VACCINES, COLD CHAIN

AND LOGISTICS MANAGEMENT

ANNEXES
 Department of Health
National Immunization Program

VACCINES, COLD
CHAIN AND LOGISTICS
MANAGEMENT
ANNEXES

5TH EDITION
2018
MANILA, PHILIPPINES
List of Annexes
Annex Title

1 Tool for Bundling Calculation

2 Stock Management Record
3 Stock Count for Syringes, Safety Boxes and Other Products
4 Vaccine Usage and Wastage Reporting - Form1
5 Vaccine Usage and Wastage Database - Form2
6 Vaccine Request Form (Revised, June 2017)
7 Invoice Receipt of Property
8 Vaccine Arrival Report v. 2
9 Vaccine Arrival Report for PPV23 and Flu
10 Bill of Lading
11 Different Types of Temperature Monitoring Devices
12 Temperature Monitoring Chart
13 Sensor Data Recording Sheet
14 Sensor Replacement for Temperature Mapping
15 Estimating Vaccine Storage Requirement
16 Worksheets for Estimating Required Vaccine Storage Volume
17 Worksheets for Estimating Required Refrigeration Capacity
18 Estimating Safe Injection Equipment Storage Requirement
19 Cold Chain Inventory Form
20 Tool for Estimating Available Cold Room Net Storage Capacity
21 Tool for Recording Available PQS Cold Chain Storage Volume
22 Vaccine Allocation and Distribution Plan
23 Property Transfer Report
24 Emergency Situations Requiring Contingency Plan

Annexes 3
4
Tool for Bundling Calculation
Annex 1

Number
Wastage
of Doses Wastage 0.05 2 ml 5 ml
Target Doses Doses Factor 0.5ml AD
Vaccines per Factor ml AD mixing mixing Diluent Droppers Safety boxes
Population per Vial Needed for Syringes
Target for Syringes syringes syringes
Syringes
Group Vaccines

N=(H+I+J+K)/
A B C D E F=B*C*E G H=B*C*G I=B*C*G J=F/D K=F/D L=F/D M=F/D
100

BCG 1 20 2.50 - 1.11 - - - -

HepB 1 10 1.18 - 1.11 - -

Pentavalent 3 1 1.05 - 1.11 - -

bOPV 3 20 1.33 - -

PCV 3 1 1.05 - 1.11 - -

IPV 1 10 1.18 - 1.11 - -

MMR 2 5 1.33 - 1.11 - - - -

MR 2 10 1.33 - 1.11 - - - -

Vaccine, Cold Chain and Logistics Management Manual of Operations

Td
(Adolescent) 2 10 1.18 - 1.11 - -

Td (Pregnant) 2 10 1.18 - 1.11 - -

JE 1 5 1.33 - 1.11 - - - -

HPV 2 1 1.05 - 1.11 - -

PPV 1 1 1.05 - 1.11 - -

Flu 1 10 1.18 - 1.11 - -

Rotavirus 2 1 1.05 -

Dengue 3 5 1.33 - 1.11 - - - -

Annex 2a

Vaccine Stock Card

Name of
Vaccine ___________________________________ Quantity Received (in vials) _________________
Generic Name ___________________________________ Dose per vial _________________
Brand Name ___________________________________ Storage Location _________________
Manufacturer ___________________________________

Q U A N T I T Y (in vials)
Property Remarks
Date (mm/dd/ Balance QUANTITY VVM
Transfer To Whom Received/Issued Expiry Date/
yyyy) Received Issued (in Dose) STATUS
Receipt No. Lot No. Issued by/
Qty
Verified by

Beginning Balance 5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

Prepared by: Verified by:

______________________________________ ______________________________________

Annexes 5
Annex 2b

Diluent Stock Card

Name of
Vaccine ___________________________________ Quantity Received (in vials) _________________
Generic Name ___________________________________ Dose per vial _________________
Brand Name ___________________________________ Storage Location _________________
Manufacturer ___________________________________

Q U A N T I T Y (in vials)
Property Remarks
Date (mm/dd/ QUANTITY VVM
Transfer To Whom Received/Issued Balance
yyyy) Received Issued Expiry Date/ (in Dose) STATUS
Receipt No.
Lot No. Qty Issued by/Verified by

Beginning Balance 5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

5,000 0

Prepared by: Verified by:

______________________________________ ______________________________________

6 Vaccine, Cold Chain and Logistics Management Manual of Operations

Annex 3

Stock Count Sheet for Syringes,

Safety Boxes and Other Products

Date: Location: Sheet no:

First count team:

Second count team:

Total units Lot no. Expiry date
Count Item Pack type Units per pack
Notes
no. description (A) (B) (A x B) (where applicable) (where applicable)

Annexes 7
8
Form 1: Vaccine Use and Wastage Monthly Monitoring Form for Vaccination Facilities
Annex 4

Name of Facility: _________________________________________________ Reporting Month: _________________ Date of Report: __________________ Reported by:____________________________________________
Name of Region: ______________________ Name of Province: __________________________________ Name of City/Municipality: ____________________________________
Reporting Level:  Province  City/Municipality  Barangay  Others (please specify): ______________

INVENTORY
STOCK AVAILABLE FOR THE REPORTING MONTH UTILIZATION AND WASTAGE REPORT
REPORT

# of vials # of Vials Administered

Total stock available for # of unopened
Vials Discarded
received # of vials the reporting month # of utilized vials vials
Dose # of vials # of vials
Starting from returned Wasted
Antigen per received avail- Ending
balance higher to higher doses Wast-
vial from any able for # of # of balance (in
(in vials) level or level or # of during age
source in Total Total routine doses vials vials) for Remarks
for the other transferred vials # of immuni- # of Rate
the # of vials # of doses # of vials # of vials Discarded Discarded immuni- admin- # of doses kept the report-
reporting sources to other with opened zation doses
reporting (c+d+e)-f (b x g) expired damaged Vials in Doses zation istered (b x p) at the ing month
month for the health VVM vials** (q-o) (b x s)
month* (i+j+k) (b x l) (g-l) facility
reporting facility 3/4
month ***

a b c d e f g h i j k l m n o p q r s t u v w

BCG 20

HepB 10

Pentavalent 1

bOPV 20

IPV 10

PCV 1

MR 10

MMR 5

Rotavirus 1

Td 10

Vaccine, Cold Chain and Logistics Management Manual of Operations

HPV 1

JE 5

TT 20

Measles 10

Dengvaxia 5

Flu 10

PPV23 1

* Number of vials received from sources other than DOH (e.g., donation, procured by LGU, etc.)
** Actual number of vials opened during immunization sessions for the reporting month
***Based on actual physical count or inventory after the last immunization session of the reporting month.
 Consolidation Report Form 2: Vaccine Usage and Wastage Database
Annex 5

Antigen: Date Report(mm/dd/yy):

Name of
Region:
Name of
Province: Note:
Name of City/
Municipality: * Number of vials received from sources other than DOH (e.g., donation, procured by LGU, etc.)
Reporting
Level: ** Actual number of vials opened during immunization sessions for the reporting month
***Based on actual physical count or inventory after the last immunization session of the
Dose per Vial: reporting month.

INVENTORY
STOCK AVAILABLE FOR THE REPORTING MONTH UTILIZATION AND WASTAGE REPORT
REPORT

# of Vials Administered
# of vials Total stock available
# of vials # of unopened
received for the reporting Vials Discarded
# of vials returned # of vials vials Ending
Name of Baran- Starting from month Wasted
received to higher available # of utilized vials balance
gay/Municipality/ balance higher doses
from any level or for Wastage (in vials)
Province/City (in vials) level or during
source trans- routine # of doses Rate for the Remarks
for the other immuni-
in the ferred immuni- adminis- # of vials report-
reporting sources Total Total zation # of
reporting to other # of # of vials zation tered # of # of kept ing
month for the # of vials # of vials # of vials Discarded Discarded (p-n) doses
month* health doses with (f-k) opened doses at the month
reporting (b+c+d)-e expired damaged Vials in Doses (b7
facility (b7 x f) VVM 3/4 vials** (b7 x o) facility
month (h+i+j) (b7 x k) x r)
***

a b c d e f g h i j k l m n o p q r s t u v
Total

Annexes
9
Annex 6a

Vaccine and Safe Injection Equipment Request

Form 1: Quarterly Delivery Schedule
Region: Date:

Province/City:

Total Population: Quarter

Instruction: Please do not forget to fill-up all columns and the total population of the requesting facility. All vaccine quantity are calculated in vials.
Previous Quarter Stock Estimation of Current Vaccine Order

QUANTITY CURRENT
QUANTITY CURRENT QUARTERLY BUFFER RECOMMENDED
RECEIVED ORDER/
EPI Vaccines QUANTITY DAMAGED, STOCK REQUIREMENT* STOCK ** STOCK LEVEL REMARKS
PREVIOUS STOCK FROM REQUEST
ISSUED EXPIRED, LOSS,
PREVIOUS f = (b + c) - (d
etc.) h=g i = (g + h) j = (i - f)
ORDER + e)
a b c d e f g h i j k
BCG (20-dose/vial)

Hepatitis B (10-dose/vial)

DPT-HepB-HiB (1-dose/vial)

Bivalent Oral Polio Vaccine (20-dose/vial)

Pneumococcal Conjugate Vaccine (1-dose/vial)

Inactivated Polio Vaccine (IPV), (10-dose/vial)

Measles Mumps Rubella, (5-dose/vial)

Tetanus diptheria, Adolescent (10-dose/vial)

Tetanus diptheria, Pregnant Women (10-dose/
vial)
Measles Rubella (10-dose/vial)

Japanese Encephalitis (5-dose/vial)

Rotavirus Vaccine (1-dose/vial)

Human Papillomavirus Vaccine (1-dose/vial)

Pneumococcal Polysaccharide Vaccine (1-
dose/vial)
Influenza Vaccine (10-dose/vial)

Previous Quarter Stock Estimation of Current Vaccine Order

QUANTITY CURRENT
QUANTITY CURRENT QUARTERLY BUFFER RECOMMENDED
RECEIVED ORDER/
EPI Safe Injection Devices QUANTITY DAMAGED, STOCK REQUIREMENT* STOCK ** STOCK LEVEL REMARKS
PREVIOUS STOCK FROM REQUEST
ISSUED EXPIRED, LOSS,
PREVIOUS f = (b + c) - (d
etc.) h=g i = (g + h) j = (i - f)
ORDER + e)
a b c d e f g h i j k
bOPV Droppers

Safety boxes

0.05ml AD syringes for BCG

0.5ml AD syringes (total quantity)

Hepatitis B (10-dose/vial)

DPT-HepB-HiB (1-dose/vial)
Pneumococcal Conjugate Vaccine (1-
dose/vial)
Inactivated Polio Vaccine (IPV), (10-
dose/vial)
Measles Mumps Rubella, (5-dose/vial)
Tetanus diptheria, Adolescent (10-dose/
vial)
Tetanus diptheria, Pregnant Women
(10-dose/vial)

Measles Rubella (10-dose/vial)

Japanese Encephalitis (5-dose/vial)

Human Papillomavirus Vaccine (1-dose/
vial)
Pneumococcal Polysaccharide Vaccine
(1-dose/vial)

Influenza Vaccine (10-dose/vial)

2 ml or 3 ml Mixing syringes for BCG

5 ml Mixing syringes (total quantity)

Measles Mumps Rubella, (5-dose/vial)

Measles Rubella (10-dose/vial)

Japanese Encephalitis (5-dose/vial)

* g = ((total population * 2.7% eligible population * required no. of doses * wastage factor) ÷ dose per vial) ÷ 4 quarters
** Annual buffer stock : 25% of the annual

Prepared by: Approved by: Received at RITM:

Name: _____________________________________ Name: _______________________________________ Received by:

Designation: ________________________________ Designation: __________________________________ (name and signature)

Email: _____________________________________ Tel No. : ______________________________________ Date & Time

Mobile No.: ________________________________ Fax No.: ______________________________________

10 Vaccine, Cold Chain and Logistics Management Manual of Operations

Annex 6b

Vaccine And Safe Injection Equipment Request

Form 2: Monthly Delivery Schedule
Region: Municipality: Date:

Province/City: RHU/Health Center: Month:

Total Population:

Instruction: Please do not forget to fill-up all columns and the total population of the requesting facility. All vaccine quantity are calculated in vials.
Previous Month stock Estimation of Current Order

QUANTITY QUANTITY BUFFER RECOMMENDED

EPI Vaccines and safe injection devices PREVIOUS RECEIVED FROM QUANTITY DAMAGED, CURRENT STOCK MONTHLY ORDER/REQUEST
STOCK ** STOCK LEVEL
STOCK PREVIOUS ISSUED EXPIRED, LOSS, REQUIREMENT**
REMARKS
ORDER etc.) f = (b + c) - (d + e) h=g i = (g + h) j = (i - f)
a b c d e f g h i j k
BCG

Hepatitis B

DPT-HepB-HiB

Bivalent Oral Polio Vaccine

Pneumococcal Conjugate Vaccine

Inactivated Polio Vaccine (IPV), (

Measles Mumps Rubella,

Tetanus diptheria

Tetanus diptheria

Measles Rubell

Japanese Encephalitis

Rotavirus Vaccine

Human Papillomavirus Vaccine

Pneumococcal Polysaccharide Vaccine

Influenza Vaccine

Previous Quarter Stock Estimation of Current Vaccine Order

QUANTITY CURRENT
QUANTITY QUARTERLY BUFFER RECOMMENDED
EPI safe injection devices PREVIOUS RECEIVED FROM QUANTITY DAMAGED, CURRENT STOCK REQUIREMENT* STOCK ** STOCK LEVEL
ORDER/ REMARKS
STOCK PREVIOUS ISSUED EXPIRED, LOSS, REQUEST
ORDER etc.) f = (b + c) - (d + e) h=g i = (g + h) j = (i - f)
a b c d e f g h i j k
bOPV Droppers

Safety boxes

0.05ml AD syringes for BCG

0.5ml AD syringes (total quantity)

Hepatitis B

DPT-HepB-HiB

Pneumococcal Conjugate Vaccine

Inactivated Polio Vaccine (IPV), (

Measles Mumps Rubella,

Tetanus diptheria

Tetanus diptheria

Measles Rubell

Japanese Encephalitis

Human Papillomavirus Vaccine

Pneumococcal Polysaccharide Vaccine

Influenza Vaccine

2 ml or 3 ml Mixing syringes for BCG

5 ml Mixing syringes (total quantity)

Measles Mumps Rubella,

Measles Rubell

Japanese Encephalitis

g = ((total population * 2.7% eligible population * required no. of doses * wastage factor) ÷ dose per vial) ÷ 12 months
** Annual buffer stock : 8.33% of the annual

Received at supplying vaccine

Prepared by: Approved by:
store:

Name: _____________________________________ Name: _______________________________________ Received by:

Designation: ________________________________ Designation: __________________________________ (name and signature)
Email: _____________________________________ Tel No. : ______________________________________ Date & Time
Mobile No.: ________________________________ Fax No.: ______________________________________

Annexes 11
Annex 7a

Invoice Receipt of Property

REPUBLIC OF THE PHILIPPINES

INVOICE – RECEIPT FOR PROPERTY

IR NO : 2017-**** DATE DISPATCH :

DATE : (M-D-YR) STORAGE TEMP.: 2° to 8° C

NAME / DESCRIPTION LOT EXPIRY UNIT TOTAL

QTY UNIT NUMBER DATE VALUE VALUE

Php Php 0.00

TOTAL >>> Php 0.00

FOR :(RECIPIENT)
Name of Supply Officer Attention: Name of Cold Chain Manager
Supply Officer ******** Tel No: *******
Address

VACCINE x-x-x-x-x x-x-x-x-x x-x-x-x-x x-x-x-x-x x-x-x-x-x x-x-x-x-x

Manufacturer

P.O No.
Date
DR No.
Date
Invoice
No.
Date
AWB No.
Date

INVOICE RECEIPT

I certify that I transferred to I certify that I have received the above listed articles for

(RECEPIENT)
Name & Designation Name of Agency

The above listed articles/property of

Name of Agency Name & Designation

Date :(M-D-YR)
(Printed Name over Signature)
Designation
(Invoicing Accountable Officer)

12 Vaccine, Cold Chain and Logistics Management Manual of Operations

Annex 7a (cont’d)

Packing List

DATE: (M-D-YR)
FOR: (RECEPIENT)
IR NO. (2017-****) DATE DISPATCH : (M-D-YR)

Vaccines Box No. Qty/Box(vls/amps/pcs) No. of Boxes

TOTAL 0ctns

No. of boxes: 0
No. of ice packs: 0
VVM Reading: 1

Please sign on IR and return immediately to:

DOH RITM Warehouse
FCC Comp. Alabang Munt City or fax to (02) 807-3397
Kindly return them to RITM thru (FORWARDER)

Issued by:
Checked by:

(Printed Name over Signature) (Printed Name over Signature)

Annex 8

14 Vaccine, Cold Chain and Logistics Management Manual of Operations

Annexes 15
16 Vaccine, Cold Chain and Logistics Management Manual of Operations
Annex 10

REPUBLIC OF THE PHILIPPINES

REPUBLICA DE FILIPINAS
----------------------------

BILL OF LADING
CONOCIMIENTO DE EMBARQUE BL-DOH-
----------------------------

MANILA, Philippines, (M-D-YR)

_____________(FORWARDER)_____________
(Carrier)

YOU ARE HEREBY AUTHORIZED to receive, carry and deliver the following-described merchandise to (RECIPIENT) in accordance with the authorized
and prescribed rates and classifications, and according to the law of common carriers in force on the date hereof. Settlement and payment of charges to be made
by (FUNDING SOURCE).

(PRINTED NAME OVER SIGNATURE)

(DESIGNATION)
(Shipper)

RECEIVED the following-described merchandise in apparent good order and condition, save as noted (contents and condition of contents
of sealed packages unknown) for transportation and delivery in accordance with above.
Date at _____________________, Philippines, _____________________, 2017

(Agent for carrier)

Number of CONTENTS WEIGHT/ MEASUREMENT/ctn

Marks VALUE ctn (kg)
Packages (Should be listed in detail) (cm)

0 ctns Total Php-

For the use of :

RECIPIENT
Address

IR # 2017-**** Dtd (M-D-YR)

AWB NO.:
______________________. Philippines, __________________, 20____
RECEIVED the above-described merchandise apparently in same conditionas when shipped, save as noted below

(Consignee-Consignatario)

(Designation-Designacion)

MARDY/2017

Annexes 17
Annex 11 Different Types of Temperature Monitoring Devices

teMperature Monitoring devices: an overvieW

MiniMuM WHo
Location recoMMendation avaiLabLe WHo prequaLified devices (July 2013) device use

Electronic
20-day Monitors temperature during shipment
internationaL shipping
Logtag of vaccines. Alarm is activated if
eLectronic
®

indicators vaxalert™
vaccine tic20 temperatures exceed or fall below the
(liquid-crystal sHipping
sHipMents display [LCD]
recommended range. Single use; once
(2˚C to 8˚C) or computer
indicators the alarm has been activated, the device
(irreversible) cannot be used again.
downloadable)
q-tag
®
q-tag2 q-tag ®

cLm doc plus®

cLm

internationaL
vaccine coLd cHain Monitors temperature during shipment of
sHipMents Cold chain frozen vaccine. Single use; once the alarm
monitor cards Monitor cards has been activated, the device cannot be
(-20˚C [e.g., (irreversible) vaccine
oral polio cold chain used again.
vaccine]) monitor

vvM2, vvM7,
tHrougHout vvM14, vvM30 Assesses heat exposure of individual vials
Vaccine vial (irreversible)
tHe suppLy monitors (VVM) Types are determined or other primary containers of vaccines.
cHain by WHO based on Heatmarker ® Used throughout the supply chain.
heat stability of vvM
vaccine. Photo: Umit Kartoglu

Continuous
temperature integrated
coLd rooMs monitoring Monitors the temperature inside a cold
digitaL or diaL Included on all PQS prequalified
and freezer systems with room or freezer room. Presents an external
rooMs alarm and teMperature cold rooms and freezer rooms. visual display of the current temperature.
a back-up dial Monitors
thermometer Photo: PATH / Amy MacIver

Monitors current temperature. Included

diaL with all cold/freezer room purchases. May
tHerMoMeters be used as a backup external temperature
(gas/vapor pressure) rueger display in case of power failure.
tfv100bi
Photo: World Health Organization

centraL Monitors temperatures and sends

recorded data and alarms to a central
teMperature
server or cellular phone at set intervals.
Monitoring Recommended for large, multiple, or
beyond Wireless
systeMs smartview
fridgefone™ remote cold/freezer rooms.
Photo: PATH and Berlinger & Co. Photo: PATH

Records temperatures at regular intervals.

Provides alarms if temperatures exceed or
30-day fall out of range. If a central temperature
eLectronic monitoring system is not relevant,
teMperature available, and/or affordable, device may
Logtag be used as a back-up external temperature
recorders
®

trid30-7fW fridge-tag ®
fridge-tag 2 ®

display or internal recording device in case

of power failure.

May be used as a backup indicator for

potential freeze exposure in low-
freeze temperature locations within a cold
indicators room. Single use; once the alarm has been
(irreversible) activated, the device cannot be used again.
freeze-tag ®
freezealert tM
q-tag quad
®

Not used in freezers.

Electronic
continuous
temperature dasHboard-
Mounted Monitors current temperature inside
monitoring
refrigerated refrigerated vehicle. Installed in
systems with continuous No prequalified products are currently available.
veHicLes recording
refrigerated vehicle with visual
teMperature dashboard mount.
capacity and one
freeze indicator Monitors
per shipment

Detects freeze incidents. One freeze

indicator should be placed near the most
freeze freeze-sensitive vaccine in the shipment
indicators when the vaccine is packed in the issuing
(irreversible) store. Single use; once the alarm has been
freeze-tag ®
freezealert tM
q-tag quad
®

activated, the device cannot be used again.

Unless otherwise indicated, all photos: PATH/Patrick McKern. August 2013

18 Vaccine, Cold Chain and Logistics Management Manual of Operations

teMperature Monitoring devices: an overvieW
MiniMuM WHo
Location recoMMendation avaiLabLe WHo prequaLified devices (July 2013) device use

Integrated integrated
Included on all PQS Monitors current temperature and
refrigerators digital or dial digitaL or diaL displays temperature externally.
thermometers prequalified refrigerators
tHerMoMeters
Photo: PATH/Amy MacIver

Detects freezing incidents. Not needed

freeze if 30-day temperature recorders are
indicators used. Single use; once the alarm has
(irreversible) been activated, the device cannot be
freeze-tag ®
freezealert tM
q-tag quad
®
used again.

30-day Records temperatures at regular intervals.

eLectronic Provides alarms if temperatures exceed
teMperature or fall out of range. Used to ensure that
equipment is functioning effectively.
recorders Logtag ®

fridge-tag ®
fridge-tag 2 ®

trid30-7fW

Integrated integrated
Included on all PQS Monitors current temperature and
freezers digital or dial digitaL or diaL displays temperature externally.
thermometers prequalified freezers
tHerMoMeters
Photo: PATH / Amy MacIver

diaL
tHerMoMeters Monitors current temperature. External
(gas or vapor display of freezer temperature.
rueger
pressure) tfv100bi
Photo: World Health Organization

Irreversible freeze
coLd boxes indicators when freeze Detects freezing incidents. Single use;
and vaccine freeze sensitive indicators once the alarm has been activated, the
carriers vaccine is being (irreversible) device cannot be used again.
transported freeze-tag ®
freezealert tM
q-tag quad
®

Monitors temperatures inside cold boxes

20-day Logtag ®
and vaccine carriers during transport.
vaxalert Provides alarms if temperatures exceed
eLectronic
™
tic20
or fall below range. Typically used in
sHipping shipping but could be used in cold boxes
indicators and vaccine carriers. Single use; dispose
of after 20 days.
q-tag
®
q-tag2 q-tag ®

cLm doc plus®

cLm

Used together, the VVM and peak

vvM + peak temperature indicator show whether
cumulative or peak heat exposure has
teMperature No prequalified peak temperature indicators available.
occurred. Used for transport of vaccines
indicators licensed for use in a temperature
controlled chain.

Records temperatures at regular intervals.

teMperature 30-day 30-day Provides alarms if temperatures exceed
Mapping of temperature or fall out of range. Used to map
eLectronic
coLd rooMs recorders or user temperatures in cold/freezer rooms.
and freezer programmable teMperature Devices are placed in specific areas of
data loggers recorders Logtag the cold or freezer rooms or as part of a
®

fridge-tag
rooMs fridge-tag 2
® ®

trid30-7fW
centralized system with wireless sensors.

studies of
tHe entire
suppLy Records temperatures at user-specified
cHain or intervals. Provides alarms if temperatures
Libero cb Libero cs Libero ti1
a portion User user pdf Logger ®
pdf Logger ®
pdf Logger ® exceed or fall out of range. Used for
of tHe programmable studies to understand the quality of
data prograMMabLe existing cold chain equipment and
suppLy loggers data Loggers management and report the temperature
cHain profiles of vaccines throughout the
(e.g., supply chain.
validating
transport Logtag ®
Logtag ®

Logtag trix-8
®

routes) pted30-7f ptid30-7f

Annexes 19
20
Temperature Monitoring Chart
Cold room/refrigerator number: Start date: <dd/mmm/yyyy> Key: FI = Freeze Indicator (status OK or X)
Annex 12

Equipment model: Location:

Day 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
°C am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm am pm

+16
+15
+14
+13
+12
+11
+10
+9
+8
+7
+6
+5
+4

Temperature chart
+3

+2
+1
0
-1
-2
-3
-4

Vaccine, Cold Chain and Logistics Management Manual of Operations

-5
FI (OK or X)
Once every 24 hours, enter high alarm status and maximum temperature recorded by the continuous monitoring
>+8°C alarm device
Alarm time or OK
Maximum °C
Once every 24 hours, enter low alarm status and minimum temperture recorded by the continuous monitoring
<0.5°C alarm device
Alarm time or OK
Minimum °C
Initials:

National: Month: Remarks:

Region: Year:
Province: Supervisor:
City/Municipality:
Health center:
 Sensor Data Recording Sheet
Annex 13

Temperature set point: _________⁰C Recorded by (name & designation):

__________________________________________________
Start Date: _________________ Start Time: _________________ End Date:
_________________ End Time: _________________

Location Description Min. (⁰C) Max. (⁰C) Average (⁰C) Pass/ Faila (2-8 ⁰C) Initials & Date
Ambient Immediately outside the cold room or freezer room
1 Left, front, corner top plane of room
2 Left, rear, corner top plane of room
3 Right, rear, corner top plane of room
4 Right, front, corner top plane of room
5 Centre, top plane of room
6 Left, front, corner middle plane of room
7 Left, rear, corner middle plane of room
8 Right, rear, corner middle plane of room
9 Right, front, corner middle plane of room
10 Centre, middle plane the chamber of room
11 Left, rear, corner bottom plane of room
12 Right, rear, corner bottom plane of room
13 Right, front, corner bottom plane of room
14 Left, front, corner bottom plane of room
15 Next to opening side of door
16 Next to controlling RTD
17 Refrigeration unit #1: In front of evaporator grille
18 Refrigeration unit #2: In front of evaporator grille
19 (Monobloc only) refrigeration unit #1: Near condenser
20 (Monobloc only) refrigeration unit #2: Near condenser
Comments:

Annexes
21
Annex 14

Sensor List for Temperature Mapping

Location Sensor ref. number Description

Ambient Immediately outside the cold room or freezer room
1 Left, front, corner top plane of room
2 Left, rear, corner top plane of room
3 Right, rear, corner top plane of room
4 Right, front, corner top plane of room
5 Centre, top plane of room
6 Left, front, corner middle plane of room
7 Left, rear, corner middle plane of room
8 Right, rear, corner middle plane of room
9 Right, front, corner middle plane of room
10 Centre, middle plane the chamber of room
11 Left, rear, corner bottom plane of room
12 Right, rear, corner bottom plane of room
13 Right, front, corner bottom plane of room
14 Left, front, corner bottom plane of room
15 Next to opening side of door
16 Next to controlling RTD
17 Refrigeration unit #1: In front of evaporator grille
18 Refrigeration unit #2: In front of evaporator grille
19 (Monobloc only) refrigeration unit #1: Near condenser
20 (Monobloc only) refrigeration unit #2: Near condenser

22 Vaccine, Cold Chain and Logistics Management Manual of Operations

 Estimating total Storage Volume Required for Vaccines
Annex 15

Storage volume according to

Quarterly vaccine temperature ranges
Packaging doses United packed Annual vaccine Total storage Total storage
Vaccines doses needed
per vial volume (cm3) doses needed volume (cm3) volume (liters)
(cm3)*
-15 C to -25 C +2 C to +8 C

a b c d e f g h i

bOPV

BCG

HepB

Penta

IPV

PCV13

MMR

MR

Td

PPV

Flu

Rota

Dengue

TOTAL

Annexes
23
Annex 16

Worksheet for Estimating Required Vaccine Storage Volume

ITEM:

Storage -15C to +2C to

Ambient (tick appropriate box)
temperature: -25C +8C

A. Presentation: doses per vial or ampoule A

B. Packaging: vials or ampoules per pack B

C. Volume per cm3/

dose — dose C

D. Total doses/year — doses D

E. Annual volume C xD — liters E

1000

Enter supply frequency in

F. Supply interval months — years F
12

Enter safety stock level in

G. Safety stock months — years G
12

H. Storage volume (liters) E x(F+G) — liters H

I. Storage volume (cubic

meters) H — m3 I
1000

J. Transport box bulking

factor BCG, OPV, MEA, MMR, MR — 6.0 J
Other vaccines — 3.0
Diluents, Droppers — 1.5

K. Transport box volume I xJ — m3 K

24 Vaccine, Cold Chain and Logistics Management Manual of Operations

Annex 17

Worksheet for Estimating Refrigeration Storage Capacity

At Storage Temperature
-15C to -25C +2C to +8C

A. Total vaccine volume (Worksheet 2.1) liters liters A

B. Total volume of other refrigerated items liters liters B

C. Total volume of all items A+B liters liters C

NUMBER OF APPLIANCES REQUIRED Freezers Refrigerators

D. Manufacturer’s net vaccine capacity liters liters D

E. Number of units required C/D number number E

COLD STORE SIZE REQUIRED Freezer room Cold room

F. Cold room grossing factor F

(See table below)

G.Capacity required (C x F)/1000 m3 m3 G

STORAGE AT AMBIENT TEMPERATURE

H. Total diluent/dropper volume m3 H

I. Volume of shelving units required H x 1.5 m3 I

Grossing factor table

Room
volume 5m3 10m3 15m3 20m3 30m3 40m3
Grossing
factor 3.2 3.3 3.7 3.9 4.2 4.2

Annexes 25
Annex 18

Estimating Total Storage Volume Required

for Safe Injection Equipment

Expected
Safe injection equipment, diluents and United packed Quarterly Total storage volume
other supplies volume (cm3) Quantity (cm3)
Needed (units)*

a b c d

0.05 ml ADS for BCG

0.5 ml ADS

2 ml reconstitution syringes

5 ml reconstitution syringes

Safety boxes (5 liters)

SUB-TOTAL SYRINGES

Diluents for BCG

Diluents for Measles

SUB-TOTAL DILUENTS

Dropper for bOPV (20 dose vial)

TOTAL

26 Vaccine, Cold Chain and Logistics Management Manual of Operations

 Cold Chain Equipment Inventory 
Annex 19

Region Population

Province/City Population

Municipality Population

Barangay Population

Information relating to the cold-chain equipment

Energy Vaccine storage

Type
source capacity, liters Holdover
Curent Cold life Date of Year of
Serial (E=electric; time or Year of
PIS/PQS Code Make Model working @ +43°C last planned
number S=solar; -15°C Autonomy installation
status +2°C to (hrs) assessement replacement
G=gas; to (hrs)
+8°C
icepaks) -25°C

PQS E003/011 Vestfrost TFW800 1325489 Icepack fzr E Working 145 n/a n/a 2/11/2013 2010

Non-
PQS E003/82M Vestfrost MK304 6785439 ILR E 138 26 n/a 7/12/2013 2012
working

PIS E3/62-M Electrolux TCW 1990 189076 Ref & frzr E Working 37.5 17 38 n/a

PQS E003/24-M Electrolux TCW1152/CF 678954 ILR E Working 169 24 n/a

PQS E003/017 Dometic TCW 3000AC 6678965 ILR E Working 150 53 n/a

PQS E003/043 Dometic TCW2043SDD 98473636 Ref & frzr S Working 70 10 74 n/a

PIS E4/05-M Electrolux RCW 25/CF 123673 Cold box Icepacka Functional 20.7 n/a 129.9 2/11/2014 2012

Blow vaccine
PIS E4/83-M BK-VC1.6-CF 64678 Icepacka Functional 1.7 n/a 36 3/12/2015 2011
kings carrier

Annexes
27
28
Tool for calculating available cold room net storage capacity
Annex 20

Location: Room description:

B. Record the following dimensions in centimetres:

Internal room dimensions

Room length (L) cm

Room width (W) cm Gross volume (L x W x H) m³

Room/stacking height (H) cm (in very high rooms enter maximum stacking height)

Shelf unit dimensions

Unit 1 Unit 2 Unit 3 Unit 4 Unit 5 Unit 6 Unit 7 Unit 8 Unit 9 Unit 10
Shelf width (w)

Shelf length (l)

Nbr of shelves (n)

Vaccine, Cold Chain and Logistics Management Manual of Operations

Shelf thickness (t)

Floor to bottom shelf (b)

Shelf unit volume (litres)

Net storage capacity litres

m³

Grossing factor
Annex 21

Tool for Recording Available PQS Cold Chain Storage Volume

Manufacturer’s
Total net vaccine
Net vaccine
Equipment identification storage capacity
storage capacity
PIS/PQS No. of (liters)
(liters)
code or equipment
domestic available
-15°C
+2°C to +2°C to -15°C to
Type Make Model to
+8°C +8°C -25°C
-25°C

A B C D E F G H I

Annexes 29
Annex 22

Vaccine Allocation and Distribution Plan

Name of Region/Province/City: ___________________________

Date prepared: _______________________ Prepared by: _____________________________________

Total no. of suplies to be distributed

Target Distribution
Distribution site Total no. of Total no. of Total no. of safe
Population schedule
vaccine doses diluents injection devices

30 Vaccine, Cold Chain and Logistics Management Manual of Operations

Annex 23

Property Transfer Report

Entity Name : _______________________________ Fund Cluster : ________________________

From: Department of Health - Research Institute for Tropical Medicine PTR No.: YR-MONTH

To: Date : M/D/YR

Transfer Type: (check only one)

 Donation  Relocate
 Reassignment  Others (Specify) _________________

Batch Condition
Date Property Item Description, P.O. Expiry Quantity Unit
/ Lot Amount of
Acquired No. No. and Source Date and Unit Cost
Number PPE
VACCINE

SOURCE

SUPPLIER

MANUFACTURER

P.O. No.

Reason for Transfer:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Approved by: Released/Issued by: Received by:

Signature : SIGNATURE
Printed PRINTED NAME OF
Name : ACCOUNTABLE OFFICER
Designation: DESIGNATION

Date : RECEIVED DATE

Annexes 31
Annex 23t

Example of emergency scenarios

requiring implementation of the contingency plan

1. Refrigerator breakdown

Scenario 1:
A health facility has a 1 top-opening electric compression refrigerator. The refrigerator
recorded temperatures for the past succeeding days fluctuate between 12 °C and 15 °C.

Recommended actions:
• Confirm that the temperature reading is correct by verifying it with another
thermometer of the same type which is proven to be accurate.
• Use the proven thermometer to monitor the temperature for at least one day.
• If the temperature is within the normal range of +2°C to +8°C, replace the faulty
existing thermometer with an accurate one.
• If the temperature is still outside the temperature range of +2°C to +8°C, visually
check the following:
› Vaccines are arranged properly with good air circulation and not overloaded.
› Frost build up on the evaporator surface, defrost if frost is more than 5 mm thick.
› Door is closing tightly, tighten the door hinges if door is not closing properly.
› Check if the unit is well ventilated, move refrigerator to a well ventilated location
and away from sunlight rays or heat emitting source.
› If no problem is found, transfer vaccines in the cold box or vaccine carrier with
conditioned icepacks or request for other health facility to accommodate the
vaccines.
› Record the name of vaccines, quantity, expiry date and VVM status.
› Inform supervisor or request assistance of cold chain technician for troubleshooting
and repair.

32 Vaccine, Cold Chain and Logistics Management Manual of Operations

2. Electricity power failure

Scenario 2:
A service facility has a PQS compliant ice-lined refrigerator MK 144. Power interruption
has been observed for about 10 hours and significant quantities of vaccines are in the
refrigerator.

Recommended actions:
• Verify the hold over time of MK 144 from the WHO PQS catalogue.
• If the power interruption is more than the hold over time of the equipment, prepare a
cold box, vaccine carrier and conditioned icepacks to temporarily hold the vaccines
until the electricity power is restored.
• Check the cold life of the cold box or vaccine carrier to determine how much longer
you can keep the vaccines inside.
• If no icepacks are available identity some stores where you can borrow icepacks or
use commercial ice in plastic bag and condition it prior to use.
• Keep the refrigerator closed. Avoid opening the unit unnecessarily to maximize the
cold life that will keep vaccine potent.
• Record the event and inform supervisor accordingly.

3. Cold chain failure (loss of vaccine potency)

Scenario 3:
The health facility is equipped with a domestic type electric compression refrigerator. The
recorded temperature ranges between +3°C in the morning and +8°C in the afternoon.
The health facility is closed on Saturdays and Sundays and no health staff come to the
facility to monitor and record the temperature. On a Saturday evening there was a power
failure for more than 6 hours. On a Sunday early in the morning the electricity has been
restored and the unit operates as usual but its thermostat malfunctioned and was not able
to switch off the compressor motor. On Monday morning the temperature recorded by the
health worker is +3°C; however, it was observed that the freeze tag indicator is already on
alarm status.

Annexes 33
Recommended actions:
• Check the inventory record and quantity of freeze sensitive and heat sensitive
vaccines.
• Check the VVM of all the vaccines particularly the heat sensitive ones; If the VVMs
are still in stage 1 or 2, continue to administer the heat sensitive but not freeze
sensitive vaccines.
• Do not use the freeze sensitive vaccines until the shake test is conducted.
• Record the event and inform supervisor accordingly.
• If this event occurs frequently, request for a PQS compliant vaccine refrigerator with
adequate hold over time.
• Someone should be assigned to check and monitor the vaccine refrigerator on
weekends and holidays.

4. Measles vaccine outbreak

Scenario 4:
A measles outbreak has occurred in one province and an immediate response is required
to vaccinate 1 to 5 year old children. The estimated target population for the measles
outbreak is 280,000 children. The province has a vaccine storage facility with ice lined
refrigerators, ice pack freezers, cold box and vaccine carriers.

Recommended actions:
• Calculate the quantity of vaccine and safe immunization supplies requirements to
address the epidemic.
• Use the vaccine database (cm³/dose) to calculate the vaccine storage capacity
requirements in liters.
• Use the cold chain equipment inventory and refrigerator data base to determine the
total existing storage capacity.
• Determine whether the available existing storage capacity of vaccine refrigerators
can cope with the additional storage capacity of the emergency vaccines.
• Determine the quantity of routine EPI vaccines and immunization supplies that are
available in stock.
• Determine the actual vaccine storage requirements.
• Determine the number of cold boxes, vaccine carriers and ice packs that are
available.
• Determine how many vaccination teams are needed to cope up with the emergency
and estimate the number of vaccine carriers and icepacks that are required
• Coordinate with the city, municipality and health facility that will be involved in the
emergency response.

34 Vaccine, Cold Chain and Logistics Management Manual of Operations

 • Request all vaccine storage facilities to update their inventory records in order to
determine the available storage capacity for vaccines and immunization supplies.
• Arrange transport vehicles for the vaccination teams.If the vaccine storage capacity
requirements are not sufficient, then request for additional cold chain equipment.
• Determine whether you have enough staff to administer the vaccines and if vehicles
are required.
• Prepare the action plan and discuss with supervisor.

5. Stock-out of vaccines

Scenario 5:
A provincial vaccine storage facility has a recurring stock-out problem for routine EPI
vaccines. This problem is replicated in the two health centers served by the province.

Recommended actions:
• Province should review the vaccines and immunization supplies annual quantity
requirements for the province and health centers using the most recent and realistic
wastage factor.
• Always conduct a physical count of vaccines and immunization supplies to find out
any discrepancy from the stock inventory record.
• Calculate required vaccine to cover children missed during the stockout including
current need and send request for vaccine supply.
• Monitor releases of vaccines and immunization supplies to the health centers. These
should not exceed the total annual quantity requirements.
• Remember that vaccines are always higher in quantity than the AD syringes because
of the vaccine wastage factor.
• Vaccine wastage should be regularly monitored and actions have to be implemented
to reduce or avoid vaccine wastage.
• Always adhere to the four criteria of the MDVP.
• Investigate cause of stock out and avoid future repeat of the incidence.

Annexes 35
6. Flooding

Scenario 6:
An announcement was made that a typhoon is coming and heavy rains is expected that
will cause flooding in the area including the health facility.

Recommended actions when flooding is forecasted:

• Be alert by monitoring your surroundings.
• Monitor radio or local television broadcast.
• Seal vents, drainage or opening to prevent flooding.
• If flash flood warning is issued for your area:
› Health worker should prepare sufficient cold box or vaccine carrier to contain all
the vaccines and diluents.
› Pack vaccines in cold box or vaccine carrier with conditioned ice-packs and take
them to a safe area. Empty the refrigerator.
› Pack all the immunization supplies in a waterproof container and identify a room
on the upper level to use for temporary storage.
• Switch off the refrigerator, disconnect the power cord and shut off the circuit
breakers.
• Identify one room on the upper level (if available) for the temporary shelter of the
vaccine refrigerator.
• If possible move the refrigerator to a higher ground and not prone to flooding.
• If it is not possible to move the refrigerator, after switching off the unit, wrap with
plastic the entire compressor particularly the compressor electrical terminals and
wirings.
• Secure the refrigerator by locking the doors and windows.

Recommended actions during a flood:

• If the flood comes all of a sudden without warning, shut off the electricity at the circuit
breaker.
• If the rising water is still not risky, collect all the vaccines from the refrigerator and
placed in a cold box or vaccine carrier and move to safe ground.
• If the water is rising quickly and if you think you are at risk evacuate immediately,
save yourself and leave the vaccines in the refrigerator.
• Get out of low areas that may be subject to flooding and go to higher ground as quick
as possible.

36 Vaccine, Cold Chain and Logistics Management Manual of Operations

Recommended actions after a flood:
• Monitor weather broadcast on radio and television.
• Wait until authorities indicate it is safe to return to flooded area.
• If the building was flooded, check for structural damage, inspect foundations for
cracks.
• Do not enter the building that has flooded until local building official have inspected it
for safety.
• Examine walls, floors, doors, windows and ceilings for risk of collapsing.Keep
windows and doors open for ventilation to remove foul odors.Have an electrician
check the electrical system.
• Dry both the inside and outside surfaces of the vaccine refrigerator.
• Have a refrigerator technician check the electrical system of the vaccine refrigerator
to ensure that the refrigerator is safe to operate.
• Run the refrigerator for at least four hours and monitor its storage temperature.
• Inspect the VVM of the vaccines loaded in the cold box or vaccine carriers.
• When the storage temperature is maintained at +2°C to +8°C for at least four hours,
load the vaccines with VVM at stage 1 and stage 2.

Annexes 37