[VIMS] Stock Management : add/edit/delete/search/validate

Owned by Ashraf
Last updated: Apr 23, 2017
5 min read
Target release
EpicStock Management
Document status
DRAFT
Document owner
@JSI
Technical LeadAshraf Islam

Goals/Scope


Background


Assumptions

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

User Stories


TitleUser StoryLabelImportanceNotes
1receipt process

As a receiver of stock I want to be able to begin the receipt process from the issue voucher number so that I can pre-load my receipt with the products and quantities I received.

Acceptance Criteria:

1. The system will not require the Receiver to fill in an Issue voucher number (to be pulled from the Issue voucher made by Issuer)

VIMSMust Have
2receive stock

As a stock receiver I want to be able to receive new products into my inventory from a requisition by completing the stock receipt process so that I can save time and my stock is up-to-date.


Acceptance Criteria:

1. The system will require the user to fill in an issue number (to be pulled from the physical issue voucher made by Issuer)

2. The system requires the user to fill in the date of receipt

3. Requisition date, facility name, products, and requested quantity must be automatically populated from the requisition (grey in mock-up).

4. User will is required to fill in batch number, quantity for that batch, expiry date, manufacturer, and VVM stage when accepting a receipt (grey in mock-up). The total quantity received should automatically populate based on the sum of each quantity for a batch.

5. One table to include all syringes and safety box products

6. One table to include all other products not described in #5.

7. The ability to accept 5 & 6 independently

8. A requisition remains "pending" until both #5 and #6 have been accepted.

9. The user can add or remove an additional batch which will create a new row within an antigen row (see mock-up)

10. Clicking "Accept Vaccine Consignment" will automatically add all products and their attributes from #6 to my inventory

11. Clicking "Accept Supplies Consignment" will automatically add all products and their attributes from #5 to my inventory

12. Clicking cancel will clear all data from the page and return the user to their home page



VIMSMust Have
3generate issue voucher

As an Issuer of Stock, I would like the system to automatically generate Issue voucher number to my Issue voucher so that I can keep track of the issues I have made to my recipients as well as reducing a burden for me to key in voucher number any time I want to issue stock.

Acceptance Criteria:

1. Generated voucher number with the first three letters from the Format country code-region-district-year-serial number

eg. Issue voucher number at IGUNGA, (Tanzania – TAN; Tabora –* TAB*; Igunga- IGU; 2001 – 2001; serial number 10 -10

2. The serial number should start from 1 to infinity. eg. 1,2,3,,,_ , Infinity.

3. The serial number will restart to 1 in a new year

VIMS

4visualization for multi-level issues

As a National logistician I want to view stock on hand for my facility and for all facilities to which I issue so that I can prevent my facility and those facilities I serve from stocking out.

Acceptance Criteria:

  1. The ability to view the entire hierarchy of supervised facilities in a drop down.

  2. A visual cue that aligns with those on  to indicate all facilities in my hierarchy that are below re-order or minimum stock

  3. The ability to view a facility in the main visual by selecting it from the drop down list

  4. Dummy data to test 1-3

  5. Built as a component so that this visual can be re-used elsewhere

VIMSMust Have
5

Structure of an Electronic Stock Card

As a store room manager I want to be able to organize all products in my facility by program using an electronic store card so that I can keep track of the details of my inventory at all times

Acceptance Criteria

  1. One Electronic Stock Card exists per product per facility

  2. If the same product exists in multiple programs for a facility, there is only one electronic stock card for that product

  3. Design accommodates future where stock management will be turned on/off for some programs, facility types, and individual facilities

VIMS

6Individual 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
4. 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 of

VIMS

7Transfer 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.

VIMS

8Electronic Requisition

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
5. Able to print my order for further approval including a space to provide a signature, stamp, and date.

VIMSMust Have

Diagrams

Dependencies

Availability of internet, well maintained warehouse / stores

DescriptionLink



Open Questions


Q: In the situation where diluents are damaged somehow, how can we just order diluents?

It is very difficult to order diluents it self. so for the doses that doesn't have a pair of diluents they will be reported as wastage for unopened vial " i gues i'm aswering the question if found diluents and its vaccine mismatch after a physical count

A: User will make an adjustment to diluents prior to requisitioning. The requisition will include all products below maximum level. 


Q: Are there situations where we don't want to automatically add diluents, syringes, and safety boxes to an order?

A: No, both need to appear in one order. still skeptical about adding diluents to an order " will sell the idea to the team"


Q: How will the body responsible for syringes and safety boxes interface with VIMS? 

A: It is MSD, just a different warehouse.

 

Q: Do healthworkers check that the manufacturer of an antigen and the manufacturer of a diluent are the same?

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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