External User Profiles

Work IN Progress. The team is updating how we use personas (User Personas) and profiles. Please stay tuned for updates.

User-centered design approach is important to the development of OpenLMIS.  The following personas are designed to help the development in understanding the viewpoint and experience of the users. A persona is depicted as a specific person but is not a real individual; rather, it is synthesized from observations and input from various stakeholders across multiple countries. 

We can use these personas to:

  • to build empathy 
  • develop focus 
  • communicate and form consensus
  • make and defend decisions
  • measure effectiveness
  • give clear expectations of the user's expectations

An important aspect to these personas is that they sit at different levels of the supply chain.  There are three main categories of user personas, those who support the system, those who use the system to support a business process, and those who consume information from OpenLMIS externally.

Intermediate Storerooms

  • May dispense stock directly. However, usually the storeroom is supporting multiple wards or treatment areas which are in charge or dispensing to patients.


UserLevelGoalsSystem RolePain PointsContext, Characteristics, Comments, Quotes

Title: Storeroom Manager/Clerk

Also Known As (AKA): Store Incharge

Requisition Role: Submit Requisitions

Stock Mgmt Role: Manage Stock at their Storeroom


Level 1

Service Delivery Point

  • To manage my storeroom stock levels.
  • I want to minimize stock outs.
  • Ensure timely ordering/issuing of the right commodities in the right quantity.
  • I want my facility to have the right stock at the right time. I want to ensure the right stock is being ordered.
  • Receive verified quantity and quality of goods into store and determine need for remedial action when necessary.
  • Creates requisition
  • View Requisition
  • Manage POD to verify stock shipped quantities.
  • Records stock movements: stock issues, receipts, adjustments
  • Views and monitors stock on hand
  • Receives and responds to low stock and stock out alerts


  • Stock out, over stocks
  • Plays multiple roles
  • Time spent on reporting/data entry
  • Managing multiple programs' reporting needs

Tech aptitude: Low technical skills

  • Has limited / poor internet connectivity
  • Examples, could be pharmacy assistant or medical assistant, nurses for HIV, Health Surveillance supervisor (vaccines)
  • Some training in logistics management
  • Individual responsible for issuing stock to those who are dispensing

Title: Store Manager

Also Known As (AKA): Health Facility Incharge/manager

Requisition Role: Authorize Requisitions

Stock Mgmt Role: Oversees/Audits Stock Cards

(if there is an authorizer, he/she usually is at the same storeroom of the role who created the requisition. Sometimes the same person submits and authorizes.)


Level 1

  • Same as the storeroom managers.

  • Authorize by validating (edit/save) requisition details.
  • View Requisition
  • View Orders
  • Manage POD to verify stock shipped quantities.
  • Views and monitors stock on hand; receives low stock and stock out alters
  • Audits physical stock count
  • Storeroom managers (usually sitting at Service Deliver Points (SDPs)) or are late in sending their report for authorization.
  • Oversees the storeroom manageran assistant or data entry personnel.
  • Specialize in a group of commodities.

Title: N Program Supervisor

Requisition Role: Approve Requisitions

(N could be district/regional/central level. Approvers can also be program specific - Expanded Program on Immunization (EPI), Malaria, Family Plannin, etc)


Varies

Central, Regional, District

  • To have the right stock available for the needs of the service delivery point and own storeroom
  • Review the requested quantities to ensure the appropriate amount of stock is being requested/ordered.
  • Review Budgets



  • Logs in to approve/reject requisitions
  • Reviews and monitors stock movements and stock on hand at service delivery points.
  • Receives and responds to notifications for low stock/stock outs at lower level facilities.
  • Late reporting (requisitions submitted) from SDPs
  • Late reporting (stock issues/adjustments/etc. on a monthly basis) from SDPs
  • Stock out, over stock

Tech aptitude: varies

  • Likely a medical professional (MD or Pharm.) with limited to no logistics knowledge
  • Not a primary user of nor familiar with OpenLMIS
  • Only uses OpenLMIS to approve/reject requisitions

Title: District Storeroom Manager - Level 2

Also Known As (AKA): District Medical Office (Pharmacist/DMO)

Requisition Role: Approver and may Submit Requisitions

Stock mgmt:


Level 2

Intermediate store

(can be multiple, Regional, District, etc)

  • Visibility (into stock levels, orders) into my own facility and those I'm responsible for supplying
  • Ensure timely ordering/issuing of the right commodities in the right quantity.
  • I want my facilities to have the right stock at the right time. I want to ensure the right stock is being ordered. I want to minimize stock outs or overstocks
  • Receive verified quantity and quality of goods into store and determine need for remedial action when necessary.
  • Uphold FEFO
  • Manage the budget of my facility
  • Creates and edits requisitions.
  • Records stock adjustments.
  • Receives stock issued by warehouses.
  • May do local fulfillment (to facilities and users within OpenLMIS)
  • May do fulfillment (fulfill many requisitions with one delivery)
  • Records stock movements: stock issues, receipts, adjustments
  • Views and monitors stock on hand at their own store and lower stores
  • Receives notifications for low stock/stock outs at lower level facilities.
  • Inter-facility transfers to address low stock/stock-outs
  • Not enough time
  • Stock out, over stocks
  • Plays multiple roles
  • Time spent on reporting/data entry
  • Managing multiple programs' reporting needs
  • Has internet connectivity
  • Med. - low technical skills
  • Most likely will be responsible for fulfilling
  • Example, individual is located at a district hospital level
  • Issues stock to different wards, facilities, etc.
  • Respond to emergency orders/requests from lower-level facilities, wards, dispensaries...etc.
  • Would want to see stock levels of lower facilities
  • Would like an easy to use and intuitive system

Title: Data Specialist or Warehouse Clerk

Also Known As (AKA): Sales Officer/Logistics officer

Requisition/Orders Role: Convert to Order


Level 3

National, Central, Regional

  • Manages the orders for the warehouse.
  • Works primarily in the national ERP.
  • Maintain chain of custody and appropriate environmental conditions for stock and inventory.
  • Converts approved requisitions to orders
  • Views Orders
  • Responsible for a lot of paperwork
  • Lack of time
  • Doesn't want to log into another system
  • Well educated
  • Sits at the central/national warehouse

Central Logistics Personnel

Requisition Role: Approver

Stock Management Role: Decision Maker

Central
  • Approve or reject R&Rs for all districts that report to her
  • Reach 100% reporting rate
  • Increase data quality of reporting districts (to decrease her workload)
  • Create monthly / quarterly reports for higher-ups
  • Long term supply and program planning based on stock and requisitions data
  • View reports
    • Reporting rate
  • Approve requisitions
  • View requisitions
  • Initiates stock recalls
  • Views and monitors stock on hand and low stock/stock outs at all levels

Tech aptitude: ??

Role: Funder
  • Verify compliance / impact of programs & projects via indicators measured in OpenLMIS
  • Confidence in the supply chain through transparency
  • Receives reports and aggregate data (need to understand this better)

  • Limited time
  • Very high-level, aggregated data
System Users
  • Exchange data
  • well documented APIs
  • Clearly defined standards for sending/receiving data

  • clear error handling protocols
  • timely support and response times

Role: Administrator

Name: Ray Charles


  • Assist users in their use of the system
  • Makes sure the system is up and running
  • Maintains the system (backups, performance, data)
  • Responsible for ongoing administration of the system.
  • Add users, products, facilities, etc. as the system evolves
  • intuitive navigation
  • robust configuration
  • Global permissions
  • Basic technical skill set (create csv file imports)
  • Must have all data needed for configuration of the system
  • Has internet connectivity
  • Most likely a national of the host country with a local degree in information systems

Role: Implementor

Name: Pawel


  • To set up OpenLMIS to the country's specifications.
  • Ensure all the appropriate configurations are made so that OpenLMIS users can appropriately manage stock levels.
Configures the system. Uploads the facilities, programs, periods, schedules.
  • Basic technical skill set (create csv file imports)
  • Must have all data needed for configuration of the system
  • Has internet connectivity
  • Needs more research!



Other roles to potentially add:

  • Procurement Officer
  • Auditors
  • Forecasters
  • Healthcare worker supervisor/surveillance officer/lab tech
  • other community level roles
  • data analyst