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Since its inception in 1990, SUMA,
the Supply Management Initiative of PAHO/WHO, has raised many expectations, some
legitimate, others wildly unrealistic. Indeed, SUMA is
not
the miracle solution to each and every logistical nightmare in relief
operations, although it does address quite a few of them.
This document attempts to clarify what SUMA in the Americas is and intends to
do. More importantly, it sets the record straight about what SUMA is
not
and what SUMA does
not
pretend to do.
To see a
graphic illustration
(cts+suma=lss.exe (575) KB)
of the main functions of
SUMA, click here.
Is SUMA a
coordination tool?
Yes,
SUMA was designed to collect and
compile information on all supplies arriving at or transiting through a
disaster area. It provides a snapshot of the flow of all humanitarian goods
(donated or purchased), regardless of their ownership (UN, NGO, government,
etc.) and origin (domestic or international). SUMA can be seen as a “central
logistical data
warehouse.” Factual
and timely information on the availability of supplies is essential for
coordination among all actors.
Is SUMA only for governments?
Definitely Not!
In each
disaster, there is a body or institution in charge of overall coordination:
in some complex disasters, it is the United Nations; in other situations, it
is the national civil defense or a similar government agency. SUMA is a
tool to assist the coordinator in his/her role. SUMA’s usefulness is based
on the free exchange of information. Everyone, irrespective of agency
affiliation, should be able to know what has been received and distributed.
This information helps reduce duplication and avoid gaps in supply and
demand. In the future, SUMA information should become publicly available on
the Web!
Is SUMA an
instrument for “command and control”? NO!
SUMA is
designed to provide the agency responsible for oversight of the relief
effort with consolidated technical information on the resources
flowing into the disaster area. The involvement of the international
community, and PAHO/WHO in particular, in the entire process and the
broadest dissemination of information via the Internet is one of the main
safeguards against the misuse of information by any one party – always a
possibility. However, in recent disasters in the Americas, the problem has
been a resistance or refusal to allow SUMA access to warehouses or supplies
rather than the misuse of information for control purposes.
So, SUMA
promotes transparency?
Yes,
this has become the main factor in its adoption.
And with
transparency comes accountability. Transparency and accountability are not
only something required from recipient governments but should apply to all
humanitarian actors: UN and NGOs. The world being as it is, there is and
will always be some resistance to sharing and exchanging information on
humanitarian supplies. This problem can only be addressed through education
and international pressure.
Is SUMA a
management tool for my agency? Not primarily!
SUMA is not primarily designed
to offer large humanitarian agencies the sophisticated
Commodity Tracking System
(CTS) that they may require to manage and report on their resources. These
humanitarian organizations either need to buy a commercial off-the-shelf
product, or more often, to design or adapt a system to their own particular
needs. This is an expensive and demanding process that many national or
international agencies cannot afford. And while a CTS may be tailored to
serve one agency, SUMA, whose core function is to provide a source for
consolidated logistical data, meets the collective needs of the humanitarian
community (national and external actors, including the public). Small and
mid-size local organizations can improve their performance with the regular
use of SUMA.
Can SUMA
import data from my CTS?
Unfortunately, not yet.
Agencies do
not use one unique code or classification for relief items, and therefore,
there is no practical way to electronically reconcile the data. A group
chaired by WFP and UNICEF is working on common terminology or coding to
permit all current and future systems to exchange data with SUMA. As of
now, they do not speak the same language with regard to individual items.
I cannot
afford a professional CTS. Can SUMA help?
Yes, in a modest way.
As a sideline to its main coordination and transparency
functions, SUMA has responded to the many requests from end-users. SUMA now
offers simple (some would say simplistic) modules to manage pledges, control
stock in warehouses, and for other basic operational functions. These
modules are a far cry from what an agency needs to monitor and track the
flow of its goods from the supplier to the recipient. But it is a solid
--and free of charge-- entry point for those who cannot afford better. SUMA
is also a development tool that helps build the logistical capacity of those
smaller actors in humanitarian operations, such as the local health services
and Emergency Committees in affected countries.
So, SUMA is
a software program? It is not that simple!
In fact, the software is
not
the most important aspect of SUMA. SUMA is, first and foremost, a tool with
which to build local capacity and educate policymakers on the importance of
coordination, transparency and accountability. Yes, the software is needed
to support this function and translate the concept into something tangible.
But most of SUMA’s resources are dedicated to human resource development,
technical cooperation and support.
Is the SUMA software cutting edge
technology?
No, and it
should not be.
Indeed the software was designed
to operate on whatever equipment and platform the affected country had.
Being Web-dependent or memory-hungry would have ruled out its use in many
under-equipped places. But times have changed faster than expected. Full
transparency requires a Web-based approach. Most target countries have
access to the latest equipment and technology. Upgrading the software is
now the priority, albeit an expensive one.
Finally,
what does PAHO/WHO have to do with all this?
The main
technical challenge in sorting and inventorying humanitarian supplies is in
the health sector. In a disaster situation, most supplies are directly or
indirectly related to the health sector. The incredible variety of
health-related items (medicines, equipment, surgical tools, etc) and the
need for detailed specifications (if reporting is to be useful for decision
making) calls for a specialized health agency to take the lead role.
There is also
an additional historical explanation: In the Americas, SUMA was initially
designed only for public health supplies. However, both national
authorities (Foreign Affairs, Civil Defense) and donors quickly realized
that an additional modest investment would allow SUMA to become a
comprehensive logistical support system. That is how PAHO/WHO found itself
as the lead agency for a multi-sector SUMA system. The winner has been the
Ministry of Health, which has gained not only in status but also in access
to information.
See
graphic illustration (cts+suma=lss.exe (575) KB)of SUMA's functions compared to "Commodity Tracking Systems
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