Auditor-General flags stock-management gaps at FPBS as Fiji moves to Open mSupply upgrade
The 2024 Auditor-General’s Report on the Social Services Sector highlights persistent stock-management challenges at Fiji’s Ministry of Health and Medical Services’ Fiji Pharmaceutical and Biomedical Services (FPBS). The annual stock take, conducted from July 23 to July 26, 2024, revealed variances between stock numbers on sheets and the physical counts, underscoring ongoing difficulties in keeping accurate inventory records.
The Auditor-General stressed that stocktaking officers must ensure proper storage, that actual stock matches supporting records, and that records are up to date. The discrepancies were linked primarily to untimely updates of incoming and outgoing stock details in the mSupply software system. The audit recommends FPBS ensure stock movements are updated in mSupply promptly to address recurring issues and improve inventory accuracy.
In response, FPBS acknowledged the findings and outlined corrective measures. Management explained that mSupply automatically updates once customer invoices are created and said the department is actively identifying gaps and ensuring standard operating procedures are followed. FPBS is also moving forward with an upgraded system, pushing an upgrade to Open mSupply, and integrating tablets with desktop for greater efficiency and immediate system updates. The ministry says this upgrade is expected to decrease inventory errors and enhance decision-making.
Context and ongoing reforms
FPBS serves as the ministry’s central warehouse, distributing medical supplies to more than 200 health facilities across Fiji. The department has long faced challenges linked to global supply chain disruptions and Fiji’s reliance on international suppliers for most medical products. To address these pressures, FPBS implemented the M-Supply system with support from the Australian Government, expanding digital inventory and procurement management across facilities, including remote locations.
As part of broader reform, FPBS has been increasing its budget and modernizing its logistics footprint. Initiatives include plans to expand warehousing capacity in the Northern and Western divisions to better serve Fiji’s diverse geography and to leverage lessons learned from the COVID-19 pandemic, such as pre-stocking essential items to prevent future disruptions. The ministry continues to emphasize rigorous procurement controls and close coordination with the Medicines Regulatory Authority to ensure safety and efficacy standards are met.
What this means for families and healthcare delivery
If successfully implemented, the Open mSupply upgrade and enhanced SOP adherence should improve stock visibility, reduce counting discrepancies, and support quicker, more reliable restocking to health facilities. For patients, this translates into more consistent access to essential medicines and vaccines, even in remote areas. Continued investment in digital tools and warehouse capacity, coupled with international partnerships, points to a more resilient supply chain for Fiji’s healthcare system.
Editorial note
The audits over multiple years show a pattern of needed improvements in inventory updates and workflow standardization. While the current move to Open mSupply and tablet-enabled updates is positive, sustained success will depend on comprehensive training, ongoing data quality checks, and clear SOP enforcement across all FPBS facilities.
Summary
FPBS’s stock-management issues identified in the 2024 Auditor-General’s Report are being addressed through timely updates to the mSupply system, SOP reinforcement, and a move to a more integrated Open mSupply platform with tablet interoperability. If these changes are effectively implemented, they hold promise for more accurate inventories and steadier medicine availability across Fiji’s health facilities.
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