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Glossary For Chapter 8

Central Warehouse
A storage facility which handles and stores all commodities received from sources outside the country.

Continuous (Perpetual) Review System (also known as Variable Order Interval System)
A system of inventory control and resupply whereby stock levels are constantly reviewed and orders are placed when the stock reaches or falls below the predetermined reorder level. In this system, the reorders are usually for standard quantities but do not occur on a scheduled basis.

Contraceptive Supply Cycle
The four stages of contraceptive supply that operate in a cyclical process product selection, forecasting, distribution, and use.

Daily Activity Register
The daily log of the number of client visits to a clinic, sub-divided into the types and quantities of contraceptives dispensed to each client.

Distribution-Based Forecasts
This method of contraceptive forecasting will provide estimates on the number of contraceptives required, based on previous amounts distributed from the warehouse to the contraceptive outlet or clinic.

Expiration Date
The date determined by the manufacturer beyond which a contraceptive should no longer be dispensed to clients.

Family Planning Commodities
Refers to all of the contraceptives, medical supplies, and equipment needed to provide and deliver family planning services.

Intermediate Warehouse
A supplies depot located in a specific region of a country. It distributes commodities only for that area.

Inventory Control Card
A form which records information concerning all receipt and shipment activities, as well as supply level adjustments following physical inventories, for a particular commodity or contraceptive method.

Lead Time
The amount of time it takes for a shipment to arrive once an order has been placed.

Lot Number
Refers to each different production batch (lot) of contraceptives at the time of manufacture.

Maximum Stock Level
The largest amount of stock the program should have in stock, usually expressed as the number of months of supply. It is the minimum stock plus that amount of stock used between orders.

Min/Max (Minimum-Maximum)
Assigned minimum and maximum stock levels designed to ensure that a program doesn't run out of contraceptive supplies and also doesn't become overstocked.

Minimum Stock Level (also known as Reorder Level)
The least amount of stock that programs should have in stock or the level which, when reached, initiates a reorder; usually expressed as the number of months of supply. It is the amount of stock used between placing and receiving an order plus the safety stock.

Outlet
The final distribution point where clients receive their contraceptives (clinic, pharmacy, CBD workers, etc.)

Periodic Review System (also known as Fixed Order Interval System)
A system of inventory control and resupply where stock levels are reviewed at predetermined time intervals and orders are placed based on current stock levels, safety stock level, and an established maximum. Through this method, the reorder is made on a scheduled basis, however, the quantity of the order may vary each time.

Physical Inventory
A count of all the contraceptives in stock to verify that the amount that is actually on the shelves is the same as the quantity listed in the stock-keeping records.

Population-Based Forecasts
Forecasts of contraceptive supply requirements based on the proportion of the target population that the program intends to serve and the anticipated level of demand for each contraceptive method.

Pull System
A supply system which requires that outlets request the amounts of commodities they need from higher-level storage facilities.

Push System
A supply system which allocates supplies down through the intermediate or central warehouses to the outlet level; outlets receive contraceptives without ordering them.

Quarterly Report/Requisition
Provides information concerning the number and types of clients served, the amount of contraceptives received and dispensed over a three-month period, and the quantities of contraceptives requested for resupply for the next quarter.

Reorder Interval (also known as Review Period)
Used in a periodic review system, it is the predetermined amount of time between placing orders.

Reorder Level ( also known as Minimum Stock Level)
The predetermined quantity of stock which, when reached, will initiate a reorder in a continuous (perpetual) review system.

Requisition Form
A form for requesting additional contraceptive supplies.

Safety Stock
The amount of stock (number of months' supply) below the minimum level which serves as a cushion or buffer against major fluctuations in contraceptive demands or unexpected shipment delays.

Service-Based Forecasts
Forecasts based on an analysis of the existing program's service statistics and the projected number of clients that a program expects to serve.

Shelf Life
The length of time a contraceptive can be stored without losing its efficacy.

Short Shipments
When suppliers send incomplete shipments of contraceptives.

Split Shipments
Usually requested by the recipient, when a large shipment is divided into smaller shipments and sent at regular intervals to accommodate the recipient's storage constraints.

Stockout
A condition under which there are not enough contraceptives in stock to meet demand.l


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