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Status in OpenLMIS: Not implemented

Priority: High

Goal/scope

The goal is to enable

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OpenLMIS to split products

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within a requisition by supply partner, so that each partner only supplies the products they are configured by the administrator to supply.

Background

Requisition Splitting - Extension Scenario Analysis is the background of the OpenLMIS team's assement assessment of how to achieve this by extensible means.

Currently, the Zambia eLMIS team have built an enhancement which is able to split the products defined by a facility to different defined suppliers. The  Ministry Ministry of health Health relies on MSL for its supplies of products. However,  some other Organisations can also supplement with the supplies and that case referred to as a supply partner. Currently, CHAZ (churches Association of Zambia) has a number of facilities which they supply certain products. In this case, the facilities do the normal requisition process except the system splits out the products so that the intended supply partners are able to view and supply the product.  In that way the, two supply partners cannot supply the same product to the same facility. The supply partners will have to be defined in the system.

In zambiaZambia, Chaz has been defined and apparently serves 59 facilities and 36 products under the ARV program. See picture below.
So when an R&R is sent from one of the defined facilities, the requisition goes through the normal process except it will be viewed by CHAZ if the products being requested are within the products that CHAZ supplies. If some products cannot be supplied by CHAZ, then part of the requisition goes to MSL for supply. In this case, CHAZ will only view what it can supply and MSL can only view what it can supply.  

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• Requisition is split after first approval
• Once requisitions are split, they cannot be merged back together
• This feature has been broken out into two epics: 

  Jira Legacy
  server System JIRA columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 448ba138-230b-3f91-a83e-16e7db1deed1 key OLMIS-4842

   and 

  Jira Legacy
  server System JIRA columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 448ba138-230b-3f91-a83e-16e7db1deed1 key OLMIS-5642

User Stories

Diagrams

The following screenshots are from eLMIS Supply Partner configuration screens:
Accessing 


See process on adding supply partner


Defining a supply partner. Note the fields involved i.e Source program, Destination program, Supervisory node, Requisition group, Facilities, products and action.



Clicking on facility eg. '59  facilities' will bring the below screen. 

   

Clicking on product e.g '36 products' will bring screen below

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Discussed changes to the workflow based on this feature - OUT OF SCOPE for 3.5:

Step 6: CHAZ logs in when requisition is approved and has been split to see the packs to ship. They have ability to change packs to ship to match what they will actually fulfill. (This is a want vs need because we don't know if CHAZ would actually use this capability, but it would increase accuracy for OpenLMIS.) This feature is not included in 3.5 release. (Ashraf and Elias Muluneh)

Potential problems:

• After Chaz has supplied the facility, we don't know how much was really supplied by the facility (Chris Opit (Unlicensed) is this actually a true statement? If the Proof of Delivery has the actual fullfilled quantity, is that input into eLMIS?) Fulfillment by supply partners is out of scope for this feature.
• What is the benefit or purpose of zeroing out the requested quantity? Are there any concerns with doing this in OpenLMIS (reporting impact or other problems?) Does understanding what has been requested vs what was actually fulfilled help determine whether the facility is overstocked, stocked out, stocked according to plan, etc?
• What happens if a requisition is rejected? 

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•  Supply Partner model
•  Administrator configuration screens to configure product lists and supply partners (

  Jira Legacy
  server System JIRA columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 448ba138-230b-3f91-a83e-16e7db1deed1 key OLMIS-5353

   and related tickets)
•  CHAZ or other supplier needs access to log in to view their requisition, edit approved quantities, convert to order (Joanna Szymańska (Deactivated) this is not a dev ticket, but should be a testing scenario)
•  Split requisition after approval (

  Jira Legacy
  server System JIRA columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 448ba138-230b-3f91-a83e-16e7db1deed1 key OLMIS-5142

  )
  •  Identifier (comment? remark? other?) for each orderable of who supplied?
  •  When requisition is split, and after its approved, the order no is different than the "standard' order no.
•  Determine if there are edge case scenarios that must be supported (for deleting, rejecting, editing approved quantities at each approval step) - Answered: once a requisition is split, it cannot be reverted back to "combined" requisition.
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  Verify format for csv matches expected format (Joanna Szymańska (Deactivated) this may also be a testing scenario only)

   

  Question	Answer
  Why is there approved quantity for CHAZ requisitions?	CHAZ just looks at the packs to ship, they don't modify the requisitions. They have access/rights to edit approved quantities in their requisitions.
  Does CHAZ approve the requisitions in the eLMIS?	They don't, the requisition is converted to a CSV and dropped in the Dropbox.
  Is the process of converting requisition to a CSV automatic in eLMIS?	Yes, it is.
  Would it be useful if CHAZ could see the requisition screen and approve specific quantity?	Yes, the district supervisor might not know what is in the warehouses. Based on screenshots provided by Ashraf this can happen and does already in eLMIS.
  Is there a view for supervisor to display the combined requisition?	No, there isn't. The original requisition has requested quantities set to 0 for products supplied by partners and a comment is added to the line item to indicate that.
  Is there a scenario when CHAZ has no supply?	There might be, but CHAZ is responsible for making sure they can fulfill orders.
  Is the warehouse actually approving? Could they reject?	Possible, but rare, warehouse team can change the values in the WMS though (provide X instead of Y quantity).
  Should CHAZ be able to fulfill order through OpenLMIS?	Not the original goal, but would be really useful.
  If CHAZ could log in to the OpenLMIS, would they do it?	They actually do for eLMIS. They log in and can edit approved quantities.

  
  

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