Requisition-less Order

Target release
Epic
Document status
DRAFT
Document owner
Technical Lead

Goals/Scope

  • The ability for Logisticians/warehouse managers to create an order and corresponding proof of delivery for push/allocation-based programs to keep my electronic stock cards up to date and ensure all stock transactions/movements are recorded in one place (in OpenLMIS). 

Background

This request originated in the SELV instance in Mozambique related to COVID support. In Mozambique, every movement of goods requires a physical proof: either a proof that the goods were shipped or a proof that they were received (proof of delivery). In SELV, we can only create a POD if the requisition was created and all the subsequent processes were completed. For the regular/routine EPI program that is acceptable. For COVID there is a high level of scrutiny at all levels and it is a push distribution system based on priority populations and available supply of vaccines. For COVID program, therefore, SELV users are unable to create an order or print a proof of delivery when shipments are being made from the warehouse, so users have to both update the system by creating an issue in stock management and also doing physical paper forms. Every location needs to be able to print an order or a proof of delivery when they ship.

While this request was initiated by Mozambique, it is likely that other countries using OpenLMIS to manage COVID vaccines will encounter similar issues. Additionally, this feature would likely provide value for other programs/countries in the future as many EPI or other programs are push systems

Assumptions

  • COVID vaccination programs are/will operate on a push/allocation based distribution system in most countries for at least several months
  • Allocation decisions/quantities are made outside OpenLMIS (though make use data from OpenLMIS to inform the decisions)
  • Sub-national warehouses (province or district level) use OpenLMIS for stock management and perform local fulfillment
  • Much of the existing local-fulfillment features & process would remain the same after the order was generated

User Stories

Personas: Relevant user personas for this feature are the warehouse manager and intermediate level pharmacist/health officer (see /wiki/spaces/COV/pages/822378521)

#TitleUser StoryLabelImportanceNotesJIRA Ticket
1Generate OrderAs a logistician/warehouse manager/int. lvl. pharmacist I need to generate an order not connected to a requisition so that I can complete the fulfillment process for push/allocation-based systems.
Must have
Should respect supply line and other relevant configuration/permissions
2Define Order InformationAs a  logistician/warehouse manager/int. lvl. pharmacist I need to select the program and facility for which I am creating the order so that the order and POD have accurate information.
Must have
Should respect supply line and other relevant configuration/permissions
3Add Products to OrderAs a logistician/warehouse manager/int. lvl. pharmacist I need to select which products will be shipped in the order so that the relevant documentation can be generated and I can define the rest of the shipment information.
Must have
Should respect program, FTAP, and other relevant configuration/permissions
4View SOHAs a logistician/warehouse manager/int. lvl. pharmacist I want to view the SOH at my facility for each of the products added to the order so that I know how much of each I have available to include in the order.
Must have

5Define Qty to ShipAs a logistician/warehouse manager/int. lvl. pharmacist I need to define the quantity of each product to ship so that the shipment quantity is documented and my SOH can be updated.
Must have
Respect existing validation rules
6Select Lots to ShipAs a logistician/warehouse manager/int. lvl. pharmacist I want to define the shipment quantities by lot/batch numbers, where available/relevant so that I can maintain FEFO and reduce expiries.
Should have

7Generate Pick Pack ListAs a logistician/warehouse manager/int. lvl. pharmacist I want to be able to generate/print a pick-pack list from the order so that I have a reference to ensure the order is packed completely and accurately.
Should have

8Confirm Shipment/Update SOHAs a logistician/warehouse manager/int. lvl. pharmacist I want the shipment confirmation to automatically decrement my SOH for the products, lots/batches, and quantities that were shipped so that my SOH in the system is accurate and does not require me to do duplicative data entry.
Must have

9Confirm Shipment/Create PODAs a logistician/warehouse manager/int. lvl. pharmacist I want the shipment confirmation to generate a POD so that the receiving facility can complete the POD in the system when the shipment arrives to complete documentation of the stock movements and update the inventory at my destination facilities.
Must have
Should be the same as the existing POD

Diagrams/Process

  1. User initiates the "create/generate order" function (may be new screen/menu item or button on fulfillment page)
  2. User selects the facility and program that the order is related to
  3. On the blank order screen, the user adds products to the order (based on program and FTAPs)
    1. As products are added, they display on the order table including the current SOH at the supply facility for the specific product
  4. User defines the quantity of each product to ship in the order by lot/batch, if applicable
  5. Once all data has been completed, user confirms shipment
    1. SOH updated
    2. Order status updated
    3. POD created
  6. Receiving facility completes POD when shipment arrives
    1. Order status updated
    2. Receiving facility SOH updated
    3. Confirm that POD completion does not require some type of link to an originating requisition

Dependencies

DescriptionLink

Open Questions

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

#QuestionOutcomeStatus
1Chongsun: This feature reminds me of the OpenSRP integration. Didn't that integration include some type of order generation? Craig was definitely asking about that.We should check on if that was done and, if so, if that functionality meets a lot of these requirementsOpen
2Chongsun: Is the order and PoD created at the same time? The generation depends on whether the fulfillment is local or external. For local the PoD is created with the shipment but for external it is when the shipment is createdFelimone: Because the only thing that is different is the requisition, the order-shipment-pod process should remain the sameClosed
3Sebastian: Do we need any new permissions or settings to enable this functionality? Should be able to be limited by supervisory nodes/requesting facility or is it all on or all off? The current permission allows for selecting the supplying facility but not the requesting facilities.Felimone: Users should only be able to create orders for the same set of facilities that they currently have access toOpen

Out of Scope