[SELV/SIIL] Stock Management: Electronic Stock Card

Target release	Vaccine Module
Epic	Stock Management
Document status	DRAFT
Document owner	Rachel Powers
Technical Lead

Goals/Scope

This functionality seeks to provide users of the system a way to keep track of product and conduct stock management through an electronic stock card. This should captures movements in and out of stock, as well at reasons for stockout and other relevant information. Successful acceptance of this functionality would involve the following:

Enter vaccine stock data, capture stock movements (amount, history, received stock.) The electronic stock card feature is used to mirror the physical cards that sit in storeroom bins and serve as a log of all past ins and outs for each commodity in the storeroom. Each stock card should contains all transactions for each batch of the commodity.

Background

Effective vaccine management requires accurate stock management information in order to track stock levels and ultimately using the information to predict and avoid stockouts.

Forecasting/Needs estimation can be calculated using:

- Configure stock card template for UI viewing
- Conduct a physical stock count on a schedule
- Track ins/outs of stock
  - Transfer in/out (to/from a facility within OpenLMIS and out)
  - Adjustments
- View stock cards and stock on hand
- Historical movements/corrections
- Notifications on low stock

Assumptions

User Stories

#	Title	User Story	Label	Importance	Notes
1	Configure fields on the electronic stock card	As an OpenLMIS implementer, I want to set-up the stock card to specify which fields to display, the name of each field and the order of the fields so that the stock card is easy to navigate and relevant to OpenLMIS users in my implementation managing their stock at a facility. OLMIS-706	SIIL	Nice to have	For each Program-Facility Type combination, the following fields are available to choose from when designing a stock card template: (Header Options) Facility Name (required) Product name (required) Packsize (optional) Program (required) - Donor (optional) - text string Unit of issue (required) - dispensing unit Stock on Hand (required) - same as balance and is calculated based on the beginning balance, issued, received, and adjustments. see SOH for requisitions. If needed we may need to make separate sub tasks or tickets to break this out. Max Months of Stock Min Months of Stock Need to make sure we have consensus on the titles to be used Already built in 3.1
2	Create electronic stock cards for a facility	As a storeroom manager, I want to see electronic stock cards for all my products when my facility is set up so I can begin tracking stock movements at my facility. OLMIS-1431	SIIL	Must Have	1. When implementer initially configures the master product list and associates products to facility types, a blank electronic stock card is generated for all of the facility approved products. Whatever information - such as product name, program, etc. - is available from the product list should be pre-populated. Everything else should be blank. 2. When a new product is added to a facility's product list, a blank electronic stock card is created for the product Whatever information - such as product name, program, etc. - is available from the product list should be pre-populated. Everything else should be blank. Already built in 3.1
3	View current electronic stock card for a product	As a storeroom manager, I want to be able to see the electronic stock card with all transactions for a product that exists at my facility so that I can see what transactions contributed to my current stock on hand for that product. OLMIS-625	SIIL	Must Have	Scope out: User accesses the electronic stock card through the View SOH by program/facility page Min and Max month calculation Activities are listed in reverse chronological order, with the most recent activity first
4	Conduct physical stock count	As a storeroom manager I want to be able to make adjustments to vaccines in my inventory via a process that mimics the physical stock count I perform so that I can keep my electronic inventory synced with my physical inventory. OLMIS-532	SIIL	Must Have	Acceptance criteria 1. Display list of products, current SOH quantities, and programs Display donor if information is being collected/displayed on the electronic stock card 2. User can sort list by product name, program name, or SOH 3. User can search by product name Allow search by lot number if lot management is “on” 4. User enters physical stock on hand for selected products 5. User also enters the following information: Date of movement (pre-populated as the current date) Document number (only if selected by the implementor in OLMIS-706 DONE ) Signature (only if selected by the implementor in OLMIS-706 DONE ) Looking forward: If lot management is "on", physical count will need to be done by lot. Display lot numbers and quantities in each lot along with list of products Allow searching by lot number to select products Already built for 3.1 Rachel Powers (Deactivated) and Vidya Sampath to review what is being built and what else is needed
5	Make stock adjustment	As a storeroom manager I want to make adjustments/changes to the information on the electronic stock card so that I can record any changes that have occurred in my actual stock (ensuring that my electronic and physical stock amounts are the same) Should include: Date, quantity, reason fields (mandatory); reason itself will tell debit or credit OLMIS-2096 OLMIS-19	SIIL	Must Have	Batch action to be included? Rachel Powers (Deactivated) and Vidya Sampath to review what is being built and what else is needed
6	Perform ad-hoc receipt/issue	As a storeroom manager I want to be able to perform an ad hoc receipt/issue to record vaccine movements that were not part of the routine process so that I can keep my electronic inventory up to date. OLMIS-634 OLMIS-635	SIIL	Nice to have	These ad hoc vaccine movements are important to record in the stock card, but they are listed as Nice to Have since the same amounts can be recorded in the general "adjust Rachel Powers (Deactivated) and Vidya Sampath to review what is being built and what else is needed
7	Print stock card	As a store room manager, I want to print out electronic stock card so I can store the paper format copy and/or provide it to auditors who need to see a physical copy. OLMIS-1833 OLMIS-2088	SIIL	Nice to have
8	Record historical stock activities	As a store room manager, I want to record information on stock movements that happened in the past (i.e. in a non-chronological order) so that I can capture the full scope of stock movements through my storeroom. Implementers will have the option to select the cut off for how far back users can enter historical movements. Last physical stock count Last requisition This month Previous month OLMIS-1775	SIIL	Nice to have	See comments on OLMIS-634 TO DO for more context on the story. Notes on example implementations: Zambia: users are able to enter historical movements up till the last physical stock count VIMS: users are allowed to; initial set up was anything in the current month (i.e. if it is 13 Jan, allow movements to be entered starting from 1 Jan). Eventually -based on user feedback/behaviour - this was extended to the previous month as well (i.e. if it is 13 Jan, allow movements to be entered starting from 1 Dec) Mozambique: users are not allowed to enter historical movements Rachel Powers (Deactivated) and Vidya Sampath to review what is being built and what else is needed Can already record historical events, but enforcing how far back someone can record is a new feature
9	View SOH summary	As a DIVO, I want to be able to see stock on hand summaries for a specific geographical region/zone so that I can get an overview of total stock available and plan any needed stock movements amongst facilities in that area.	SIIL, SELV	Nice to have	This has not been built but has been requested.

Diagrams

Dependencies

Description	Link

Open Questions

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

#	Question	Outcome	Status
1	In terms of personas, the DIVO, storeroom manager, and intermediate level logistician all record stock movements and monitor stockouts. Should they be called out separately in the user stories?
2	Should we address lot management in v3.3?
3	Adding stories on bundling orderables/products (kits)
4	Do we want OpenLMIS to continue dealing with facility as the most granular level, or do we want to add a lower level? If we add new "sites"/"locations" within a facility, we can also use that as a mechanism to indicate when stock is distributed to a specific CHW, e.g.
5	Do we need to bring the doses vs vials question to Copenhagen? It sounds like both need to be options, but we also need a better understanding (and examples) of where and when to use those different units (and how configurable to make it).
6	Open vial wastage vs closed vial wastage need to be discussed more

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