Business Process

Shiyu created the following draft.

Local Fulfillment Process:

According to this diagram, I have made some assumptions:

Ad-hoc receive and issue stock movements only happen at health facility level.
- Mary Jo Kochendorfer (Deactivated) - these can happen at any level.
- Lakshmi Balachandran: agree, these can happen at any level and should be reflected in the diagram
There is no physical inventory for Province or District storeroom
- Mary Jo Kochendorfer (Deactivated) - physical inventory can happen at any level
- Lakshmi Balachandran: agree, these can happen at any level and should be reflected in the diagram
Province and District storeroom manager will submit requisition when there is a low stock
- Mary Jo Kochendorfer (Deactivated) - these would be on a schedule, same as the HF. However, all levels also have the opportunity to create emergency requisitions.
- Lakshmi Balachandran: Mary Jo Kochendorfer (Deactivated), I assume the scheduled requisition happens through a notification? In which case, Shiyu Jin (Deactivated), at each level using OpenLMIS, recommend adding a requisition notification and a manual arrow (I believe the order quantities are system generated but the requisition itself needs to be manually triggered) into the create/edit requisition boxes already in the process flow.
Each requisition requires a submitter and an approver, meaning there is an approve process before submitting a requisition
- Mary Jo Kochendorfer (Deactivated) - Correct. I'd say "before creating an order". Once a requisition has passed through all approvals, it is converted to an order and sent to a supplying warehouse (which could be central or district or external vendor).
I also need some clarification on this process, they are marked as 'red'.
- Mary Jo Kochendorfer (Deactivated) - let's focus on the district storeroom. I imagine that HF will only use the physical stock count and not use OpenLMIS for issuing. Lakshmi Balachandran: Mary Jo Kochendorfer (Deactivated), we should have the capability to do ad-hoc issue and receipt at ALL levels, even if HFs will likely use another interface (e.g. ESMS in Moz) to do the actual issuing. So it should be in the process diagram.
- On the ERP, please take a look at Order and Shipment files for a high-level idea of how external integrations are happening.
Does central level storeroom have an existing ERP system? Will OpenLMIS integrate with the ERP system?
- Mary Jo Kochendorfer (Deactivated) - yes there is usually an ERP. OpenLMIS hopes to integrate with it but each country is different and depends. Yes, we want to and do in many cases. However, some 'orders' may be fulfilled by the district and within OpenLMIS one day.
Does health facility storeroom experience receive type stock movement? If yes, what are the user senarios?
- Mary Jo Kochendorfer (Deactivated) - yes, in many cases the Central Store delivers directly to HF based on the approved requisition/order placed. They would validate that against the POD. You can see that now in 2.0 by going to Order → Manage POD
What the starting point for the ad-hoc receive/issue stock movement? Is it from an patient? Is it from another facility storeroom?
- Mary Jo Kochendorfer (Deactivated) - depends. Usually from another Ward. I'm going to make a diagram below to explain wards in a District Hospital which has a District Storeroom.
- Lakshmi Balachandran: Note that from OpenLMIS's perspective, the starting point for the ad-hoc receive/issue stock movement is the user doing the ad-hoc issue/receipt - there is no level/user in the system that will trigger an ad hoc issue/receive. There are a number of scenarios that lead to an ad-hoc issue/receipt and I'm listing some examples (in addition to wards that Mary Jo describes) below for context.
  - Ad-hoc issue: As discussed on the call, this is any issue of stock that is not related to a system requisition. Examples include
    - Issuing to wards. Wards are smaller storerooms, usually specific to a program like maternal health or vaccines, within the larger store room/pharmacy. This is an ad-hoc issue since they will not be requisitioning through the system
    - Facility re-distribution or inter-facility transfer: if a facility has low stock, often times a nearby facility will just send them stock without going through an emergency requisition or other process
    - Issue to community health worker (since they will not be requisitioning through the system)
    - Returning a product
    - and yes at the health facility level (and sometimes at district level) this includes issuing to patients as well.
    - Refer to OLMIS-630 for more details
  - Ad-hoc receive: This is any stock received that is not related to a system requisition. Examples include
    - Inter-facility transfer: the flip side of the example in ad hoc issue, the user is a facility that has low stock and has received stock from another facility
    - Receiving stock directly from an NGO or donor, since again this won't be through an OpenLMIS requisition.
    - Refer to OLMIS-629 for more details

Feedback

Some background on requisitions can be found here: Requisitions

I recommend focusing at one location first. I'd focus on a District Storeroom. Each country configures its supplying routes differently but if we first focus on one user we can build out that functionality and then the exchange between levels.Lakshmi Balachandran: Agree. Shiyu Jin (Deactivated), Most - if not all - stories and experiences from ESMS at the HF level can be generalised to the district storeroom as well and I'm happy to talk through the differences/similarities. Given that the district storeroom is a more immediate/likely user of OpenLMIS, I like the idea of focusing there and then generalising those stories to other levels.

Currently most requisitioning is done on a schedule (no matter if it is a HF Storeroom or District Storeroom)

On District Storerooms, medicines and supplies need to be moved from the storeroom to the places where they are used, such as treatment areas, wards, or outpatient facilities. The procedures are similar, whatever the size of the facility. An adhoc issue could be to a ward from the storeroom. It could also go to another facility. I didn't have much time so only made a simple diagram below.

Lakshmi Balachandran Feedback: Need to include adjustments at all levels as well