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@rh_supplies@rhsupplies
You Can’t Manage What
You Can’t See
The Global Family Planning Visibility and Analytics Network (G...
2
Stand up if you have ever asked any of these
questions…
1) How many contraceptives are needed for a country or program?
...
3
4
11/19/18
How many of which products
do countries want? Need?
What are other donors
procuring?
• How can donors align?
• ...
5
Structured Response
Global FP VAN Goal: Better, aggregate, share,
and align country demand data with production,
procure...
6
Partnership and Governance
7
11/19/18
Steerco and task
forces
September 2017
Road Map 1: Completed
Current/Future State
Validation Workshops
November...
8
Innovation #1: Linkages
Global FP VAN Goal: Better aggregate,
share, and align country demand data
with production, proc...
9
Innovation #2: Data Sharing
Global FP VAN Goal: Better aggregate,
share, and align country demand data with
production, ...
10 10
• Lack transparency
• Creates power dynamics
between data “haves” and
“have nots”
• Full transparency
• Access to da...
11 11
• Confusion around individual
responsibilities
• Unclear who in organization
was accessing confidential
data
• Indiv...
12 12
• Unclear who has access
• Regular job responsibilities
not always considered in
granting access
• Roles-based right...
13
Innovation #3: Data Management
Global FP VAN Goal: Better aggregate,
share, and align country demand data
with producti...
14 14
15 15
16 16
Adoption of Global Standards (GS1) for Product Identification:
Global Trade Identification Number
Global Trade Ident...
17 17
Adoption of Global Standards for Information Exchange:
Global Data Synchronization Network (GDSN)
18
Innovation #4: Collaborative System Selection & Design
Global FP VAN Goal: Better aggregate,
share, and align country d...
19
Procurement
& Orders
Consumption &
Stock
ShipmentsForecasting
RH Interchange
PPMR
CSP work stream and CSP Tool
CARhs wo...
20
Use Cases
1
What If:
We could affordably scale both use of the
GFPVAN system and coordinated supply
planning and logist...
21
A Non-traditional Approach to System Selection and Design
• This is not a traditional “build” technology
initiative and...
22 22
Data Scope Coverage To-Date
23 23
Julia White
jwhite@rhsupplies.org
RHSC Global FP VAN website:
https://www.rhsupplies.org/gfpv
an
For More Information
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You Can't Manage What You Can't See: The Global Family Planning Visibility and Analytics Network (Global FP VAN) and Contraceptive Commodity Security

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This was presented by Alexis Heaton at the International Conference on Family Planning (ICFP) in Kigali, Rwanda in November 2018.
For over a decade, our community has put in place important supply chain visibility tools, like the Procurement Planning and Monitoring Report and the RH Interchange, but their siloed and outdated technology is hindering data validation and collaboration. Therefore, the Global FP VAN is establishing a single, more advanced, flexible virtual collaborative platform that allows teams to simultaneously see the same data and make supply decisions together.
Selecting a single system to meet the myriad needs of the community required creative thinking. Unlike a typical tender process where there is one “buyer” calling the shots, the Global FP VAN initiative has many “buyers” with diverse needs. A collaborative process was therefore needed to define the requirements and start the procurement process. First, the Global FP VAN initiative established a three-staged request for proposal (RFP) process that combined a more traditional request for information (RFI) with the RFP. Second, an interactive platform was used to allow for an open, but secure, way to manage access to documentation, conversations, and updates across the community and bidders. Finally, the initiative integrated use of regular task force meetings, weekly calls, and recordings to engage the community and the bidders to work together on defining requirements to forge a collective “ask” of the bidders. Together this formed the basis of the RFP Addendum, including all final business and IT requirements, proposal templates, and the scoring guide to choose the system. Following the selection of a technology partner, this collaborative group has been an integral part of the design and launch of the system.
An initiative like the Global FP VAN needs community buy-in to the technology platform to be successful and sustainable. This requires an innovative approach to system selection and design that involves users of the platform and captures their varied perspectives.

Published in: Government & Nonprofit
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You Can't Manage What You Can't See: The Global Family Planning Visibility and Analytics Network (Global FP VAN) and Contraceptive Commodity Security

  1. 1. @rh_supplies@rhsupplies You Can’t Manage What You Can’t See The Global Family Planning Visibility and Analytics Network (Global FP VAN) and Contraceptive Commodity Security International Conference on Family Planning Kigali, Rwanda November 2018 Julia White, Reproductive Health Supplies Coalition Ellen Tompsett, GHSC-PSM Arati Krishnamoorthy, USAID Alexis Heaton, John Snow, Inc.
  2. 2. 2 Stand up if you have ever asked any of these questions… 1) How many contraceptives are needed for a country or program? 2) How many contraceptives to produce and by when? 3) Where is a country or program's contraceptive order and when will it arrive in- country?
  3. 3. 3
  4. 4. 4 11/19/18 How many of which products do countries want? Need? What are other donors procuring? • How can donors align? • How can I achieve best pricing and availability? • How do I get the best transportation? • How do I ensure QC, sampling, and testing? • What are product and manufacturers alternatives? • Do I need to warehouse products? • Lack of visibility to other procurement organizations • Lack of full end-to-end plans by supplier/product • We spend so much time triangulating data and chasing down current status of data • Confusing lines/multiple lines of communication • Supply plans do not meet minimum quality standards, therefore, are not useful • Lack of funding can prevent meaningful recommendations • New product regulatory approval process variability and lead times • Stock price pressure • Lack of reliable, consolidated, and shared data • Lack of access to intelligence aggregated across partners • Lack of trust in others treating our data as confidential and that my competitors will gain an advantage over us. • Where is my shipment? • Can the global stakeholders help me to solve [x] issue? • What data do I report that is shareable quality data? • What is the quality of my data? • Which issues do I flag to the Global FP VAN? None of the this data is in the right format! What’s the real story? How do we prevent these stock outs? Have the countries received their orders yet? What is the upcoming demand going to be? Why are there so many change orders? What data did the country use to make these decisions? Can additional funding be mobilized? Where is my order? When will it arrive? PROCURER DEMAND PLANNER MANUFACTURER COUNTRY GLOBAL PROCURER DEMAND PLANNER MANUFACTURER COUNTRY Problem: Lack of visibility = inefficacies/pain points
  5. 5. 5 Structured Response Global FP VAN Goal: Better, aggregate, share, and align country demand data with production, procurement and funding to avoid stock imbalances and maximize use of limited resources to ensure continuous availability and choice of family planning products in developing countries. Better = technology Align = people Share = policy Aggregate = process
  6. 6. 6 Partnership and Governance
  7. 7. 7 11/19/18 Steerco and task forces September 2017 Road Map 1: Completed Current/Future State Validation Workshops November 2017 Demos & Sandbox v2 March 2018 Scoring & Recommendation March 2018 Field Test April 2018 Sandbox v1 January 2018 Initial Scope Decisions October 2017 RHSC GMM Launch March 2018 Publish RFP November 2017 Publish RFP – Addendum w/ Finalized Requirements January 2018 Collaborative Requirement Refinement Dec-Jan 2018 Configuratio n Starts May 2018 Negotiations & Contracting April 2018 Proposals Due February 2018 Interviews, Process Mapping November 2017 Supply Planning 1 Oct 2018 Business Case Decision on Pilot March 2019 Load Master Data July 2018 Boot Camp June 2018 Inbound visibility August 2018 Contract & Negotiatio ns April-May 2018 Supply Planning 2 January 2019 Inventory Visibility Sept 2018 Business Case to SC Feb 2019 Malawi Kick Off May 2018 Manufacturers Oct 2018 Go Live! Nov 2018 Nigeria Kick Off June 2018 Road Map 2:Current
  8. 8. 8 Innovation #1: Linkages Global FP VAN Goal: Better aggregate, share, and align country demand data with production, procurement and funding to avoid stock imbalances and maximize use of limited resources to ensure continuous availability and choice of family planning products in developing countries.
  9. 9. 9 Innovation #2: Data Sharing Global FP VAN Goal: Better aggregate, share, and align country demand data with production, procurement and funding to avoid stock imbalances and maximize use of limited resources to ensure continuous availability and choice of family planning products in developing countries.
  10. 10. 10 10 • Lack transparency • Creates power dynamics between data “haves” and “have nots” • Full transparency • Access to data based on role not organization Shift in mindset: Bilateral agreements to multilateral approach Source: Unknown Author; licensed under CC BY-SAOutput: Multilateral Terms of Use developed
  11. 11. 11 11 • Confusion around individual responsibilities • Unclear who in organization was accessing confidential data • Individual responsibilities delineated • Auditable • Secure Shift in mindset: Organization to organization + individual Output: Overarching Principles of data sharing and use This Photo by Unknown Author is licensed under CC BY-SA
  12. 12. 12 12 • Unclear who has access • Regular job responsibilities not always considered in granting access • Roles-based rights • Flexibility to share within organization Shift in mindset: Individual to role-based Output: Data use rights table This Photo by Unknown Author is licensed under CC BY-NC-ND
  13. 13. 13 Innovation #3: Data Management Global FP VAN Goal: Better aggregate, share, and align country demand data with production, procurement and funding to avoid stock imbalances and maximize use of limited resources to ensure continuous availability and choice of family planning products in developing countries.
  14. 14. 14 14
  15. 15. 15 15
  16. 16. 16 16 Adoption of Global Standards (GS1) for Product Identification: Global Trade Identification Number Global Trade Identification Number (GTIN) Global Location Identification Number (GLIN)
  17. 17. 17 17 Adoption of Global Standards for Information Exchange: Global Data Synchronization Network (GDSN)
  18. 18. 18 Innovation #4: Collaborative System Selection & Design Global FP VAN Goal: Better aggregate, share, and align country demand data with production, procurement and funding to avoid stock imbalances and maximize use of limited resources to ensure continuous availability and choice of family planning products in developing countries.
  19. 19. 19 Procurement & Orders Consumption & Stock ShipmentsForecasting RH Interchange PPMR CSP work stream and CSP Tool CARhs work stream FP Mkt Report A Long History of Supply Chain Visibility
  20. 20. 20 Use Cases 1 What If: We could affordably scale both use of the GFPVAN system and coordinated supply planning and logistics management (CSP/CARhs) to cover more products & countries while lowering the level of effort on staff to maintain tools/ systems? 3 What If: We could see and monitor inbound shipments from our Suppliers/Freight Forwarders to CMS in-country in one location? 5 What If: We could see and monitor all the approved requisitions and purchase orders to our Suppliers in one location? 7 What If: Current Central Medical Store stock- on-hand, average monthly consumption and country contextual information (request, notes, etc.) could be imported in it's existing format (e.g. excel, LMIS) without additional intervention? 9 What If: Current country supply plan data could be imported in its existing format without additional intervention and could be standardized in its presentation based on "business rules," allowing for tracking of funded versus funding gaps and exception management for human intervention? 2 What If: We had one location where users had their own log-in and data access governed by security protocols, where each user could create dashboards, and where we could create cross- donor/cross-country dashboards that could also import/export for analysis elsewhere?
  21. 21. 21 A Non-traditional Approach to System Selection and Design • This is not a traditional “build” technology initiative and so it does not follow traditional process design steps • This is a learning initiative. The collaborative, experimental nature prioritizes “showing/ experiencing” before finalizing changes • Steering Committee members, working groups, Endorsers, and the technology partners have all had critical roles and input along the way to ensure the technology platform supports the community’s needs “Learning is experience. Everything else is just information.” - Albert Einstein
  22. 22. 22 22 Data Scope Coverage To-Date
  23. 23. 23 23 Julia White jwhite@rhsupplies.org RHSC Global FP VAN website: https://www.rhsupplies.org/gfpv an For More Information

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