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Target release
Epic
Document status
Status
titleDRAFT
Document owner
@JSI
Technical LeadAshraf


Goals/Scope

Background

Assumptions

User Stories

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As a User I need the system to enable me Transfer In/Out stock from the store so that I can keep my Stock on Hand updated immediately after the trasfer .

Acceptance Criteria:

1. DIVO to transfer In/Out stock to any DVS

2. RIVO to transfer In/Out stock to any RVS

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  • District's fulfillment of facility orders

    • pick-up at the district

    • delivery to facilities (and associated POD process)

    • whether a requisition is submitted, or if this is a direct stock transfer

    • online/offline capabilities

    • interaction of IVD data entry process with generation and fulfillment of a facility order

    • Frequency, timing of the ordering process (is this monthly, ad-hoc, etc.)

    • Emergency orders

    • How to determine default replenishment quantities

    • Any approval steps required


    Region to District Replenishment Process

    • requisition from district to region

    • Frequency, timing of the ordering process (is this monthly, ad-hoc, etc.)

    • Emergency orders

    • How to determine default replenishment quantities

    • District pick-up at region replenishment model

    • Region delivery to district replenishment model

    • Any approval steps required

    • POD process

Background

Assumptions

User Stories

. A "Gap" calculation (defined as sum of doses issued - doses requested) including green shading for gap = 0, and red for all non-zero values. 
5. The system should "suggest" the best way to fill an order using EEFO
6. The user may override this suggestion (#5) by changing the values in the "Doses Issued" column
7. All BCG antigen and BCG diluents must match in quantity and manufacturer
8. All MR antigen and MR diluents must match in quantity and manufacturer
9. Clicking "Distribute and Print Issue Voucher" should deduct all stock used in the issue from my inventory* (including all antigens and supplies) and open a print dialogue with the contents of8

As a requisitioner of stock (RIVO or DIVO) I want the system to enable me to send my requisition order to my supplier to request for vaccines and related supplies so that I can ensure the proper amount of stock in my inventory

Acceptance Criteria:
1. Process begins either on the home page or via Requisitions > Create / Authorize
2. Requisition sent to supplier of requisitions facility (i.e. DVS goes to RVS, RVS goes to CVS) upon clicking "Send and Print Requisition"
3. The quantity of stock requested for each product (including antigens, diluents, syringes, and safety boxes - see additional data on "Additional Vaccine Supply") are automatically calculated as Maximum - Current Stock on Hand for that particular antigen
4. Able to preview my requisition before I send
. Able to print my order for further approval including a space to provide a signature, stamp, and date.
#TitleUser StoryLabelImportanceNotes
1Print pick list

As a District Vaccine Officer ("DIVO") I would like to print a requisition based on the stock to be picked from inventory so that I can be guided as to what lot numbers should be packed for delivery.

Acceptance Criteria

  1. System suggests which batch to draw from (and show expiry and VVM).

  2. The requisition must be printable

VIMSMust Have
32

Simplify ordering

As a DIVO I would like to automate the ordering process by having the system automatically calculate the routine top-up so that I can ensure I have ordered the proper amount of buffer stock based on my catchment area.

Acceptance Criteria

  1. For Districts and Regions, monthly order automatically tops-up to max at Regional and District level

  2. Same process for non-routine orders – tops up to Max with one click.

  3. Simple one-click process

VIMSNice to Have
43View orders from Regions

As a National Logistician I want to be able to view and check the list of orders come from regions so that i can print them in a consolidated list before I send them manually to MSD

Acceptance Criteria:

  1. View order request through my Homepage from Regions

  2. Check/unchecked the list to be consolidated

VIMSNice to Have5Individual issue from requisition

As a issuer of stock & receiver of requisitions (RIVO / National logistician) I want to issue all vaccines (and other related supplies) that relate to a particular requisition from a facility I supply in one screen so that I can quickly and effectively reply to requisitions.

Acceptance Criteria:

1. A screen showing the product name and quantity requested on the same row with the quantity and batches I currently have in stock for the requested product at my facility
2. The ability to adjust the quantity I issue from each batch (including issuing 0 from a batch)3. Batch #, Expiry Date, and Manufacturer displayed (read-only) for all products that have those attributes

4VIMS6Transfer Stock

As an issuer of stock I want to be able to transfer stock to my siblings so that we can collectively reduce the risk of stock outs in our geographical hierarchy

As a RIVO I want to be able to transfer stock to other RIVOs within my region so that we can collectively reduce the risk of stock outs in our regions

As a DIVO I want to be able to transfer stock to other DIVOs within my region so that we can collectively reduce the risk of stock outs within our region

Acceptance Criteria:
1. Issuer & Receiver must be in the same geographical hierarchy
1. Must require the entry of batch(es), date of transfer, & quantity/ies to make the transfer
2. Deduct from that particular batch immediately after stock transferred, with this the system should allow to transfer batch of vaccine.

VIMS7Order Requisition

As an issuer of stock I want a screen where I can view all my pending requisitions and select one to view and convert to issue so that I can react to requisitions sent to me

Acceptance Criteria:
1. Can be viewed by going to the menu bar and selecting, Requisitions > Approve
2. Columns displayed are Date of Requisition and Source (Facility Name)
3. Clicking a row or the issue button transfers me to the screen for converting that requisition to an issue

VIMSMust HaveElectronic Requisition
5VIMSMust Have9Single Pending Requisition Restriction

As a issuer of stock I want facilities that I supply to only be able to have one pending requisition at any given time so that I can prioritize those facilities that have been waiting longest for their requisitions to be filled

Acceptance Criteria:
1. If I have an outstanding requisition that has not yet been filled by my supplier, I should be prevented from accessing the "Create Requisition" 
2. All buttons that usually read "Create Requisition" instead read "Receive Consignment"

VIMSMust Have
106Round up stock order to pack sizeAs a DIVO, I would like to round up the stock order to packaging size… so that I can eliminate the need for the RIVO to adjust the amount distributed.VIMSMust Have
7Distribution report

As DIVO, RIVO and National user, I want to get a report which show quantity distributed to and from

Acceptance Criteria

  1. I select geographical zone which I am authorized to see and date range

VIMSMust Have

Image Added

8Requisition and Receipt Variance ReportAs a national logistician I want to be able to run a report to view the variance (the quantity of stock requested versus the quantity of stock received) between matched requisitions and receipts so that I can use this metric as part of my performance management evaluation
Nice to Have
9Notification to fill (outstanding) requisition order

As a receiver of requisitions (National logistician/RIVO) I want to receive a notification of requisition orders sent to me from those I supply so that I can issue stock to them accordingly

Acceptance Criteria:
1. A notification on my homepage that links me to "My Pending Requisitions" if there is more than 0 outstanding requisitions
2. The notification resolves (no longer shows on my homepage if I have no pending requisitions)


Nice to Have11

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10Create Requisition Visual

As a store room manager I want to view, print, and send a requisition containing all products in my inventory on a single screen so that I can save time and requisition the stock I need when I need it

Acceptance Criteria:
1) My facility, my name, and the current date are all automatically populated on the requisition based on my user profile
2) All antigens and diluents are shown in a table with the following columns (antigen, maximum stock, re-order level, available stock, and Amount Required) as shown in the visual
3) All non-antigens and diluents products are shown in a table with the following columns (antigen, maximum stock, re-order level, available stock, and Amount Required) as shown in the visual but not the printed requisition.
4) Products > re-order show as black
5) Products > minimum and <= re-order display as yellow
6) Products <= minimum show in red
7) I can view the requisition in doses or vials. note: not required if this is a high level of dev effort
8) Clicking "Submit and Print Requisition" 
i) notifies the supplier of my facility 


Nice to Have

Diagrams


View file
nameordering & distribution.vdx
height250
Image Added

VIMS Inventory Workflow:

View file
nameVIMS inventory workflow.pptx
height250



Dependencies

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