CCE Domain Parent Page 1

Owned by Rachel Powers (Deactivated)
Last updated: Apr 28, 2017
11 min read

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

Contents:

Domain Facilitator: Rachel Powers (Deactivated)



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 highlights to note:

I - MVP for Domain

CCE Functionality Scope:

  • Vaccines are completely reliant on a properly functioning CCE in order to remain potent and safe to use.

  • OpenLMIS should be able to capture the functionality status of CCE – working, working intermittently, not working at all, as well as record information for what could be causing the failure.

  • This information is then used to: 1) determine which locations can store vaccines and which cannot; 2) plan for which locations need maintenance work; 3) plan for which locations need replacement of equipment; and 4) if the data allows for disaggregation by reason for non-functioning or by equipment type, the indicator and trend can also be used to assess performance of particular types of models of CCE in the field to figure out which ones to purchase in the future.

  • In settings where possible (RTM, see those reqs here) the system should be able to receive notifications/updates about CCE functionality (via interoperability considerations with RTM platforms)

  • Finally, based on the data that gets entered into the system, notifications/updates to specific personas (upstream store managers, maintenance technicians and managers, facility staff) should be possible when functionality is affected.


CCE Temperature & Functionality

Input Temperature and Functionality Status manually

As a HW or DIVO/RIVO, I want to input the temperature and corresponding functionality status of a CCE device so that:

  • The system can maintain a record of functionality status for each CCE device
  • Upstream SC personnel are aware of the status so that they can prepare the resupply order for pick-up or delivery
  • Upstream CCE maintenance personnel are aware of the status so that they can plan for repairs or replacement

Acceptance criteria:

  • Functionality status should be selectable as one item from a dropdown menu
  • Status options should be agreed upon by global stakeholders (customized options available in Nice to Have)
  • Functionality and temperature status should be linked to a specific CCE device in the facility inventory

[VIMS/VLMIS] CCE : Status and temperature reporting


Input reasons for failure or improper function manually

As a HW or DIVO/RIVO, I want to input the reason for improper functionality of the facility CCE so that:

  • Upstream CCE maintenance personnel are aware of the reason so that they know what to plan for in terms of repairs
  • Upstream EPI policy manager are aware of which CCE needs replacement or type of CCE works well

Acceptance criteria:

  • reason should be selectable from drop-down menu
  • drop-down reasons are agreed upon by stakeholders (customized options would be outside MVP)

[SELV/SIIL] CCE: Capture Functionality Status of CCE


View CCE functionality status per facility

As a DIVO/RIVO, I want to see the functional status of the CCE within my facility so that I can be aware of the health of my cold chain, address any issues, and escalate request for maintenance when needed.

As a sub-national store manager, I want to see the functional status of a CCE at a specific facility so that I can plan the pick-up or delivery order

As a CCE maintenance planner, I want to see the functional status of a CCE at a specific facility so that I can plan the schedule for repair or replacement


View CCE functionality summary

As an EPI Manager I would like to view my current cold chain inventory so that I can see which refrigerators need repair, and better plan replacements, see breakdowns by type and unit, and estimate additional volume for new vaccine introductions.

Acceptance Criteria

  1. Items to include per refrigerator: Location Type (Region, District, Hospital, HF), Facility Name, PQS, Brand, Model, Refrigerator Type (ILR, SDD) Functional Status, Capacity, Age of Equipment, Install Date, Power Source, Number of Breakdowns

  2. Need ability to add or remove equipment from inventory (Add/Remove button at bottom of their equipment list)


View CCE temperature status

As a sub-national store manager, I want to see the temperature status of a CCE at a specific facility so that I can plan the pick-up or delivery order

As a CCE maintenance planner, I want to see the functional status of a CCE at a specific facility so that I can plan the schedule for repair or replacement


View CCE available storage capacity

As a RIVO I want to see the storage capacity which is available and the storage capacity required to store Regional routine vaccine so that I can plan appropriately for scheduled deliveries.

Acceptance Criteria:

  • The system should be able to compute required storage capacity( this will pull some of the parameters from Program Data .eg surviving infants) and compare with the Available storage capacity(this will sum the litres of Functional refrigerators only in that particular store)

[VIMS/VLMIS] CCE : Monitoring and Supervision

Dependencies: Needs to know how much stock is in CCE. This means that we need this info from either: physical stock count OR from resupply w/in distribution workflow. Physical inventory also needs to be linked with specific "shelf"/ CCE location Brandon Bowersox-Johnson
 


Configuration & Admin

Create CCE catalog via CSV

As a national EPI program supervisor, I want to create a catalog of all the possible CCE in my system so that each CCE technician can add/register their specific equipment inventory.

  1. The following fields should be included:

    • Serial Number (req?)

    • Year of Installation (req) - must be 4 digit year

    • Stabilizer (req)  - Yes / No

    • Status (req) - defaults to Functional

    • Facility (move the equipment to a different facility)

    • Active - Yes / No

CSV could be version of PQS : file:///Users/rachelpowers/Downloads/D_Catalogue_20170410(V0).pdf


Add & Delete facility CCE from catalog

As a DIVO, I need to select equipment from the existing CCE catalog so that I can create a list of specific CCE at each facility Rachel Powers (Deactivated)


Add specific equipment info

As a DIVO, I need to add device-specific information for each piece of CCE so that I can have a full record of each CCE at the facility

  1. The following fields can be updated:

    • Serial Number (req?)

    • Year of Installation (req) - must be 4 digit year

    • Stabilizer (req)  - Yes / No

    • Status (req) - defaults to Functional

    • Facility (move the equipment to a different facility)

    • Active - Yes / No

  2. There is not a need to track what facility equipment used to be located (only current location is needed)

  3. National cold chain manager can see/view a list of all CCE equipment in the country (including national store), with ability to filter or sort this list by Region and District

  4. RIVO can see/view a list of all CCE equipment in the Region (All DVS and All HFs) including Regional Vaccine Store, with ability to filter or sort this list by District

  5. DIVO can see/view a list of all CCE equipment in their district (All Health Facilities that are in that particular district) including at the District vaccine Store

  6. National logistician can move equipment to any other location in the country




Reports

Functional status of CCE - DISC KPI


Temperature alarms - DISC KPI

Available CCE storage capacity - DISC KPI

Open Questions:

  • To confirm: only one CCE catalog is needed per country. Or do we need to account for multiple catalogs for places that are more strictly province-based? e.g. Pakistan
  • Is Nexleaf the only RTM device that we see as relevant to include in our integrations? What is the market share of other options and is it needed to expand this functionality?

  • Do we need to enable a process for CCE technicians to suggest equipment to be added to the national catalog? e.g. in case of rogue refrigerator donation

  • What falls under the category of equipment? Refrigerators/passive storage devices such as cold boxes/freezers/walk-in cold rooms?

  • In places where facility level access to OpenLMIS is possible, is twice a day log needed or once a day sufficient?

  • What is the current workflow using fridge tags?

  • Is daily log needed to be captured in instances where there is no facility-based access to OpenLMIS? If so, what is the workflow for that?



II - Nice to Have Features




Alerts & notifications

Generate notification based on CCE functionality

As a storeroom manager, I want to get a notification when my CCE is no longer working properly so that I can move the products stored within it.

As a CCE technician, I want to get a notification when my CCE is no longer working properly so that I can address the issue and identify the next steps for issue management/repair/request for parts/replacement.


Other potential personas needing this feature:

As an upstream store manager, I want to know when a CCE is no longer working properly so that I can plan the upcoming order for that store accordingly

As an upstream logistician, I want to know when a CCE is no longer working properly so that I can plan the upcoming distribution schedule for that facility accordingly

[SELV/SIIL] CCE: Capture Functionality Status of CCE



Nonfunctional CCE alert

As a RIVO I want to receive a text message/System notification when a refrigerator at my District Vaccine Stores (DVS) becomes non-functional So that I can make sure that a repair technician is dispatched

Acceptance Criteria

  1. When an equipment becomes non-functional, RIVO receives a SMS notification. "<model> from facility <x> has been changed from functional to non-functional"

  2. DIVO and RIVO receives email every week with list of non-functional refrigerators (either in the body of the email, or as an attachment)

  3. For each non-functional refrigerator, the following info is displayed
    Facility's District, Facility Name, Manufacturer, Model, Non-Functional Reason, Days in Non-Functional Status, Refrigerator Capacity, Energy Source

  4. List is sorted by Days in Non-Functional Status descending

  5. Checkbox that Region/District has scheduled repairman

  6. DIVO/RIVO is the one to change status back to functional

  7. System should track how long it takes to fix from request

  8. Possibility of using repair date reported by technician rather than DIVO/RIVO changing the functional status



Generate notifications depending on temperature falling below 2 or above 8

As a HW at a facility, I want to know when a CCE is no longer working  so that I can move the products stored within it

As an upstream CCE personnel, I want to know when a CCE is no longer working properly so that I can plan a repair or replacement schedule

As an upstream store manager, I want to know when a CCE is no longer working properly so that I can plan the upcoming order for that store accordingly

As an upstream logistician, I want to know when a CCE is no longer working properly so that I can plan the upcoming distribution schedule for that facility accordingly



Advanced notifications options

Escalations. reminders, recurring/silence-able, acknowledge-able notifications for non-functional CCE


Open Question:

  • how important is it to break out each persona's need for the report/alert/notification? If we build the notification piece, isn't it pretty simple to add new permissions & recipients to those alerts? Is understanding the different personas needing it at this stage more about gauging importance of the feature?

Configuration & Admin

Configure "edit equipment info" page

As the system administrator, I need to determine which pieces of device-specific information will be required for each CCE added at the facility level so that a detailed CCE record is created for each facility.

Acceptance criteria:

  • Pulls from a global set of fields agreed upon by stakeholders

  • The following fields could be included:

    • Serial Number (req?)

    • Year of Installation (req) - must be 4 digit year

    • Stabilizer (req)  - Yes / No

    • Status (req) - defaults to Functional

    • Facility (move the equipment to a different facility)

    • Active - Yes / No


Edit CCE in catalog

As an EPI Program Supervisor, I want to edit the information for the CCE in the catalog so that I create an accurate catalog of all the possible CCE devices for use in the country.


Delete CCE from catalog

As a, EPI Program Supervisor, I want to delete CCE from the catalog so that I can maintain an accurate list of the CCE available for inclusion in facility lists (avoiding incorrect adding of CCE that is the wrong type.)


Add non-catalog CCE to facility inventory

As a CCE technician, I want to be able to add a CCE device that is not in the CCE catalog to my inventory so that I can accurately track all CCE at my facility, even if it is not recognized by the central level.


Suggest CCE for catalog

As a CCE technician, I want to be able to suggest a CCE device for inclusion in the CCE catalog so that I can:

  • Add a new device to my inventory list that is not yet in the catalog
  • Let the EPI supervisors at the central level know that new non-catalog equipment is being introduced to the cold chain

Search/View CCE Inventory (equipment)

to be added


Transfer CCE inventory (equipment)

to be added


Reports

Replacement plan report

As a National logistician i should be able to get report for CCE replacement plan and CCE functionality status By Regions, Districts and Health facilities

Acceptance Criteria

1. Replacement plan report with numbers of refrigerators under that particular year of replacement so that when i click that number it directs towards that list of CCE.

2. Replacement plan for Region, District and Health facilities (regions),National Level (districts) and National Level (health facilities) respectively.

3. Pie charts which shows proportional by functionality status.


Repair parts needed report

As a CCE technician I would like to run a report of all the spare parts needed for repair of CCE in my supervised facilities so that I can source the needed parts and prepare for a repair trip.

[VIMS/VLMIS] CCE : Status and temperature reporting


Specify Spare part that is needed

As a CCE technician I would like to specify the name of spare part that is needed in the CCE so that I can run a report of spare parts needed for all my supervised facilities.

Acceptance Criteria:

1. On the Not-functional status. If the reason is Need spare then the user should specify by typing the name of the spare part needed


Min/Max temperature report

As a DIVO, I would like to generate a report of facilities needing cold chain maintenance based on temperature alarms from monthly reports… so that I can reduce the risk of damaging vaccines due to temperature excursions.



RTM - NexLeaf Integration

[SELV/SIIL] CCE: Temperature Alarm from RTM


Configure RTM pages

As a system administrator, I want to configure the RTM pages so that I can specify input types available and specify options for types/frequency/escalation of alarms.


Configure alert settings

As a Program supervisor, I want to configure alert settings so that I can specify who gets the temperature alerts, in which facility and within what parameters.


Add RTM to facility

As a CCE technician, I want to add RTM devices to my facility so that I can receive alerts from specific devices working within my purview.


Parse RTM temperature output

As a CCE technician, I want my OpenLMIS to parse alerts from my RTM so that I can receive notifications within OpenLMIS on fridges that are not functioning normally.


Generate temperature alert

As a CCE technician, I want OpenLMIS to generate alerts based on temperature outside the normal range so that I can better monitor the health and status of my cold chain system.


Escalate temperature alert

As a Program supervisor, I want the temperature alerts to escalate up the management hierarchy if they have not been addressed in time so that aissues with the cold chain do not go unchecked.

Open Questions:

  • What is the value around having/needing certain notifications within the workflows? (within OpenLMIS workflow) Is there a need for that real time info here, or can we view it outside the system. What are the different values of both?




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/58fee4539ff9028fc8fadba1

OpenLMIS: the global initiative for powerful LMIS software