPR)
7:3. Delivery Receipt (DR)
74. FDA Certificate of Analysis

7.5. FDA Test Status Database

7.6. Inbound Summary Report
Tsls Inventory Stock-keeping Records
7.8. Inspectionand Acceptance Report (IAR)
7.9 Lot Release Certificate
7.10. Manual Tally Sheet
Tall: Material Safety Data Sheet
7.12. Non-Conformance Report
7.13. Notice to Proceed (NTP)
7.14. Purchase Orders (POs)/Contracts
7:19; Request for Analysis (RFA)
7.16. Request for Schedule of Deliveries (RSD)
#17. Sales Invoice (SI)

Page 39
 DOH-SCMS- UPPE
RECEIVING OF COMMODITY / FROM UPPER
7 ERS
TIERS 1

WOM-SOP-02-8

1. PURPOSE:

To ensure commodities delivered by the upper tier (DOH Central or Regional Office) are
received, inspected and processed in the warehouseaccording to legal standards and
Manufacturer’s/ Supplier’s requirements.

2. SCOPE:

This procedure covers the process of receiving and processing of allocated commodities from
DOH Central/ Regional Offices thru routine delivery activities including submission of
documents to concerned offices in the department.

3. RESPONSIBILITY:

Title Responsibility
Store Manager Confirm schedule of receiving and supervise warehouse staffon
properreceiving and handling of items based on Good Storage
Practices and product specifications.

Store Supervisor Receive and validate shipping documents from the courierand
supervise store keepers andstore helpers in performing subtasks
during the receiving process. Ensure proper and complete filing of
Shipping Documents. Update inventory stock keeping records.

Store Keeper Updateinventory stock keeping records and assist in the unloading,
sortingand conveying of received commodities following GSP.

Store Helpers Facilitate unloading, sorting and conveying of received commodities

following Good Storage Practices and Manufacturer’s Requirements.
One of the store helpers shall be a certified forklift operator for
warehouses requiring them.
Security Perform security protocols and recording of transactions atthe start
and end of thereceiving process.

4. PROCEDURE:

Ref. Key Step Responsibility Reference

No. Document/Record/
Output Document
4.1 Coordinate with Supply Officer to confirm Store Manager e Schedule of
the receiving schedule incomingdeliveries
e Delivery
Notification Form

Page 40
42 Receive shipping documents after security Store Supervisor e Shipping Documents
check

43 Check thecompleteness and validity of Store Supervisor e Delivery Notification

shipping documents: Form
. Delivery Notification Form e PTR/BL
. PTR/BL
. Materials Safety Data Sheet
(MSDS)

If the shipping documents are incomplete,

reject delivery according to step 6.1;
otherwise proceedto thenextstep.

44 Supervise the offloading of the Store Manager e Shipping Documents

commodities from the delivery vehicle for Store Supervisor
inspection. Use Manual Tally Sheet as
guidanceon thereceiving.

See Annex 25— Manual Tally Sheet

4.5 Counter check the dimensionand volume Store Supervisor e Delivery

of actual carton/cases delivered versus the Notification Form
endorsed dimensionand volumestipulated
inthe Delivery Notification Form

If there's a discrepancy, perform

Contingency Step 6.2. Otherwise, continue
offloading

4.6 Inspectactual commodities to verify Store Manager e Shipping Documents

description/specifications and quantity of Store Supervisor
cach productreceived againstthe Delivery
Notification Form and PTR/BL. Ensure
also thatdelivered items aresuitable to be
stored at the warehouse/storeroom in
accordanceto its storage and temperature
requirement.

If the commodities require cold chain

storage, refer to thelatest cold chain
management manual of the DOH.

If there are no discrepancy and damages,

the items shouldbe accepted and continue
offloading; otherwise perform Contingency
Step 6.3

77 Stacking of commodities: Store Helper * Good Storage

- Follow the Manufacturer's or supplier's Practices Guidelines
direction regarding stacking (if thereare e Shipping Documents
any)
e Stack cartons on palletsat least 10cm
(4 inches) offthe floor with no more
than 2.5 meters (8 feet) high;

Page 41
® Placeliquid products onlower shelves
or bottom of stacks. Fragile items shall
be stacked with no more than 1.5
meters (5 feet) high;
e Stack of cartons per pallet should fit in
to the standard height of rack beams
e Ensure that there is no reversed
stacking of carton per pallet;
® Placeclingwrap/ plastic wrap ontop
of the stack to maintain stability
during storage andtransport.

GENERAL RECOMMENDATION ON PROPER PALLETIZING:

Avoid Pallet Overhang — This can reduce top to bottom compression resistance of corrugated
cartons and might incur damages on products.

4mm Overhang

1
Overhang Overhang

Avoid Interlocked Pattern — Interlocked stacking equally results in decreased compression

strength of corrugated cartons.

Interlocked

Page 42
 Observe Column Pattern or Combination Pattern — To ensure full potential strength of
corrugated cartons.

Vertical (Columnar) Combination

Column pattern places (Partial Interlock)
the strongest points Column lower layers
directly on top of one with an interlocked
another upper layer

NOTE: Adhere to
the stacking requirement based on the Manufacturer's and/or Supplier’s
recommendation (ifthere are any)
4.8 Preparation and/or updating of Bin Store keeper e Shipping Documents
Cards:
e Produce/Update Bin Card per pallet or
location forall commodities
containing the following information
but not limited to:
o Complete item description based
on the PO/Contract.;
o Unit of measurement based on the
PO/Contract.;
o PO/Contractno.;
o Supplier;
o Unit cost;
o DateReceived:
© Quantity;
o Lot/Batchnos.;
o Expiry date(s);
o PTR/BL Control Number (If
applicable);
o Location Code (If applicable)
e Endorse to the Store Supervisor for
counter checking.

See Annex 64 — Bin Card

49 Location Map - Set the location where the Store Supervisor e BinCards
received commodities will be placed. e Shipping Documents
Updatelocation map per pallet or location
forallcommodities inside the warehouse
using the suggested templateand/or
Warehouse Management System.

Likewise, the following segregation to

differentareas mustbe observed:
* Quarantine Area —if received
commodities are still waiting for
FDA Test Analysis and/or
acceptance from the Inspection
committee.

Page 43
 e Storage Area —if received
commodities are notrequired to
be subjected to FDA Test
analysis. Orif commodities
already conformed to FDA Test
Analysis and/oraccepted already
by the Inspection Committee.
e Staging Area —if received
commodities are already for
distribution (Good Stocks).

Endorse Location Map to Store Helperas

reference in Put-Away process.

See Annex 7— Location Map

4.10 Encoding of Inbound Summary Report Store Supervisor Inventory Stock

and Monthly Inventory — Update KeepingRecord:
Inbound Summary Report and Monthly o Location Map
Inventory using the suggested template o Bin Cards
and/or Warehouse Management System. o Inbound
Endorse allinventory stock keeping record Summary Report
to Store Manager for counter checking. o Monthly
Inventory
See Annex 8 — Inbound Summary Report
See Annex 10— Monthly Inventory

4.11 Consolidate all shipping documents and Store Supervisor Shipping Documents
send to Office Clerk for the preparation Notice of Delivery
and submission of Notice of Delivery
(NOD) to Commission on Audit (COA)

See Annex 11—- Notice of Delivery Form

4.12 Counter check shipping documents, Store Manager Shipping Documents
Manual Tally Sheets and Inventory Stock Inventory Stock
Keeping Records ensuring file copy for Keeping Records
future reference.

4.13 Oversee/ supervise allactivities mentioned Store Manager Delivery Documents

above, ensure that tasks are efficiently
performed, and counter check accuracy of
all data produced by warehouse staff.
Facilitate directassistanceif necessary.

Page 44
5. PROCESS FLOW DIAGRAM: SOP 2B —Receiving of commodities from Upper Tiers
(DOH Central Office/ Regional Office)

Confirm Receiving Schedule of delivery

Receive Shipping Documents

¥
Annex 2 - Delivery Notification Form
Check the Completeness of Shipping Annex 21 — Property Transfer Report (PTR)
Documents Annex 22 -Bill of Lading (BL)

LL
Are documents
complete and compliant Annex 3 - Non-
with the approved date conformance Form
of delivery?

Offload the delivery vehicle. Check the

actual Dimension and Volume of
cases/carton

L
Inspect commodities

Isthere any Annex 3 - Non-

conformance Form
damages?

Sort items according to batch no. on each

pallet

ER
Stack commodities based on GSP

Inventory Stock Keeping Records:

y Annex 6A - Bin Cards

—
Annex 7 - Location Map,
Update Inventory Stock Keeping Records Annex 8 - Inbound Summary Report
Annex 10 - Monthly Inventory
s
Consolidateall shipping documents and send
to Office Clerk for the preparation of NOD

File copies of Shipping documents and

Inventorv Stock Keeping Record

Page 45
CONTINGENCIES: CORRECTIVE ACTIONS:

6.1. Deliveries with incomplete or incorrect documents shall be rejected outright. Fill-out “Non-
conformance Report” (Annex 3) and have the delivery personnel co-sign the form. Infor the
consignor, provide a copy to the delivery personnel before departure and instruct to request for
anew schedule of delivery. Ensure file all fulfilled Non-conformance Reports.
to

6.1.1. Emergency deliveries which donothave Delivery Notification Form shall be accepted if
it is communicated and duly approvedby the consignor, End-user and warehouse custodian.

6.2. Inform the Office Clerk on the actual dimension and volume of cartons/cases to facilitate
correction in the database if there are any. Record the actual dimension and volume of
cartons/cases in the inventory keeping records.

6.3. Deliveries with damaged/expired items and unmet specifications and damages shall be rejected
outright. Fill out “Non-Conformance Product Report” (Annex 3) and have the delivery personnel
co-sign the report. Inform the consignor, provide a copy to the delivery personnel before
departure and instruct torequest fora new schedule of delivery to compensate for those rejected
items and quantities. Ensure to file all fulfilled Non-conformance Reports.

DOCUMENTATION AND ATTACHMENTS:

7.1. Bill of Lading(BL)

7.2. Bin Card
7.3. Delivery Notification Form (DNF)
74. Inbound Summary Report
7:5. Inventory Stock-keeping Records
7.6. Location Map
77; Material Safety Data Sheet
7.8. Non-Conformance Report
79. Property Transfer Report (PTR)

Page 46
 Receiving of Commodities From Suppliers

Store Manager Store Supervisor

RICE Store Helper Timeline/Schedule

Coordinate Receiving
Schedule to Inspection
Committee

—_—
Cut-off: --- mins
Confirm Inspection
Schedule

Receive Delivery
Documents

Cut-off: --- mins

Check the Completeness of Delivery Documents

}
Supervise offloading of
the deliverv vehicle

—
Inspect commodities, Conduct Random Sampling

Accept delivery

Sort items according to batch no. on each pallet Cut-off: -

v
Consolidate all
delivery documents Update Inventory
and send to Office [«¢ Stock-keeping
Clerk for the Records
preparation of NOD

Counter check delivery documents and Stock

Keeping Records ensuring file copy for reference

Page 47
Lee
Receiving of Commodities from Upper Tiers

NIGER
—
Store Manager Store Supervisor Store Helper Timeline/Schedule

Coordinate Receiving
Schedule to Supply
Officer
Cut-off: --- mins
Confirm delivery
Schedule

Receive Shipping Documents

v
Check the Completeness of Shipping Documents Cut-off: --- mins

.
Supervise offloading of the delivery vehicle

v
Inspect commodities

haaiaw
Accept delivery

Sort items according to batch no. on each pallet Cut-off: ---mins

v
Consolidate and file Update Inventory
all delivery
le] Stock-keeping
documents Records

Provide update Counter check delivery documents and Stock

on inbound items Keeping Records ensuring file copy for reference

Page 48
 DOH-SCMS-
WOM-SOP-03 PUT-AWAY

1. PURPOSE:

To ensure that the health commodities are stacked, handled properly and transferred to theappropriate
area for storage.

2. SCOPE:

This procedure covers the process of putting away thereceived health commodities to their specific
locationin the warehousea fier the receiving process.

3. RESPONSIBILITY:

Title Responsibility
Store Supervisor Oversee the put away process and facilitate updating/producing Stock Cards
peritem.

Store Keeper Ensure all commodities are correctly labelled (with Bin Card and/or Product
Identification Label per pallet/position); stored properly and inventory stock-
keepingrecords updated. Assist in the transfer of commodities to its assigned
storage space based onthe Location Map following proper techniques.

Store Helpers Ensure proper stacking of commodities to pallets, facilitate transfer of stacked
commodities to its assigned storage space based on the Location Map
following proper techniques. Ensure presence of Bin Card and/or Product
Identification Label per pallet/position. One ofthe store helpers shallbe a
certified forkliftoperator for warehouses requiring them.

4. PROCEDURE:

Ref. Key Step Responsible Staff Reference

No. Document/Record
4.1 Stacking of Commodities — Ensurethatproducts Store Helper ¢ Good Storage
are properly stacked on pallets. Practices Guidelines
e Manufacturer’s/
*If commodities are notproperlystacked on Supplier's
pallets, perform Contingency Step 6.1 Recommendation on
Stacking
e Delivery/Shipping
Documents

42 FDA Status Identification — For product requiring Store Keeper e FDA Result Status
FDA Test Analysis, print and affix FDA Status Store Helpers Database
Identification Label perpallet or per Bin Card: e Delivery/Shipping
® Quarantine (yellow) - commodities waiting for Documents
FDA
test analysis result

Page 49
 ® Passed/ Good Stocks (green) - commodities
thatalready conform to FDA test analysis
and/or commodities which do notrequire FDA
Test Analysis and already accepted by the
End-user

See Annex 13— FDA Status ID label

43 Handoverthe updated Location Map to Store Store Supervisor Location Map

Keeper/s and Helper/s

14 Using the Location Map, countercheck if Store helper Location Card/Map

commodities are fit to be stored in the designated Store keeper Warehouse
area following FEFO (for products with expiration Management System
date) and FIFO (for products without expiration
date) principles.

*NOTE: Products that requirespecial storage

conditions suchas flammable, controlled and heat
sensitive items should be appropriately handled
and stored according to manufacturer's or
supplier's recommendation- MSDS.

If commodities are not appropriate to be stored at

the designated area determined by the Store
Supervisor, perform Contingency Step 6.2.
Otherwise proceed to the next step.

45 Foritems requiring cold chain management, Store helper Cold Chain

endorse to trained personnel responsible for proper Store keeper Management Manual
supervision onhandling and storing items requiring
cold storage.

*NOTE: Please refer to the latest Cold Chain

Management Guidelines of the DOH.

4.6 Transfer commodities to its assigned storage space Store helper Location Card/Map
after counter checking Store keeper Warehouse
Management System
47 Preparation and/or updating of Stock Cards: Store Supervisor Delivery/Shipping
e Produce/Update Stock Card peritem Documents
containing the following information butnot
limited to:
o Complete item description based on the
PO/Contract;
© Unit of measurement based on the
PO/Contract;
PO/Contractno.;
Supplier;
O0OO0OO0OO0

Unit cost;
Date Received;
O00
Quantity;
Lot/Batchnos.;
O00
Expiry date(s);
PTR/BL Control Number (If applicable)

Page 50
 e Endorse to the Store Manager for
counterchecking.

See Annex 6B — Stock Card

48 Oversee/ supervise all activities mentioned above, Store Manager e Delivery/ Shipping
ensure that tasks are efficiently performed, and Documents

I
counter checkaccuracy of alldata produced by e Location Map
warehouse staff. Facilitate directassistance if
necessary.

If there are discrepancy or inaccuracy on data

entry, perform Contingency Step 6.3

5. PROCESS FLOW DIAGRAM:

Ensure proper stacking of commodities on pallets

v
Annex 6A - Bin Card
Print FDA Status label per pallet or per Bin Card Annex 13 —FDA Status Label

v
Receive Location Map and counter check the temperature Annex 7 — Location Map
requirement of items for storage

for Cold
Are items Endorse to Cold Chain Manager (See the latest
Chain Storage? Cold Chain Management Guidelines)

Are items appropriate

for storage at the
designated area in the Perform Contingency Step 6.2
warehouse based on the
location map?

y Yes

Transfer commodities to

its assigned storage space

y
Update Stock Cards

bee
v
~
Counter check Stock Cards and ensure file copy are available for
reference Annex 6B — Stock Cards

Page 51
CONTINGENCIES; CORRECTIVE ACTIONS:
6.1. Facilitate correct stacking based on the guidelines on proper palletization (see general palletization stated
in receiving process or based on Supplier's Recommendation) and adjust accordingly.

6.2. Inform Store Supervisor to consider changing the designated storage area appropriate for the commodity.

6.3. Instruct warehousestaffto correct data entry, update documentation accordingly and facilitate subtasks
accurately and completely.

DOCUMENTATION AND ATTACHMENTS:

7.1. Delivery/ Shipping Documents
TZ: FDA Status Database
7.3. Location Map
74. Material Safety Data Sheet
7.5. Product Identification Label & FDA Status Label Form
7.6. Stock Card

Page 52
 a
Put away

Store Manager Store Supervisor Store Keeper RIO GAs Se Timeline/Schedule

ry
Ensure proper stacking of commodities on pallets. Cut-off: --- mins

Print FDA Status label per

pallet or per Bin Card Cut-off: ---mins

Hand over the updated

Location Map to Store
Keeper/s and Helper/s
Cut-off: --- mins

Receive Location Map

and counter check the Transfer commodities to
temperature requirement its assigned storage Cut-off: ---mins
of items
for storage space

Update Stock Cards Cut-off: ---mins

Update Stock Cards Cut-off:

Page 53
 DOH-SCMS-
WOM-SOP-04 STORAGE AND WAREHOUSING

1. PURPOSE:

To ensure that health commodities are stored and protected in a manner that conforms to Good
Storage Practices and manufacturer’s/supplier’s recommendation.

2. SCOPE:

This procedure covers the process of storing and warehousing of commodities in

Warehouses/Storerooms.

3. RESPONSIBILITY:

Title Responsibility
Store Manager Monitor the overall routine warehouse management tasks and ensure
GSP guidelines are observed atall times.

Store Supervisor Monitor proper stacking and labeling of all commodities. Keep
assigned inventory stock keepingrecords updated atall times.

Store Keeper Ensure proper stackingand labeling of allcommodities. Keep

assigned inventory stock keepingrecords updated atall times.

Store Helpers Perform related tasks in maintaining orderliness inside the

warehouse/ storeroom. One ofthe store helpers shall be a certified
forklift operator for warehouses requiring them.

Store Utility Maintain cleanliness inside the warehouse/storeroom.

4. PROCEDURE: Routine Warehouse Management Tasks

Ref. Key Step Responsible Reference

No. Staff Document/Record
4.1 WAREHOUSE EXTERIOR
4.1.1 Monitoring of Warehouse Exterior - Ensure that 1) Store e Warchouse
ceiling, walls, floors and vehicle access are intact and in Manager Operations
good condition. 2) Store Routine
e Ceiling, Wallsand Floors — Check for leaks, cracks, Supervisor Checklist
holes and uneven portion e Location Map
® Drainage — Check forstanding water e Corrective
e Lightings — Check if there are busted/burnt out light Requisition on
bulbs Warehouse
® Vehicle Access — Check accessibility Operations
e Warehouse
See Annex 28— Warehouse Essentials Essentials
*If there are potential problem, perform Contingency Step
5.1

Page 54
4.2 WAREHOUSE INTERIOR

4.2.1 Monitoring of Warehouse Interior - Ensure that Store Manager Warehouse

ceiling, walls, floors and lighting are intact and in good Store Operations
condition. Supervisor Routine
eo
Ceiling, Walls and Floors — Check for leaks, cracks, Checklist
holes and uneven portion Location Map
® Drainage — Check for standing water Corrective
e Lightings — Check if there are busted/burnt out light Requisition on
bulbs Warehouse
Operations
See Annex 28— Warehouse Essentials
*If there are potential problem, perform Contingency Step
5.2

4.3 GOOD STORAGE PRACTICES

4.3.1 Monitoring of Space-Ensure thatthereisa Store Manager Warehouse

designated area and ample space forthe following: Store Operations
® Receiving Supervisor Routine
eo
Quarantine Checklist
e Storage Location Map
® Staging Corrective
® Releasing Requisition on
e Rejected / Damaged/ Pharmaceutical Wastes Warehouse
Operations
See Annex 28— Warehouse Essentials
*If there's space congestion in various areasin the
warehouse, perform Contingency Step 5.3

4.3.2 Segregation of Commodities - Ensure that items are Store Manager Warehouse
efficiently segregated based onits properarea, considering Store Operations
that First-Expiry-First-Out (FEFO) and First-In-First- Supervisor Routine
Out (FIFO) Principles are respected at all times. Checklist
e Transferbatch/lotof items which are first Location Map
expiring/received in front or threshold of other Corrective
batches with later expiry or laterreceiving date to Requisition on
promote ease on work flow and dispatch; Warehouse
eo
UpdateLocation Map whenevermovementof items Operations
occurs.

4.3.3 Stacking of Commodities - Ensure thatproductsare Store Manager Warehouse

consistently stacked as performed andstated during Put- Store Operations
Away process: Supervisor Routine Checklist
e Stack cartons on palletsat least 10cm (4 inches) off Corrective
the floor with no more than 2.5 meters (8 feet) high; Requisition on
® Place liquid products on lower shelves orbottom of Warehouse
stacks. Fragile items shall be stacked with no more Operations
than 1.5 meters (5 feet) high;
e Stack ofcartons per pallet should fit in to the
standard height ofrack beams;
e Ensure that there is no reversed stacking of carton
perpallet;
® Place clingwrap/ plastic wrap ontop of thestack to
maintain stability during storage and transport.

Page 55
*If there are commodities not properly stacked on pallet,
perform Contingency Step 5.4

4.3.4. Product Quality Monitoring — Observe product Store Location Map

quality by visually and randomly inspecting for: Manager Corrective
e Broken/ripped packages; Requisition on
Warehouse
e Missingor incomplete quantity ofitems;
e Unreadable/ripped Inventory Label Form; Operations
e For liquid and sterile products: Moisture inside the
packaging, leakage, discoloration, cloudiness, and
sediment;
e For tablets and capsules: Stickiness, disintegration,
discoloration, stain and unusual smell;
For tubes: Stickiness, leaking contents and holes;
e For blister packs and foil packs: perforations.

*If there are damaged and/or expired items discovered,

perform Contingency Step 5.5 and refer to the process on
Waste Management for Pharmaceuticals and Equipment
(DOH-SCMS-WOM-SOP-07)

4.3.5 Ventilation — Ensure ventilation and cooling by Store Manager Supplies Request
opening windows orairvents of the storage areas to allow Store Form
aircirculation and promote dehumidification if relative Supervisor Corrective
humidity exceeds acceptable limits inside the Requisition on
warehouse/storeroom. Warehouse
Operations
*If there are broken/non-functioning or insufficient
fans/air vents, perform Contingency Step 5.6

4.3.6 Temperature and relative humidity monitoring— Store Manager Temperature and
Ensure that thermohy grometer units are placed throughout Store Relative
the storage area for balanced monitoring. Supervisor Humidity
e For Vaccines. it is recommended to installa Monitoring
computerized monitoring system that can be directly Chart
linked with the temperature monitoring devices in Thermohygromet
differentlocations inside the coldroom or freezer er’s Profile
room for continuous monitoring. This computerized Database
temperature monitoring system must enable ready Calibration
accessto
all times.
temperature readings onsite and remotely at Certificate
Corrective
® Maintain Temperature and Relative Humidity Requisition on
Monitoring Charts and Calibration Certificate hanged Warehouse
next to each thermohygrometer unit; Operations
e When computerized system fails to function, ensure
to manually update and record Temperature and
Relative Humidity Readings at least twice daily
(Momingand Afternoon) using monitoring chart
until the computerized temperature monitoring
system is functional
e Regularly check all Thermohygrometers if properly
functioning and calibrated based on the
recommendation of National Metrology Laboratory;

Page 56
 eo
Keep Thermohygrometers Profile Database updated
and facilitate advance re-calibration two (2) months
or earlier prior its suggested re-calibration dates;
e Ensure that recalibration date do not overlap with
other thermohy grometer units enable to maintain
available units inside the warehouse.

*If there are broken/non-functioning or insufficient

Thermohygrometers, perform Contingency Step 5.7

See Annex 18— Temperature and Humidity Monitoring

Chart
See Annex 19— Thermohygrometers Profile Database

4.3.7 Temperature Requirement — Store products based Store Warehouse

on its Temperature Requirement: Manager Operations
e Normal Storage Conditions - Dry, well-ventilated
premises at temperature 15 up to 30 Degree Celsius.
AL
Checklist
Excluding extraneous matter, contamination and Temperature and
intense light. Humidity
® Defined Storage Conditions - Drug products that Monitoring chart
must be stored under defined conditions require Corrective
appropriate storage instructions. Requisition on
o Do not store over 30 Degree Celsius
store at 2 to 30 degree Celsius only. - Warehouse
Operations
o Do not store over 25 Degree Celsius
storeat2 to 25 degree Celsius only. -
o Do not store over 15 Degree Celsius -
store at2 to 15 degree Celsius only.
o Do not store over 8 Degree Celsius - store
at2to 8 degree Celsius only.
o Protectfrom Moisture -no more than 60%
relative humidity.
o Protectfromlight - do not expose to
intense light and sunlight.

*If commodities stored arenot in accordance toits storage

temperaturerequirement, perform Contingency Step 5.8

4.3.8 Protection from Sunlight — Ensure that Store Manager Warehouse

commodities are protected from direct sunlight: Store Operations
® Shade the windows and use curtains if commodities Supervisor Routine Check list
are likely to be exposed to sunlight; Supplies Request
e Keep products in sealed carton; Form
® Do not store orpack products in sunlight; Corrective
e Use opaque plastic ordark glass bottles for products Requisition on
that require them. Warehouse
Operations
See Annex 28— Warehouse Essentials

4.3.9. Product Identification — Ensure all products per Store Manager Warehouse
pallet are properly identified with readable, accurateand Store Operations
complete Bin Card or Product Identification Labelatall Supervisor Routine
Hiiias: Checklist
Bin Card

Page 57
 Product
*If there are unreadable label and/or changes on the Identification
information per pallet, perform Contingency Step 5.9 Label
Corrective
See Annex 12— Product Identification Label Requisition on
Warehouse
Operations

4.3.10 FDA Status Identification — Ensure all products Store Manager Warehouse
requiring FDA Test Analysis are properly affixed with Store Operations
readable, updated and complete FDA Status Label per Supervisor Routine
Checklist
pallet:
FDA Status
® Quarantine (yellow) — still waiting for FDA test
analysis result and acceptance from the end-user Identification
® Passed/ Good Stocks (green) - for commodities that Label .
conform to FDA test analysis and/or accepted by the Corrective
end-useralready Requisition on
e Failed/ Bad Stocks (red) — for commodities which Warehouse
failed to conform to the FDA Test Analysis and/or Operations
rejected by the End-user

*If FDA Status labelis not updated, perform Contingency

Step 5.10 toreflect necessary changes and updates

*If stored commodities as quarantine, failed the test

analysis of FDA, perform Contingency Step 5.11

*If stored commodities as quarantine, passed the test

analysis of FDA, perform Contingency Step 5.12

4.4 INVENTORY MANAGEMENT

4.4.1 Counter Checking of Bin Cards: Store Manager Warehouse

eo Check completeness and accuracy of data in Bin Store Operations :

Cards; Supervisor Routine Checklist

® Reviewallattachment of Bin Cards per pallet / Delivery
location; Documents
e Make sure thatBin cards areaccessible and
appropriately placed in their designated Bin Card
Holder orright next to the pallet / location of the
item.

*If not updated and/or there are discrepancies

discovered, perform Contingency Step 5.13 — 5.14

4.4.2 Counter Checking of Stock cards: Store Manager Warehouse

® Check completeness and accuracy of data in Stock Operations
Routine Checklist
.

cards:
e Reviewallattachment of Stock Cards of allitems Delivery
stored ensuring that data complement with Bin Cards Documents
and other attachments;
® Make sure that Stock cards are accessible and
appropriately filed in their designated folder.

Page 58
 *Ifnot updated and/or there are discrepancies
discovered, perform Contingency Step 5.15—5.16
4.4.3 Counter Checking of Location Map Store Manager Warehouse
Check theconsistency of data in Stock Cards and Store Operations
actual count of commodities based onthe location Supervisor Routine Checklist
Delivery
map; Documents
Ensure that warehouse staff regularly the Location
Location Map
Map
every after transaction.
ConductRandom orcycle physical inventory ona Monthly
weekly and monthly basis. Inventory

*If not updated andthereare discrepancies discovered,

perform Contingency Step 5.17-5.18
4.44 Inventory Report Store Manager Warehouse
Check theconsistency of data in monthly inventory, Store Operations
Routine Checklist
by comparing it with Stock Cards and actual count of Supervisor
commodities; Delivery
Ensure that warehouse staff regularly update the Documents
Inventory Report according to latest reporting Location Map
protocol; Monthly
Counter check the expiry dates of commodities in the Inventory
inventory. Consistently coordinate with the end-user
and supply planning unit the available stocks and
corresponding expiry date oftheir commodities for
allocationand distribution to prevent having near
expiry;
ConductRandom or cycle physical inventory in a
weekly and monthly basis;
Regularly assess the stock status by calculating
Months of Stocks and Average Monthly
Consumption of stocks in the inventory:
v' To calculate Average Monthly Consumption,
determine thequantity of items consumed or
dispensed permonth then calculate the total
consumed quantity within thenumber of
months covered. Divide the total quantity
consumed/dispensed by the total number of
months covered.
v" To calculate Months of Stock, determine the
quantity stock onhand ofanitemin the
inventory and divide it by the average monthly
consumption.

Monitor stocks based on the latest inventory policies

on minimun/maximum level per commodity;
Coordinate with theupper tier, health programs
and/or supply planning unit on the procurement or
replenishment schedule of stocks to avoid reaching
criticallevel or stock outand maintain maximum
level per commodity in the warehouse;
In case there are near expiring commodities (i.c., less
than 12 months shelf life) in the inventory,

Page 59
 immediately inform the end-userand supply planning
unit forurgent allocation and distribution.

*If not updated and thereare discrepancies discovered,

perform Contingency Step 5.17—5.18
4.4.5 Inbound and Outbound Summary Report: Store Manager oa reouse
® Check completeness and accuracy of data in Inbound Store DEISHons,
and Outbound Summary; Supervisor Routine Checklist
® Ensure that warehouse staff regularly update Inbound Delivery
and Outbound Record every a fier transaction, Documents

*If not updated and/or there are discrepancies

discovered, perform Contingency Step 5.19

4.4.6 Warehouse Operations Routine Checklist Store Manager Warehouse

e Accomplish quality checklist report (Annex 19) to Store Operations
ensure safe, efficient and quality warehouse
operations atall times.
Supervisor
iE
Checklist

See Annex 15— Warehouse Operations Routine Checklist

4.5 WAREHOUSE SIGNAGE AND LABEL

and Label for Safety and Precautionary

4.5.1 Signage Store Manager Warehouse
Measures — Maintain precautionary measures to protect Store Operations
personnel and stored commodities by ensuring that floor Supervisor Routine Checklist
markings and warehouse signa ge are complete and in Corrective
place. Requisition on
Warehouse
*If warehouse signage, floor markings areinsufficient, Operations
perform Contingency Step 5.20
See Annex 14— Corrective Requisition on Warehouse
Operations

See Annex 28— Warehouse Essentials

4.6 WAREHOUSE EQUIPMENT

4.6.1Equipment Maintenance — Maintain necessary Store Manager Warehouse

equipment used for the operation and preservation of all Store Operations
Checklist
commodities stored inside the warehouse Supervisor Routine
® Check Jack lifts, Trolleys, Forklifts, Forklift safety Corrective
cage and other needed equipment for any necessary Requisition on
maintenance; Warehouse
® Check Ladders if
available and properly functioning. Operations

*If there
are broken/non-functioning or insufficient
warehouse equipment, perform Contingency Step 5.21

Page 60
4.7 WAREHOUSE HOUSEKEEPING

4.7.1 Sanitation - Clean receiving, quarantine, storage, Warehouse e Warehouse

contamination:
of
staging, releasing and rejected areas to avoid any form Utility Staff
Store helper
Operations
Routine Checklist
e Keepallnecessary cleaning materials available at all e Corrective
times; Requisition on
e Sweep and mop orscrub the floors ofthe warehouse Warehouse
regularly; Operations
e Wipe down the shelves and products to remove dust
and dirt;
® Clean bins, shelves and cupboards as necessary;
e RequestRodent traps if necessary.
*If cleaning materials areinsufficient and/or not
functioning, perform Contingency Step 5.22

4.7.2 Protection against Pest Warehouse e Warehouse

® Ensure to comply with latest Pest Control Utility Staff Operations
Guidelines; Store helper Routine Checklist
e Contact Details of office/agency responsible for Pest e¢ Warchouse
Controlshallbe easily accessible in case of urgent Operations
need and forregular scheduling. Inspection
Checklist
*If there are pests discovered, perform Contingency Step
5.23

4.8 WASTE MANAGEMENT

4.8.1 Garbage Management - Store garbage in covered Warehouse e Warehouse

receptacles and Dispose garbage often, in a manner that Utility Staff Operations
avoids attracting pests. Routine
Checklist

4.8.2 Pharmaceutical Waste Management — In casesof Store Manager| « Warehouse

discovering pharmaceutical wastes, refer to theprocesson Store Operations
waste management for pharmaceuticals Waste Supervisor Routine
Management for Pharmaceuticals and Equipment (DOH- Checklist
SCMS-WOM-SOP-07) and ensure compliance with the e Corrective
latest guidelines from the DOH. Requisition on
Warehouse
Operations

4.9 DISTRIBUTION AND TRANSPORT

4.9.1 Distribution & Transport Management - Ensure Store Manager « Warchouse
that latest SOPs for Shipping and protocols on distribution Store Operations
typesare in place. Supervisor Routine
Checklist

Page 61
4.10 WAREHOUSE SAFETY AND SECURITY

4.10.1 Security Monitoring— Observestore securityand Store Manager| ¢ Warehouse

safety of items: Operations
e Identify and Provide increased security for products Routine
which are at risk oftheft and abuse orhave the Checklist
potential foraddiction (e.g. Narcotic, strong eo Corrective
analgesics, psychotropic drugs, medicines and Requisition on
supplies that are scarce, expensive and with high Warehouse
demand) by keeping them in a separate lockedroom Operations
or cabinet with appropriate signage, precautions and

restricted access for unauthorized personnel.

® Othercorrosives, flammable and cytotoxic materials
shallalso be separated in a securedand isolated area.
e Entry to the location oftheaccess - controlled
products must be limited to theManagerand one
othersenior staff member only.
e Limit the number of keys made for the controlled
locationand keepa list of people who have keys.
® Always ensure availability and accessibility of
logbooksto be
filled up by the authorized personnel
wheneveraccess to the secured area/room is made.
e Requestto install security bars ormetal bars to
windows and doors thatcan be an access pointfor
possible theftor pilferage inside the facility.
e Ensure that there are sufficient numbers of CCT Vs
inside and outside the warehouseto cover efficient
and balanced monitoring and review as necessary.

*Ifin case, there are missing items, perform

Contingency Step 5.18

See Annex 14— Corrective Requisition on Warehouse

Operations

See Annex 28— Warehouse Essentials

4.10.2 Safety and Precautionary Measures — Maintain Store Manager ¢ Warehouse

precautionary measures to protect personnel and ensure Store Operations
that protective personal equipmentare complete and in Supervisor Routine
place. Checklist
e Corrective
*If protective personal equipment is insufficient, perform Requisition on
Contingency Step 5.24 Warehouse
Operations
See Annex 14— Corrective Requisition on Warehouse
Operations
See Annex 28— Warehouse Essentials

4.10.3 Protection against fire Store Manager

© Wa rehouse
e Make standard fire extinguishers or fire sprinklers Store Operations
available in every storage facility according to Supervisor Routine
national regulations; Checklist
e Corrective
Requisition on

Page 62
 Visually inspect fire extinguishers/ fire sprinklers Warehouse
every 2-3 months to ensure that pressures are Operations
maintained and the extinguisher is ready for use;
Service fire extinguishers and sprinklers at least
every 12 months;
Contact details for fire-fighting department should be
easily accessible in case of emergencies;
Ensure availability of smoke detectors throughout the
storage facility and check them every 2—3 months to
ensure that they are working properly;
Strictly prohibit smoking in the store;
Clearly mark emergency exits and check regularly to
be
sure that they are not blocked or inaccessible.
*If there are broken/non-functioning or insufficient fire-
fighting units and smoke detectors, perform Contingency
Step 5.25

See Annex 28— Warehouse Essentials

CONTINGENCIES; CORRECTIVE ACTIONS:

5:1: Take photos showing the broken/non-functioning ceilings, drainage, lighting, and vehicle
access. Request for necessary repair and intervention to promote smooth operations in the
warehouse, request for renovation to complement the ideal vehicle access layout. Produce
Corrective Requisition on Warehouse Operations (See Annex 14) to be submitted to the
Supply Officer. Refer to Warehouse Essentials (See Annex 28) to observe warehousing
standards.

5:2; Take photos showing thebroken/non-functioning ceilings, drainage, and lighting. Request for
necessary repairand intervention to promote smooth and safe operations in the warehouse,
request for renovation to complement the ideal warehouse facility interior. Produce Corrective
Requisition on Warehouse Operations (See Annex 14) to be submitted to the Supply Officer.
Referto Warehouse Essentials (See Annex 28) to observe warehousing standards.

5.3: Take photos showing the current situation of the warehouse and produce Corrective
Requisition on Warehouse Operations (See Annex 14) to be submitted to the Supply Officer.
In cases of warehouse congestion and/or stock completion for picking and packing,
recommend facilitating stock transfer to other available warehouses if
necessary. Refer to
Warehouse Essentials (See Annex 28) to observe warehousing standards.

54. Instruct store keeper and store helper to correct the stacking based on the guidelines on proper
palletizationand adjust accordingly.

5.5. Take photos of the damaged and/or expired item/s and facilitate investigation on its occurrence.
Produce Incident Report (See Annex 16) and inform the Store Manager for proper
documentation and corrective actions in accordance with latest issuance/guidelines on waste
management for pharmaceuticals and equipment.

5.6. Take photos showing the broken/non-functioning unit of fan(s)/air vent(s) and request an
additional unit if already insufficient to promote ventilation for the entire warehouse. Produce
Corrective Requisition on Warehouse Operations (See Annex 14) to be submitted to the

Page 63
 Supply Officer. Refer to Warehouse Essentials (See Annex 28) to observe warehousing
standards.

5.7. Take photos showing the broken/non-functioning Temperature and Humidity Monitoring
Device and request additional unit if
already insufficient to cover monitoring of the entire
warehouse. Produce Corrective Requisition on Warehouse Operations (See Annex 14)to be
submitted to Supply Officer.

5.8. Ensure that air conditioners and fans are always working properly, and the storeroom
ventilatedaccordingly. If not, request for air-conditioning maintenance/ repair and facilitate
transfer of commodities to appropriate pla ce/area in accordance with its storage temperature
requirement immediately. In case, there are no other places in the warehouse where the
commodity can bestored according to its temperature and humidity requirements, initiate
stock transfer to other warehouses suitable forthe storage of the commodity as necessary while
air-conditioning maintenance/repair is being conducted.

5.9. Instruct Store keeper to produce/update Bin Cards and or product labeling per pallet.
5.10. Instruct warehouse staffto affix an updated labeling on FDA Status per pallet.

5.11.Instruct warehouse staffto affix Failed FDA Test Status Label to commodities which do not
conform to Test Analysis and facilitate transfer of commodities to isolated areas
(Rejected/Damaged Area to preventmix up and unintended issuance not later than 24 hours
upon receiptof FDA Test Result. Ifthere’s no available area for Rejected/Damaged items,
ensure that commodities are properly labelled or segregated in a manner that prevents mix -up.
Further, producean official letter to the supplier with the instruction to pull out failed
commodities not later than five (5) days uponreceiptof theletter. (See Annex 17).

5.12.Instruct warehouse staffto affix Passed FDA Test Status Label to commodities whichalready
conform to Test Analysis (Good Stocks) and facilitate transfer of commodities to appropriate
area (Storage area) from Quarantine area. Ensure thatcommodities are properly labelled or
segregated in a manner that prevents mix-up with items that are on quarantine or
rejected/damaged. Further, follow up theapproved Allocation List and/or shipment plan from
the end-user and supply planning unit. If commodities with passed FDA Test Status and
alreadyaccepted by the End-user, have Approved Allocation List and shipment plan, prepare
Shipping Documents (Annex 25,26 and/or27)

5.13.Instruct Warehouse staffto produce/update Bin Card per pallet/ location of item.

5.14. Instruct Warehouse staffto correct invalid data entry, update accordingly and complete all the
attachments needed to support every transaction in the Bin Card.

5.15. Instruct Warehouse staffto produce/update Stock Card per item in the warehouse.

5.16.Instruct Warehouse staffto correct invalid data entry, update accordingly and complete all the
attachments needed to support every transaction in the Stock Card. Ensure that data between
Stock Card and Bin Card complement each other.

5.17.Investigate why there are discrepancies between quantities on inventory and stock cards.
Correct accordingly if confirmed that quantities are still intact. Ifthereare missing items, refer
to contingency step 6.18

5.18.Perform physical inspection of the warehouse to

locate products. If products are located,
instruct warehouse staff to update the documentsaccordingly. Ifnot, investigate, review all
CCTVsif necessary and produce Incident Report (See Annex 16) and inform Supply Officer

Page 64
 forproper documentation and corrective actions in
accordance with latest issuance/guidelines
from Commission on Audit and Accounting Unit.

5.19.Instruct Warehouse staff to correct invalid data entry in the outbound/inbound summary report
and complete missing data (if there are any).

5.20. Determine whatare the needed warehouse signa ge, floor markings including their quantity.
Produce Corrective Requisition on Warehouse Operations (See Annex 14)to be submitted to
Supply Officer. Referto Warehouse Essentials (See Annex 28) to observe warehousing
standards.

52 .Take photos showing the broken/non-functioning Jack lifts/Forklift/Trolleys and Ladders.

Requestadditional unit if already insufficient to promote smooth and safe operations in the
warehouse and if necessary, request for renovation to complement the ideal warehouse/
storeroom layout. Produce Corrective Requisition on Warehouse Operations (See Annex 14) to
be submitted to Supply Officer. Refer to Warehouse Essentials (See Annex 28) to observe
warehousing standards.

5.22.Inform Store Manager ofthe needed cleaning materials and fillup Corrective Requisitionon
Warehouse Operations (See Annex 14).

5.23.Inform Store Manager and coordinate with appropriate office/agency for Pest Control
scheduling.

5.24. Determine whatare the needed personal protective equipment including quantity. Produce
Corrective Requisition on Warehouse Operations (See Annex 14) to be submitted to Supply
Officer. Referto Warehouse Essentials (See Annex 28) to observe warehousing standards.

5.25.Determine whatare the needed fire-fighting units and smoke detectors including their quantity.
Produce Corrective Requisition on Warehouse Operations (See Annex 14)to be submitted to
Supply Officer. Refer to Warehouse Essentials (See Annex 28) to observe warehousing
standards.

DOCUMENTATION AND ATTACHMENTS:

6.1. Delivery/ Shipping Documents
6.2. Incident Report
6.3. Inventory Label Form
6.4. Inventory Stock Keeping Record
6.5. Warehouse Operations Inspection Checklist
6.6. Corrective Requisition on Warehouse Operations

Page 65
 Storage and Warehousing

Store Manager
RII a BT 8 Store Keeper Store Helper

( Routine Warehouse/ Storage Management Tasks ]

I. Monitoring of Space
Il. Sanitation
II. Product Quality Monitoring
Stacking of Commodities
S<2 Inventory Label Monitoring
Temperature and Relative Humidity
Monitoring
VIL Ventilation
Protection of commodities from Sunlight

BuRE
Segregation of commodities
FEFO/FIFO Principles
. Security Monitoring
XII. Safety and Precautionary Measures
XIII. Protection against Fire
XIV. Pest Control

( Routine Warehouse Documentation Tasks J

Page 66
 DOH-SCMS-
WOM-SOP-05 PICK AND PACK

1. PURPOSE:

To ensure that health commodities are assembled accurately based onthe approved Allocation List
or Requisition from the Health Program and/or Supply Planning Unit prior to shipmentof goods.

2. SCOPE:

This procedure covers the process of the picking and packing in the warehouse including associated
documentation.

3. RESPONSIBILITY:

Title Responsibility
Store Manager Generatepick list, based on the shipment plan, approved Allocation
List and/or PTR/BL, for endorsement to
store supervisor; checkand
approveassembled shipments and affix signature in the required
documents.

Store Supervisor Oversee picking and packing subtasks including required

documentations and counter check size and weight of consignments.
Updatelocation maps.

Store Keeper Assist in pickingand packing of items per facility. Ensure accuracy
of pickingand packing.

Store Helper Pick items based on the pick list, place items in designated areas for
packingand assemble items per facility.
Office Clerk/ Encoder Prepares PTR/BL/RIS in accordance with the approved shipment
plan, approved Allocation List and/or official approved request.
4. PROCEDURE:
Ref. Key Step Responsibility Reference
No. Document/Record
4.1. Generate Shipping Documents Office Clerk/Encoder o Approved Allocation
(PTR/BL/RIS) based on approved List
Allocation List, Shipment Planand/or o Approved Request
Officially Approved Request from Health e Monthly Inventory
Programs or Supply Planning Unit. Report
e Shipment Plan
Endorse to Authorized Personnel for
i

signature.

See Annex 21— PTR

See Annex 22—BL
See Annex 23—RIS
4.2. GeneratePick List, based onthe Store manager e Shipment Plan
Shipment Plan, Approved Allocation List e Inventory Stock
and/or Shipping Documents, following Keeping Records
FEFO/FIFO principles.

Page 67
 Location Map
Pick List details shallinclude information
from PO/Contract, DR/SIand location
map as follows but not limited to:
* Location code
+
Productname
+
Dosage Form and Strength (for
pharmaceuticals)
+
Unitof Measure
*
Quantity
« Batcl/lot number
*
Expiry Date

See Annex 20— Pick List

If reference documents arenot updated,

perform Contingency Step 6.1

4.3. Endorse pick list and shipmentplanto Store manager e Pick

list
store supervisorand store keeper Shipment Plan
Approved Allocation
List
4.4. Pickitems in the pick list: Store keeper Pick list
Store helper Shipment Plan
Proceed to the storage location of the first Approved Allocation
producton the “Pick List” and pick the List
products with the exact details as stated
on the “Pick List” using appropriate
picking tool/equipment.

If the item stated on the Pick list is not

present in the specified storage location,
perform Contingency Step 6.2

4.5. Place the products in the designated area Store helper e Pick list
e Shipment Plan
If the designated areafor picking and e Approved Allocation
packing is notavailable, perform List
Contingency Step 6.3 e Location Map

4.6. Assemble the healthcommodities per Store helper e Pick list

facility according to thepick list e Shipment Plan
e Approved Allocation
List

4.7. Counter check the size and/or weight of Store Supervisor e Approved Allocation
consignment List
e Pick list
e Shipment Plan
e ShippingDocuments

4.8. Check assembled shipments Store Supervisor Pick list

Shipping Documents
If there are discrepancies, perform
Contingency Step 6.4

Page 68
4.9. UpdateBin Card Store Keeper e Pick list
e Shipping Documents
.
4.10. UpdateLocation map Store Supervisor e Pick list
e Shipping Documents

4.11. Approve and sign Shipping Documents Store Manager e Shipment Plan
and inform recipient/ official courier for e Pick
list
pick-up Shipping Documents

PROCESS FLOW DIAGRAM: SOP 5 and Packin:

le
5. — Picking

—
Annex 21- PTR
Annex 22 -BL
Prepare Shipping Documents Annex 23 —RIS
v
Generate Pick List based on the Location Map and Shipment Plan

v
BB] Annex 7 — Location Map
Annex 20 — Pick List

Pick items in the pick list

v
Place items in designated area for packing
v
Assemble items per facility
vy

Check assembled shipments

Adjust quantity

—
No

Update Location map and Bin Card Annex 6A - Bin Card

Annex 7 — Location Map
v
Approve/sign Shipping Documents and inform recipient/
official courier for pick-up

6. CONTINGENCIES; CORRECTIVE ACTIONS:

6.1. Instruct Warehouse staffto correct invalid data entry in the location map and inventory (if
there are any) andupdate accordingly.

6.2. Perform physical inspection of the warehouse to

locate products. Ifproducts are located,
update the documents accordingly. If
there are missing quantity or damaged items, report to
Store Manager and produce Incident Report (See Annex 16) and inform the Supply Officer for
proper documentation and correctiveactions.

Page 69
6.3. If pickingand packing area is congested, facilitate transfer of stocks to a tentative vacantarea
in the warehouse to be used for assembling of items.

6.4. Instructthe Store helper/keeper to correct the discrepancy: return excess oradd deficient items
if there are any.

DOCUMENTATION AND ATTACHMENTS:

7.1. Approved Allocation List

7.2. Approved Request Letter requesting for commodity
7.3. Endorsement of the approved Letter from the End-User regarding the release of commodities
priorto the FDA Test Result (If applicable)
7.4. FDA Test Analysis Results
7.5. Location Map
7.6. Pick List
7.7. Shipping Documents
7.8. Shipment Plan

Page 70
Re
—
Pick and Pack

Store Manager Store Supervisor NTS GT Store Helper Timeline/Schedule

Prepare Shipping
Documents based on
Approved Allocation Generate Pick
List, Shipment Plan List Receive pick list
and/or Official
Cut-off: --- Mins.
Approved Request

Pick items in the pick list

Place items in
“> designated area for
packing Cut-off: --- mins.
vy

Assemble items per

facility
]
2
Countercheck the size

—
and/or weight of
ere

iil
consignment. Update
Location Map
|
v

Check assembled
shipments and update Update Bin Card
Location Map

Sign Shipping Documents and inform recipient/

official courier for pick-up
 DOH-SCMS-
WOM-SOP-06 DISPATCH

1. PURPOSE:

To ensure accurate and timely dispatch ofhealth commodities to 3PL Courier/ recipients based on
the approved shipping documents following appropriate handling techniques.

2. SCOPE:

This procedure covers the releasing of commodities from the warehouse ensuring proper
documentation.

3. RESPONSIBILITY:

Title Responsibility
Store Manager Oversee and supervise warehouse staff in theirtasksduringandafter the
dispatch process. Countercheck Inventory Stock Keeping Records.
Consolidate and file carbon copy of stamped Shipping Documents and
ensureto send original copy to Payment Section and/or Accounting.

Store Supervisor Endorse assembled items and signed Shipping Documents for dispatch to
3PL/recipient. Prepare Gate Pass, ensure that Shipping Documents are
properly stamped andreceived by the 3PL/recipient. Update Monthly
Inventory and Outbound Records accordingly.

Store Keeper Assist in handing over items for dispatch to the 3PL/recipient, endorse
gate pass, and update inventory stock keeping records.

Store Helper Handoveritems for dispatch to the 3PL/recipient.

Security Perform security protocols at the start and end ofthe dispatch process.
Facilitate separate documentation for all items and quantities released.
4. PROCEDURE:
Ref. Key Step Responsibility Reference
No. Document/Record
4.1 Endorse signed Shipping Documents Store Manager Shipping Documents
(BL/PTR/RIS) and shipment plan to Store Shipment Plan
Supervisor. Approved Allocation
List
See Annex 21,22 and23 Approved Request
Letter forrelease of item
(If applicable)
4.2 Notify Security Personnel for incoming pick- Store Shipping Documents
up/ dispatch schedule. supervisor

4.3 Check theappropriateness of the vehicleand Store Transportation

ensure the following: supervisor monitoring mechanism
e Check forleaks and sharp edges
which could damage commodities
during transport;
e If commodities for dispatch require
controlled temperature storage,
ensure that the vehicle is well air-
conditioned which contains

Page 72
 temperature and relative humidity
measuring units to maintain its
temperature requirement during
transportation;
e Ifapplicable, ensure GPS and
Transportation monitoring
mechanisms are well-functioning.

*Ifthe vehicle is unfitto transport the

allocated items, perform Contingency Step
6.1. Otherwise, proceedto the next step.

44 Handoveritems to 3PL/recipient for counter Store keeper Shipping Documents

checking. Store helper Shipment Plan
Approved Allocation
*If there are missing items discovered during List
checking of 3PL/recipient, perform Approved Request
Contingency Step 6.2 Letter forrelease of item
(If applicable)
*If there are damaged items discovered
during checking of 3PL/recipient, perform
Contingency Step 6.3

4.5 Supervise 3PL/recipient in loading the Store None

allocated commodities. Ensure that supervisor
loaders/porters properly stack all commodities
in the vehicle. If applicable, instruct
3PL/recipientto Put cling/plastic wrap on
stacks and fillup free spaces in the vehicle
with bubble wraps, cartons, orany othernon-
hazardous fillers to maintain stability between
stacks and preventpackaging damages during
transportation.

4.6 Countercheck items for dispatch and prepare Store Keeper Gate pass
Gate Pass for signature of the approving
authority (Store Manager / Store Supervisor).
Endorse to 3PL/recipient.

See Annex 24— Gate Pass

77 Ensure that the 3PL representative/ recipient Store Keeper Shipping Documents
has properly stamped Shipping Documents Gate Pass
and Gate Pass with a copy of official IDas Waybill
attachment. Hand over to Store Manager for
counter checking and filing.
48 Update Outbound records and Monthly Store Inventory Stock Keeping
Inventory and endorse to Store Manager for supervisor Records
checking.
See Annex 9 — Outbound summary report
See Annex 10— Monthly Inventory

4.9 Update Stock Cards and endorseto thet Store Store Inventory Stock Keeping
Manager for checking. Supervisor Records

4.10 Consolidate, countercheck and file carbon Store Manager Shipping Documents
copy of Shipping Documents and gate pass Gate Pass
stamped by the courier/ recipient. Provide a

Page 73
 copy to the Supply Officer and/or Monitoring

—
Unit.

4.11 *Ifapplicable: Produce/Update RSMI/SSMI Office Clerk e Signed Shipping

and send to paymentsection / accounting. Documents

5. PROCESS FLOW DIAGRAM: SOP 6 - Dispatch

.
signed Shipping Documents

Notify security personnel for incoming

pick-up/dispatch schedule
Vv

Check appropriateness of delivery vehicle

v
Hand over Shipping Documents & items to
3PL/recipient for counter checking

¥
Supervise and countercheck in loading
commodities

v
Prepare and endorse Gate Pass

v
Ensure that 3PL / Recipient has properly PTR/BL/RIS
stamped the Shipping documents and Gate Annex 24 - Gate Pass
Pass I

Annex 6B — Stock Card:

v Annex 9 — Outbound Summary Report;
Update Inventory Stock Keeping Records Annex 10 — Monthly Inventory

v
Consolidate, countercheck and file carbon
copy of signed Shipping Documents and Gate PTR/BL/RIS
Pass. Provide a copy to Monitoring Team

Produce/ Update RSMI/ SSMI and send to

payment section or accounting RSMI/SSMI

6. CONTINGENCIES; CORRECTIVE ACTIONS:

6.1 Inform the warehouse manager and report to the courier pertaining to the incident. Reschedule
the releasing accordingly and provide supporting reports for the KPI monitoring ofthe 3PL.

6.2 Perform physical inspection of the warehouse to locate products. If products are located, update
the documents accordingly. If not, investigate, review all CCTVs if necessary and produce
Incident Report (See Annex 16) and inform the Store Manager and Supply Officer for proper
documentationand corrective actions.

6.3 Take photos ofthe damaged item/sand facilitate investigation on its occurrence. Produce Incident
Report (See Annex 16) and inform the Store Manager and Supply Officer for proper
documentationand corrective actions.

Page 74
DOCUMENTATION AND ATTACHMENTS:

7:15 BL
7.2. Gate Pass
7.3. Inventory Stock Keeping Records
7.4. PTR
7.5. RIS
7.6. Shipment Plan
7.7. Summary of Supplies and Materials Issued (SSMI)

Page 75
 Dispatch

MOIR ETE Store Supervisor N(CH

EC Store Helper Timeline/Schedule

Rea
Notify security personnel
for incoming pick-
up/dispatch schedule and
Check appropriateness of
delivery vehicle
Hand over items to 3PL/ recipient for counter checking Cut-off: --- mins.

Cea
Supervise 3PL/recipient in
loading commodities

Prepare and endorse Gate Pass

y
to 3PL/Recipient Cut-off: --- mins.

¥
Ensure that 3PL/recipient signs
Shipping Documents

Cut-off: ---mins.

Update Inventory Stock Keeping Records

Consolidate,
countercheck and file
carbon copy of signed Secure a receiving copy of
Shipping Documents and
Shipping Documents Cut-off: --- mins.
and Gate Pass. Provide
Gate Pass signed by 3PL
a copy to Monitoring
Team

Page 76
 DOH-SCMS- WASTE MANAGEMENT FOR PHARMACEUTICALS AND
WOM-SOP-07
UNSERVICEABLE MEDICAL EQUIPMENT

1. PURPOSE:

To ensure that wastages in cases of product damage or expiration are managed in accordance with
latest waste management guidelines and legal standards.

2. SCOPE:

This procedure covers the handling of pharmaceutical wastes and unserviceable items upon
discovery untilits release from the warehouse for disposal/ replacement. This process must be
connected to the latest guidelines on pharmaceutical wa ste management by the DOH and
Commission on Audit (COA) in coordination with the Department of Environmentand Natural
Resources (DENR).

3. RESPONSIBILITY:

Title Responsibility
Supply Officer Inspect the pharmaceutical wastes’ damaged equipment with the End-user
and relevant offices and review the Inventory and Inspection Report of
Unserviceable Property (IIRUP) and Waste Materials Report (WMR) for
submission to the Accounting Unit.

Store Manager Review the Incident Report, counter check relevantdocuments and
pharmaceutical wa stes/ damaged equipment for dispatch. Prepareand
submit to Supply Officer the Inventory and Inspection Reportof
Unserviceable Property (IIRUP) and Waste Materials Report (WMR).

Store Supervisor Assist in the preparation of the Inventory and Inspection Report of
Unserviceable Property (IIRUP) and Waste Materials Report (WMR).
Counter check the stock keeping records and relevant documents for the
dispatch of pharmaceutical wastes/ damaged equipment

Store Keeper Facilitate updating of stock keeping records. Make a separate inventory for
the discovered pharmaceutical wastes’ damaged equipment for tracking
purposes.

Store Helper Facilitate transfer of the pharmaceutical wa stes/ damaged equipment to a

separate area for proper segregation. Puta label on thestack of
pharmaceutical wastes/ damaged equipment for proper identification.

Security Perform security protocols at the start and end of the dispatching process for
pharmaceutical wastes/ damaged equipment. Facilitate separate
documentation forallitems and quantities released.

4. PROCEDURE:

Page 77
Ref. Key Step Responsible Reference Document/Record
No.
4.1 Upon discovery of potential Store Manager e Incident Report
pharmaceutical wastes or damaged Store Supervisor e Inventory stock
equipment in the Store Keeper
warehouse/storeroom, immediately Store Helper
inform the Store Manager and Security Officer
facilitate investigation. Take photos
asnecessary and fill-up the Incident
Report (IR)

See Annex 16— Incident Report

42 Transfer the pharmaceutical wastes/ Store Keeper Location Map

used vials/ used and/or damaged Store Helper
equipment from areas where good
items are stored to a separate area
in the warehouse dedicated only for
potential pharmaceutical waste and
damaged items to avoid mix-up
with other good items in the
warehouse.

Note: Handle pharmaceuticals with

caution andrefer to the product's
Material Safety Data Sheet (MSDS)
if available for specific instruction.

43 Segregate and make an inventory of Store Keeper e Inventory

the pharmaceutical wastes/ used Store Helper e Stock/Bin Cards
vials/ used and/or damaged
equipment andreflectthe quantity
in the warehouse/storeroom
inventory

77 Put appropriate label to the stack of Store Keeper Product label indicating
pharmaceutical wastes/used vials/ Store Helper “potential pharmaceutical wastes/
used and/or damaged equipment for damaged equipment”
proper identification

45 Prepare request for Inspectionand Store Supervisor * Relevant Report/Forms

Disposition (please refer to the eo COA’s Government
COA's Government Accounting
Accounting Manual
Manual) andsecurethe schedule
forinspection of the pharmaceutical
wastes/ used vials/ used and/or
damaged equipment with the End-
user, Accounting unit and relevant
offices (ifthe pharmaceutical
wastes are controlled substances,
inform PDEA as well)

4.6 If the pharmaceutical products Store Manager

and/or equipment are no longer Store Supervisor
viable foruse based onthe
inspection ofthe End-userand

Page 78
 otherrelevant office, prepare the
Inventory and Inspection Report of
Unserviceable Property (IIRUP)
and Waste Materials Report
(WMR)of COA

Please refer to the latest template of

IIRUP and WMR from COA

If the pharmaceutical product or

medical equipment is still viable for
use based on the inspection and
assessment of the End-user and
other relevant office, perform
contingency step 6.1. Otherwise,
proceedto the next step.

4.7 Schedule thedispatch of Store Supervisor Relevant Report/Forms

pharmaceutical wa ste/ used vials/
used and/or damaged medical
equipment to the:

1) identified 3PL forreverse

logistics that will pull-out the items
and transfer to a more central
location for disposal in coordination
with the upper tier (DOH Central or
Regional Office)

Or

2) identified 3PL involved in

disposal of pharmaceutical wastes
and damaged equipment in your
respective regions and/or localities

Note: For Pharmaceutical Wastes,

ensure to comply withthe latest
guidelines on pharmaceutical waste
management of DOH

4.8 Prepare the Gate Pass forthe Store Keeper Gate Pass
dispatch ofthe pharmaceutical
waste/ damaged equipment.

See Annex 24— Gate Pass

49 Counter check the documents, Store Manager e Inventory and Inspection

quantities and actual item during Store Supervisor Report of Unserviceable
dispatch of pharmaceutical wastes/
Property (IIRUP) or Waste
damaged items. Ensure that
relevant Documents and gate pass Materials Report (WMR)
are stampedas received by the 3PL e GatePass
of Pharmaceutical waste or
damaged equipment.

Page 79
4.10 Updatestock keepingrecords Store Supervisor e Inventory
Store Keeper e Stock/Bin cards
e Outbound summary Report

4.11 Consolidate, countercheck and Store Manager e Outbound summary Report

maintain carbon copies of Relevant e Inventory and Inspection
Documents forreview of the .
Report of £ Unserviceable
pply OffiOfficer.
Supply
Property (IIRUP) or Waste
Materials Report (WMR)
e GatePass

4.12 Review the documents andsubmit Supply Officer Relevant Report/Forms

the report to the Accounting unit to
facilitate dropping from the books
of account.

Page 80
5. PROCESS FLOW DIAGRAM: SOP 7 — Waste Management for Pharmaceuticals and
Unserviceable Equipment

LL
s Y
Facilitate investigation upon discovery of potential pharmaceutical wastes/ damaged
equipment

*
Annex 16 — Incident
Take photos as necessary and fill-up the Incident Report Report
v
Transfer the discovered pharmaceutical or damaged equipment to a separate area to
prevent mix-up with other good items

¥
Segregate and make an inventory the discovered potential pharmaceutical wastes/
of

damaged equipment
v
Put a label to identify the product stacks and equipment as potential wastes/damaged

v
Prepare request for Inspection and Disposition and secure the schedule for inspection of
the potential pharmaceutical wastes or damaged equipment with the End-user and
relevant offices

v
Inspect the discovered potential pharmaceutical waste/ damaged equipment with the
End-User and relevant offices
Inventory Inspection &
¥ Report of Unserviceable
Property (ITRUP)
If the pharmaceutical products and/or equipment are no longer viable for use based on

_—
the inspection of the End-user and other relevant office, prepare the IIRUP and WMR ‘Waste Management
Report (WMR)
v
Schedule the dispatch to the identified 3PL

_——
Prepare the Gate Pass for the dispatch of the pharmaceutical waste/ damaged equipment. Annex 24 — Gate Pass

v
Counter check the documents, quantity and actual item during dispatch of
pharmaceutical wastes/ damaged items

v
Update stock keeping records and consolidate, countercheck and maintain carbon copies
of Relevant Documents for review of the Supply Officer

v
Review the documents and submit the report to the Accounting unit to facilitate
dropping from the books of account

Page 81
6. CONTINGENCIES: CORRECTIVE ACTIONS:

6.1 Return the item in the inventory and putappropriate label.

7. DOCUMENTATION AND ATTACHMENTS:

7.1. GatePass
7.2. Incident Report
7.3. Inventory Inspection & Report of Unserviceable Property
7.4. Waste Management Report

Page 82
 Waste Management for Pharmaceuticals and unserviceable equipment

7
BIR

y
RII CE Store Supervisor Store Manager Supply Officer

Facilitate investigation upon discovery of potential pharmaceutical wastes/ damaged equipment

Take photos as necessary and fill-up the Incident Report

Transfer the discovered

pharmaceutical or damaged
to

=a
equipment a separate area to
prevent mix-up with other good
items

Segregate and make an inventory of the discovered potential

pharmaceutical wastes/ damaged equipment

v
Puta label to identify the product stacks and equipment as potential
=>
Prepare request for Inspection and Disposition and secure the schedule for Inspect the discovered potential
wastes/damaged inspection with the Supply Officer, End-user and relevant offices pharmaceutical waste/ damaged
equipment with the End-User
and relevant offices

v
Prepare the IIRUP and WMR

Prepare Gate Pass

Vv
7 Schedule the dispatch
identified 3PL
to the

Review the documents and

Consolidate, countercheck and maintain carbon copies of Relevant submit the report to the
Update Stock Keeping Records [—b]
Documents for review of the Supply Officer. Accounting unit

Page 83
 DOH-SCMS-
WOM-SOP-08-A REVERSE LOGISTICS: PRODUCT RECALL

1. PURPOSE:

To ensure that reverse logistics are well coordinated between Central, Regionaland Local levels
when product recall is necessary due to manufacturing defects, contamination and other quality and
safety concerns associated with the product.
2. SCOPE:

This procedure covers the handling of items for recalluponreceiving of notice to facilitatereverse
logistics in coordination with Supplier(s), Manufacturer(s) and/or the upper tiers (DOH Central or
Regional Offices).

3. RESPONSIBILITY:

Title Responsibility
Supply Officer Communicate with Store Manager the notice for products recall.
Coordinate with relevant offices/entities involved in the reverse logistics
process. Counter check relevant documents in the process of reverse
logistics.

Store Manager Ensure that the procedures and associated documentations are performed
accordingly by warehouse staff. Assist in coordination with relevant
offices/ entities involved in the reverse logistics process.

Store Supervisor Counter check stock keeping records and ensure that relevant documents
are filed
accordingly forreference and tracking. Assist the Store
Manager in
coordinating with relevant offices entities involved in the
reverse logistics process.

Store Keeper Updatestock keepingrecords and assist in the process of dispatch of

products forrecall

Store Helper Segregate products forrecalland store in a separate area ensuring that
appropriate label is attached onthe items while waiting for release.

Security Perform security protocols at the start and end of the dispatching process
forproducts forrecall. Facilitate separate documentation forall items
and quantities released.

4. PROCEDURE:

Ref. Responsibility Reference

No. Document/Record
4.1 Uponreceivingthe notice for Store Manager * Notice forproductrecall
productrecall from the FDA Store Supervisor e Inventory
and/or supplier, check the
inventory of the product with the

Page 84
 specific batch/lot/serial number
forrecallin the inventory

4.2 If the itemis in the inventory, pick Store Helper e Inventory

items from the storage area and e Location Map
segregate to a separate area while
waiting for its release

43 If the item with the specific Store Supervisor Inventory

batch/lot/serial number forrecall Stock Card
was already distributed to the Outboundrecords
lower tier (establishments or
facilities) under your jurisdiction,
notify them to hold further
distribution/dispensingand
instruct to segregate theitem for
reverse logistics.

431 Schedule the pick-up with the Store Supervisor e Stock Card
identified 3PL to the lower tier e Outboundrecords
(establishments or
facilities) under
your jurisdiction where items with
the specific batch/lot/serial
number for recall are located

432 Upon receiving the items forrecall Store Keeper

from the lower tier, segregate and Store Helper
store to a separate area while
waiting forits release

ia Puta label “Product Recall” to the Store Helper Product label indicating
stack for proper identification “For Product Recall”

45 Schedule thedispatch of the Store Supervisor None

product forrecall with:
1) The supplier (if direct
procurementof your
office)

2) The uppertier (DOH

Central or Regional Office
if the item is allocated by
them)

4.6 Prepare the PTR/BL and Gate Store Keeper * Notice forproductrecall
isfor
Pass (indicating the item PTR/BL
recall) * GatePass
See Annex 21— PTR
See Annex 22-BL
See Annex 24— Gate Pass

Page 85
4.7 Counter check the documents, Store Manager Notice forproductrecall
quantities and actual item for Store Supervisor PTR/BL
recall during dispatch process. Gate Pass
Ensure that relevant Documents
and gate pass are stamped as
received by the 3PL

4.8 Updatestock keeping records Store Keeper Inventory

Store Supervisor Bin/Stock Card
See Annex 6A — Bin Card Outboundrecords
See Annex 6B — Stock Card
See Annex 9 — Outbound summary
report
See Annex 10— Monthly Inventory

49 Consolidate, countercheck and Store Manager Notice forproductrecall

maintain carbon copies of Stock keeping records
Relevant Documents for filing and Outbound records
review of Supply Officeras
necessary

Page 86
L.
5. PROCESS FLOW DIAGRAM: SOP 8-A — Reverse Logistics: Product Recall

Check the inventory ofthe product with the

specific batch/lot/serial number for recall

Are the items in Already

distributed to
!

the inventory?
RX lower tier?

Notify the recipient to hold further

distribution/dispensing and instruct tosegregate
the item for reverse logistics

———
Pick items fromthe storage area and segregate Upon retrieving the items for
recall from the lower
tier, segregate and storeto a separate area while
to a separate area while waiting for its release waiting for its release

Put a label “Product Recall” to the stack for proper

identification

Is the item for Is the item for

recall an allocation recall your own
from upper tier? procurement?

Schedule the dispatch with the upper tier Schedule the dispatch with the Supplier and
(DOH Central or Regional Office) inform the upper tier of the product recall

See Annex 21 -
PTR

_—
See Annex 22 - BL
Prepare the PTR/BL and Gate Pass Annex 24 — Gate Pass

J
Counter check the documents, quantity and actual item for
recall during dispatch process
See Annex 64 Bin Card
J See Annex 68 — Stock Card
See Annex 9 — Outbound
Update stock
PARE socK ki ds
eanBeRONY mmaryrepon.
See Annex 10 — Monthly
1 Inventory

Consolidate, countercheck and maintain carbon copies of Relevant

Documents for filing and review of Supply Officer as necessary

Page 87
6. DOCUMENTATION AND ATTACHMENTS:

. Bill of Lading
. BinCard
. Gate Pass
. Location Map
. Notice of Recall
. Property Transfer Report
. Outbound summary report
. Stock Card

Page 88
 Reverse Logistics: Product Recall

NIE CHS Eig {GIR

Co RIT RS IT dN Store Manager RITA OT
pil
|
Check the inventory of the product with the specific batch/lot/serial j
saxinformation upon
Provide
;

number for recall receiving of notice for |

L ! product recall |
|
If the item is
in
the inventory, pick items from the storage area and
segregate to aseparate area while waiting for its
release

If the item for recall was already

distributed to the lower tier,
notify the recipient to hold
further distribution/dispensing
and instruct to segregate the
item for reverse logistics

y v
Schedule the pick-up with the
Searegate and store toa separate the items identified 3EL to recipient
area while waiting for
.

its
:
release [4 Receive for recall from
the lower tier
. [€— where items with the specific
batch/lot/serial number for recall
are located

Put a label “Product Recall” to Schedule the dispatch of the

the stack for proper identification product for recall

Prepare the PTR/BL and Gate Counter check the documents, quantity and actual item for recall during
Pass [> dispatch process. Ensure that relevant Documents and gate pass are

LL
stamped as received by the 3PL

eh
EEE

v
Pre
rll 5 \
' Provide information and |

Update Stock Keeping Records [1p] Consolidate, countercheck and maintain carbon copies of Relevant
Documents for filing and review of Suoplv Officer as necessarv I»! |
documents relative to the
release of recalled product
|
|
 DOH-SCMS- |REVERSE LOGISTICS: PULLING ITEMS FROM LOWER TIERS FOR
WOM-SOP-08-B
REDISTRIBUTION

1. PURPOSE:

To ensure that reverse logistics are well coordinated with health programs and between Central,
Regionaland Local levels when product re-distribution is necessary due to re-allocation or stock
re-alignment.

2. SCOPE:

This procedurecovers the process of pulling items from lower tiers for redistribution to other
facilities to balance stock and prevent stock-out and/or expiration.

3. RESPONSIBILITY:

Title Responsibility
Supply Officer Analyze stock status of health commodities in lower tier warehouses and
health facilities. Determine if stock realignment is necessary. Coordinate
with relevant offices/ entities involved in the reverse logistics process.
Counter check relevant documents in the process of reverse logistics for
re-distribution.

Store Manager Ensure that the procedures and associated documentations are performed
accordingly by warehouse staff. Assist in coordination with relevant
offices/ entities involved in the reverse logistics process.

Store Supervisor Counter check stock keeping records and ensure that relevant documents
are filed accordingly forreference and tracking. Assist the Store
Manager in coordinating with relevant offices’ entities involved in the
reverse logistics process.

Store Keeper Updatestock keeping records and assist in the process of receivingand
dispatch of products forredistribution.

Store Helper Facilitate receiving of items from lower tiers, picking & packing of’
products forre-distribution and hand over to 3PL ensuring that
necessary documents arestampedas received.

Security Perform security protocols at the start and end of the receiving and
dispatching process. Facilitate separate documentation forallitems and
quantity released.

4. PROCEDURE:

Ref. Key Step Responsibility Reference

No. Document/Record
4.1 Check stock status of warehouses Supply Officer e Inventory report
and/or health facilities under your e eLMISreport/
office’s jurisdiction through stock Dashboard
data analysis.

Page 90
4.2 When stockrealignmentis Supply Officer Notice for product
necessary to balance stock status reverse logistics
across warehouses and/or facilities
under your office’s jurisdiction, Stock realignment order/
notify health programs and/or re-allocationorder
supply planning unit and seek
approval on stock re-alignment/
re-allocation.

4.3 Upon receivingthe approved Store Manager Notice for product

stock re-allocation ornotice for Store Supervisor reverse logistics
reverse logistics of items that need
stock realignment, send Stock realignment order/
notification (via email oreLMIS) re-allocationorder
to lower tiers and inform them on
items that will be pulled out from
their warehouses and/or health
facilities for redistribution to other
facilities with the following
informationbutnotlimited to:

e Item description
e Batch/lot number
e Expirationdate
e Unitof measure
e Quantity
e Volume in CBM orLiters
e Estimateddate andtime of
pick up

4.4 Instruct 3PL orin-house transport Store Supervisor Notice forproduct

services to pick up items from the reverse logistics
warehouses and/or health facilities
specified in the notice for product Stock realignmentorder/
reverse logistics/ stock re- re-allocationorder
alignmentorder.

4.5 When the items arrived in the Store Manager Notice forproduct
warehouse, perform routine Store Supervisor reverse logistics
warehouse activities (receiving, Store keeper
put-away, storage) Store Helper Stock realignment order/
re-allocationorder
4.7 Whenallitems are complete, Store Manager
perform routine preparationand Store Supervisor
dispatch process to the new Store keeper
recipient(s) of items basedon the Store Helper
stock re-alignment order and/or
allocation list

4.8 Prepare shipping documents Store Keeper/Office Clerk Notice for product
reverse logistics
See Annex 21- PTR PTR/BL/RIS
See Annex 22-BL Gate Pass
See Annex 24— Gate Pass

4.9 Counter check the shipping Store Manager Notice for product
documents, quantitiesandactual Store Supervisor reverse logistics
item during dispatchprocess. Stock realignment order/
Ensure that relevant Documents re-allocationorder

Page 91
 and gate pass are stamped as PTR/BL
received by the3PL orin-house Gate Pass
transport services.

4.10 Updatestock keepingrecords Store Keeper Inventory

Store Supervisor Bin/Stock Card
See Annex 64 — Bin Card Outboundrecords
See Annex 6B — Stock Card
See Annex 9 — Outbound summary
report
See Annex 10— Monthly Inventory

4.11 Consolidate, countercheck and Store Manager Notice for product

maintain carbon copies of reverse logistics
Relevant Documents for filing and Stock keeping records
review of Supply Officeras Outbound records
necessary

Page 92
5. PROCESS FLOW DIAGRAM: SOP 8-B — Reverse Logistics: Pulling items from Lower
Tiers for Redistribution

Check stock status of warehouses and/or health facilities under your

office’s jurisdiction through stock data analysis.

bee
Is stock re-
alignment Continue monitoring
necessary?

Notify health programs and/or supply planning unit and seek approval
on stock re-alignment/ re-allocation

I
send notification (via email or eLMIS) to lower tiers and inform them
on items that will be pulled out from their warehouses and/or health
facilities for re-distribution to other facilities

Instruct 3PL or in-house transport services to pick up items from the

warehouses and/or health facilities specified in the notice for product
reverse logistics/ stock re-alignment order.

When the items arrived in the warehouse, perform routine warehouse

activities (receiving, put-away, storage)

v
When all
items are complete, perform routine preparation and dispatch
process to the new recipient(s) of items based on the stock re-
alignment order and/or allocation list

em
A 4
See Annex 21 — PTR
See Annex 22 - BL
Prepare shipping documents Annex 24 — Gate Pass

Y
Counter check the shipping documents, quantity and actual item during
dispatch process. Ensure that relevant Documents and gate pass are
stamped as received by the 3PL or in-house transport services
See Annex 6A — Bin Card
See Annex 6B — Stock Card
y
See Annex 9 — Outbound
Update stock keeping records summary report
See Annex 10 — Monthly
Inventory

Consolidate, countercheck and maintain carbon copies of Relevant

Documents for filing and review of Supply Officer as necessary

Page 93
DOCUMENTATION AND ATTACHMENTS:

6.1. Bill of Lading

6.2. Bin Card
6.3. Gate Pass
6.4. Inventory Report
6.5. Location Map
6.6. Notice of Reverse Logistics
6.7. Property Transfer Report
6.8. Outbound summary report
6.9. Stock Card
6.10. Stock realignment order/ re-allocation order

Page 94
 —
Reverse Logistics: Pulling Items from Lower Tiers for redistribution

Office ites
Pn Eh
5:
RIE CBIGCTS Store Supervisor
%
Store Manager RIA iE
on
%

Check stock status of

warehouses and/or health
facilities under your office’s
Jurisdiction through stock data
analvsis.

Send notification (via email or

Instruct 3PL or in-house
transport services to pick up
items from the warehouses
and/or health facilities
eLMIS) to lower tiers and inform
them on items that will be pulled
out from their warehouses and/or
health facilities for redistribution
to other facilities
Notify health programs and/or
le supply planning unit and seek
approval on stock realignment/
re-allocation

When the items arrived in the warehouse, perform routine warehouse activities (receiving, put-away, storage)

y
‘When all items are complete, perform routine preparation and dispatch process to the new recipient(s) of items based on the stock realignment order and/or
allocation list

Prepare
shipping <
documents
Counter check the shipping documents, quantity and actual item during

——
dispatch process. Ensure that relevant Documents and gate pass are stamped
L

as received by the 3PL orin-house transport services

Update Stock Keeping Records

n N
Femme mmm mmm
| Review information and
4

Consolidate, countercheck and maintain carbon copies of Relevant

Documents for filing and review of Supply Officer as necessary
p |
!
documents relativeto the
release of the product
i
1
 DOH-SCMS-
WOM-SOP-08-C |REVERSE LOGISTICS: RELEASING ITEMS FOR REDISTRIBUTION

1. PURPOSE:

To ensure that reverse logistics are well coordinated with health programs and between Central,
Regions and Local levels when product re-distribution is necessary due tore-allocation or stock
realignment.

2. SCOPE:

This procedurecovers the releasing of items that will be pulled by the uppertiers (DOH Central or
Regional Offices) for redistribution.

3. RESPONSIBILITY:

Title Responsibility
Supply Officer Coordinate with relevant offices entities involved in the reverse
logistics process. Counter check relevant documents in the process of
reverse logistics.

Store Manager Ensure that the procedures and associated documentations are performed
accordingly by warehouse staff. Assist in the coordination with relevant
offices/ entities involved in the reverse logistics process.

Store Supervisor Counter check stock keeping records and ensure that relevant documents
are filed accordingly forreference and tracking. Assist the Store
Manager in coordinating with relevant offices’ entities involved in the
reverse logistics process.

Store Keeper Updatestock keeping records and assist in the process of dispatch of
products for redistribution.

Store Helper Facilitate picking & packing of products for redistribution and hand over
to 3PL ensuring that necessary documents are stamped as received.

Security Perform security protocols at the start and end of the dispatching
process. Facilitate separate documentation forall items and quantities
released.

4. PROCEDURE:

Ref. Key Step Responsibility Reference

No. Document/Record
4.1 Upon receiving the notice for Store Manager Notice for product
reverse logistics from the health Store Supervisor reverse logistics
program or supply planning unit, Inventory
check the inventory ofthe product Location Map
with the specific batch/lot/serial
number and quantity requested for
reverse logistics.

4.2 Ifthe item with the specific Store Manager Inventory

batcl/lot/serialnumber and Store Supervisor Stock Card
quantity for reverse logistics is not Outbound records

Page 96
 available and distributed already,
coordinate with the health
program/ supply planning unit.
Otherwise, proceed to the next
step.

4.3 Iftheitem isin the inventory, Store Manager e Notice forproduct

generatepick list based on the Store Supervisor reverse logistics
request from the health program or e Location Map
supply planning unit

4.4 Pickitems from thestorage area Store Helper e Inventory

and segregateto a separate area e Location Map
while waiting forits release.

Note: Pleasereferto Pick & Pack

process
4.5 Puta labelto the stack for proper Store Helper Product labelindicating
identification “ForReverse Logistics”

4.6 Schedule thedispatchof the Store Supervisor None

product with:
1) Theuppertier’s 3PL
(DOH Centralor
Regional Office)
requesting forreverse
logistics, or

2) Yourown3PL orin-
house transport services,
if available.

4.7 Preparethe PTR/BL and Gate Store Keeper e Notice forproduct

Pass (indicating the item isfor reverse logistics
reverse logistics) e PTR/BL
* GatePass
See Annex 21—PTR
See Annex 22-BL
See Annex 24— Gate Pass

4.8 Countercheck the documents, Store Manager * Notice forproduct

quantities andactualitem during Store Supervisor reverse logistics
dispatch process. Ensure that e PTR/BL
relevant Documents and gate pass eo
GatePass
are stamped as received by the
3PL/in-housetransport service.

4.9 Updatestock keepingrecords Store Keeper e Inventory

Store Supervisor e Bin/Stock Card
See Annex 64 — Bin Card e Outboundrecords
See Annex 6B — Stock Card
See Annex 9 — Outbound summary
report
See Annex 10— Monthly Inventory

Page 97
4.10 Consolidate, countercheck and Store Manager Notice forproduct
maintain carbon copies of reverse logistics
Relevant Documents for filing and Stock keepingrecords
review of Supply Officeras Outbound records
necessary

Page 98
5. PROCESS FLOW DIAGRAM: SOP 8-C — Reverse Logistics: Releasing Items Forre-
distribution

Check the inventory of the product with the specific batch/lot/serial

number and quantity for reverse logistics

Already
Are the items in
distributed to
the inventory? lower tier?

Notify the health program/ supply planning unit

X v

Generate pick list

yy

Pick items from the stor rage area and segregate

to a separate area while waiting for its
release

yy

Put a label to the stack for proper identification

Schedule the dispatch with the 3PL (upper tier or your own
3PL/in-house transport service)

y See Annex 21 -PTR

See Annex 22 - BL.
Prepare the PTR/BL and Gate Pass Annex 24 — Gate Pass
v
Counter check the documents, quantity and actual item
during dispatch process
See Annex 6A — Bin Card
v See Annex 6B — Stock Card
See Annex 9 — Outbound
Update stock keeping records summary report
See Annex 10 Monthly

__—
—

Inventory
y
Consolidate, countercheck and maintain carbon copies of Relevant
Documents for filing and review of Supply Officer as necessary

Page 99
DOCUMENTATION AND ATTACHMENTS:

6.1. Bill of Lading

6.2. Bin Card
6.3. GatePass
6.4. Location Map
6.5. Notice of Reverse Logistics
6.6. Property Transfer Report
6.7. Outbound summary report
6.8. Stock Card

Page 100
 Reverse Logistics: Releasing Items For redistribution

Store Helper Store Keeper Store Supervisor Store Manager RINT

Aedes
1 1

Check the inventory of the product with the specific batch/lot/serial | Provide information upon 1

number and quantity for reverse logistics 1

receiving of notice for i

l reverse logistics i

If the item is in the inventory, pick items from the storage area and
segregate to aseparate area while waiting for its release

Segregate and store to a separate

area while waiting for its
release

y
Put label to the stack for proper Schedule the dispatch with the
identification identified 3PL

Prepare the PTR/BL and Gate Counter check the documents, quantity and actual item during dispatch
Pass Be process. Ensure that relevant Documents and gate pass are stamped as
received bv the 3PL

v
~ To —_—————————
Provide informationand
1

|p
ae : 1

Update Stock Keeping Records [ip] Consolidate, countercheck and maintain carbon copies of Relevant
Documents for filing and review of Supply Officer as necessary
1

|
to
documents relative the
release of the product
|

J
1

Page 101
 DOH-SCMS-
WOM-SOP-09 EMERGENCY SUPPLY CHAIN MANAGEMENT

1. PURPOSE:

To ensure that warehouse staff comply with the latest guidelines on emergency supply chain
management.

2. SCOPE:

This procedurecovers the handling of items in the warehouse for emergency supply chain
management in cases of disaster, calamity and other public health emergencies.

3. RESPONSIBILITY:

Title Responsibility
Supply Officer Ensure to communicate all relevantand latest guidelines on emergency
supply chain management to the Store Manager.

Store Manager Ensure that warehouse staff comply with the existing Policy and
Guidelines on Logistics Management in Emergencies and Disasters
(DOH AO No. 2012-0013) its future revisions and other relevantnew
guidelines for emergency supply chain management.

Store Supervisor Supervise staff in performing warehouse activities ensuring that there
would be no delays in processing commodities in compliance with the
relevantand latest guidelines on emergency supply chain management.

Store Keeper Ensure that stock keeping records are maintained and updated during the
emergency supply chain management processes.

Store Helper Facilitate warehouseactivities based on the relevantand latest

guidelines on emergency supply chain management.

Security Perform security protocols during emergency supply chain management

procedures.

4. PROCEDURE:

Ref. Key Step Responsibility Reference

No. Document/Record
4.1 Ensure compliance with guidelines Supply Officer e¢
DOH Administrative
and policies for commodities that Store Manager OrderNo. 2012-0013
need to be handledunder emergency Store Supervisor
supply chain. Store keeper eo Presidential
Store Helper Administrative Order
Security Personnel No. 27,5.2020

e Otherrelevantandnew
guidelines for
emergency supply chain
management

Page 102
4.2 Perform thesameroutine activities Store Manager Allrelated SOPs,
and documentation during receiving, Store Supervisor documents, and records
put-away, storage, pick & pack,and Store keeper in warehouseoperations
dispatch ofhealth commodities for Store Helper
emergencies. Security Personnel

4.3 For Donation during public health Supply Officer DOH Administrative
emergencies or disasters-before Store Manager OrderNo. 2012-0013
accepting donations, ensure that
health commodities: DOH Administrative
OrderNo. 2020-0001
® Are relevant for emergencies.
Presidential
Administrative Order
e Registered foruse in the No. 27,5.2020
country (except for those with
emergency authorization).

e Compliant with localand/or

international standards.

e Properly labelled in English.

e Haveatleast 12 months shelf

life (except for thoseitems
that can be utilized
immediatelyto prevent
expiration).

e Havejust enough quantity for

receiving to prevent
overstocking and expiration.

e Havebeencoordinated with
and cleared by thehealth
emergency management
bureau, health programs or
supply planning unit to
determine allocation and
projected consumption to
prevent wastages or
mismanagement of donations.

IMPORTANT NOTE: For

donations that are mandated to pass
through thenational government,
inform donors to directly coordinate
with and deliver to DOH central
leveland other relevant agencies
during public health emergency.

Page 103
14 For Emergency procurement: Supply Officer DOH Administrative
Store Manager OrderNo. 2012-0013
Ensure to coordinate with the
health emergency
management bureau, health
programs and supply planning
unit to ensure availability of
funds for logistics needed
during emergencies and
disasters. At least 5% of the
Maintenance and Other
Operating Expenses
(MOOE) shall be allotted
annually solely for this
purpose which should be
accessible at any given time.

Coordinate with the health

emergency management
bureau, health programs and
supply planning unit
regarding procurement of
needed health commodities,
equipment, and related
infrastructures in emergency
cases.

45 Monitoring of Health Commodities Supply Officer DOH Administrative

for emergency: Store Manager OrderNo. 2012-0013

Monitortheinventory of
health commodities for
emergencies within your
warehouse as well as those
warehouses and facilities
underyour jurisdiction.

If commodities for emergency

were consumed within the
year, coordinate with the
health emergency
management bureau, health
programs and supply planning
unit forthe procurement/
replenishment of standby
logistics based on latest
emergency criteria.

Page 104
4.6 Pre-positioning: Supply Officer eo
DOH Administrative
Store Manager OrderNo. 2012-0013
e Thelist of health
commodities for emergency
and volume of stocks to be
stockpiled must be
coordinated with health
emergency management
bureau, health programs and
supply planning unit based on
the latest guidelines/ policies.

o Stockpile health commodities

in strategic locations for quick
and ready access during
emergencies.

e Ifyourwarehouse locationis
considered strategic, ensure to
stockpile emergency health
commodities for quickand
ready access.

e [fwarehouses and/orhealth
facilities under your office’s
jurisdiction areconsidered
strategic location, ensure to
deliver/replenish emergency
health commodities to them
forstockpilingand
maintenance of theidentified
stock level.

4.7 Cross docking: Store Manager e Allocation List/

Store Supervisor Requisition Order
e Forcommodities that will
undergo cross docking, ensure e Inspectionand
thatrelevantofficers are AcceptanceReport
available forinspectionof the
itemsprior to distribution.

e Coordinate with the health

emergency management
bureau, health programs and
supply planning unit on the
allocation list of items that
will undergo cross-docking.

e Coordinate with 3PL and/or

in-house transport services to
getready for cross docking
471 Segregate items based on the Store Helper e Allocation List/
allocation list and/or requisition Requisition Order
order

Page 105
4.73 Puta labelto the stack for proper Store Helper Allocation List/
identification Requisition Order

4.74 Schedule thedispatchof the product Store Supervisor Allocation List/

Requisition Order
4.75 Prepare shipping documents Store Keeper/Office PTR/BL/RIS
Clerk Gate Pass
See Annex 21- PTR
See Annex 22-BL
See Annex 24— Gate Pass

4.7.6 Maintain updating of stock keeping Store Keeper Outbound records

records Store Supervisor

See Annex 9 — Outbound summary

4.7.7 Counter check the documents, Store Manager PTR/BL/RIS

quantities and actual item during Store Supervisor Gate Pass
dispatch process. Ensurethatrelevant
documents are stamped as received
by the 3PL.

4.78 Consolidate, countercheck and Store Manager Stock keeping records

maintain carbon copies of Relevant Outboundrecords
Documents for filing and review of
Supply Officeras necessary

5. DOCUMENTATION AND ATTACHMENTS:

5.1. Allocation List/ Requisition Order

5.2. Bill of Lading
5.3. Bin Card
5.4. GatePass
5.5. Inspectionand Acceptance Report (AR)
5.6. Location Map
5.7. Property Transfer Report
5.8. RequestIssuance Slip
5.9. Outbound summary report
5.10.Stock Card

Page 106
 DOH-SCMS-
WOM-SOP-10 COLD CHAIN MANAGEMENT

1. PURPOSE:

To ensure that warehouse staff comply with the latest guidelines on cold chain management.

2. SCOPE:

This procedure covers the basic handling of items in the warehouse requiring cold chain
management.

3. RESPONSIBILITY:

Title Responsibility
Supply Officer Ensure to communicate all relevantand latest guidelines on cold chain
management to Store Manager. Communicate needed budget to
maintain cold chain infrastructure and equipment.

Store Manager Ensure that warehouse staff comply with the existing Policies and
Guidelines on Cold Chain Management and its
future revisions. Submit
budget request to maintain cold chain infrastructure and equipment.

Store Supervisor/ Supervise staff in performing warehouse activities ensuring proper cold
Cold Chain Specialist chain managementthroughout warehouse operations.

Store Keeper Ensure that stock keeping records are maintained and updated during the
cold chain management processes. Ensure that vaccines and other health
commodities are stored based on its tem perature range requirements.

Store Helper Facilitate warehouseactivities based on the relevantand latest

guidelines on cold chain management.

Cold Chain Technician Ensure that necessary cold chain equipmentare complete and functional
Ensure budget computation to facilitate Preventing Maintenance and
reportson cold chain equipment.

Security Perform security protocols during cold chain management procedures.

4. PROCEDURE:

Ref. Key Step Responsibility Reference

No. Document/Record
4.1 Ensure compliance with guidelines Supply Officer e Cold ChainLogistics
and policies for health commodities Store Manager Management Manual of
thatneed tobe handled through cold Store Supervisor Operations — 5" Edition
chain management. Cold Chain Specialist (2018)
Store keeper
IMPORTANT NOTE: Most Store Helper e Future updates on Cold
vaccines are damaged by heat. Some Security Personnel Chain Management
are damaged by sunlight or guidelines
fluorescent light (such as vaccines in
dark brown vials) and some by
freezing. Some are more sensitive
compared to others. Some vaccines,
if exposed to freezing orto
temperature below 0°C can lose

Page 107
 potency orif administered may result
in sterile abscess, which is
consideredanadverseevent
following immunization (AEFI).
Hence, it is importantto know the
specifications of vaccines and its
storage requirements. Please refer to
the latest guidelines on vaccine
storage requirements.

4.2 During Preparation for Delivery

4.2.1 Estimating Storage Requirements Store Supervisor Cold Chain Logistics
for incoming deliveries of vaccines: Each Cold Chain Specialist ManagementManual of
type of vaccineand syringe has a different Operations — 5" Edition
packaging. Volume per dose refers to the (2018)
volume occupied by each dose of vaccine,
including its secondary packaging. It is Future updates on Cold
usually presented in cubic centimeter per Chain Management
dose (cm3/dose). It is importantto know the guidelines
size of these packages to properly estimate
storage requirements before accepting WOM ’s Preparation for
vaccinedeliveries. The volumeperdoseof Receiving Procedure
each vaccine type may be found in the WHO
Guidelines for International Packaging and
Shipping of Vaccines.

4.2.2 Estimating existing storage capacity

for vaccines: To estimate existing storage
capacity, cold rooms, freezerrooms and the
cold chain equipment inventory mustbe
updated and calculated.

Please referto Chapters 4 & 5 of the Cold

Chain Logistics Management Manual of
Operations — 5" Edition (2018) and/or its
latest updates/revisions.

Aside from Cold Chain Management

Manual, youmay refer to Preparation for
Delivery Procedure (DOH-SCMS-WOM-
SOP-01).

4.3 During Receiving & Inspection

4.3.1 Inspection: Conduct inspection routine Store Manager Cold Chain Logistics
forvaccines to ensurethatspecifications are Store Supervisor Management Manual of
met and that there areno damages prior to Cold Chain Specialist Operations — 5™ Edition
accepting thedelivery. (2018)

Future updates on Cold

4.3.2 Receiving: Asa generalrule when Chain Management
receiving vaccine deliveries, always check guidelines
forthe presence ofa temperature monitoring
device andrecord thetemperature reading
WOM’s Receiving
upon opening of thebox. If an electronic Procedure
device isused, it has to be stopped and the
temperature recorded in memory should be
checked and verified for any temperature

Page 108
excursions that may potentially cause
damage to the vaccines.

e Vaccines which are damaged eitherby

heat orby freezing during
transportation must be rejected and
returned to the supplier oruppertier.

Please refer to Chapter4 of the Cold Chain

Logistics Management Manual of Operations
— 5" Edition (2018) and/orits latest

updates/revisions.

Please alsoreferto Receiving Procedure

(DOH-SCMS-WOM-SOP-02-A & B)

4.4 During Putaway

Please refer to Put away procedure (DOH- Cold Chain Specialist WOM’s Putaway procedure
SCMS-WOM-SOP-03) Store Keeper
Store Helper

4.5 General Guidelines on Storage for Safe injection Equipment

Please referto Storage procedure (DOH- Store Manager WOM ’s Storage &
SCMS-WOM-SOP-04) Store Supervisor Warehousing Procedure
Cold Chain Specialist

4.6 General Guidelines on Storage for Vaccines and Diluents:

¢ Installstandby generators to provide Store Manager e Cold ChainLogistics
backup power in large vaccine stores. Store Supervisor Management Manual of
Cold Chain Specialist Operations — 5" Edition
(2018)
e Use appropriate cold rooms, freezer
rooms, refrigerators, freezers, cold e Future updates on Cold
boxes and vaccine carriers for storage Chain Management
of EPI vaccines. WHO/UNICEF PQS guidelines
compliantequipment are highly
recommended.

e Choose apowersource (electricity or

solar) thatis appropriate to thelocation
and the climatic conditions.

e Conductroutine monitoring, recording

and analysis of cold chain temperatures
collected from temperature monitoring
devices.

e Sectthermostat correctly based on

manufacturer’s instructions.

e Replaceold and broken doorseal/

gasket.

e Use WHO/UNICEF PQS compliant

refrigerators/ vaccine carriers for
storing vaccines.

Page 109
 e Arrange vaccines appropriately in the
refrigerator.

e Use vaccine baskets provided by the

manufacturer.

e Recognize damaged vaccines through

Shake Test.

Formore details on vaccine storage, please

referto Chapter 5 of the Cold Chain
Logistics Management Manual of Operations
—5" Edition (2018) and/orits latest
updates/revisions.

4.7 Temperature Monitoring

4.7.1 Perform Temperature mapping Store Manager Cold Chain Logistics
exercise. This is essential in stora ge areas for Store Supervisor Management Manual of
health commodities with specific Cold Chain Specialist Operations — 5" Edition
temperature-controlled requirements to Store Keeper (2018)
ensure that vaccines are stored in accordance
with its allowable temperature ranges. Please Future updates on Cold
referto Chapter 5 of the Cold Chain Chain Management
Logistics Management Manual of Operations guidelines
— 5" Edition (2018) and/or its latest

updates/revisions. WOM ’s Storage &

Warehousing Procedure

4.72 Temperature Monitoring:

e Monitorthetemperature inside the
storage/transport equipment to ensure
vaccinepotency is maintained
throughout the entire cold chain.
Please refer to Temperature
Monitoring Procedure in Storage and
Warehousing (DOH-SCMS-WOM-
SOP-04)

e [tis recommendedto use a

Computerized Temperature
Monitoring System which is directly
linked with the temperature monitoring
devicesin different locations inside the
cold room or freezer room for
continuous monitoring. This
computerized temperature monitoring
system mustenable ready access to
temperature readings onsiteand
remotely atalltimes.

Page 110
4.7.3Proper placement of Temperature
Monitoring Devices inside the Cold Room/
Freezer Room:

a) Walk-In Cold Room:

1 The sensors forthe continuous
temperature monitoring deviceare
fixed by the coldroom installer and
should not bemoved

A minimum of four electronic

freeze indicators should be placed
onthe cold room shelves in frontof
the vaccines. If temperature
mapping has been previously done,
place the devicesin places where
the lowest temperatures are found.

iii. Place one electronic device (30-

DTR) on the shelf which is closest
to the evaporatorair stream from
each of the refrigeration units.

Place two more electronic devices

(30-DTR) on the shelves in the
center of the cold room, one on the
middle shelf and one onthe bottom
shelf.

b) Walk-In Freezer Room: The sensors

forthe continuous temperature
monitoring deviceare fixed by the
freezerroom installer following the
manufacturer’s recommendationand
should not bemoved

) Cold Box & Vaccine Carriers:

With freeze-sensitive vaccines and
conditioned ice packs, place one
electronic freeze indicator to
monitorif vaccines havebeen
damagedby freezing due to ice
packs that were not conditioned
correctly. Use a thermometer to
monitor instantaneous temperature.

il. With non-freeze sensitive vaccines

and frozenice packs, use one
thermometer to determine the
instantaneous temperature.

Page 111
IMPORTANT NOTES:
e Thereare different types of
temperature monitoring devices for
vaccines, ensure to choose according
to the latest standards.

e In cases of temperature fluctuation,

action points based on the analysis of
Daily Temperature Recording mustbe
facilitated, Pleasereferto Chapter 5 of
the Cold Chain Logistics Management
Manual of Operations — 5" Edition
(2018) and/orits latest updates.

4.8 Inventory Management

Please referto Inventory Management Store Manager Cold Chain Logistics
Procedure in Storage and Warehousing Store Supervisor ManagementManual of
(DOH-SCMS-WOM-SOP-04) Cold Chain Specialist Operations — 5" Edition
(2018)
Foradditional information, you may also
referto Chapter 3 of the Cold Chain Future updates on Cold
Logistics Management Manual of Operations Chain Management
— 5" Edition (2018) and/or ts latest updates.
guidelines

WOM ’s Storage &

Warehousing Procedure
4.9 During Pick and Pack
Please referto Pick and Pack Procedure Cold Chain Specialist Cold Chain Logistics
(DOH-SCMS-WOM-SOP-05) Store Keeper ManagementManual of
Store Helper Operations — 5™ Edition
IMPORTANT NOTES: (2018)
e Use correct cold boxes and vaccine
carriers for vaccine transport. Future updates on Cold
Chain Management
e Prepare sufficient numberof guidelines
conditioned ice packs in packing
freeze-sensitive vaccines. Provide WOM ’s Pick & Pack
extra frozenice packs foruse in case Procedure
ofdelay.

e Use cold box and vaccine carrier with

longcold life for specific
applications.

e Use WHO/UNICEF PQS compliant

vaccine carrier.

e Arrange ice packs and vaccines inside

the vaccine carrier properly.

e Place a thermometer or freeze

indicator on top of mixed vaccines or
freeze-sensitive vaccines as
necessary.

Page 112
Fordetailed steps, youmay referto Chapters
5 & 6of the Cold Chain Logistics
Management Manual of Operations — 5™
Edition (2018) and/or its latest updates.

4.10 During Dispatch

Coordinate with 3PL and/orin-house Stora Manager Cold Chain Logistics
transport services forthe schedule of Store Supervisor ManagementManual of
shipment. Cold Chain Specialist Operations — 5" Edition
Store Keeper (2018)
Store Helper
Ensure to use appropriate refrigerated Future updates on Cold
vehicles for transporting vaccines. Chain Management
guidelines

Notify recipient onthe estimated WOM ’s Dispatch

day/time ofarrivalto their Procedure
warehouse/facility.

Countercheck the documents, quantity,

and actual item during dispatch
process. Ensure thatrelevant
documents are stamped as received by
the 3PL.

Consolidate, countercheck, and

maintain carbon copies of Relevant
Documents for filingand review of
Supply Officeras necessary

Please refer to Dispatch Procedure (DOH-

SCMS-WOM-SOP-06)

4.11 Preventive Maintenance of Cold Chain Equipment

Cold chain equipment is prone to Store Supervisor Cold Chain Logistics
breakdowns and failures which may Cold Chain Specialist ManagementManual of
damage the vaccines. All storekeepers, Cold Chain Technician Operations — 5™ Edition
health workers and staff in charge ofa (2018)
vaccinestorage facility should be able
to perform preventive maintenance Future updates on Cold
routinely to keep their respective cold Chain Management
chain equipment in optimal working guidelines
condition.

Determine needed budget to ensure

complete and functional cold chain
infrastructureand equipment.

Formore details on how to maintain

cold rooms, freezer rooms, vaccine
refrigerators vaccine freezers, cold
boxes, and vaccine carriers, please
referto Chapter 7 of the Cold Chain
Logistics Management Manual of

Page 113
 Operations — 5™ Edition (2018) and its
latest updates/revisions.

4.12 Contingency Plan

Any situation that puts vaccines at risk is Store Manager Cold Chain Logistics
considered an emergency. An emergency Store Supervisor ManagementManual of
could be a cold chain equipment breakdown, Cold Chain Specialist Operations — 5" Edition
a majorpower supply failure, a transport (2018)
emergency, and similar situations. Store
manager, Cold chain specialist and Future updates on Cold
storekeepers at alllevels of the cold chain Chain Management
system are responsible for emergency guidelines
response. Thus, specific actions and
contingency plans should be clearly laid out,
disseminated, understood, and followed.

4.12.1 Key Elements of a Contingency

Plan:
e Ensuringthatallaffected vaccines are
stored within the recommended
storage temperature of +2°Cto +8°C
assoon as possible;

e Identifyingalternative locations where

vaccines can be safely stored or where
ice can be obtained atshort notice;

e Preparingand maintaining at least two

emergency response plans;

e Postingemergency contact details of

key personnel at locations where they
canbeaccessedatalltimes;

e Clearly describinginitialand follow-

up actions that canbe implemented
both inside and outside of working
hours; and

e Reviewingandrehearsing the
procedures in the plan at least once a
yearto ensure thatit is still valid.

Formore details, please refer to Chapter 8 of

the Cold Chain Logistics Management
Manual of Operations — 5* Edition (2018)
and its
latest updates/revisions.

5. DOCUMENTATION AND ATTACHMENTS:

5.1. Cold Chain Logistics Management Manual of Operations — 5" Edition (2018)
5.2. Routine Warehouse Forms/Reports

Page 114
Page 115
LIST OF REFERENCES

1. Characterization of Health Care Wastes:

https://www.who.int/water sanitation health/medicalwaste/002to019.pdf

2. Cold Chain Logistics Management Manual of Operations — 5% Edition (2018)

3. Commission on Audit’s Government Accounting Manual

4. DOH Administrative Order No. 2012-0013: Policy and Guidelines on Logistics

Management in Emergencies and Disaster

5. DOH Administrative Order No. 2013-0027: Good Distribution and Good Storage
Practice

6. DOH Administrative Order No. 2020-0001: Guidelines in the Importation, Facilitation

and Management of Foreign Donations Involving Health and Health-Related Products

7. Guidelines for Warehousing Health Commodities. Arlington, Va.: USAID DELIVER |

PROJECT, Task Order 4. Second edition

8. John Snow, Inc. 2017. The Supply Chain Manager’s Handbook, A Practical Guide to
the Management of Health Commodities. Arlington, Va.: John Snow, Inc.

9. Republic Act No. 9711 otherwise known as the “Food and Drug Administration Act
02009”
10. Republic Act No. 9184 otherwise known as the “Government Procurement Reform
Act”

11. Republic Act No. 11223 otherwise known as the “Universal Health Care Act”

12. World Health Organization, Technical Report Series, No. 957,2010 - Annex 5

Page 116