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Effective Vaccine Management Initiative

EVM Assessment Tool

Country: Indonesia
Facility Name: Pusk. Padongko (1SN01-1LD03-1SP01)

Release notes

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Pusk. Padongko
Note to assessors: Obtain as much of this information as possible before the on-site inspection begins.

L1 Assessment scope: Full 1SP

L2 Facility details

L2.01 Supply chain level: Service point L2.02 Administrative area: Pusk. Padongko

L2.03 Facility name: Pusk. Padongko L2.04 Unique code for this facility: 1SN01-1LD03-1SP01

L2.05 Facility address: Jl. Tinumbu

L2.06 Telephone: L2.07 Fax number:

L2.08 Email: L2.09 Primary contact: Libra

L2.10 Maximum temperature at site °C: 32 L2.11 Minimum temperature at site °C: 24

L2.12 Facility assessment start date: L2.13 Facility assessment finish date:

L2.14 Assessed records start date: L2.15 Assessed records finish date:

L2.16 Assessment team members:

L2.17 Target eligibles: 208 L2.18 Target population: 0

L3 Permanently employed staff in the facility


List permanently employed members of staff, including managers, storekeepers, administrators, drivers, cleaners, etc.

Name Job title Qualifications (see note 1) Experience (see note 2)


L3.01 H Salamuddin Ka. Pusk S1

L3.02 Lukman Korim D3

L3.03 Riska Magang D3

L3.04

L3.05

1) Qualifications: Specify level of


education: e.g. technical college
vocational qualification, university first
degree etc.
2) Experience: In particular record
previous experience in the field of
vaccine management.

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Location Data

On-line climate database


http://www.wolframalpha.com
http://www.weatherbase.com

Years in post
1

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EVM # EVM REQUIREMENTS Q no. EVM QUESTION Result Score Max Guidance notes for assessors C
a
t

E0 Complete these facility-specific questions before continuing s


c
o
0.1 Answers to these questions switch indicators r
below on and off. e
E0:01a What type of cold chain equipment is used in the store? Answers to this question switch later indicators on and off.
[Select one or more options]:

A Freezer room(s) and/or cold room(s) are used for storing N


vaccine [Y, N]
B Freezers and/or refrigerators are used for storing vaccine [Y, Y Including solar refrigerators.
N]
C Freezer room(s), cold room(s), freezers or refrigerators are Y Select 'Y' if there is equipment in the store used exclusively for freezing or cooling icepacks.
used for freezing icepacks or cooling cool water packs [Y,N] Ignore fridge/freezers with icepack compartments or freezer rooms/cold rooms that are also used
to store vaccine.
D Vaccine is not stored at this facility. n 0.00 Some health facilities have no refrigerators and may use cold boxes or vaccine carriers to store
Only cold boxes and/or vaccine carriers are used [Y, N] vaccine for immunization sessions. In such cases, select 'Y' for option D and 'N' for all others.

Notes:
E0:03a What type of equipment is used to deliver and/or collect
vaccine at this store?
[Select one or both options]:

A Cold boxes, vaccine carriers and/or other passive containers Y Other passive containers' includes insulated roll containers or palletized containers. These may
[Y,N] be used at primary and sub-national levels.
B Refrigerated vehicles [Y,N] N
Notes:

E2 All vaccines and diluents are stored within WHO-recommended temperature ranges.

2.2 Continuous temperature records must be kept,


and these records must demonstrate that
vaccine has been stored correctly in both
permanent and temporary cold stores.

2.2.1 Store all vaccines and diluents at the correct E2:03a Can the storekeeper(s) or health worker(s) give the correct Y 5.00 5.00 Knowledge of correct storage temperatures is vital. If the respondent gives any incorrect ###
temperature storage temperature range for each of the vaccines on the answers, score 'No'. Note also:
schedule? [Y, N]. 1) If s/he says that freeze-dried vaccines should be stored at -20°C record this as 'Yes'. Current
WHO advice is to store these vaccines at +2° to + 8°C, but storage at -20°C will not damage
these vaccines.
2) If s/he say that freeze-dried vaccines packed with diluents can be stored at -20°C, this answer
MUST be scored as 'No'.
3) At service point level, it is correct to say that all vaccines can be stored at +2° to +8°C

Notes:
E2:04a Do the storekeeper(s) or health worker(s) know which Y 5.00 5.00 It is essential that respondents know which of the vaccines should not be exposed to ###
vaccines on the schedule can be damaged by temperatures temperatures below 0°C. It is not important that they know the precise freezing temperature of
below 0°C? [Y, N] each of these vaccines.
Notes:
2.2.3 Maintain complete temperature records for every E2:07a CONDITION: If there is refrigeration equipment y 1.00 1.00 This question applies all in health facilities with active refrigeration. It does not apply in health ###
freezer room, cold room, vaccine freezer, vaccine Is there a complete set of manual temperature records for facilities where cold boxes or vaccine carriers are used to store vaccine temporarily.
refrigerator and refrigerated vehicle. each and every cold room, freezer room, vaccine refrigerator Manual records are necessary because this is the only way to be sure that temperatures are
and vaccine freezer throughout the review period? [Y, N] checked at least twice a day. 'Complete' means that there should be no missing' record sheets or
electronic temperature traces and that the entire review period should be covered for each
appliance.

Notes: Hari minggu tdk tercatat


2.2.4 Keep temperature records in a safe place for a E2:11a CONDITION: If there is refrigeration equipment n 0.00 1.00 Countries should be encouraged to retain such records for tracing purposes. If records are not ###
minimum of three years. Have temperature records been kept in a safe place for at available for three years, review the records kept since the immunization programme adopted
least three years? [Y, N] EVSM or EVM.

Notes: Petugas sebelumnya meninggal


2.2.5 Carry out an internal review of the temperature E2:12a CONDITION: If there is refrigeration equipment There must be a written record of these reviews which identifies problems and records actions
records every month. Temperature review checklist. taken. A verbal assurance is not sufficient.

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Carry out an internal review of the temperature
EVM # records every month.
EVM REQUIREMENTS Q no. EVM QUESTION Result Score Max Guidance notes for assessors C
a
t
A Are temperature records formally reviewed at least once a n Check whether records are reviewed and recorded. 'Excursions' are temperatures below +2°C or
month in order to identify temperature excursions and their above +8°C for cold rooms and vaccine refrigerators, and above -5°C for freezer rooms and s
causes? [Y, N] vaccine freezers. c
B Have correct remedial actions been taken? [Y, N, n/a if there n/a 0.00 5.00 Interview the responsible person. Discuss and evaluate remedial actions taken. o
###
are no excursions or breakdowns] r
e
Notes:
Criteria score E2: 11.00
Maximum score: 17.00
Percentage: 65%
E3 Cold storage, dry storage and transport capacity is sufficient to accommodate all vaccines and supplies needed for the programme.

3.1 Storage capacity must be sufficient for


maximum stock levels of routine vaccines and
related consumables. Where supplementary
vaccines and/or other products are also held in
the store it must be able to accomodate these.

3.1.1 Carry out volume calculations for all vaccines, E3:01a CONDITION: If there is refrigeration equipment Collect site data, then use the sidebar tool to perform these calculations.
diluents and droppers that are kept in the vaccine Using data from the annual vaccine arrival schedule (primary
store. level) or the annual vaccine delivery schedule (lower levels),
establish whether the capacity of the +2°C to + 8°C vaccine
store is sufficient over a one year cycle. Where relevant,
include other products and supplementary vaccines.

A Measure the net storage capacity of the +2°C to + 8°C 218.0


store(s) in litres or m³.
B Enter maximum estimated vaccine volume in litres or m³, plus 8.0 5.00 5.00 The store capacity, taking account of utilisation factor, is acceptable if it is greater than the ###
10%. maximum estimated volume of vaccine to be stored, +10%.
Notes: Sansio 218 R
3.4 Capacity of passive containers and capacity to
produce icepacks/chilled water packs must be
sufficient to meet maximum demand.

3.4.1 Calculate whether the available icepack E3:09a CONDITION: If cold boxes or other passive containers are Collect site data, then use the sidebar tool to perform these calculations.There must be sufficient
freezers/chilled water pack coolers have sufficient used. freezing or cooling capacity to produce an adequate flow of icepacks/chilled water.
capacity to meet the maximum daily demand for Using data from the vaccine delivery schedule or outreach
icepacks/chilled water packs. session size data, establish whether coolant capacity is
sufficient to meet maximum demand levels

A Is there sufficient freezing or cooling capacity to meet Y Icepack freezing or cooling may sometimes take place in another facility. If this is the case, the
maximum demand? [Y, N]. capacity of the other facility needs to be checked.
B Is there sufficient storage capacity for icepacks/chilled water Y 5.00 5.00 Peak demand' is the maximum weight of icepacks/chilled water packs required in a day. ###
packs storage to meet peak demand? [Y, N].
Notes:
3.4.2 Calculate whether sufficient passive container E3:10a CONDITION: If cold boxes or other passive containers are Check total vaccine storage capacity of available passive containers and compare against
capacity is available to meet maximum daily used. delivery schedule. If containers are always supplied by the receiving store this question is not
demand. Using data from the vaccine delivery schedule, establish applicable here but must be assessed at the next level down in the supply chain.
whether there are sufficient passive containers to meet
maximum demand levels.

A Does this store stock passive containers for delivery and/or Y Answer 'Y' if the store keeps a stock of passive containers. If delivery and collection dates are
collection? [Y, N] staggered, the same containers may be used for both purposes.
B Are there sufficient passive containers? [Y, N, n/a if containers n 0.00 5.00 If some containers are in use, check the container inventory to establish how many there should###
are supplied by the receiving store]. be.
Notes: Vaksin carrier 4 bh
3.5 There must be a contingency plan to protect the
vaccine in an emergency.
3.5.1 Develop a contingency plan designed to deal with E3:11a CONDITION: If there is refrigeration equipment. Contingency plans are context-specific, but should include the following minimum elements:
forseeable emergencies at each store. Vaccine store contingency planning checklist: 1) Identify the major sources of risk (e.g. power failure, flood, earthquake, etc.).
2) Prepare a written contingency plan.
3) Post emergency contact details on the noticeboard in the vaccine store.
4) Staff must know that the universal safe storage temperature for ALL vaccines in an emergency
is +2°C to +8°C.

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forseeable emergencies at each store.

EVM # EVM REQUIREMENTS Q no. EVM QUESTION Result Score Max Guidance notes for assessors C
a
t
A Is there a satisfactory SOP which sets out a contingency plan y 5) Identify at least two alternative cold storage locations. Inspect them to make sure they are
in the event of equipment failure or other emergency? [Y, N]. large enough, well-managed, and can maintain correct temperatures. s
c
B Are emergency contact details posted in the vaccine store? y 6) Ensure that there is a written agreement with the selected emergency providers. If payment o
[Y, N]. will be required, make sure that this can be funded. r
e
C Do staff know what to do in the event of an emergency? [Y, y 5.00 5.00 7) Regularly rehearse the contingency plan with store staff and the emergency providers. ###
N].
Notes: Lemari Es baru
Criteria score E3: 15.00
Maximum score: 20.00
Percentage: 75%
E4 Buildings, cold chain equipment and transport systems enable the vaccine and consumables supply chain to function well.

4.1 The store building(s) must be conveniently sited


and the standard of construction must meet
minimum requirements.
4.1.2 The quality of the vaccine store building(s) must E4:03a Vaccine store or health facility building checklist: Vaccine store' in this context includes service point health facilities.
meet minimum requirements.
A Is the vaccine store building suitable for the climate? [Y, N]. y Suitable' means one of the following:
1) Cold or temperate climates: Thermally insulated and heated.
2) Hot, wet climates: Naturally ventilated or air-conditioned. Well protected against rain
penetration.
3) Hot, dry climates: Naturally ventilated or air-conditioned and/or passively protected against
excessive heat build up. Protected against dust penetration.

B Is the roof free of leaks? [Y, N]. y Roof leaks': Check for damp stains on ceilings.
C Are the external walls free of severe cracks or other major y
damage? [Y, N].
D Are windows and external doors in good condition and secure y
(grilles and/or locks)? [Y, N].
E Are floors dry and reasonably level? [Y, N]. y Reasonably level': The floor should not be visibly sloping and it should be smooth enough for
small wheeled pallet trucks.
F Are there any fire extinguishers and have they been tested in n Fire extinguishers should be tested and certified annually. There should be a label on each one
the past 12 months? [Y, N, n/a]. showing the test date. Fire extinguishers are unlikely to be found in small health facilities, so
enter 'n/a'.
G Is the electrical system satisfactory? [Y, N, n/a]. y Satisfactory' means that wiring, circuit breakers, electrical sockets and light fittings are in good
condition and securely fixed in place. All circuits should be properly earthed. In a full inspection
the earthing of sockets can be checked with a ring main tester. If there are any doubts, a
professional inspection should be carried out.
Service point facilities may have no electricity. If this is the case, score 'n/a'.

H Is the drainage system working (both rainwater and foul y


drainage)? [Y, N].
J Is the air-conditioning system working? [Y, N. Score 'n/a' in n/a
climates where a/c is not required].
K Is the heating system working? [Y, N. Score 'n/a' in climates n/a 4.38 5.00 ###
where heating is not required].
Notes:
4.3 Equipment must be satisfactory in both
permanent and temporary vaccine stores.
4.3.3 Freezers and refrigerators must comply with the E4:13a CONDITION: If there are refrigerators and/or freezers
listed minimum standards. Vaccine freezer/refrigerator checklist.

A Do all vaccine freezers comply with the WHO specifications n/a Check that the equipment's climate rating is correct for the site.
that were in force at date of purchase, including correct
climate zone? [Y, N. Score n/a if no freezers].

B Do all vaccine freezers have continuous temperature n/a Continuous temperature recording in freezers is only mandatory at primary store level.
recorders? [Y, N. Score n/a if no freezers].
C Do vaccine freezers have a working thermometer stored with n/a All freezers should have a stem or dial thermometer.
the vaccine? [Y, N. Score n/a if no freezers].
D Do all vaccine refrigerators comply with the WHO y Check that the equipments's climate rating is correct for the site. PIS and PQS pre-qualified
specifications that were in force at date of purchase, including equipment should have a sticker to show the climate rating.
correct climate zone? [Y, N. Score n/a if no refrigerators].

E Are all ice-lined refrigerators fitted with the correct vaccine y ILRs must always be fitted with baskets so that vaccine does not come into contact with the
storage baskets? [Y, N, n/a] bottom or walls of the unit because this can freeze vaccine.
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EVM # EVM REQUIREMENTS Q no. EVM QUESTION Result Score Max Guidance notes for assessors C
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F Do all vaccine refrigerators have continuous temperature n Continuous temperature recorders or refrigerator loggers (FridgeTag type) are essential at
recorders or refrigerator loggers or freeze indicators? [Y, N, primary level. Refrigerator loggers are desirable at SN, LD and SP levels. s
n/a]. c
G Do all vaccine refrigerators have a working thermometer y o
stored with the vaccine? [Y, N. Score n/a if no refrigerators]. r
e
H Where applicable, are there sufficient reserve supplies of n/a Sufficient' reserve supplies means at least one spare jerrycan of kerosene or at least one spare
kerosene and/or gas? [Y, N, n/a]. full gas bottle.
J Where applicable, is kerosene or gas always available? [Y, N, n/a
n/a].
K Cold climates only. Do vaccine refrigerators EITHER have n/a 3.75 5.00 ###
low temperature protection OR are they located in a
permanently heated room? [Y, N. Score 'n/a' if low
temperature protection is not required].
Notes:
4.3.4 The use of CFC gases in refrigeration equipment E4:14a CONDITION: If there is refrigeration equipment
must be phased out in accordance with Inspect refrigeration equipment:
UNICEF/WHO policy.
A How many refrigeration units are there (dual CR and FR units 2
count as 2, refrigerators and freezers count as 1 each)?

B How many of these are CFC-free? 2 1.00 1.00 ###


Notes:
4.3.5 In primary and large sub-national vaccine stores E4:15a Standby generator. There should always be a standby generator at the primary store unless mains electricity is
there must be a standby generator, with automatic completely reliable and/or has a backup supply from a separate transformer. The same
start-up. Preferably the generator should serve the requirement applies at sub-national stores equipped with cold rooms. Generators are not
vaccine store alone. required in small sub-national stores, lowest distribution level and service point stores where ice-
lined refrigerators are used and there is at least 8 hours electricity per day. Generators are also
not required where kerosene, gas or solar refrigerators are used or where a health facility uses
cold boxes or vaccine carriers for storing vaccine.

A Is a generator required at this store? [Y, N] n


B Is a standby generator installed? [Y, N] n 0.00 0.00 If a generator is installed but is not required then the generator questions are switched off and ###
need not be answered.
Notes:
E4:16a CONDITION: If a generator is required and installed. The sidebar tool can be used to help with these calculations.
Standby generator checklist:

A Is the generator in working order? [Y, N].


B Can the generator start all the connected equipment in the The starting load for a refrigeration compressor is much higher than the running load. Ask for a
vaccine store? [Y, N]. demonstration to prove that the generator is able to cope with the combined starting load of all
connected refrigeration units. Well-designed systems may have 'smart switching' which reduces
the starting load by automatically phasing in the individul refrigeration units.

C Is the fuel tank large enough? [Y, N]. 72 hours continuous running is recommended, but this is context-dependent. If power cuts are
short and/or fuel is readily available, a smaller capacity will be acceptable.
The way to assess this is as follows: 1) Establish the longest power cut experienced during the
review period. 2) Check the generator fuel consumption in litres per hour. 3) Check the capacity
of the fuel tank. If tank capacity/consumption per hour is less than the longest power cut then
the tank capacity is too small.

D Are there sufficient reserve supplies of fuel? [Y, N].


E Is the generator in a secure compound? [Y, N]. 0.00 0.00 ###
Notes:
4.3.6 Provide voltage regulators for all refrigeration E4:17a Is the voltage fluctuation sufficiently severe to require voltage y Voltage regulation equipment on all refrigeration equipment is essential if voltage fluctuations
equipment wherever voltage fluctuations exceed +/- regulation equipment? [Y, N, n/a if solar refrigeration or cold exceed ±15%. Obtain information from an electrical engineer, or from the local supply company.
15% of rated voltage (or the refrigeration equipment boxes/vaccine carriers are used to store vaccine].
manufacturer's voltage tolerance, whichever is
lower).

Notes:
E4:18a CONDITION: If voltage regulation is required. If there is no refrigeration equipment in a particular category - e.g. 'freezer room', enter 0 for the
Voltage regulator checklist. equipment number and 0 for the voltage regulator number.

A How many freezer rooms are there?

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EVM # EVM REQUIREMENTS Q no. EVM QUESTION Result Score Max Guidance notes for assessors C
a
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B How many are attached to a functioning voltage regulator? There may be a single central voltage regulator for the vaccine store or some sharing
arrangement across multiple appliances. In this case score on the basis that every piece of s
equipment has a regulator and make a note in the comment box. c
C How many cold rooms are there? o
D How many are attached to a functioning voltage regulator of r
the correct type? e
E How many vaccine freezers and refrigerators are there?
F How many are attached to a functioning voltage regulator of 0.00 1.00 Note: Solar refrigerators do not require voltage regulators. Absorption refrigerators require a ###
the correct type? different type of voltage regulator to those used for compression refrigerators. This needs to be
checked during the inspection.
Notes:
4.3.8 National telecommunications links (including mobile E4:21a Are telecommunications links working? [Y, N Score 'N' if there y 1.00 1.00 Telecommunications links include telephone, internet and radio. At least one of these must be ###
networks) must be sufficient to manage vaccine is no provision]. working well.
arrivals, delveries and other vaccine management Notes:
issues.
4.4 Transport and transport containers used to
distribute vaccines down to the next level in the
cold chain must be satisfactory.
4.4.2 Provide suitable transport containers to protect E4:24a Transport container checklist:
vaccines during distribution.
A CONDITION: If passive containers are used. y Passive containers include cold boxes, vaccine carriers and palletised or roll containers. Identify
Do passive containers used at this level comply with WHO products by using the PQS or PIS catalogue.
specifications? [Y, N]
B CONDITION: If refrigerated vehicles are used. n 1.00 1.00 No standard set. Use judgement to assess quality. Most important is the way in which cartons or###
Refrigerated vehicles: are the disposable cartons or reusable crates are packed and restrained.
crates used to transport vaccine fit for purpose. [Y, N]

Notes:
Criteria score E4: 11.13
Maximum score: 14.00
Percentage: 79%
E5 Maintenance of buildings, cold chain equipment and vehicles is satisfactory.

5.1 Planned preventive maintenance to buildings,


equipment and transport must be carried out.

5.1.1 Buildings: Establish a planned preventive E5:01a Planned preventive maintenance checklist for buildings: This question is primarily about planned preventive maintenance (PPM). However, it is possible
maintenance programme and provide evidence that that the building is in good condition because it is being informally maintained. 01:C covers this
this plan is being followed. option.
A Is there a written multi-year planned preventive maintenance y An effective planned preventive maintenance programme for buildings should cover several
(PPM) programme. [Y, N] years into the future and should set target dates for routine maintenance such as re-decoration,
electrical safety inspections, fire-extinguisher maintenance, etc.
B Is there documentary evidence that the programme is being y If the score to question A is 'N' then the score for Question B must also be 'N'. PPM activities
followed. [Y, N] should be monitored and recorded.
C Is there visual evidence that maintenance is taking place. [Y, y 5.00 5.00 If an effective maintenance programme is in place, the building should be in good condition. ###
N] Indicators of poor building maintenance include broken light bulbs, leaks and damp stains,
blocked drains, flaking paintwork, etc. See answers to E4:04a.
Notes:
5.1.2 Equipment: Establish a planned preventive E5:02a CONDITION: If there is refrigeration equipment In this context, 'planned preventive maintenance' (PPM) is as set out in the cold chain equipment
maintenance programme and provide evidence that Planned preventive maintenance checklist for refrigeration manufacturers' service manuals. Both the need for and the timing of PPM can be foreseen.
this plan is being followed. equipment:

A Is there a written planned preventive maintenance (PPM) n


programme. [Y, N]
B Is there documentary evidence that the programme is being y PPM should be recorded in a maintenance record book or worksheet.
followed. [Y, N]
C Is somebody assigned to carry out routine maintenance [Y, N] y A permanent member of the facilty staff must be formally assigned to carry out the tasks below.
They should not be left to ancillary staff such as cleaners.
D Is there evidence that cold rooms/refrigerators/ freezers have y Check for excessive ice accumulation on evaporator units or the inside lining. Ice accumulation
recently been cleaned and defrosted? [Y, N] or condensation along the panel joints in cold rooms and freezer rooms is a sign that panel joints
are leaking or poorly designed.
E Is there evidence that kerosene refrigerator wicks have been n/a Frequent trimming and replacement of wicks in kerosene refrigerators is absolutely essential.
trimmed and chimneys cleaned? [Y, N, n/a] Chimneys also need to be cleaned regularly, especially if kerosene quality is poor.

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EVM # EVM REQUIREMENTS Q no. EVM QUESTION Result Score Max Guidance notes for assessors C
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F Is there evidence that solar refrigerator battery electrolyte has n/a Some flooded batteries are not sealed and require regular checking of electrolyte levels and
been checked and solar panels cleaned? [Y, N, n/a] topping up with battery acid. All solar panels should be cleaned from time to time to maintain s
efficiency. This is particularly important in dusty areas and in countries where there is snow. c
o
G Are all solar panels completely unshaded by buildings, trees n/a 3.75 5.00 Shading seriously degrades solar panel performance. Shading problems can increase over the ### r
and overhead cables? [Y, N, n/a] years following the original installation as trees grow, new buildings are built and new overhead e
cables are erected.
Notes: Lemari Es baru
5.2 Arrangements must be made to carry out
prompt repairs in the event of equipment or
vehicle breakdown.
E5:05a CONDITION: If vaccine is stored at the facility AND there are Include all vaccine refrigerators and freezers in the store, unless it is clear that broken units are
refrigerators/freezers genuinely being kept for spare parts or disposal.
Vaccine refrigerator and vaccine freezer maintenance
checklist:

A How many vaccine refrigerators and freezers are there (all 2 Ignore equipment that has been officially decommissioned. Include any equipment that is
types, including solar)? temporarily switched off because it is not needed. Check that it operates.
B How many were fully operational at the time of inspection? 2 5.00 5.00 Check if the unit has been out of operation for more than 7 days. If so, record this in the notes ###
box. With kerosene units, check that the burner has been assembled correctly.
Notes:
Criteria score E5: 13.75
Maximum score: 15.00
Percentage: 92%
E6 Stock management systems and procedures are effective.

6.1 Standardized recording and reporting of all


stock transactions must be carried out.
Preferably this should be computerized at
primary level and in all other large stores.

6.1.2 Ensure that all stock transactions are recorded in E6:03a Are all vaccine arrivals and vaccine dispatches recorded and y 5.00 5.00 The practice of batch processing arrival and delivery slips should be discouraged because it ###
the stock records by the end of the working day. stock balances updated within one working day of the leads to out of date stock records.
transaction? [Y, N].
Notes:
6.1.3 Arrival. Accurately record incoming vaccines, E6:04a Do the stock records record the following information for all
diluents, and other consumables. vaccines:
A Type of vaccine [Y, N] y
B Vaccine presentation (vial size) [Y, N] y
C Quantity received in doses [Y, N] n
D Vaccine manufacturer [Y, N] n
E Manufacturing batch or lot number [Y, N] y
F Expiry date of each vaccine batch [Y, N] y
G VVM status where applicable [Y, N, n/a] n
H Location in the store [Y, N, n/a] y 3.13 5.00 A record of location in the store is essential at primary level and in larger sub-national stores. It ###
is unnecessary in small sub-national stores and at health facility level.
Notes:
E6:05a Do the stock records record the following information for all
diluents that are packed separately from the vaccine to which
they belong:

A Type of diluent [Y, N] n


B Diluent presentation (vial size) [Y, N] n
C Quantity received in doses [Y, N] n
D Diluent manufacturer [Y, N] n
E Manufacturing batch or lot number [Y, N] n
F Expiry date of each batch [Y, N] n
G Location in the store [Y, N, n/a] n 0.00 5.00 A record of location in the store is essential at primary level and in larger sub-national stores. It ###
is unnecessary in small sub-national stores and in health facilities
Notes:
E6:07a Are vaccine requisition forms used for ordering and receiving n 0.00 1.00 See model SOP on requisitioning for guidance on good practice. Assess content of existing ###
vaccine? [Y, N]. form(s) against the content of the model forms.
Notes:
6.1.5 Dispatch: Establish a pre-delivery or pre-collection E6:08a Is there an effective pre-delivery, or pre-collection, notification n 0.00 1.00 Effective' means that the system is understood and used by the receiving stores and that ###
notification system. system in place? [Y, N] deliveries or collections are reliably made on or near a day that has been arranged well in
advance.
Notes:
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EVM # EVM REQUIREMENTS Q no. EVM QUESTION Result Score Max Guidance notes for assessors C
a
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6.1.6 Dispatch. Issue and use vaccines, diluents and E6:09a Do stock records and/or stock in hand demonstrate that y 1.00 1.00 Unless VVMs on later-dated stock show Stage 2 exposure, vaccines should always be issued in###
other date-limited products in Earliest Expiry - First vaccine is issued according to the 'earliest-expiry-first-out' EEFO order. Health worker use of EEFO is covered by question E8:09. s
Out (EEFO) order. If VVM status indicates that (EEFO) principle? [Y, N]. In PR, SN and LD stores, the stock records should contain the data needed to demonstrate c
some vaccine vials should be used ahead of its compliance. Otherwise physically check the stock. In health facilities it may be easier to check o
correct EEFO order, this may be done, but the the stock in hand. r
reason for doing so must be recorded. e
Notes:
E6:10a Can the storekeeper make exceptions to the EEFO rule (e.g. y 1.00 1.00 If VVMs on later-dated stock show Stage 2 exposure whilst early-dated stock is still at Stage 1, ###
because of VVM status)? [Y, N]. the heat-exposed later-dated stock should generally be issued first.

Notes:
6.1.8 Arrival: When vaccines and consumables arrive at E6:13a Does the issuing store have a completed arrival voucher for n 0.00 1.00 Use judgement. If the review period has just ended, the arrival slip for recent deliveries may not###
the receiving store, carry out arrival checks and every delivery which took place during the review period? [Y, yet have been received by the issuing store. There may be other legitimate reasons for missing
record results on the arrival section of the issue N]. forms. The important point is that the incomming goods must be checked and the form must be
voucher. Return a copy of the arrival section to the signed by the receiving store.
issuing store.

Notes:
E6:14a Does a representative sample of these completed arrival y 1.00 1.00 As with temperature records, suspiciously 'correct' forms may conceal lax practices. If vaccines ###
sections indicate that arrival checks were carried out are put in quarantine for any reason, these vaccines should be ignored.
correctly? [Y, N].
Notes:
6.1.9 Disposal. Safely dispose of damaged or expired E6:15a CONDITION: If vaccine is stored at the facility Question does not apply if there is no refrigerated storage at the facility. For example, at health
stock in accordance with standing orders. Checklist for management of damaged or expired stock: facilities using cold boxes and vaccine carriers.

A Is the stock control system designed to record vaccine and n If vaccine has to be discarded, any associated diluent must also be discarded. Failure to do this
diluent wastage due to expiry, freezing or heat-exposure? [Y, can lead to a stockpile of 'orphaned' diluent.
N]
B If 'yes', do the records show that the system is being used? [Y, n/a If the stock records show that there have been no losses during the review period, ask the
N. Score n/a if there have been no losses in the review period] storekeeper to confirm whether or not this is true.

C Do staff know that expired and damaged vaccine should be y Damaged vaccine must be clearly labelled and stored outside the cold chain to prevent it being
clearly labelled and stored out of the cold chain until final issued in error.
disposal? [Y, N]
D If 'yes', is there evidence that the procedure is followed? [Y, N. n/a 2.50 5.00 Check that there is no damaged/expired vaccine in the store. ###
Score n/a if there have been no losses in the review period]

Notes:
E6:16a CONDITION: If there is a functioning system for recording Carry out this check even if the storekeeper reports that no vaccine has been lost.
damaged or expired vaccine. A score of 5 is only achieved if the percentage of vaccine lost is no more than 1% of the doses
Select a freeze-sensitive vaccine. Establish how many doses issued during the review period. Exposure to freezing must have been confirmed by a shake test.
have been discarded during the review period due to freezing Exposure to high temperature must have been confirmed by VVM colour changes.
or exposure to high temperature.

A Enter choice of vaccine: DPT/HB


B Record number of doses of chosen vaccine issued during the 560
review period.
C Record number of doses of chosen vaccine discarded 0 0.00 0.00 This indicator can only be assessed if stock records are accurate, informative and truthful. If ###
because of incorrect storage temperatures. there is no method to record vaccine damage, the score is 0.
Notes:
E6:17a Are disposal facilities and procedures in accordance with n 0.00 1.00 Refer to Guidelines for Safe Disposal of Unwanted Pharmaceuticals in and after Emergencies. ###
WHO and/or national norms? [Y, N]. WHO/EDM/PAR/99.2

Notes:
E6:18a Have records of discarded vaccine been kept for at least three n 0.00 1.00 ###
years, or, if for a lesser period, since the immunization
programme adopted the EVSM or EVM? [Y, N]

Notes:
E6:19a Are internal reviews of the vaccine loss/damage records n 0.00 5.00 ###
carried out at least twice a year? [Y, N]

Notes:

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a
t
6.2 Stocks of vaccines and consumables must be
maintained between the safety stock level and s
the maximum stock level. c
6.2.2 There must be no stockouts E6:21a Check stockouts and related events during the review period: Note: If no records are available, interview the storekeeper and make a judgement. o
r
e
A Were vaccine stocks sufficient throughout the review period y A stockout occurs when the demand or requirement for an item cannot be fulfilled from the
(no stockouts)? [Y, N]: currently available inventory. It does not necessarily mean that there is zero stock. Cases may
occur where there is a stockout, but this does not affect deliveries because a new vaccine arrival
occurs before the next delivery has to be made. Question B covers this situation.

B Was the facility always able to supply all the lower level y 5.00 5.00 Deliveries to lower level stores are not applicable at health facility level. ###
stores? [Y, N, score n/a if this is a health facility]
Notes: vaksin TT
6.3 Periodic physical inventories must be
conducted.
6.3.1 Carry out a physical inventory of vaccine, diluent E6:22a Physical inventory frequency checklist: Question does not apply if there is no refrigerated storage at the facility. For example, at health
and dropper stocks at least once every three facilities using cold boxes and vaccine carriers.
months at primary level and at least equal to the
planned supply frequency at lower levels.
A Enter the planned vaccine supply period, in months 12.0
B Enter number of recorded physical counts of vaccine stocks 11 5.00 5.00 Primary stores should carry out a physical count at least 4 times a year. Lower level stores and ###
carried out during the 12 month review period health facilities should carry out a count at the time of each incoming delivery. The scoring logic
assumes this frequency.
Notes:
E6:23a CONDITION: If vaccine is stored at the facility This question does not apply if there is no refrigerated storage at the facility. For example, at
Choose a sample freeze-dried vaccine and diluent. Enter health facilities using cold boxes and vaccine carriers.
name. BCG The following checks are carried out:

A Carry out a physical count of the sample vaccine. Enter 32


number of doses counted:
B Carry out a physical count of the sample diluent. Enter 32 1) If the diluent count differs from the vaccine count by >±1% a 'Mismatch' message appears.
Match
number of doses counted: Otherwise a 'Match' message appears.
C Check stock records for sample vaccine. Enter number of 32 2) If the vaccine stock records = the vaccine count an '=' sign appears. If they are different, the
Equal
doses recorded as currently in stock: warning 'Not =' appears.
D Check stock records for sample diluent. Enter number of 0 3) If the diluent stock records = the diluent count an '=' sign appears. If they are different, the
Not Equal
doses recorded as currently in stock: warning 'Not =' appears.
E Scoring: Score 4 if stock count and records match exactly 3 3.75 5.00 Scoring: Ideally, the physical count and the stock records should always match at the end of the###
AND vaccine and diluent quantities are within 1% of one working day. However, there may be discrepancies during the day if the stock records are not
another (see results). Use your judgement to adjust the score updated immediately; check with the storekeeper. There are legitimate reasons why diluent
between 0 and 4. quantities may differ from vaccine quantities. One of these is that vaccine manufacturers
sometimes over-supply diluent. Therefore, if there is slightly more diluent than vaccine, there
may be no problem. If there is much more, or much less diluent, than vaccine, there must be a
problem.

Notes:
6.3.2 Carry out a physical inventory of other consumables E6:24a CONDITION: If consumables are held in this store.
(AD syringes, safety boxes, consumables, spare Choose a sample consumable. Enter it in the box below :
parts, etc.) at least once every three months at
primary level and at least equal to the supply
frequency at lower levels.
A Choose a sample consumable. Enter name. Safety Box
B Carry out a physical count of the sample consumable. Enter 25
number of items counted:
C Check stock records for sample consumable. Enter number 0
Not Equal
of items recorded as currently in stock:
D Scoring: Score 4 if stock count and records match exactly. 0 0.00 1.00 Scoring: See notes to E6:22a. ###
Use your judgement to adjust the score between 4 and 0 for
mismatches.
Notes: Tdk tercatat
6.4 Good warehousing practices must be followed.

6.4.1 Storage: store all vaccines, diluents and droppers E6:25a CONDITION: If vaccine is stored at the facility Question does not apply if there is no refrigerated storage at the facility. For example, at health
securely and correctly in the vaccine store. Checklist for vaccine storage arrangements: facilities using cold boxes and vaccine carriers.

A Is the vaccine stock secure? [Y, N] y


B Are contents labels fixed to all cold chain equipment indicating y Check for labels on the lid of feezers and refrigerators, or on the edge of the shelves in freezer
vaccine type, lot no. and expiry date [Y, N, n/a]. rooms and cold rooms. Score 'n/a' where labelling is not needed. Labels are not required at
health facility level unless there are several refrigerators.

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a
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C Are vaccines correctly stored? [Y, N]. y No freeze-sensitive vaccines stored close to cold room evaporators, stored close to the ice lining
in ILRs or stored close to the evaporator plate of service point refrigerators. No vaccines should s
be kept in the door shelves of domestic refrigerators. c
D Is vaccine laid out in in EEFO order, by type and by lot y Ask which vaccines of a particular type are going to be picked first and check whether these o
number? [Y, N] items have the shortest expiry date. r
e
E Is the vaccine store clean, dry and pest-free? [Y, N] y 1.00 1.00 ###
Notes:
6.4.2 Storage: store all syringes and safety boxes E6:26a CONDITION: If consumables are held in this store.
securely and correctly in the dry store. Checklist for dry storage arrangements:

A Are dry goods secure? [Y, N] y


B Are dry goods correctly stored? [Y, N]. y Correct' means that stocks should be neatly stacked on pallets so that they are accessible and
are not affected by floor washing.
C Are dry goods laid out in an orderly fashion and in EEFO y Syringes have expiry dates and must therefore be organised in EEFO order. Ask which stock is
order where applicable? [Y, N] going to be picked first and check whether these items have the shortest expiry date.

D Is the dry store clean, dry and pest-free? [Y, N] y 1.00 1.00 ###
Notes:
6.4.3 Data security: keep all records secure. E6:27a Are the records secure? [Y, N] y 1.00 1.00 Records should be stored in lockable filing cabinets. ###

Notes:
Criteria score E6: 30.38
Maximum score: 52.00
Percentage: 58%
E7 Distribution between each level in the supply chain is effective.

7.3 Vaccines must be correctly packed for


transport, either in passive containers or in
refrigerated vehicles
7.3.1 Transport vaccine in passive containers which have E7:06a CONDITION: If cold boxes or other passive containers are Ask whether a systematic temperature monitoring, or journey profiling, study has been carried
a cold-life (or in cold climates, a warm-life) sufficient used. out. Coolant preparation includes icepack conditioning, preparation of cool water packs and
for the longest expected journey. Assess knowledge of coolant preparation and packing of cold preparation of coolant for palletized or wheeled passive containers.
boxes, vaccine carriers and other passive containers:

A Icepack conditioning or cooling of chilled water packs is in y For palletized or wheeled containers, follow the manufacturer's instructions.
accordance with WHO guidelines? [Y, N]
B Is packing in accordance with appliance labelling or SOP? [Y, y 5.00 5.00 Cold boxes, vaccine carriers and other passive containers are designed to suit a particular size ###
N] of icepack. Sometimes the correct size is not available. In such circumstances it is essential
that store staff know what to do.
Notes:
E7:08a Cold climates only. Do staff know how to prevent vaccine n/a 0.00 0.00 Refer to SOP on freeze prevention for details. ###
freezing during transport? [Y, N, n/a].

Notes:
7.5 In case of cold chain failure during distribution,
damage must be reported and effective action
taken.
7.5.1 Replace damaged vaccine as soon as possible. E7:12a Assess vaccine losses caused by freezing or heat exposure This is a difficult indicator to assess, unless the stock records are transparent and honest. 100%
during transport from the issuing store: score is achieved if there are no losses. If losses occurred and damaged vaccine was replaced
in a 'reasonable' time, the score is 50%.

A The EVM target is a total loss of less than 1%. (Score Y if this y Reasonable period' depends upon the level in the cold chain and the established supply interval
target was achieved, otherwise score N). and the extent of the vaccine damage. The country should have a clear policy to cover this and
the assessment should be made against this policy.
B CONDITION: If 1% loss target was exceeded. 5.00 5.00 If there is no fixed policy, use judgement. For example, at service point level, if the set supply ###
Was the damaged vaccine replaced within a reasonable interval is 4 weeks, then 2 weeks would be reasonable. If the supply interval is 2 weeks, then
period of notification to the issuing store? [Y, N] . one week would be reasonable.
Notes:
Criteria score E7: 10.00
Maximum score: 10.00
Percentage: 100%
E8 Appropriate vaccine management policies are adopted and implemented.

8.1 Knowledge of vaccine handling must be good.

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EVM # EVM REQUIREMENTS Q no. EVM QUESTION Result Score Max Guidance notes for assessors C
a
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8.1.2 Knowledge of the shake test is good. E8:01a CONDITION: If vaccine is stored at the facility This question is not applicable at health facility level in situations where there is no refrigerator
Assess knowledge of the shake test: s
c
A Does the storekeeper or health worker know how to conduct y Check knowledge against the Shake test learning guide o
the shake test? [Y, N] r
e
B Does the storekeeper or health worker know when to conduct y Check knowledge against the Shake test learning guide
the shake test? [Y, N]
C Has the storekeeper of health worker carried out a shake test n/a 5.00 5.00 Only score n/a if you are sure that there were no events in the review period that required a ###
in the last 12 months? [Y, N. Score n/a if there were no events shake test.
that required a shake test]
Notes:
8.1.3 Health workers use the correct diluent with each E8:02a Do health workers always use diluent and vaccine from the y 5.00 5.00 This question addresses health worker behaviour only. ###
freeze-dried vaccine (i.e. same manufacturer and same manufacture and with matching presentations? [Y, N]. Recording of diluent and vaccine lot numbers is covered and matching of diluent and vaccine
same number of doses as the vaccine). quantities during storage is covered in E6.
Notes:
8.1.4 Diluents for immunization sessions are stored and E8:03a Are diluents always kept in the cold chain before and during n 0.00 5.00 The assessor can only confirm this completely by observing an immunization session. ###
used at the correct temperature (cooled to 2-8°C every immunization session? [Y, N].
before and during use).
Notes:
8.1.5 Opened vials of freeze-dried vaccines are discarded E8:04a Are opened vials of freeze-dried vaccines discarded within six y 5.00 5.00 ###
at the end of the session. hours of reconstitution, or at the end of each immunization
session? [Y, N].

Notes:
8.2 VVM knowledge and practice must be good.
8.2.1 The VVM policy is correctly implemented by national E8:05a Are written instructions on the use of VVMs, such as posters n 0.00 1.00 ###
EPI. and stickers, available to storekeepers and health workers?
[Y, N].
Notes:
E8:06a Do storekeepers/health workers know how to read VVMs? [Y, y 5.00 5.00 Use dummy VVMs and/or sticker samples to check knowledge. To score 'Y', all those ###
N]. responsible in the facility must answer correctly.
Notes:
E8:07a Are the VVMs on all vaccines in the health facility refrigerator, y 5.00 5.00 Vaccines at VVM stage 3 and stage 4 should not be stored in the refrigerator. The same applies###
cold box or vaccine carrier at VVM stage 1 or stage 2? [Y, N] where vaccine is stored in a cold box or vaccine carrier for an imunization session. Stage 3 or 4
vaccines might be found in cold boxes or vaccine carriers returned from a distant outreach
session, but these vials must be discarded

Notes:
E8:08a Do health workers use VVM status for vaccine management y 5.00 5.00 Check health worker knowledge using the following method. Sample 1: a stage 1 VVM on an ###
purposes (e.g. do they use Stage 2 vaccines first)? [Y, N]. early expiry date vial; Sample 2 a stage 2 VVM on a late expiry date vial. Ask which one should
be used first. The correct answer is Sample 1.

Notes:
8.3 If adopted, MDVP knowledge and practice must
be good.
8.3.1 The MDVP is correctly implemented by national E8:09a Has the MDVP been adopted? [Y, N]. y Verify this by inspecting written instructions. The correct implementation of MDVP is for the
EPI. country to determine and some choose not to do so. Others may modify WHO guidance. For
example, five days maximum after opening is a rule adopted by some. In this example, keeping
for up to 5 days is correct; keeping for more than 5 days is incorrect, even though WHO
guidance allows up to 28 days.

Notes:
E8:10a CONDITION: If MDVP has been adopted y 5.00 5.00 This question only applies if MDVP has been adopted. ###
Can health workers explain how to apply the MDVP? [Y, N].

Notes:
E8:11a CONDITION: If MDVP has been adopted y 5.00 5.00 Ask health workers to show which opened vials they will use for the next session and to verify ###
Are opened vials of liquid vaccines correctly kept for this information through immunization records. Check that no opened vials have been kept for
subsequent immunization sessions? [Y, N]. longer than the period stated in national policy, or 28 days if WHO guidance is followed.

Notes:
8.4 Monitoring and data collection must take place
at all levels and the data must be used
effectively.

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EVM # EVM REQUIREMENTS Q no. EVM QUESTION Result Score Max Guidance notes for assessors C
a
t
8.4.1 There is a vaccine wastage monitoring system. E8:12a Review the periodic immunization reports and/or any other 2 0.50 1.00 At national level this question should be adressed to the EPI Manager. At lower level stores ###
reporting forms that are used to monitor vaccine wastage. wastage rates may not be calculated. However, the information needed for the calculation s
[Score 0 if there is no reporting. Score on a scale of 1-4 if should be collected and reported up the supply chain. For example, number of children c
formal reporting exists. Use commentary to elaborate]. immunized, doses used and doses lost, destroyed or expired. o
r
e
Notes:
8.4.2 When vaccines are ordered, wastage rate E8:13a Wastage calculation checklist: At national level this question should be adressed to the EPI Manager.
information is used to establish the quantities
required. A Do you calculate wastage rates for each vaccine? [Y, N] n
B Is there a standard form used to record wastage? [Y, N]
C Is there a complete set of wastage records for the review
period? [Y, N]
D Are these data used to monitor vaccine management 0.00 5.00 ###
performance? [Y, N]
Notes:
8.4.3 Regular supportive supervision takes place. E8:14a Does the facility receive regular supportive supervision? [Y, N] y 5.00 5.00 Ask staff when the last supervisory visit took place and how regular these visits are. Answer yes ###
if the level of support is suitable, taking account of the general knowledge of the facility staff.

Notes: 2 kali
8.5 There must be an effective system for disposal
of sharps and vials.
8.5.1 Safely dispose of used syringes. E8:15a Syringe disposal checklist: These questions are not a substitute for a proper waste management assessment.

A Used syringes are immediately placed in safety boxes. [Y, N] y

B Syringes are de-fanged using a needle cutter and cut needles y


are kept safely for disposal [Y, N]
C CONDITION: If safety boxes are used. y High temperature' means between 650°C and 1,200°C. Burning in a pit on site is never
Safety boxes are incinerated on site in a high temperature acceptable.
incinerator. [Y, N]
D CONDITION: Safety boxes are used or syringes de-fanged.
Safety boxes and/or cut needles are safely buried on site [Y,
N]

E CONDITION: Safety boxes are used or syringes de-fanged. 1.00 1.00 ###
Safety boxes and/or cut needles are removed from site for
safe disposal elsewhere. [Y, N]

Notes:
8.5.2 Safely dispose of empty and discared vaccine vials. E8:16a Vial disposal checklist: Answer 'Y' to only one option.

A Option 1:
Used and discarded vials are safely buried on site. [Y, N]
B Option 2:
Used and discarded vials are removed from site for safe
disposal elsewhere. [Y, N]
C Option 3: y 1.00 1.00 ###
Used and discarded vials are sterilised on site and safely
disposed of. [Y, N]
Notes:
Criteria score E8: 47.50
Maximum score: 59.00
Percentage: 81%

436650741.xls 14 of 20 09/09/2019
% score
Target %
E1: Vaccine arrival
E1

0%
80%
E2: Temperature
E2
Summary data

65%
80%
E3: Storage capacity
E3

75%
80%
E4: Buildings, equipment, transport
E4

79%
80%
E5: Maintenance
E5

92%
80%
Criteria

E6: Stock management


E6

E7: Distribution
E7

58% 100%
80% 80%

E8: Vaccine management


E8

81%
80%

E9: MIS, supportive functions


E9

0%
80%
B

Buildings
88%
80%
C

Capacity
67%
80%
E

Equipment
75%
80%
M

Management
63%
80%
Categories
R

Repairs/maintenance
92%
80%
T

Training
90%
80%
V

Vehicles
80%
0%
Charts
0 20%
Criteria Scores 0 40%
1 0 60%
0 80%
0 100%
0.8

0.6

0.4

0.2

0
E1 E2 E3 E4 E5 E6 E7 E8 E9

% score Row 101 Row 101 Row 101 Target % Grid


Category Scores
1

0.8

0.6

0.4

0.2

0
B C E M R T V

% score Row 101 Row 101 Row 101 Target % Grid


Charts

Criteria Scores

E1: Vaccine arrival


E9: MIS, supportive functions E2: Temperature
8
0.
4
0.
E8: Vaccine management E3: Storage capacity
0

E7: Distribution E4: Buildings, equipment, transport

E6: Stock management


E5: Maintenance

Row 101 Row 101 Row 101 % score Target %


Category Scores

Buildings

1
Vehicles 0.8 Capacity
0.6
0.4
0.2
0
Training Equipment

Repairs/maintenance Management

Row 101 Row 101 Row 101 % score Target %

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