[BCM] [ALPS] [E3] [BIA] [P1] [CBF] [2] Pharmaceutical Procurement and Supply Management

Sub-CBF Code

Sub-Critical Business Function

Description of Business Function

Business Unit Minimum Business Continuity Objective (BU MBCO)

CBF-2.1

Pharmaceutical Demand Forecasting

Forecast demand for medicines using consumption trends, clinical requirements, epidemiological data, and inventory information.

Maintain the ability to produce demand forecasts for all life-saving and essential medicines, with updates at least once every 24 hours during a disruption.

CBF-2.2

Pharmaceutical Requirements Planning

Consolidate demand from healthcare institutions and develop procurement plans.

Continue planning for priority pharmaceuticals supporting critical clinical services while deferring non-essential procurement activities.

CBF-2.3

Approved Drug Catalogue Management

Maintain and update the approved pharmaceutical catalogue used for procurement.

Ensure authorised users can access the latest approved catalogue and update urgent additions or withdrawals within one business day.

CBF-2.4

Supplier Qualification and Evaluation

Assess suppliers against quality, financial, regulatory, and operational criteria.

Maintain qualification assessments for suppliers supporting essential medicines and critical healthcare services while postponing non-urgent supplier evaluations.

CBF-2.5

Pharmaceutical Tender and Sourcing Management

Conduct procurement sourcing exercises and evaluate supplier proposals.

Continue sourcing activities only for pharmaceuticals with immediate supply risks or critical shortages requiring urgent procurement.

CBF-2.6

Contract and Pricing Management

Manage pharmaceutical procurement contracts, pricing agreements, and commercial terms.

Maintain access to active contracts and approve urgent contract amendments required to sustain essential medicine supply.

CBF-2.7

Purchase Order Processing

Generate, approve, issue, and monitor pharmaceutical purchase orders.

Process and approve all purchase orders for priority medicines within agreed emergency procurement timelines while deferring routine orders where appropriate.

CBF-2.8

Regulatory and Product Compliance Verification

Verify compliance with applicable regulatory approvals, licences, and pharmaceutical quality requirements.

Continue regulatory verification for all pharmaceuticals supporting patient treatment before procurement approval is granted.

CBF-2.9

Pharmaceutical Supply Scheduling

Coordinate supplier production, shipment schedules, and delivery planning.

Maintain delivery schedules for essential medicines with daily coordination of suppliers and logistics providers.

CBF-2.10

Pharmaceutical Receipt and Inspection Coordination

Coordinate receipt, documentation verification, and inspection of incoming pharmaceutical shipments.

Continue receiving and verifying all deliveries of critical pharmaceuticals within the same operational day to prevent treatment delays.

CBF-2.11

Cold Chain and Controlled Storage Coordination

Manage temperature-controlled storage and handling of pharmaceutical products.

Maintain continuous temperature monitoring and compliant storage for all cold-chain pharmaceuticals with no interruption to environmental controls.

CBF-2.12

Pharmaceutical Inventory Replenishment

Monitor stock levels and initiate replenishment of pharmaceutical inventory.

Maintain inventory levels above predefined emergency safety stock thresholds for all essential medicines.

CBF-2.13

Drug Shortage Monitoring and Mitigation

Monitor medicine shortages and coordinate alternative sourcing or substitution strategies.

Continue monitoring critical medicine availability and implement alternative sourcing or substitution plans within the same business day when shortages are identified.

CBF-2.14

Supplier Performance Management

Monitor supplier delivery, quality, responsiveness, and contractual performance.

Continue monitoring suppliers supporting essential medicines and escalate any supplier performance issues affecting continuity within four hours of identification.

CBF-2.15

Pharmaceutical Recall Coordination

Coordinate pharmaceutical recalls, product quarantine, and stakeholder communication.

Maintain the capability to identify, isolate, and communicate recalls of affected pharmaceutical products immediately upon notification.

CBF-2.16

Procurement Risk Monitoring

Monitor procurement risks including geopolitical events, supply disruptions, transportation issues, and supplier risks.

Continue daily monitoring of procurement risks affecting essential medicine availability and escalate significant threats to management without delay.

CBF-2.17

Pharmaceutical Procurement Information Management

Maintain procurement documentation, supplier records, contracts, audit trails, and procurement data.

Ensure continuous access to essential procurement records, supplier documentation, and active contracts necessary to support emergency procurement decisions.

CBF-2.18

Pharmaceutical Procurement Reporting and Governance

Produce procurement reports, compliance information, management dashboards, and governance documentation.

Continue producing operational reports on medicine availability, procurement status, supplier risks, and significant disruptions for senior management at least once daily during major incidents.