Logistics Routine Activity Checklists by Level

To be Customized for Specific Countries and Systems

What? The checklists include the logistics activities that must be routinely performed at each level
of a logistics system to ensure the effective and efficient management of the system, timely
delivery of commodities, and continuous availability of health products.

Why? To ensure the correct functioning of a logistics system, many activities are required at
multiple levels. Staff can quickly check these lists to ensure that the required activities are
being completed at each level of the system.

Who? Anyone on the staff with logistics responsibilities, at any level, can use the checklists.
However, the staff are not to use them as supervision checklists.

How? Staff should use the checklists as a quick reference guide. For more detailed information
and instructions about their individual responsibilities, staff should refer to Standard
Operating Procedures Manual for their system. Staff can laminate the checklists, which
will make it easy to cross-off or erase activities, as needed.

Where? Each checklist should be used at the appropriate level of the system where logistics
activities are being carried out. Each facility should circulate and post the corresponding
checklist for each level in a visible location (or enlarged to poster format).

When? Staff should review the checklist regularly to ensure that the required logistics tasks are
completed, as needed.

Note: To create a checklist for a specific system or country, an existing and validated SOP manual must be
used to adapt the list to the specific system.

This document was produced with support from the U.S. Agency for International Development through Task Order
1 of the USAID | DELIVER PROJECT under contract no. GPO-I-01-06-00007-00.
Logistics Routine Activity Checklist: Health Centre Level
Health centre staff should complete the following logistics tasks:
Daily  Monitor storage conditions and follow the correct storage guidelines for the
products managed.
 Every time drugs are dispensed, record the quantities of drugs dispensed on
the Daily Activity Register.
 Every time products are received, issued, or transferred to another facility,
update the Stock Control Card.
Weekly  Complete the Supply Voucher: submit it to the district pharmacist.
 Receive the product from the district health office, then do the following:
 Visually inspect the products.
 Use the receiving information to complete the Supply Voucher.
 Update the Stock Control Card, which is at the health centre, with the
receiving information.
Monthly  Conduct a physical count of the quantities of usable drugs in stock; enter the
stock on hand on the Stock Control Card.
 Add and record the total quantity of each drug dispensed during the month on
the Daily Activity Register.
 Complete the Report and Requisition using data from the Stock Control Card
and the Daily Activity Register.
 Send the Report and Requisition form to the district pharmacist by the fifth
day of the month, following the reporting period.
 Receive the products delivered by the Central Medical Stores (CMS) to the
district (for health centers that store their own products), then complete the
following:
 Visually inspect the products.
 Sign the computer-generated Report & Requisition (R&R); note any
discrepancies in the products or quantities received on the report.
 Return a signed copy of the R&R to the district pharmacist; file one copy at
the facility.
 On the Stock Control Card, enter the quantity received; update the stock on
hand for each product.
As needed  Record the quantity of drugs removed from inventory due to expiry, damage,
or loss; update the remaining stock on hand on the Stock Control Card.
 After completing the Report for Returning Products, return any unusable
quantities of drugs (expired, damaged) to the district.
 Every time you suspect that stock levels may not be within the established
maximum stock levels and emergency order point, assess the stock status for
each drug.
 Place an emergency order—complete the report section of the Report and
Requisition form and send it to the district pharmacist.
Resources  Standard Operating Procedures Manuals

This document was produced with support from the U.S. Agency for International Development through Task Order
1 of the USAID | DELIVER PROJECT under contract no. GPO-I-01-06-00007-00.
Logistics Routine Activity Checklist: Hospitals
Hospital staff should complete the following logistics tasks:
Daily  Monitor storage conditions; follow the correct storage guidelines.
 Every time drugs are dispensed, record the quantities of drugs dispensed on
the Daily Activity Register.
 Add and record the total quantities drugs dispensed for the day on the Daily
Activity Register.
 Every time products are received, issued, or transferred to another facility,
update the Stock Control Card.
Monthly  Physically count the quantities of usable products in stock; enter the stock on
hand on the Stock Control Card.
 Complete the Report and Requisition form using data from the Stock Control
Card and the Daily Activity Register.
 Send the Report and Requisition form to the Central Medical Stores
(CMS)/central MOH staff using the CMS schedule.
 Receive the drugs that the CMS delivers, then complete the following:
 Visually inspect the products.
 After receiving supplies from the CMS, sign the CMS Dispatch Note; on this
report; note any discrepancies in the products or quantities received.
 Return a signed copy of the CMS Dispatch Note to the CMS; file one copy at
the facility.
 For each product, enter the quantity received and update the stock on hand on
the Stock Control Card.
As needed  After filling out the Report for Returning Products, return any unusable
quantities of drugs (expired, damaged) to the CMS.
 Every time you suspect that stock levels may not be within the established
maximum stock levels and emergency order point, assess the stock status for
each drug.
 Place an emergency order by completing the report section of the Report and
Requisition form: send it to the CMS.
Resources  Standard Operating Procedures Manuals

This document was produced with support from the U.S. Agency for International Development through Task Order
1 of the USAID | DELIVER PROJECT under contract no. GPO-I-01-06-00007-00.
Logistics Routine Activity Checklist: District Health Office
District health offices (oversees health centre and district hospitals) should complete the
following logistics tasks:
Daily  Monitor storage conditions at the district stores; follow the storage guidelines
for products being stored.
 Record all receipts and issues of products to health centers on separate Stock
Control Cards for each health centre.
Weekly  After receiving and reviewing a Supply Voucher, issue products to each health
centre.
Monthly  Review the Report and Requisition (R&R) form from each health centre,
check for errors, complete the requisition section, and send the form to the
Central Medical Stores (CMS).
 Follow up with the health centre if there are any questions or discrepancies on
the R&R forms.
 Receive the prepackaged orders for each health centre in the district, then
complete the following:
 Visually inspect the products.
 After receiving supplies from the CMS, sign the CMS Dispatch Note; note
any discrepancies on the Dispatch Note and the computer-generated R&R form.
 Return a signed copy of the CMS Dispatch Note to the CMS.
 File a copy of the CMS Dispatch Note and the signed computerized R&R form
for each facility.
 Notify health centers that their order has been received.
 Transfer pre-packaged health centre orders from the CMS (with the
computer-generated R&R form).
 Conduct supportive supervision visits to the health centers and district level
hospitals using the Health Facility Supervision Checklist. For each supervision
visit, submit a Report of Supervision Visit to the Provincial Health Office.
As needed  Review and approve emergency orders for health centers; send emergency
request to the CMS.
 Receive excess drugs from the health centers and send to the CMS.
 Receive, review, and approve the Report for Returning Products from the
health centers; send the report and products to the CMS.
Resources  Standard Operating Procedures Manuals

This document was produced with support from the U.S. Agency for International Development through Task Order
1 of the USAID | DELIVER PROJECT under contract no. GPO-I-01-06-00007-00.
Logistics Routine Activity Checklist: Provincial Health Office
Provincial health offices should complete the following logistics tasks:
Daily  Monitor and provide supportive supervision to the district health offices
(DHO) to address logistics reporting and distribution issues.
Monthly  Conduct supportive supervision visits to the DHOs and provincial hospitals
using the District Pharmacy Supervision Checklist. For each supervision visit,
write a Report of Supervision Visit.
 Logistics records and reports are completed accurately and are up-to–date.
 Products are stored according to recommended storage guidelines.
 Stock levels are within the established maximum stock levels and emergency
order point.
 Routine physical inventories are being conducted and stock on hand is
recorded.
Quarterly  Receive and review feedback reports from the central MOH staff on the
provincial logistics system performance.
 Conduct activities to correct provincial logistics system performance issues,
which are highlighted in the MOH developed feedback reports, including—
 Address supply imbalances across facilities/within the province.
 Follow up on product storage issues.
 Provide support to improve facility data collection and reporting.
 Provide on-the-job training to DHO and hospital pharmacists, as needed.
As needed  Maintain list of staff that require logistics system training using submitted
Reports of Supervision Visit. Coordinate and facilitate all training in managing
the logistics system for all health facility staff in the province.
Resources  Standard Operating Procedures Manuals

This document was produced with support from the U.S. Agency for International Development through Task Order
1 of the USAID | DELIVER PROJECT under contract no. GPO-I-01-06-00007-00.
Logistics Routine Activity Checklist: Central Medical Stores
(CMS)**
CMS staff should complete the following logistics tasks:
Daily  Monitor storage conditions; adhere to proper storage guidelines for the
products stored.
 Every time products are received, issued, or transferred to another facility or
organization outside the standard CMS distribution system and schedule, update
stock on hand in the Warehouse Management System software. Remove from
inventory any expired, damaged, or lost products.
 Report to the CMS/central MOH staff any quantities of expired, damaged, or
missing products.
 Use the Dispatch Note to issue products to the health facilities.
 Deliver products to hospitals and district health offices with the
accompanying Dispatch Note and Report & Requisition (R&R) forms. Receive
signed copies of the Dispatch Note; if there are any changes, forward a copy of
the Dispatch Note to the MOH.
 Manage distribution activities, including a fleet of vehicles and distribution
schedules, to deliver health commodities to facilities.
Monthly  Monitor and manage stock levels and all receipts and issues of products in the
CMS.
 Provide data on the quantities of drugs issued and received at the CMS
including the stock on hand for the PipeLine database monthly update.
 Follow the correct procedures to receive health products, then complete the
following:
Visually inspect the products.
Sign the delivery note/other transaction records; on these forms, note any
discrepancies in the products received or the quantities received.
 Every time drugs are delivered, enter the quantity received and update the
Warehouse Management System software with the stock on hand for each drug.
Quarterly  Physically count the products in stock at the end of each quarter; enter the
quantities on hand in the Warehouse Management System software.
 Receive and review feedback reports from the central office on logistics
system performance.
 Participate in quarterly quantification exercise.
As needed  Assess the stock status (months of stock on hand for each drug).
 Follow the correct quality assurance (QA) procedures:
Inspect and do random sampling of products to ensure quality, as needed.
Ensure the storage conditions are followed; follow recommended storage
guidelines to ensure integrity and quality of the drugs stored at the CMS.
Resources  CMS Standard Operating Procedures Manual(s)

**
Note: The CMS checklist only represents an illustrative part of the complete list of activities that occur at this level
in the system; the CMS has a Standard Operating Procedures manual which covers all activities done at the CMS,
including the proper storage and distribution of commodities. This checklist is for illustrative purposes only.

This document was produced with support from the U.S. Agency for International Development through Task Order
1 of the USAID | DELIVER PROJECT under contract no. GPO-I-01-06-00007-00.
Logistics Routine Activity Checklist
Central Ministry of Health Staff or Logistics Management Unit (LMU)
Central level staff should complete the following tasks:
Daily  Review for quality the Report & Requisition (R&Rs) form submitted by
health facilities; enter the data in Supply Chain Manager and approve order
quantities.
 Communicate directly with facilities for any questions or concerns raised in
the R&R forms; follow up on any missing reports.
 Generate computer-generated R&R forms and the Dispatch Note; submit to
the CMS to pick and pack orders.
 Enter quantities actually received at the facilities, as documented in the
Dispatch Note.
Weekly  Generate weekly feedback reports to the district health office (DHO) and
cooperating partners on non-reporting facilities and any facilities with stock
imbalances.
Monthly  Receive the stock on hand for all commodities at the CMS; enter data in
Supply Chain Manager; monitor stock levels at all facilities in the system.
 Aggregate, analyze, and interpret logistics data; then produce and disseminate
feedback reports to the CMS, provincial offices, DHOs, the central-level
Ministry of Health (MOH), and cooperating partners. Include these illustrative
reports:
 facilities stocked according to plan
 stock imbalances at facilities
 non-reporting facilities.
 Using the data included on the feedback reports, develop specific
recommendations for system strengthening interventions and provide to
stakeholders.
Quarterly  Provide data on actual consumption and stock on hand for quantification;
participate in quarterly quantification reviews.
 Calculate routine logistics indicators; share with key partners any information
related to system performance.
 Participate in quarterly provincial and district supervisors’ meetings.
As needed  Follow up on problems related to the CMS distribution of drugs to health
facilities, including picking and packing, and the distribution schedule.
 Provide information and support to the government procurement entities.
 Identify any staff needs at the central level.
 Develop and maintain terms of reference for the central MOH staff and
technical working groups.
Resources  Terms of reference for staff members in the CMS/LMU

This document was produced with support from the U.S. Agency for International Development through Task Order
1 of the USAID | DELIVER PROJECT under contract no. GPO-I-01-06-00007-00.