Stock Management Domain Parent Page



This page summarizes the discussions and requirements gathered thus far for this domain.

Contents:

Domain Facilitator: Brandon Bowersox-Johnson



TO DO:

  • For all stories, under I and II, reconcile user personas listed
  • Link up stories with the exact source from archive
  • Figure out what the "backside" of the card will be – if you have a screenshot from an existing system to print on the other side of the card, figure out which screen shot and send to Alice for printing.
  • The following table will be represented as cards and printed out so folks can move things around.


Important to note:

  • We've defined stock management as everything dealing with stock for my facility and store rooms only. Workflows related to stock at lower levels should be included in Re-Supply. This includes issuing to a lower level, checking stock levels at a lower level, etc.
  • Recording wastage and capturing reasons for wastage are covered in this domain. Since wastage is captured first during physical inventory, it is reflected here. The wastage data recorded is also used for Forecasting & Estimation.

I - MVP for Domain



Enter Stock Data
ES1.

Record a physical stock count by product

As an Immunization Health Worker, I want to record vaccines in my inventory via a process that mimics the physical stock count I perform so that my electronic inventory accurately reflects my physical inventory.

Open Question:

  • Do stock counts/bin cards identify which CCE fridge the stock is kept in? (Or do you have multiple bin cards for the same product at different locations in the facility?)

version 3, SIIL

ES2.

Record a stock adjustment

As an Immunization Health Worker, I want to record adjustments (movements in/out) of vaccine stock at my facility so that I can keep my electronic stock card accurately reflects my physical inventory.

Open Question:

  • Can adjustments be just one list of reasons (without sub-categories)? (Some reasons may allow a free-text explanation entry.)

version 3, SIIL

ES3.

Record wastage quantities and reasons

As an Immunization Health Worker, I want to record wastage (specifying a quantity, product, facility) and provide the reason for wastage (VVM in case of heat, shake test in case for freezing, broken vial, expired vial).

*Related to KPI on Wastage
version 3, SELV/SIIL

ES4.

Record ad-hoc receipt/issue

As an Immunization Health Worker, I want to record an ad-hoc receipt/issue to record vaccine movements that were not part of the routine re-supply process so that I can keep my electronic inventory accurate.

version 3,SIIL
(Note: Connects to Re-Supply) 

ES5.

Manage lots (centrally)

As a National Vaccine Warehouse Clerk, I want to record Lot Codes and Expiration Dates as new lots go into circulation so the Lot information is available for all users tracking stock.

version 3 uses API

ES6.

Record lots

As an Immunization Health Worker, I want to include a lot code while recording stock quantities (during physical stock counts, adjustments, ad-hoc receipt/issues) so that I can keep track of any issues involving that lot.

version 3 (see also Lot Management for Stock Management Service)

ES7.

Initiate and submit a requisition

As an Immunization Health Worker, I want to submit a requisition so that I can request an appropriate quantity of products.

version 3, VIMS



View Stock Data
VS1.

View stock on hand

As an Immunization Health Worker, I want to view my total stock on hand for any product at my facility so that I can see my current stock levels and view detailed transactions.

version 3, SIIL

VS2.

View transactions for a product

As an Immunization Health Worker, I want to view the electronic stock card with all transactions for a product at my facility so that I can see what transactions contributed to my current stock on hand for that product.

version 3

VS3.

Print stock on hand summary

As an Immunization Health Worker, I would like a printout summary report similar to a paper stock ledger so that I can present the necessary audit trail for my stock.

version 3

VS4.

Print stock card

As an Immunization Health Worker, I want to print out the electronic stock card so I can store the paper format copy and/or provide it to auditors who need to see a physical copy.

SIIL



View KPIs
KPI1.

Stocked according to plan - DISC KPI (quarterly – intermediate levels; annually national, global)

KPI2.Full stock availability - DISC KPI
KPI3.Closed vial wastage - DISC KPI

Open Questions:

  • For the KPIs, identify the persona(s) viewing these and the frequency.
  • Do the KPIs only apply at facilities using OpenLMIS to track their stock (record physical stock counts, adjustments, etc)? 



Reports
R1.Report of product availability per facility (as needed - DIVO, others)
R2.Stock ledger report



Dependencies/Configuration
DC1.

Upload product list via CSV

version 3 uses API

DC2.

View product quantities in one unit only (need to choose doses or vials for all countries)

Open Question:

  • Where do quantities need to appear in doses and/or vials*? Is one of those sufficient? Version 3 quantities are in dispensing units and it rounds those to pack quantities.
DC3.

Upload reasons for adjustment via CSV

version 3.1 uses API and admin screen

*Note: Should Stock keeping Units (SKUs) should be the operating assumption to enable use of barcode scanners? If so, vials are the SKU and must be used. However, if doses are the unit for estimating needs (based on targets) then MVP needs to offer both SKU as well as a dose conversion based on doses per vial in order to convert doses need to SKUs to supplied. No OpenLMIS user should have to recalculate doses to vials with a calculator (or worse, by hand) —ChrisW.


II - Nice to Have Features



Related to Enter Stock Data
RE1.

Record VVM status with physical stock count

Open Question:

  • Are you just doing this as an adjustment if some product has gone bad? Or are you specifying quantities of each product (or each lot) within each VVM status?
  • When entering VVM status, do users also need to see CCE status/temperature history?
RE2.

Facility within a facility

Note: perhaps not as important for vaccine work — more important for medical commodities/HIV?

RE3.

Record historical stock activities

SIIL #8

RE4.

Generate 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 (and so that they can receive based on an issue voucher instead of manually entering quantities).

Related to Re-supply
VIMS add/edit #3

RE5.

Stock card shared across programs

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

based on VIMS add/edit #5

RE6.

Automatically add additional vaccine resources to requisitions

As a RIVO/DIVO/Health Worker I want diluents (and potentially syringes and safety boxes) to be automatically added to my requisitions so that I can request all the supplies I will need to vaccinate.

VIMS config #5

RE7.

Create Requisition Visualization

VIMS reporting #15

RE8.

Mass Issue Screen

VIMS reporting #14

old 1

Receive product / POD

As a storeroom manager, I want to record product that has specifically been received into my storeroom so that I can have a record of the adjustments related to incoming product for my stock room.

Acceptance criteria:

  • View shipment list with list of items that were sent to my storeroom
  • Inset the quantity of actual product received against the shipped quantity.

*Note: This feeds into the KPI ontime/infull. Or do we not think it is important to track this for storerooms using OpenLMIS to manage their stock and it is only important for locations that we from OpenLMIS deliver to?

Vidya Sampath please move old #1 and old #2 to the other domain

old 2

Confirm receipt & lot information

As a storeroom manager, I want to check all the details of the items before I finalize the receipt like manufacturer, unit, expiry date, batch and store, so that I have an accurate record of exactly the products and their origin lots that are in my facility.


Related to View Stock Data
RV1.

Visualization for multi-level issues

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

Same as RE5?

VIMS add/edit #4

RV2.

Stock status report for all levels below me in hierarchy

As a NL/RIVO/DIVO I want to be able to view and export (as a pdf) a report of Stock on Hand for all Vaccines and Supplies at My facility and all facilities below me in the supply hierarchy with color-coded formatting for low stock levels.

VIMS reporting #1 (screenshot)



Alerts & Notifications
AN1.

Low stock notification

As an Immunization Health Worker/Supervisor/DIVO, I want to get notifications for when my facility or a facility below me in the hierarchy has low stock of a product, so I can take action to ensure consistent supply of the vaccine at the facility.

Open Questions:

  • Who is the most important person to receive this alert? (Can we identify a simple rule for who to get this alert without complex escalation?)
  • Which low stock quantity triggers this? (Perhaps low, min, another?)

*Related to KPI on Stock Availability, so may want to prioritize
VIMS reporting #17

AN2.

Stockout notification

As an Immunization Health Worker/Supervisor/DIVO, I want to get notifications for when my facility or a facility below me in the hierarchy is stocked out of a product, so I can take action to ensure consistent supply of the vaccine at the facility.

Open Questions:

  • Who is the most important person to receive this alert? (Can we identify a simple rule for who to get this alert without complex escalation?)

*Related to KPI on Stock Availability, so may want to prioritize

AN3.

Ad-hoc notification

As an Immunization Health Worker/Supervisor/DIVO, I want to get notifications for each ad-hoc receipt and issue at my facility or facilities below me in the hierarchy so that I am aware when products' stock change.

AN4.

Recall and return notification

As an Immunization Health Worker/Supervisor/DIVO, I want to get notifications for each recall and return at my facility or facilities below me in the hierarchy so that I am aware when products' stock is recalled or returned.

Open Questions:

  • Is the recall/return an action that would be logged electronically in the system? Is it similar to a stock adjustment?
AN5.

Dashboard to act on low stock

As a DIVO I want a dashboard that shows me all notifications I need to review and act on...based on months of stock per facility...

VIMS reporting #8

AN6.

Notifications of vaccine problems

Notifications of any stock Expired; or in VVM status 3 or 4; or iif any additional supplies (diluents) are required but available in insufficient quantities for an antigen being issued.

VIMS reporting #11

AN7.

Notification to fill (outstanding) requisition order

VIMS reporting #14

Note: This page has ~2 more ideas for suggested notifications.



Configuration and Administration
CA1.

Configure product inventory list (advanced)

As a Program Supervisor/Central Logistics Personnel, I want to update my country's product inventory list so that it will accurately reflect the name, dosage, and manufacturer information for all the products being used within the EPI program.

Open Questions:

  • How often does this list change in practice?
  • Do countries add their own products that don't come from the PQS/DVDMT data?
  • How often are there different manufacturers or different vial sizes/presentations for the same vaccine?
  • What fields are most critical? (DVDMT/SMT page lists more.)

version 3 uses API (see DC1. in MVP)
DVDMT/SMT has more fields

CA2.

Advanced/de-centralized lot management

As a ________, I want to add new Lots and expiration dates, even if a central authority has not entered the Lot data into the system.

CA3.

Set a schedule to force/prompt users for a physical stock count

Open Question:

  • How frequently will users enter in stock balances? What kinds of enforcement are already automated?
CA4.

Configure fields on the electronic stock card

Advanced options could include turning fields on/off by program, changing which fields are required, changing field order.

SIIL

CA5.

Kits, Diluents, Syringes, Safety boxes

Open Question:

  • Is any extra functionality in this domain needed to support kits and vaccine-connected products (diluents, syringes).

VIMS config some

CA6.

Program/product configuration for facility-specific variables

As a store room manager I want to be able to customize the wastage rate, min, max, population, and re-order levels (in doses) for all products at my facility, by program, so that these benchmarks are accurate and better inform me of my stock levels.

Connects to Re-supply
VIMS config #3 




More Reports
MR1.

Min/max stock report

As a DIVO/Program Supervisor/Central Logistics Personnel, I want to get a report which show min/max level of a facility and current stock on hand.

Acceptance Criteria

  1. I can select product category, product, level and year

MR2.

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 #9

MR3.

Stock status report for all levels below me in hierarchy

As a NL/RIVO/DIVO I want to be able to view and export (as a pdf) a report of Stock on Hand for all Vaccines and Supplies at My facility and all facilities below me in the supply hierarchy with color-coded formatting for low stock levels.

Same as RV2.

VIMS reporting #1 (screenshot)

MR4.

Print issue voucher

VIMS reporting #3 (screenshot)

MR5.

Requisition and Receipt Variance Report

VIMS reporting #11

Note: VIMS reporting page has some other reporting ideas, though they have some overlap.



Barcodes
B1.

Product barcodes

As a Immunization Health Worker, I want to use a barcode reader to select products when recording stock information (including during physical stock count, adjustments, receipt/issue) so that I can work quickly and accurately.

Open Question:

  • Do I scan the product barcodes off the physical product, packaging, or off of paper (a list of barcodes for a delivery/receipt)?
B2.

Stock location barcodes

As a Immunization Health Worker, I want to use a barcode reader to select product locations when recording stock information (including during physical stock count, adjustments, receipt/issue) so that I can work quickly and accurately and ensure proper placement in my shelf using the FEFO principle.

Open Question:

  • Are locations such as fridges, store room shelves, or bins barcoded?
B3.

Issuing using barcode

As a Intermediate Level Vaccine Warehouse/Store Manager, I want to be able to pick stock as per issue voucher by using barcode scanner.

(Connects to Re-Supply domain)

Note: The VLMIS page has more detailed workflows about barcoding. Also, previous versions of this very page had some sample acceptance criteria for barcoding that provided more insight into workflow. 



III - What is the "ask" from small group?

At the end of Round 1, we want the group to report back to the plenary with X.

To get this, the small group will work on the following:

Reference how this is set up here: http://boardthing.com/board/58f66e449ff9028fc8fad53d

Walk everyone through what is proposed – pause to make sure they get it and then do voting.


At the end of Round 2, we want the Facilitator to report back to the plenary with Y.

To get this, the small groups (on rotation, global cafe style), will on work on the following:

IV - Notes to Facilitator

  • We will have the generalizable country profiles – review with the group often to see if for both countries needs, the MVP is applicable.
  • Always ask about which unit of data capture and data view – doses or vials
  • Remind resource constraints and time constraints (software needs to be released by November!) when needed
  • Remind folks that simplicity is a beautiful thing! Getting folks to think of end user and the need to not overwhelm them with several features but the minimum necessary to do their job well is key.

V - Archive

The following requirements pages informed the work under this domain:

This is the boardthing link to an internal discussion on this domain:

http://boardthing.com/board/58efeefef41c60ea00e3d60c

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