BUQ Configuration Guide

Introduction

The Bottom-Up Quantification (BUQ) feature is a notable innovation in healthcare supply chain management, particularly in demand forecasting and inventory control, automating the quantification of medical supplies across different healthcare levels for timely availability, reducing errors, and enhancing efficiency in meeting patient demands. By streamlining the process, BUQ facilitates accurate forecasting of medical supply requirements, empowering healthcare facilities to better cater to patient needs with optimal inventory management.

This guide will help you configure a feature in our application, mostly related with setting up system settings before going through the BUQ flow.

Requirements

• Access to the application's administrative panel.

Configuration steps

1. Create new “BUQ” program in “Programs” page. Make sure that the name and code is “BUQ”.

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2. Assign the “BUQ” program to all facilities that will be using BUQ. This can be done under “Edit Facility” page.

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Not assigning the BUQ program to the facility could affect:

• Preparing BUQ (when your home facility does not have BUQ assigned).

• Creating, submitting and authorizing the forecastings (when your home facility does not have BUQ assigned).

• Viewing number of “Total Facilities” in the “Approve” page.

3. Create new processing schedule in the “Processing Schedules” page. Make sure that the name and code is “BUQ”.

4. Add processing periods to the new BUQ processing schedule. This can be done under “Edit Processing Schedules” page, after clicking “Edit” button next to the new “BUQ” processing schedule.

• It is worth to mention that BUQ is quantifying periods from July to June, e.g July 2018 - June 2019. Please be aware to create proper periods.

5. Assign the “BUQ” program to requisition groups. If needed create new one.

Not assigning the BUQ program and schedule to requisition group could affect:

• Viewing number of “Total Facilities” in the “Approve” page.

• Viewing the forecastings pending for approval.

6. Create rejection reasons category in the “Rejection Reasons Category”. Make sure that the name and code is “BUQ”. This will be necessary when rejecting a BUQ form.

7. Create rejection reasons in the “Rejection Reasons”, using the previously created BUQ category. This will be necessary when rejecting a BUQ form.

8. Create BUQ user roles in the “Roles” modal:

• Supervision rights:

  • “Prepare BUQ” - with this right user is able to perform actions in the “Prepare BUQ” page:

    • see the BUQ menu,

    • see the „Prepare BUQ” sub-menu,

    • select period from the drop-down,

    • click on the „Prepare” button,

    • remove the report,

    • download the report.

  • “Create Forecasting” - with this right user is able to perform actions in the “Create/Authorize forecasting” page:

    • see the BUQ menu,

    • see the „Create/Authorize Forecasting” sub-menu,

    • click on the „Forecast” button,

    • verify and update verified annual adjusted consumption and update forecasted demand columns,

    • select remarks when there is a change between forecasted demand and verified annual adjusted consumption columns,

    • update the amount used last year and make fund projections for each indicated source of fund and save it,

    • delete the forecasting,

    • submit the forecast,

    • submit & authorize the form (if the skip authorization step in the BUQ program is active).

  • “Authorize Forecasting” - with this right user is able to perform actions in the “Create/Authorize forecasting” page:

    • see the BUQ menu,

    • see the „Create/Authorize Forecasting” sub-menu,

    • click on the „Forecast” button (create the forecast),

    • verify and update verified annual adjusted consumption and update forecasted demand columns

    • select remarks when there is change between annual adjusted consumption and verified annual adjusted consumption columns,

    • update the amount used last year and make fund projections for each indicated source of fund and save it,

    • delete forecasting,

    • authorize the form.

  • “Approve BUQ” - with this right user is able to perform actions in the “Approve” page:

    • see the BUQ menu,

    • see the „Approve” sub-menu,

    • see the source of fund, but not editable,

    • approve the forecasting,

    • reject the forecasting.

  • “MOH Approval” - with this right user is able to perform actions in the “MOH/PORALG Approval” page:

    • see the BUQ menu,

    • see the „MOH/PORALG Approvals” sub-menu,

    • see the source of fund, but not editable,

    • reject the forecasting for specific facility,

    • final approval of the forecasting.

  • “PORALG Approval” - with this right user is able to perform actions in the “MOH/PORALG Approvals” page:

    • see the BUQ menu,

    • see the „MOH/PORALG Approvals” sub-menu,

    • see the source of fund, but not editable,

    • reject the forecasting for specific facility,

    • final approval of the forecasting.

• Administration rights:

  • “Manage BUQ” - with this right user is able to perform actions in the “Manage BUQ” page

    • see the “Manage BUQ” under administration section,

    • manage the sources of funds,

    • manage the remarks.

9. Set Health Care and not Health Care facilities under “Facility Types” page. MOH and PORALG users differs with one important thing:

• MOH user is a user that can access not Health Care facilities.

• PORALG user is a user that can access Health Care facilities.

When the “Primary Health Care” flag is selected then only the PORALG user will see this type of facilities and its forms.

When the “Primary Health Care” flag is not selected then only the MOH user will see this type of facilities and its forms.

10. Add the Sources of Funds and Remarks (if needed). This can be done under the “Manage BUQ” sub-menu in the administration panel. This data will be used in the forecasting form.

• For both tabs: Remarks and Sources of Funds there are several not editable default data. On this stage user can add new editable and removable data.

11. Assign new roles to the users and make sure that proper supervisory nodes are assigned to the “Approve” and “MOH/PORALG Approvals” users. Here is an example of proper settings when we have all of the available levels (facility, district, region, MOH/PORALG)

• Facility level user does not have any supervisory nodes assigned.

• District user should have district supervisory node assigned, the supervisory node should be connected with home facilities on the lowest, facility levels.

• Region user should have region supervisory node assigned, the supervisory node should be connected with the lower, district supervisory node.

• Users on the “MOH/PORALG Approvals” stage should have region supervisory nodes assigned (this is because the system is searching for the regions on the final stage).

 Additional notes:

1. Preparing the BUQ form on the “Prepare BUQ” page. How does is work?

-> The system takes all regular requisitions for a particular year eg: 1 July 2022 ended 30 June 2023, 1 July 2023 - 30 June 2024.
-> The system finds out how many requisitions have been ordered in a particular period for all available programs for each facility (sum requisition line items for all products and group by product).

The requisitions should be regular and at least approved, if not they will be not included in the “Adjusted Consumption (in Packs)” in the prepare BUQ csv.

2. What is the “Adjusted Consumption (in Packs)” formula?

The number of periods (M) it is a number of requisition created in the year.

3. The multiple levels of approval are based exactly on the same logic as the requisition. The system is checking the following condition:

• If SupplyLines are empty and the supervisory node has a parent node -> set IN_APPROVAL

• If at least one of these conditions is not met -> set APPROVED

The hierarchy in the system is the following: Facility level → District level → Region Level → Zone Level

On the District level the “SupplyLines” for district are not existing → all of the conditions are met and that is why the forecasts are moved into “IN APPROVAL” status.

On the Region level we need to remember to set at least one condition to be “true”. The best way to do this is to create SupplyLines for the whole Zones with BUQ program. We do not recommend removing the Parent node (Zone), because it could affect the “MOH/PORALG Approvals” page.

4. Statuses for the BUQ forms:

• DRAFT

  • when the forecasting is prepared but not submitted

• SUBMITTED

  • when the forecasting is submitted but not authorized

• AUTHORIZED

  • when the forecasting is authorized (or submitted & authorized at once)

• IN_APPROVAL

  • when the forecasting is approved by the first approve level and is waiting for the second approve

• APPROVED

  • when the forecasting is approved by all the levels (lower than the MOH/PORALG) and is waiting for the final approve by the MOH/PORALG

• APPROVED_BY_NQT

  • when the form is approved by MOH/PORALG - final status

• REJECTED

  • when the form has been rejected on one of the approval levels (district, region, MOH/PORALG), the form is returned to the first user with rights to submit or submit&authorize the form

5. On the final step of approval (MOH/PORALG) the table constains 5 medicine categories. The costs are grouped into the categories based on the each product code (it’s first 2 numbers)

When specific product does not start with the mentioned numbers then it will be classified as “Other”.

Functional Documentation

Bottom-Up Quantification (BUQ)