A. Plan Re-Supply Order

Goals

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Background

insert discussions during the workshop which are relevant to note. List participants.

User Stories

Step 1 - View Critical Element

This set of stories captures the data that the "supplier" needs to view on the screen as First Step when taking re-supply decisions, regardless of Requisition or Allocation supply model

#TitleUser StoryLabelImportanceNotesJIRA Ticket
1View forecasted need

Supplier views forecasted amount for the receiver site, by EPI product, and for the re-supply time period scheduled in the system

Source for 'Forecasted Amount' – Multiple Options below; aslo cross-ref Forecasting and Estimation Domain

i) Uploaded onto OpenLMIS via an upload file

With this option, an admin uploads a file containing forecasted amounts, per facility, by product and time period. So the work to estimate is done outside OpenLMIS/not OpenLMIS responsibility. OpenLMIS only pulls info from this upload file and displays to user. Display should show forecasted amounts per product, by facility, for the chosen time period.


ii) OpenLMIS calculates forecasted amount and displays it (WHO calculator)




Allocation + Del SC

Allocation + PU SC

Req + Del SC

Req + PU SC

MVP
2View & Verify SOH

Supplier views SOH of the receiver site

Options:

1) If receiver site has OpenLMIS, then the "view" will show their most recent SOH update for a product and time stamp for when that update was done

2) If receiver site does not have OpenLMIS, then the supplier has to first (on a separate screen) update SOH per product and the "view page" would display this after it's been saved/synced.


Allocation + Del SC

Allocation + PU SC

Req + Del SC

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MVP

Assumptions:

If the receiver node has OpenLMIS, they have updated their SOH

Collecting of SOH at sublevels is currently done outside the system by:

  • call each sublevel via phone
  • ask via SMS
  • collect info during delivery
  • receive info via paper form

If the receiver node does not have OpenLMIS, the supplier has some way of accessing SOH outside the system and manually entering it into OpenLMIS

VS note: what about viewing own (i.e. supplier) SOH as a critical step in decision-making? RP: Yes, from Senegal we found out that this is a necessary step in the process also.

3View CCE status

Supplier views CCE functionality status of the receiver site; if CCE is broken or functioning erratically, then Supplier takes action (outside of OpenLMIS) and then decides if re-supply should happen and how much (in case re-supply is to stock a cold box only versus a full CCE, etc).

As an intermediate warehouse manager, I want to know the CCE status of the facilities to which I am preparing fulfillment of vaccines so that in the event of non-functional or erratic functioning of CCE, I can follow-up to see if I should even be preparing this fulfillment

From: SELV

Allocation + Del SC

Allocation + PU SC

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MVP

Down vote: 1 (Ryan McWhorter)

This view is currently possible through a CCE workflow. User can go to CCE Management and view the CCE Inventory list. They will be able to see the functionality status of CCE in their supervised facilities.
4View total CCE capacitySupplier views total CCE capacity at supplier site

Allocation + Del SC

Allocation + PU SC

Req + Del SC

Req + PU SC

MVP

5View pipelineSupplier is able to see what stock is coming into her/his own CCE so that a determination can be made whether rationing of re-supply to lower nodes is necessary or not

Allocation + Del SC

Allocation + PU SC

Req + Del SC

Req + PU SC

Next

Up votes: 6



6View net CCE capacitySupplier is able to view the net CCE capacity at receiver site, based on their SOH as well as how many CCE is working properly

Allocation + Del SC

Allocation + PU SC

Req + Del SC

Req + PU SC

Next

Up votes: 3


7View previous consumption

Applies only to requisition based SCs

If a requisition asks for more or less than what is in the plan/forecasted for that receiving site, then supplier views previous consumption history to see if they point to more or less being consumed.

Req + Del SC

Req + PU SC

NextLot of work to be done here in terms of scope of story. How far back does consumption go? And when does supplier view? When the requisition ask is less than or more than by a certain % or even if it's 1 dosage more or less than forecasted?
8View session plansSupplier is able to view the session plans for the receiving site

Allocation + Del SC

Allocation + PU SC

Req + Del SC

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Next

Up Vote: 4

Big understanding gap in terms of what is needed and why so many votes in favour.
9View utilizationSupplier is able to view historical vaccine utilization (i.e actual doses count administered of each product – program data) to inform re-supply decisions for the future

Allocation + Del SC

Allocation + PU SC

Req + Del SC

Req + PU SC

Next

Up Vote: 5

Need to determine why this is more important or better data point to rely on for re-supply decision-making instead of using consumption data reported via SM domain (i.e. all issues out of CCE regardless of given to people or wasted).

Step 2

The set of user stories below captures what happens next in preparing an order once the above critical elements data is available to Supplier to make his/her decision

#TitleUser StoryLabelImportanceNotesJIRA Ticket
1Batch view SOH

Supplier can batch view SOH of receiver sites for allocation

(for settings where both supplier and receiver nodes use OpenLMIS)

Allocation + Del SC

Allocation + PU SC

MVPMary Jo Kochendorfer (Unlicensed), do you recall the conversation around this? I'm now unsure of what we meant by this piece.
2Capture SOH

Supplier captures SOH of receiver site on OpenLMIS

(for settings where only supplier has OpenLMIS and receiver is using paper systems)

Allocation + Del SC

Allocation + PU SC

MVPAssumption is that HFs have provided SOH data to DIVO via paper, SMS, phone call, or in-person prior to the re-supply process kicks-off and the DIVO uses this information to input SOH data per product per site into OpenLMIS
3Basic view requisitions

Supplier views a list of all the requisition orders

As an intermediate vaccine warehouse manager, I want a screen where I can view all my pending requisitions and select one to view and convert to issue so that I can react to requisitions sent to me

Acceptance Criteria:
1. Can be viewed by going to the menu bar and selecting, Requisitions > Approve
2. Columns displayed are Date of Requisition and Source (Facility Name)
3. Clicking a row or the issue button transfers me to the screen for converting that requisition to an issue

From: VIMS

Requisition + Del SC

Requisition + PU SC

MVPAssumption is that DIVO has already submitted requisition requests which have been approved so Supplier is viewing the approved order request
4Capture requisitions

Supplier (DIVO) captures the requisitions amounts in OpenLMIS, as requested by a HF via a paper requisition form

(in settings where only supplier node has OpenLMIS)

Requisition + Del SC

Requisition + PU SC
MVP

5Grouping requisitionsSystem groups/batches for multiple requistions

Requisition + Del SC

Requisition + PU SC

Next

Up votes: 5

Mary Jo Kochendorfer (Unlicensed), do you have more details on this one? I will also look back at the user stories I have for reference after I finish these tables up
6Prioritize requisitions

Provides ability to re-order requisitions in terms of priorities (assigned by rules)

As an intermediate vaccine warehouse manager, I want facilities that I supply to only be able to have one pending requisition at any given time so that I can prioritize those facilities that have been waiting longest for their requisitions to be filled

Acceptance Criteria:
1. If I have an outstanding requisition that has not yet been filled by my supplier, I should be prevented from accessing the "Create Requisition" 
2. All buttons that usually read "Create Requisition" instead read "Receive Consignment"

From: VIMS

Requisition + Del SC

Requisition + PU SC

Next

7Reject approved requisitions

Reject an entire requisition order (though approved)

Edge case

Requisition + Del SC

Requisition + PU SC

NextNeed to find out more about when this is likely to happen; also, what is the next set of actions that this option provides – once rejection happens, does the receiver get notification to re-submit? etc
8Managing exceptionsSystem should be able to manage exception cases (deviations from rules, ad-hoc events) etc

Allocation + Del SC

Allocation + PU SC

Req + Del SC

Req + PU SC

Next

Up Vote: 2

This was a new sticky note placed on the board without any discussions on Day 3; so vague and broad in scope that we'd require a lot of work to define some boundaries around managing exceptions
9Supplier sets allocation amountsSupplier sets allocation amounts instead of just going by what system says s/he should allocate)

Allocation + Del SC

Allocation + PU SC

Req + Del SC

Req + PU SC

MVP

10FEFO  and supplier SOH based allocation amounts

System recommends allocation amounts based on FEFO and amount of antigen that is available in supplier''s CCE

Allocation + Del SC

Allocation + PU SC

Req + Del SC

Req + PU SC

Next

Up Votes: 13

I reckon this should actually be two stories (one for FEFO and one for RIVO's own available stock) - correct?
11Top-up to max. policy amounts

System recommends top-up amount to max (if such policy exists for this level)


Allocation + Del SC

Allocation + PU SC

Req + Del SC

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Next

Up Votes: 6

Is there a story in the requisition workflow that does this for the node doing the requisitioning? In VIMS, it is the requesting node that has the system automatically calculate the routine top-up for that level before node hits submit
12BundlingSystem groups antigens to their associated dry stock (diluents)

Allocation + Del SC

Allocation + PU SC

Req + Del SC

Req + PU SC

Next

Up Votes: 4



Assumptions

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Diagrams

Dependencies

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Open Questions

Below is a list of questions to be addressed as a result of the vaccine workshop:


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Out of Scope

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