[VIMS/VLMIS] CCE : add/edit/search/transfer

Owned by Ashraf
Last updated: Apr 24, 2017
7 min read
Target release
EpicCold Chain Management & Reporting
Document status
DRAFT
Document owner
@JSI
Technical LeadAshraf

Goals/Scope

Insufficient, outdated and broken cold chain equipment are often cited as major problems affecting routine immunization efforts during country immunization program reviews and supervisory visits. There is a need to support enhancing the existing web-LMIS to include a detailed module for managing cold chain data for vaccines in vLMIS. The scope of this module is to make it possible to track the cold-chain inventory and use. This module will be capable of entering new cold chain assets based on their asset types. Each month, along with other logistics data, users will update the operational status of their cold chain assets.  


Out of Scope (covered by other epics)

  • Status update
  • permission setting
  • create catalog

Background


VIMS:

 Cold chain equipment management begins with IVD selecting cold chain equipment based on the WHO/UNICEF PQS/PIS catalogue/website. IVD needs to set the Cold Chain equipment parameters by brand and model in use in Tanzania immunisation system. IVD initiates the process by allocating the procure equipment to the Region and respective districts. The allocation is based on the cold chain capacity gaps delivered from the system. The district personnel is responsible for allocating equipment to their specific health facilities as per capacity gap.

The process should then continue to allow users of the cold chain equipment to edit, add or remove cold chain equipment and its functionality status. Involvement of Partners such as WHO and UNICEF in the finalisation process, validation of reporting requirements and for follow-up procurement and program level decisions.


VLMIS:

The cold chain system in Pakistan needs to be upgraded at all levels, with particular attention to provincial level and below. Design standards that emphasize operational and energy efficiency should be developed for national, provincial, and district cold stores so that investments in upgrades contribute to optimized storage procedures, reduced energy consumption and cost containment. Upgrades must also include back up power systems; if generators are included, adequate long-term budget support is required for fuel. At lower levels, solar ice liners refrigerators (ILRs) should be based on the newest sustainable technology (solar chill) for areas with high incidence of power interruptions. Any new equipment investment must also include training for technical staff on maintaining and repairing new technology, and additional technical staff should be trained and posted at both provincial and district level to meet demand. Where possible, purpose built vehicles for the maintenance and repair of cold chain equipment should be procured and stocked with spare parts to improve efficiency of available technical staff.

Cold chain module should include the following features so that the capacity of National Immunization Programs is strengthened and every individual can benefit from vaccines of assured quality delivered in the right amount at the right time through efficient logistics, proper vaccine management, and a well-functioning cold chain system. The proposed requirements are:

  1. Management information system capable of collecting cold chain asset data, its capacity and working status so that adequate number of vaccines are stored for every immunization session.
  2. Cold chain asset status is provided on monthly basis so that  vaccine wastage is minimized without affecting coverage and New vaccine introduction is not constrained by lack of storage/transport capacity
  3. cold chain inventory control system to ensure proper management and distribution of cold chain supplies
  4. Storage and warehouses to have adequate capacity of cold chain assets to ensure vaccine shelf life. 

Assumptions

  • All users are expected to know how to use basic Internet tools.

  • Equipment catalog is already created
  • User of this function are assigned appropriate role

User Stories


TitleUser StoryLabelImportanceNotes
1Add CCE to Inventory

As a cold chain manager (National, RIVO, or DIVO) I want to deploy a piece of cold chain equipment to a site and record it in VIMS So that we know what equipment is deployed at each location

Acceptance Criteria

  1. CCE can be added to any facility that exists in VIMS and has the Vaccine program. CCE adds are ideally done on the Equipment / Equipment Inventory screen in eLMIS. (note: district and regional vaccine stores need to be added to in VIMS)

  2. When added CCE, the following data elements can be specified:

    • Equipment Type (req)

    • Manufacturer / Brand - populates based on equipment type selection (req) .users would prefer to select manufacture and brand, then have system populate equipment type

    • Model - populates based on brand selection (req)  --dev note: from catalog table

    • Serial Number (req?)

    • Year of Installation (req) - must be 4 digit year

    • Stabilizer (req)  - Yes/No

    • Source of Energy (req) - Need list. Values may map to Solar, Electric, Gas in db

    • Status (req) - Functional, Non-Functional, Functional but Not Installed, – do we also need Obsolete?

  • Non-Functional Status (opt) - If the Status is Non-Functional, the Non-Functional Reason is Required.

  1. It is possible to query (and later, view via a report) the following attributes of the facility where the equipment is deployed: Type of Health Facility, Operated By, Electricity

  2. All attributes of the brand/model are available for each deployed equipment. For example a report or query could be created showing the capacity for each deployed refrigerator.
  3. All attributes of the facility are available for each deployed equipment. For example a report or query could be created showing the type of health facility the equipment is deployed at.


VIMS,VLMIS

Must Have










2

Edit Inventory Details

As a National Cold Chain Manager, RIVO, or DIVO I want to edit the details of equipment that is in my inventory So that the details for all equipment are correct

Acceptance Criteria

  1. The following fields can be updated:

    • Serial Number (req?)

    • Year of Installation (req) - must be 4 digit year

    • Stabilizer (req)  - Yes / No

    • Status (req) - defaults to Functional

    • Facility (move the equipment to a different facility)

    • Active - Yes / No

  2. There is not a need to track what facility equipment used to be located (only current location is needed)

  3. National cold chain manager can see/view a list of all CCE equipment in the country (including national store), with ability to filter or sort this list by Region and District

  4. RIVO can see/view a list of all CCE equipment in the Region (All DVS and All HFs) including Regional Vaccine Store, with ability to filter or sort this list by District

  5. DIVO can see/view a list of all CCE equipment in their district (All Health Facilities that are in that particular district) including at the District vaccine Store

  6. National logistician can move equipment to any other location in the country

VIMS,VLMIS

Must Have


3

Search Inventory

As a National Cold Chain Manager, RIVO, or DIVO I want to search  the details of equipment that is in my inventory


Acceptance Criteria

Search by the following attributes

  1. Asset Sub-Type: Select asset sub-type from the list.
  2. Source of Supply: select the supplier source from the list.
  3. Working Status: select the status of the Asset from the list.
  4. Asset ID/Equipment Code: is an automatically generated unique identifier for the adjustment.
  5. Catalogue ID: specify the Catalogue ID.
  6. Make: specify the make of the asset being added.
  7. Model: specify the model of the asset being added.
  8. Serial No.: Enter the asset’s serial number.
  9. Gross Capacity From: Add the gross capacity of the asset in liters.
  10. Gross Capacity to: Add the gross capacity of the asset in liters.
  11. Working From: Enter the year since the working of the asset.
  12. Working To: Enter the year till the optimal working of the asset.
  13. CFC Free Sticker: select one of the options from Not Applicable, Yes and No.
  14. Placed at
  15. Warehouse: select the warehouse to place the asset.


VIMS,VLMIS

Must Have










Ashraf Islam (Unlicensed) Muhammad Ahmed (Unlicensed) Why were all these search criteria needed? (First screenshot)
Also, wouldn't a National Mgr/RIVO/DIVO also need to see their supervised facilities? (Not just their own facilities) How does the system do hierarchy here?


Vidya Sampath

VIMS implemented both own facility as well facilities managed by DIVO/RIVO


4

View Inventory

As an EPI Manager I would like to view my current cold chain inventory so that I can see which refrigerators need repair, and better plan replacements, see breakdowns by type and unit, and estimate additional volume for new vaccine introductions.

Acceptance Criteria

  1. Items to include per refrigerator: Location Type (Region, District, Hospital, HF), Facility Name, PQS, Brand, Model, Refrigerator Type (ILR, SDD) Functional Status, Capacity, Age of Equipment, Install Date, Power Source, Number of Breakdowns

  2. Need ability to add or remove equipment from inventory (Add/Remove button at bottom of their equipment list)vv

VIMS,VLMIS

Must Have

Ashraf Islam (Unlicensed) Muhammad Ahmed (Unlicensed) Is there a screenshot for this? Interested to see how the estimate addtl volume piece works. Or was this on the backlog for VIMS?

Is this screenshot (copied from above) referring to this View Inventory story instead?



Vidya Sampath

Please find additional screen shots which show other factors such as replacement plan, repair management

along with storage capacity and view inventory.

5

Transfer inventory

As RVI/DIVO/National, I should able to transfer assets to other facilities.

Acceptance Criteria

  1. The following information must be recorded:
    Assets ID, Assets Type, From. To, LevelT

  2. User can successfully transfer the cold chain assets information in vLMIS.

VIMS,VLMIS

Must Have

This historical record piece is a great feature and we need to discuss further. Need to understand exactly why this is important to have, because at the moment it seems that it is not necessary for an MVP.


6

Delete Inventory

As a National Cold Chain Manager, RIVO, or DIVO I want to delete equipment from my inventory

Covered in story 4 above, Acceptance criteria #2.

 

 

Nice to Have


Diagrams

Dependencies

Availability of internet, well maintained warehouse / stores

DescriptionLink



Open Questions

  1. As a DIVO, I would like to see the cold chain utilization for my facilities... so that I do not send to much stock that exceeds the net volume for the refrigerator.
  2. As a DIVO, I would like to have a list of the serial numbers of my refrigerators… so that I can better track the assets that I am managing.
  3. As a DIVO, I would like to mark a refrigerator for decommissioning and then later specify the date when it was decommissioned… so that I can follow the policy and process I use for removing an equipment asset.
  4.  create a spreadsheet in Excel that will be used for the catalog upload  The spreadsheet should include all column headers and have at least 10 rows of data in it, including a mix of equipment that is in the PQS catalog and obsolete equipment still in use in TZ.


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

#QuestionOutcomeStatus
1


Out of Scope

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