J.4 Collaboration slides.pdf

Forecasting & Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

CHRONOLOGY:

* USAID provides guidance to all IPs and negotiates high level agreements with MOHs; communicates to TA

* PSA submits procurement data including unit price and lead times to CT

1. MOH develops forecast and Supply Plans (SP) with TA (and ICL if applicable);

TA responsible for ensuring high level agreements / updated procurement data are reflected in SP

2. TA submits procurement-ready supply plan to CT (TA can conduct their own review)

3. PSA accesses SP from CT and reviews for data quality for global forecast and SP; USAID reviews SP

4. PSA (or for PMI, possibly TA) creates global forecast and SP and submits to

CT

FORECASTING & SUPPLY PLANNING

ROLES WITHIN NEXTGEN:

ILLUSTRATIVE METRICS FOR SUCCESS:

● On time supply plan submission (TA)

● Supply plan accuracy

● Global forecast accuracy

● Turnaround time for PSA & USAID feedback on SP

Host Govt.

- Tracks/leads SP development

- Monitors execution

USAID

- Budget setting

- MOH coord.

- Feedback on SP - Monitors performance

Control Tower

- Manage and house SP and procurement data -Basic logic checkTA Partner

- Supports MOH to develop forecast and SP

- Ensures high level agreements, and updated procurement data are reflected in forecast/SP

- Conducts technical review of

SP

- Submits procurement ready

SP to CT

- Review USG & PSA feedback

PSA

- Product data shared with CT -Provides feedback SP data quality

- Aggregates into global SP

Interdependency:

Finalization of all supply plans

Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

CHRONOLOGY:

* Coordinated incident management system with collaborative process for quality events

* PSA runs supplier performance management system & relationship

* Partners to support market health, diversify supply base, and introduce new products

1. USAID policy approval & portfolio direction

2. QA technical evaluations

3. QuTI communicates via control tower

a. Listing of eligible sources by product

b. QC testing protocols by product/source

4. Strategic sourcing & purchase execution within eligibility & protocols

PRODUCT SOURCING

USAID

- ADS 312

approvals

- Program product scope

Control Tower

- source of demand data -Interface for lists

& testing protocols

QuTI

- Execute product technical evaluations

- Determine source eligibility & QC testing requirements

PSA

- Strategize & execute sourcing within eligible & program bounds

- Manages supplier communications & performance

ROLES WITHIN NEXTGEN:

ILLUSTRATIVE METRICS FOR SUCCESS:

● QuTI -complete & accurate eligibility & testing protocols shared with PSAs

● PSA - cost savings delivered through strategic sourcing, on-time delivery, sourcing cycle time

Interdependency: Eligible sources & testing protocols

Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

CHRONOLOGY:

* Product Eligibility: QuTI and USAID determine product eligibility

* Orders for regional distribution centers can be initiated by the PSAs

1. Order Entry: TA (or other in-country planners) engage with stakeholders to enter orders into Control Tower aligned to supply plan, monitor status, and answer questions from PSA into Control Tower. PSAs retrieve order information from Control Tower.*

2. Order Clarification: PSA submits questions to partner entering the order via the Control Tower. Control Tower may have auto-validation function.

3. Order Processing & Approval: PSAs process orders. USAID provides final approval prior to PSA placing the order, provided through CT platform.

4. Order Placement: PSA places order with supplier.

5. Order Status Updates: PSAs to update order status throughout the procurement process in Control Tower. Information on status is available to relevant IPs and USAID staff through CT.

ORDERING PROCESS

USAID

-budget, initiate & approve order -Monitor performance

Control Tower

-Order entry and catalog platform -Updated order status

Interdependency: PSA must work closely with Control Tower.

TA Partner -Assist with developing order-ready supply plans -Assist USAID or MOH with order entry in CT

PSA

-Seek clarification on orders -Place orders with suppliers -Update order status in Control Tower -Updates catalog on

CT

Interdependency: Finalization of country supply plans, validation of product details, alignment of procurement expectations

ROLES WITHIN NEXTGEN:

ILLUSTRATIVE METRICS FOR SUCCESS:

QuTI -Provides framework for PSA -product eligibility

● Complete and timely submissions to Control Tower

● On-time order processing

● Cycle time (by segment), as presented in CT

Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

CHRONOLOGY:

1. Order Placement: PSA places order with supplier and updates the order status in the Control Tower.

2. Notification of orders for QA partner: QuTI receives notification of orders via the Control Tower.

3. Identification of Orders requiring QA: QuTI utilizes risk-based testing approach approved by USAID to identify orders requiring QA and updates via the Control Tower.

4. Order Ready for Testing: PSA updates order status in Control Tower indicating Goods Available (and ready for sampling).

5. Order Sampling & Testing: QuTI samples product and send for testing. QuTI updates status in Control Tower.

6. QA Completion: QuTI indicates when an order has passed QA in the Control Tower.

QUALITY ASSURANCE

ROLES WITHIN NEXTGEN:

ILLUSTRATIVE METRICS FOR SUCCESS:

USAID

-Monitor performance

Control Tower

-Order entry platform

-Updated order status

QuTI -Monitor orders, determine which orders to be tested -Sample and test orders -Update status in CT

PSA

-Place orders with suppliers -Update order status in Control Tower -Ship product when clears QA (or proceed if concurrent testing) -Manage GSCs

Interdependency: PSA places orders, QuTI determines risk-based sampling, updates on order status

● Complete and timely submissions to Control Tower

● QA completion on time

● Cycle time (by segment), as presented in CT

● 3PL Transportation Metrics (full suite)

● Goods ready to pick-up time

● Pick-up to delivery time (need to define delivery destination)

● Freight lane cost

Forecasting & Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

CHRONOLOGY:

1. PSA:

a. Informs global freight provider of notice to pick up

b. Informs country stakeholders delivery date & updates on transport milestones

c. Manages and executes global freight

d. Submits PODs upon delivery to agreed destination

2. USAID / Mission/in-country POC/TA will inform PSA through CT platform if any delivery dates need to be adjusted (if possible). This may be informed by the TA or ICL partner. PSA informs same vice-versa.

• PSA continuously develops global freight strategy which includes pricing mode and terms in addition to looking at expanding Vendor Managed Solutions. PSA maintains management strategy for any 3PL.

• In country partners provide updated information on country context to CT

GLOBAL TRANSPORT

Interdependency: global forecasts for products within the Control Tower, submitted by TA partners, will inform the PSA’s global freight strategy

ROLES WITHIN NEXTGEN:

ILLUSTRATIVE METRICS FOR SUCCESS:

Host Govt

- Monitors and preps for arrival

TA

- Monitors & communicates arrival and changes

ICL

- Monitors and preps for arrival or changes

USAID

- Informs any delivery dates changes

Control Tower

- Receives global forecasts and disseminates shipment status

PSA

- Manages all global freight, EXW, DDP or otherwise

● Lead time reduction

● Losses/wastage (within GSC) disaggregated by expiry or damage

Forecasting & Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

CHRONOLOGY:

1. PSA, along with USAID, determines GSC strategy

2. PSA determines and fulfills orders from GSC

3. PSA manages inventory at GSC

4. PSA delivers commodities to countries from GSC (follows same processes as

“Global Transport”

GLOBAL STOCK CENTERS

ROLES WITHIN NEXTGEN:

ILLUSTRATIVE METRICS FOR SUCCESS:

USAID

- Helps inform decisions on stock in GSC

Control Tower

- Receives global forecasts and disseminates shipment status PSA

- Manages GSC -Decides what product is stored at and shipped from GSC

QuTI

-GDP

certification of Global Stock

Centers

Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

CHRONOLOGY:

* TA/ICL Supports USAID to Establish Country Specific Roles: to clarify within each country, roles for registration and tax waivers as well as any other importation documents. The USAID Mission provides input on turnaround time (TAT) expectations and approves the roles.

1. Complete documentation on:

a. Registration waivers organized by PSA because request often requires supplier dossiers or certifications, from the PSA’s supplier

b. Tax waivers drafted by TA, ICL or other with USG support

c. Other importation documents TA partner or ICL

2. Clears customs and delivers goods to identified in country warehouse/storage, PSA clearing agent; Obtain proof of delivery (POD)

CUSTOMS CLEARANCE

USAID

- Importation support partner - Monitor performance

- Establish TAT for importation

CT

-Recording order status

Interdependency: Updates of importation requirements. PSA has primary responsibility with input from others. Requirements shared on Control Tower.

ICL

- In-country importation support. May include dedicated staff

PSA

- Document & update importation requirements

- Share shipping docs and if necessary dossiers/certs

Interdependency:

Shipment importation

ROLES WITHIN NEXTGEN:

ILLUSTRATIVE METRICS FOR SUCCESS:

Interdependency:

Submitting updates to CT on shipment status

● Turnaround time for importation processes

TA

- Provides support for waivers, etc. May include dedicated staff

TA

- May fill role of ICL in limited circumstances

- May conduct 3rd party performance monitoring

- Support to host govt/others (not

ICL)

Forecasting & Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

CHRONOLOGY/COMPONENTS:

* USAID identifies the need for ICL to warehouse

* For Vendor Managed (VNx) storage, PSA obtains PODs; stock levels are monitored by either host government, TA, or ICL

* ICL, host government, USAID and TA may conduct 3rd party performance monitoring

* SCSC conducts supply chain security assessment

1. ICL (or TA, in limited circumstances, or host government) receives product at warehouse, manages inventory, and submits inventory reports. (For host government-operated supply chain, TA submits inventory reports). Reports are submitted to CT

2. ICL (or TA, in limited circumstances, or host government) picks orders

3. ICL (or TA, in limited circumstances) conducts waste management/reverse logistics activities

IN-COUNTRY WAREHOUSING

USAID

- Elects to use ICL to warehouse

- 3rd party performance monitoring

Control Tower

- Receives and houses inventory reports

ICL

- Receives product

- Manages Inventory

- Picks orders

- Conducts waste management/ reverse logistics functions

- Monitors stock levels for VMx

ROLES WITHIN NEXTGEN:

PSA

- For VMx storage, responsible for POD

ILLUSTRATIVE METRICS FOR SUCCESS:

● Turnaround time for receipt, and order fulfillment

● Inventory accuracy

● Product loss due to theft, damage or avoidable expiration

Host Govt

- Coordinates with USAID and partners

Host government

- May establish distribution frequency

- May plan distribution/identify quantities to be distributed to sites

- May conduct 3rd party monitoring

ICL

- Execute distribution and obtain POD

- May plan distribution/ identify quantities to be distributed to sites

- May conduct 3rd party monitoring

TA

- May plan distribution/ identify quantities to be distributed to sites

- May conduct 3rd party performance monitoring

- May conduct route optimization

- May execute limited distribution

● Turnaround time for receipt, order fulfillment, delivery

● Inventory accuracy, delivery accuracy

Forecasting & Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

CHRONOLOGY/COMPONENTS:

1. USAID or host government establish distribution frequency

2. TA partner, ICL, or host government plan distribution/ identify quantities to be distributed to sites

3. ICL executes distribution and obtains PODs

• TA partner conducts route optimization

• For VMx distribution, PSA obtains PODs; 3rd party monitoring conducted by

TA or ICL

• ICL, host government, USAID, or TA partner conduct 3rd party monitoring

• SCSC conducts post market surveillance to detect leakage of donated products

IN-COUNTRY DISTRIBUTION

USAID

- May establish distribution frequency

- May conduct 3rd party monitoring

Control Tower

- Receives and houses reports

ROLES WITHIN NEXTGEN:

PSA

- For VMx storage, obtains PODs

ILLUSTRATIVE METRICS FOR SUCCESS:

● Timely and quality data availability for USAID and partners

● Response time for data discrepancies

● Order platform functionality

● % of tickets resolved during the reporting period

● Data submitted on-time

KEY INTERDEPENDENCIES:

1. Signed Data Sharing Agreement by all NextGen Mechanisms

(NGM): Define shared data, data standards, sharing frequency, technical mechanisms, exception handling, security, proprietary information

2. Quality, timely, secure data provided to Control Tower (CT) by each NGM

3. Successful electronic exchange of data between CT and NGM

4. CT formats data for visibility and access by NGMs and USAID

5. Communication between NGMs within CT and CT data utilized to address programmatic queries

6. Data changes and discrepancies use CT ticket system. CT will initiate discussion between NGMs to reconcile data

7. USAID reviews data and calculates KPIs within CT

CONTROL TOWER DATA EXCHANGE BASICS

PSA

Order Updates

Catalogue Updates

Control Tower

- Single source of truth for USAID data visibility -Ordering platform

-Collaborative platform

TA

Orders (with Mission)

Commodity plans Inventory status

Registration status

USAID

Order Approvals

ROLES WITHIN NEXTGEN:

ILLUSTRATIVE METRICS FOR SUCCESS:

ICL

Country Dist.

Plan

QuTI Eligible Status/ QC Results

CT Data:

• Forecast & Demand Plan

• Requisition Orders

• Purchase Orders

• Distribution orders

• Order status

• Shipment status

• QA status

• Production status

• GSC inventory status

• Country inventory status

• ICL inventory status

• Country distribution plan

• ASN

• Product Catalog

• Registration status

RM

Forecasting & Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

CONTROL TOWER - DATA EXCHANGE BY CONTRACT

● Purchase Orders

● Distribution orders

● Order status

● GSC inventory status

● ASN

● Product Catalog

● Lead time tables

● Aggregated procurement plans

● Manufacturing capacity

PSA Data to CT:

PSA from CT:

• Forecast & Demand Plan (TA)

• Requisition Orders (TA/Mission)

• QA status (QuTI)

• Country inventory status (TA)

• ICL inventory status (ICL)

• Country distribution plan (ICL)

• Registration verification (TA)

● Forecasts & Supply Plans (TA/ Mission)

● Country inventory status

● Registration status

● Requisition Orders

TA Data to CT:

TA from CT:

● Purchase Orders (PSA)

● Distribution Orders (PSA)

● Order Status (PSA)

● Manufacturing Capacity

(PSA)

● GSC Inventory Status (PSA)

● ASN (PSA)

● Product Catalog (PSA)

● QA status (QuTI)

● ICL inventory status (ICL)

● Country distribution plan

(ICL)

• ICL inventory status

• Country distribution status

ICL Data to CT:

ICL from CT :

● Purchase Orders (PSA)

● Distribution Orders (PSA)

● Order Status (PSA)

● GSC Inventory Status (PSA)

● ASN (PSA)

● Lead Time Tables (PSA)

● Aggregated Procurement Plans

(PSA)

● QA status (QuTI)

● Forecast & Demand Plans (TA)

● Registration Status (TA)

● Country Inventory Status (TA)

● Country/Program distribution plan

● Eligibility Status

● Testing Protocols

QuTI Data to CT:

QuTI from CT:

● Purchase Orders (PSA)

● Distribution Orders (PSA)

● Order Status (PSA)

● Shipment Status (PSA)

● Production Status (PSA)

● Manufacturing Capacity

(PSA)

Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

MEL Process:

1. Data submission: NextGen IPs submit transactional data to the Control Tower on a regular basis (defined by project)

2. Data analysis: USAID MEL Team (incl. GHSC data analysts and scientists) and IPs will analyze submitted data.

3. Reporting: Each IP is responsible for preparing their own performance reports. USAID MEL Team and MEL IPs to prepare dashboard looking at shared metrics across NextGen projects using data submitted to the Control Tower.

4. Learning and CI: Identify and discuss key performance trends; validation and assessment/evaluative exercises.

MONITORING, EVALUATION & LEARNING

Other Partners

-Routine DQAs, assessments, and learning activities.

USAID

-Reviews and analyzes submissions -Continuous improvement

Interdependency: USAID and the USAID MEL IPs use data in the Control Tower for NextGen dashboard for project monitoring & reporting to USAID leadership

NextGen IPs

- Provision transactional data

- Maintaining performance per contract

- Continuous improvement

Control Tower

- Data platform and repository

- Generation of KPIs

- Aggregated reporting

Interdependency: All NextGen IPs submit data to Control Tower

ROLES WITHIN NEXTGEN:

ILLUSTRATIVE METRICS FOR SUCCESS:

● Standard (Core) KPIs across the PSAs and across the TA partners

● Data submission on-time and in-full (Control Tower, DATIM, etc.)

● IP coordination and collaboration

● Customer satisfaction

Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

CHRONOLOGY:

* USAID helps define the data standards that all NextGen IPs should use

* Control Tower hosts a product catalogue that is compliant with global standards

1. TA award will identify data authorities in country and work with the entity to adopt standards within countries

2. PSAs register with data standards authority and master data enterprise

3. PSAs monitor supplier performance

4. PSAs manage product Catalogue

5. QuTI verifies physical attributes and product labels

6. ICL or others receive shipments, manage inventory and provide delivery updates and PODs using GS1 data

IMPLEMENTING GLOBAL STANDARDS

USAID

-Recommend

Global Standards -Monitor compliance across NextGen awards

Control Tower

- Host the global standard compliant product catalogue

QuTI

- Verify physical attributes and product labels

PSA

- Maintain catalog & procurements within program direction & QA eligibility

ROLES WITHIN NEXTGEN:

ILLUSTRATIVE METRICS FOR SUCCESS:

● Proportion of suppliers with at least one in-scope item that demonstrate at least 95% compliance

● Percentage of in-scope products that are compliant w/global standards

● Percent of total order lines (DOs and POs) released for fulfillment in the past 12 months that are compliant w/global standards

● Number of NextGen awards accessing master data

TA

TA to host govt

Policy and architecture Governance and coordination

Host Govt.

- Tracks or leads SP development

- Monitors perf

•Number of RMPs submitted •Number of mitigation activities completed on time •Number of risks closed

CHRONOLOGY:

1. Prepare award specific risk management plan

(RMP)

2. Submit risk management plan

3. Prepare consolidated NextGen risk profile and mitigation plan

4. Risk management dashboard, monitored by

USAID with follow up with specific IPs

5. Disseminate risk alert

RISK MANAGEMENT

ROLES WITHIN NEXTGEN:

ILLUSTRATIVE METRICS FOR SUCCESS:

Forecasting & Supply Planning

Sourcing & Buying

Manufacturing QA

QC

Global Transport

In-Country Transport

National Storage Level

Global Stock Centers

Sub-National Storage Level

Last Mile Delivery

Service Level Delivery

Customs Clearance

ICL

- RMP

USAID

- Oversight and Coordination

Control Tower

- RMP

RMP alerts

TA

-RMP

QuTI

- RMP

PSA

- RMP

Risk Management

- RMP

RMP Dashboards

RMP alerts

Interdependency: Risk management plan elements that are shared responsibilities between NextGen awards