Requisition - Budget Feature

Goals/Scope

To allow R&R submitters and approvers to have access to budget data when submitting and approving R&Rs with saleable products (ie ILS program).  This is so that they can factor this data into their decision making.

A possible additional enhancement (not currently in eLMIS) would be to import MSD stock status information into OpenLMIS, also for the purposes of this information being visible during requisition submission and approval.  For example the stock status could be listed as adequate stock, under rationing, or not in stock.

Status in eLMIS: In eLMIS, not in use

Background

Some products are non-saleable and are provided for free by MSD to facilities.  However for saleable supplies (in the ILS program), the Government provides financing by allocating a budget to each facility annually, and then throughout the year implementing this budget through disbursements to MSD.  Facilities can draw down this budget over the course of the year, and can also supplement these funds by sending MSD a cheque (using their own resources).

The ERP manages this process.  However budget availability is useful data for R&R submitters and approvers so that they can compare the total cost of their order with the funds in their MSD account.  This feature entails budget data being downloaded from the ERP to OpenLMIS on quarterly basis so that it is visible in OpenLMIS.  The ERP will handle the accountancy behind the figures, with OpenLMIS simply accessing the budget data.  While “budget data” as implemented currently in eLMIS and as documented currently is simply one budget figure per facility/program/period, it may also be useful to allow for multiple figures (the annual budget, and the remaining budget after expenditure to date).

Assumptions

User Stories

This is documented in https://openlmis.atlassian.net/wiki/display/OP/Budgeting+Feature

Facilities want to see their Government-allocated budget status when submitting requisitions for saleable products.

District and MSD approvers want to see the Government-allocated budget status of the facility when approving requisitions for saleable products.

Planners wish to see analyse expenditure on commodities both from Government-allocated budgets and from facility’s own sources of funding.

The budget data consists of a budget figure or figures for each program-facility-quarter combination.  Note that while the link above documents only one budget figure per program/facility/quarter, further exploration of this issue during gap analysis has led to the possibility of there being multiple figures, ie

• the annual Government-allocated budget of the facility.  This may be displayed to OpenLMIS users:

• as it is - the annual budget of the facility; or

• as the average quarter budget (annual budget divided by 4)

• the remaining Government-allocated budget of the facility (the annual Government allocated budget minus the expenditure to date by the facility drawn from the Government allocated budget). This may be displayed to OpenLMIS users:

• as it is - the remaining Government-allocated budget of the facility; or

• as the average remaining Government-allocated budget (remaining budget for the year divided by the number of remaining quarters)

• the expenditure during the year to date by the facility on MSD commodities from other funding sources (ie through cheques sent by the facility to MSD)

• any balance between the facility and MSD from its other funding sources (for example, if last period the facility sent a cheque for greater than the value of the goods it ended up receiving, MSD may hold an “own-funding-sources” balance on behalf of that facility which can be drawn on during this period).

Possible stock enhancement:

• Facilities want to see stock status information on products in MSD when submitting requisitions for saleable products, to avoid submitting orders for products not in stock.

• District and MSD approvers want to see stock status on products in MSD when approving requisitions for saleable products , to avoid approving orders for products not in stock.

Diagrams

Dependencies

Open Questions

Below is a list of questions to be addressed as a result of this requirements document:

Out of Scope