User`s Manual - World Health Organization
Contents
1. World Health Organization 5s S T WEY Tool for Calculation of Drug Quantities and ARV Unit Costs User s Manual For Use in Completion of Attachment B To HIV AIDS Funding Applications to The Global Fund to Fight AIDS Tuberculosis and Malaria Round 10 May 2010 Table of Contents 1 INtrOCUCTION ANC objectives ceeeeseccesssteecesesseeeecessaeeeceseeeeesceeeeeeceseaseeeeeeeeeeecesseaaeeeeeees 1 2 Detailed instructions for completing the tool ccccccsccesscccssecsssseesssecsssseessseesssseeseneees 1 ZT OVERVIEW craint benes aaa R E E E Ea A EaR aE A N A EASE EEEE aR 1 2 2 Step 1 Cover Sheet er enesuriii naene EA A a EA REEE O Ea Eaa 3 2 2 1 Select language sisirain eiii arai ia eaaa aao iie ainsa 4 2 2 2 Enter project title and COUNtTY seseseesssssssssesssserersertreeserenssenensrrenenserenssnrenssesenen 4 2 23 Enter CULPOMCIOS seseina asea aaa Eea aaaea NAE SEE ERES 4 2 3 Step 2 General ASSUMPTIONS cccceccsseceessseeceecesnseecessaeeeceseeseeceseaaeecesesaeeseeeeenaeeeeeses 5 2L Basic Datars areis aa a a a e E S 5 2 4 Step 3 1 Define the list of ARV drugs and enter unit COStS cccecescceeseeesteeeeteeeees 6 2 4 1 Enter drug descriptiOMsssiriessiiseasnrarcineai iar i a aee ain Eai 6 2 4 2 Enter drug item COStSusnoisuiesseian eksnaine iia aneo 7 24 3 Inflation rat E ssnin as aaa ae a E AE EEEa EEKEREN 7 2 5 Step 3 2a to Step 3 2d Define drug regimens2. be used in the approved drug regimens and attach costs to enter unit costs each drug defined Step 3 2a to 3 2d Define first line and second line regimens In these four sub steps the user must define the first line and second line regimens for both adults and children In this step the user is required to enter the total number of ARV clients by regimen that is likely to be treated over the next five years Step 3 3 Enter target quantities Step 4 comprises several sub steps that provide for the selection of ARV drugs for PEP the definition of OI drugs and the selection of these for the purposes of completing Attachment B Step 4 Complete PEP Ol other Step 4 1 Define the list of Ol drugs and enter unit costs In this step the OI drugs included in the proposal must be defined and drug costs attached Step 4 2 Select drugs enter quantities for The user will be taken to the Attachment B report where the PEP Ol and other required drugs can be selected and the quantities entered requirements Step 5 Generate This step generates a final report in the format of Attachment B reports which requires sorting and aggregating the various drug types As with the main budgeting tool a team comprising clinical programme and financial experts is required to successfully complete the quantities tool Team members should have a good understanding of the components of the quantities tool and the relation
3. national and proposal currencies The model supports a selection of scale units thousands millions to simplify large numbers When units are selected the budget figures are expressed in units of national or proposal currency units When thousands are selected the numbers are expressed in thousands of currency units and so on This option can be selected independently for local and proposal currencies Click in the green cell for Scale of national currency and select the scale from the drop down menu for the national currency Do the same for Scale for proposal currency The selected scale will be used in the model and reports 2 National currency to proposal currency rate exchange rate It is important that the exchange rate be entered in national currency units per unit of the proposal currency NOT as number of proposal currency units per local currency unit For example if there are 20 local currency units per dollar enter this as 20 not as 0 05 If this number is entered incorrectly the total drug and other input cost totals will be incorrect 3 Inflation rate per annum Enter the average estimated inflation rate for the proposal currency for the period of the budget in the cell provided The entry must be made in percentage points e g for 5 8 enter 5 8 not 058 This rate will be used as the default inflation rate in the budget model If no inflation is provided for then a zero must be entered here Note that later in s
4. A useful by product of the analysis is the average cost of drugs per client for the above categories The average drug unit costs are reflected in the report This average ARV unit drug cost can be used as an input cost in the main budgeting tool and avoids the need to add many additional items to the input cost sheet in the main model 12 Page Figure 2 8 Example showing a portion of Table B2 comprising the summary of ARV drug costs and quantities Year one Year one Product category INN Generic Product Name Strength Unit Y1 Unit cost Quantity Total Cost Efavirenz BOOMG tab Lamivudine Stavudine 150MG 30MG tab First Line ARV s for Lamivudine Zidovudine 150MG 300MGitab Adults Larnivudine Zidovudine Nevirapine 150MG 300MG 4T Stavudine Lamivudine Nevirapine 30MG 150MG 209 Ti Zidovudine 100MG cap CAP PO Efavirenz 200MG tab First Line ARV s for rivudine Stavudine 150MG 30MGitab Paediatrics Abacavir 300mg tab Didanosine 400MG tab Lopinavir Ritonavir 133 3MG 33 3MG cap Second Line ARV s for Adults 94 535 000 5 506 414 Second Line ARV s for Lamivudine Zidovudine 150MG 300MG tab Paediatric Lopinavir Ritonavir 200MG 50MG cap 94 535 O00 237 871 2 9 1 Printing Attachment B and model sheets The Attachment B report can be printed from Step 5 After the report has been generated and all the remaining information filled out for Table B1 Table B3 and Table B4 use conventional Excel print comma
5. a blank word document and paste the resulting snapshot of the screen Screenshots can be large and should be cropped and reduced to only reflect the error message before emailing To crop the screenshot right click on the image and select Show picture toolbar Click on the Crop icon and use it to crop the picture down to include only the part you want to send Click on the picture and resize using the sizing buttons on the sides and corners of the picture Once the image has been re sized attach it to the email or copy it into the body of the email 14 Page
6. alth products and health equipment On the Attachment B report sheet Step 4 2 Table B3 makes provision for including information about health products and health equipment Table B3 is in the required Global Fund format These are optional tables and all the information must be typed in i e items cannot be selected from drop down lists and no information is automatically calculated except the year 1 and year 2 totals 2 8 4 Select drugs enter quantities for PEP Ol and other requirements To enter health product or health equipment items place the cursor in the relevant cell in the second column entitled Product Name and type in the name of the item The first row must be left blank and is protected Information must therefore be entered from the second row only In the Estimated cost per unit column enter the cost per item in the proposal currency You cannot enter input costs in both the proposal and national currencies in Table 3 Changing the reporting currency on the cover sheet will also not affect Table 3 which will always reflect the proposal currency These item values must agree with the item values in the main proposal budget to avoid queries In the Estimated Year One Quantity and Estimated Year Two Quantity columns enter the quantities to be procured for years one and two respectively The total cost for year one and year two and the cumulative total will be calculated automatically 2 8 5 Adding additional rows To add a
7. antities tool Clicking on each step results in the user being transferred to the appropriate sheet A return button is provided on each sheet to transfer the user back to the menu Figure 2 1 Model menu outlining key steps PEP OI other MN World Health p3 XSA Organization There are a total of five main steps that will be described in detail below beginning in Section 2 2 A brief overview of each of the five steps is provided in Table 2 1 1 below Table 2 1 1 Overview of steps required to complete the Attachment B model Step in menu Description and function The cover sheet provides a first page for the electronic and printed versions of the model output On the cover sheet the user Step 1 Cover sheet must select the language of the tool available in English French and Spanish and enter information relating to the project title country name proposal currency and name of the local currency On this sheet the general assumptions must be entered these include the exchange rate between the local and proposal currency the unit of reporting and the inflation rate Step 2 General assumptions Step 3 comprises several sub steps that provide for the definition step COMBIEte RY of drug lists and drug regimens 2 Page Step in menu Description and function Step 3 1 Define the In this step the user must define the list of possible ARV drugs that list of ARV drugs and may
8. cccscccsesecessseesseecsseecesseessseeessees ees 7 2 5 1 Select drugs for each regime csccccsssecssssessssecessecssecessaecessesesesecseeeseneesesseeeens 7 2 5 2 DOSC PEP chent ssis dessns a eaa a a aa ED 8 2 6 Step 3 3 Enter target quantities ssseesssssssssnsnsessssrrtrernressssenenssnsnsnrenernesenenesnenste 8 261 Enter Patlent tare wc isiiivscescenceccedvvesesicdisachinans seks costnsteciaasadeaisicns a a AER 9 2 7 Step 4 1 Define the list of Ol drugs and enter unit COSTS cccceseceesecesseeeesseeesseeeees 9 2 8 Step 4 2 Select drugs enter quantities for PEP Ol and other requirements 9 2 8 1 Adding drugs for PEP PMTCT and Ol ccccccssecsssseesseceeeseeeseeeecsseessesesesseessseees 10 2 8 2 Adding additional rowS cccssccccsssssecessssseccecsseeeeeseeseeccsereeecceaseeseseaeeeeeseeaaea 10 2 8 3 Health products and health equipMent cssssccssssccccsssteecesssseeessseeeesesnaes 11 2 8 4 Adding additional rowS cccsscccsssssecessssseccccsseeeeeseeseeccsseeeecesaseeceseaeeeeeseeeaes 11 Management Services cccccccccessssesssssecceceeeecssssseeneceeceeceeeessnsaaaaeececceeeeeeeuaaaaaaeeeeeeees 11 Pe A N E E E E 11 2 8 6 Completing Table B1 ou eeecesscccssssseecessssecceesssseeeesseeeecsseeeeecesaseeseseaseeeeeesenea 12 2 9 Step 5 Generate rep lt nussin iaaa i aE EE 12 2 9 1 Printing Attachment B and model sheets csssccsssreccccsssceceseeeeeesse
9. cost in USD EURO column or as local currency in the Y1 Unit cost in local currency column see Figure 2 3 above A detailed description of this function is included in the main budgeting tool s user s manual The column Last currency entered will indicate which currency was used to enter the drug cost It is important to ensure that the value entered is for the unit defined for each drug If the unit is per tablet then the value entered must be the cost per tablet and not for the box or the daily dose If the proposal currency value is entered a change in the exchange rate will not result in a change in the proposal currency value for the drug and other items The model will however calculate the local currency input cost value by applying the exchange rate entered If the drugs are imported and procured and paid for in the proposal currency the drug costs must be entered in the proposal currency In the last column Update Source enter the date on which the costs were updated and the source of the cost data 2 4 3 Inflation rate In the column increase the default inflation rate entered under general assumptions is shown Where specific items are likely to increase in price at a different rate to the default inflation rate then change the inflation rate for that specific item If no inflation is expected then enter zero as the inflation rate A negative inflation rate cannot be entered Returning to the main menu will result in
10. cursor on the green cells and type in the quantities The model calculates an average number of clients for each year based on the quarterly input The average number of patients is used at a later stage to calculate the average cost of drugs per patient treated No further action is required on this sheet Figure 2 6 Example of ART client targets entered for the first year 1 Enter the number of clients for each quarter for each regimen No of Adults on First Line Regimen 1 Regimen 2 Regimen 3 Regimen 4 Regimen 5 Regimen 6 Regimen 7 Regimen 8 Regimen 9 Regimen 10 Regimen 11 Regimen 12 Regimen 13 Regimen 14 Regimen 15 50 000 55 000 60 000 65 000 5 000 7 000 9 000 11 000 ae Adults on First Line Total 57000 64000 71000 7800 67 500 2 7 Step 4 1 Define the list of Ol drugs and enter unit costs In Step 4 1 the user must define and complete the required information for drugs used to treat opportunistic infections Ol for which funding is being requested in the proposal These items do not relate to specific treatment regimens and information about which drugs to include is best obtained from programme staff the proposal writing team and members of the central procurement function To access step 4 1 click on the step in the main menu The completion of this step is identical to the step described in 2 4 above The sheet is identical and the functional
11. dditional rows place the cursor on the relevant row in the second column Product Name right click the mouse and select Add new row A new row will be inserted that must be completed as described above It is possible to overwrite row descriptions but not possible to delete rows 2 8 6 Management services Below Table B3 see Section 2 9 1 above Table B4 provides for services directly tied to management of pharmaceuticals health products and health equipment In this table users are required to describe those services related to the management of pharmaceuticals health products and health equipment describe the related budget cost category in the main proposal budget and indicate a total annual value for years one and two for the management services To enter the description of the management service place the cursor on row two or lower in the Description of Service column and type in the name of the management service In the Related budget column the user is required to identify in which related budget the management service costs are located Place the cursor on the cell and select the correct cost category from the drop down list 11 Page Finally the user is required to enter the total budget value of the management service for two years in the columns Year One and Year Two respectively The cumulative total will be calculated automatically To add an additional row to the list of management services follow the inst
12. e drug cost per client The target quantities in the main budgeting tool therefore relate directly to the number of clients reached with treatment making the input cost sheet in the main model shorter and simpler It is important that this user s manual for the quantities tool be read together with the user s manual for the main work planning and budgeting tool The conventions used in the budgeting tool and its user s manual have been retained in this manual for a high level of consistency between the two Generic issues addressed in the main user s manual such as system requirements installation procedures and recommendations for backup also apply here 2 Detailed instructions for completing the tool 2 1 Overview In designing the tool every effort has been made to encourage the user to complete a logical series of steps that will lead to the accurate calculation of ARV drug quantities and average unit costs for adult and paediatric first line and second line treatment In order to achieve this the user must follow a menu driven sequence of steps that require the completion of set up target setting and budgeting tasks Although experienced users may be frustrated by the need to return to the menu to move between steps the use of the menu triggers auto save and other macro driven functions that are aimed at enhancing the overall stability and robustness of the model 1 Page Figure 2 1 below shows the menu in the qu
13. e list that was defined during Step 3 1 and used during the definition of the ARV treatment regimens For Other medicines the drop down list comprises the drugs defined as part of Step 4 1 The strength unit and unit cost information will be automatically transferred to Table B2 next to the item selected In the columns Year One Quantity and Year Two Quantity fill in the annual quantities to be included in the proposal budget for each drug selected 2 8 2 Adding additional rows To add additional items i e rows place the cursor on the relevant row in the green fields in the second column INN Generic Product Name right click the mouse and then select Add new row A new row will be inserted that must be completed as described above It is possible to overwrite row descriptions but not possible to delete rows TIP The user should therefore have a good idea of how many rows will be required before inserting new rows to avoid the presence of empty rows on the final report Figure 2 7 Example showing the bottom of Table B2 for PEP PMTCT and other medicines Medicines for PEP incl PMTCT services Didanosine 400MGitab PEP options Product category cut 75 76 Other medicines e g treatment for 77 opportunistic infections STls and other 78 side effects 79 80 amp Ba Copy G Paste Paste Special Clear Contents Filter Sort gt 10 Page 2 8 3 He
14. ity is identical The reader is therefore referred to section 2 4 above for instructions on how to complete this step 2 8 Step 4 2 Select drugs enter quantities for PEP OI and other requirements Table B2 Estimated Year 1 and Year 2 Costs for Pharmaceutical Products Included in the Proposal in Global Fund proposal Attachment B summarizes the quantity and value of ARV drugs drugs required for post exposure prophylaxis PEP prevention of mother to child transmission services PMTCT and treatment of Ol In Table B in the tool the quantities and costs associated with the procurement of drugs for ART are automatically calculated from the information provided in Step 3 The tool cannot automatically calculate the quantity of 9 Page drugs required for PEP PMTCT and OI so the user must therefore select the relevant drugs and manually enter the quantities required for each 2 8 1 Adding drugs for PEP PMTCT and Ol To fill out the PEP PMTCT and Ol sections of Table B2 select Step 4 2 from the main menu The user is transferred directly to Table B2 on the final Attachment B report specifically to the last two sections of Table B2 e Medicines for PEP incl PMTCT services and e Other medicines On this sheet in the column INN Generic Product Name place the cursor in the green cells next to the appropriate product category and select the relevant drugs from the drop down list For PEP and PMTCT the drop down list is the sam
15. nds to print the report The report has been preformatted and should not require further page set up changes Alternatively copy the entire report onto a sheet in a new Excel workbook where the formats can be changed and adjustments made to suit the user before printing If reports are being copied into a separate workbook it is important to only copy the values across and then the formats in that order as described below To copy the report across to a new workbook select the report to be copied Select the Copy icon Place the cursor on the top left hand cell of the destination sheet and in Excel 2003 select the following commands Edit gt Paste Special gt Values Ensure that the cursor remains on the top left hand cell of the sheet and then select Edit gt Paste Special gt Formats In Excel 2007 click on the Paste drop down list from the Clipboard group on the Home tab and select Paste Special Select the Values option and click OK Repeat the process but select the Format option and click OK Before printing the sheet check all the columns to ensure that these are wide enough to display all the text and values Adjust other formatting as required set the print preferences and print the report 13 Page 3 Technical support From time to time users may encounter problems in using the work planning and budget tool These problems may be caused by different issues and may in some cases not be related to the tool i
16. ns 2 In column T indicate the date on which prices were updated and the data soure 3 linflation rates can also be overwritten by unique values Y1 Unit cost in ARV Drugs description Acronym Strength Y1 Unit cost in USD ZAR Lamivudine 10MG ml 3TC Test strength p 0 00 0 00 Lamivudine 150MG tab atc Teststrength pertab ooof 0 00 Lamivudine Stavudine 174A Aamen e atesar th 0 08 0 62 Lamivudine Stavudine 1 ARV drug list options per tab 0 00 0 00 Lamivudine Zidovudine Addnewdrugtypee ih pertab o1e 119 Lamivudine Zidovudine f rian 150MG 300MG 600 h p 150MG 300MG 200M 4a Copy P eee 0 26 Lopinavir Ritonavir 133 3 Paste th pertah O21 1 55 Lopinavir Ritonavir 200 Paste Spedal th pertah os 280 Nevirapine 10MG ml__ th pertab 000 0 00 Nevirapine 200MG tab th pertah ooo 000 Ritonavir 100MG cap eer contents th pertab O00 0 000 Stavudine 15MG cap th pertah ooo 000 Stavudine 1MG ml__ Filter gt th perts OOo dine 20M an Cart th ner tah non non 6 Page 2 4 2 Enter drug item costs This model allows input costs to be entered in either the local currency or in the proposal currency The model uses the exchange rate entered in Step 2 to automatically calculate the alternative value and returns a total in both currencies Enter the drug input cost either as the proposal currency amount in the Y1 Unit
17. on 2 2 1 above you can change the name after you have populated the model To enter the project name click in the green cell to the right of the Project title heading and type the project name The project name must agree with the project name on the main proposal document To the right of the Country heading type the name of the country submitting the proposal 2 2 3 Enter Currencies The currency used for the proposal and the national currency must be entered here The logic and functionality is the same as in the main budgeting tool Click in the green cell to the right of the Proposal currency heading and select the correct currency from the drop down list The selection is currently restricted to EURO and USD Click in the green cell to the right of the Local currency heading and type the name of the local currency Click the Return to workflow button to return to the main menu Figure 2 2 Quantities tool cover sheet CHD Annex B Project title Enter project title Country Enter country Proposal currency Local currency 4 Page 2 3 Step 2 General assumptions After completing the cover sheet the general assumptions must be documented The country name the national currency and the proposal currency are automatically shown linked to information in the cover sheet 2 3 1 Basic Data Enter the required information for all items in the green cells This includes 1 Scale for
18. r on the green cells under the heading Regimen 2 To include a drug in the regimen select the correct drug from the drop down list defined in Step 3 1 The drop down list appears in alphabetical order Once selected the information related to the costing unit the strength and the drug cost will appear automatically in the relevant columns See Figure 2 4 below for an illustration of Step 3 2 The model currently provides for 15 different regimens for adults and paediatrics on first line and second line treatment It has also been assumed that any one regimen will never comprise more than 10 drug items 2 5 2 Dose per client In the column Dose per client per annum enter the correct dose for that type of client i e adult or paediatric and first or second line treatment for one year As an example if the unit of measure is one tablet and the dose is two tablets per day then enter the dose as 730 365 days x 2 per day It is critically important to ensure that these dosage quantities are correct as they have a significant impact on the overall quantities and the cost The above tasks need to be repeated for adults on first line and second line treatment and then paediatrics on first line and second line treatment Figure 2 5 Example of Regimen 1 and Regimen 2 defined for adults first line treatment 1 Select the correct drug under each regimen from the drop down list in column B 2 Enter the annual dosage per client for each dr
19. roduction and objectives A tool has been developed to support the completion of the WHO work planning and budgeting tool and Attachment B of the Global Fund proposal the Quantities Tool Currently this tool is only available for the HIV disease component The primary objective of the quantities tool is to assist the user in calculating calculation of antiretroviral ARV drug quantities and unit costs In addition the quantities tool calculates the average unit cost for treatment per client for first and second line therapy for adults and paediatrics This tool is available The final report generated by the quantities tool is similar in format to Attachment B of the Global Fund proposal documentation Use of this tool will therefore significantly assist in completing Attachment B The tool also allows manual entry of drugs and quantities required for PEP PMTCT and treatment of opportunistic infections and for health products and equipment Should the user choose to complete the sections for these additional drugs and health products the final report will in fact constitute Attachment B It should be noted that some refinement to the format may be required to comply with the Round 10 Global Fund proposal documentation As mentioned above the quantities tool also produces unit costs for treatment The advantage of this is that the main budgeting tool need not reflect all the drug items and quantities and instead need only capture the averag
20. ructions as described in Section 2 9 2 above 2 8 7 Completing Table B1 Table B1 in Attachment B comprises the List of Key ART Pharmaceutical Products Included in the Proposal for adults and paediatrics on first and second line treatment The list of drug items and the strength of each drug are automatically generated when the Attachment B report is generated Step 5 Generate report However the user is required to insert Yes or No answers in the remaining columns in Table B1 where this is appropriate To select either Yes or No in the WHO List National List or Institutional List columns in Table B1 place the cursor on the relevant cell and select either Yes or No from the drop down list TIP Complete Table B1 before printing the report to avoid having to complete the rest of Table B1 outside of the tool 2 9 Step 5 Generate report Only one report is associated with this tool The report is a replication of the Global Fund proposal form s Attachment B No other reports are provided In order to generate the Attachment B report click on Step 5 from the main menu The tool will generate the Attachment B report Each time the report is generated information in the model is analyzed and aggregated to produce a drug list for adults and children on first line and second line treatment in total i e not by regimen This is a complex calculation and users are requested to be patient while the report generates TIP
21. seeeseeeaaes 13 Table of Figures Figure 2 1 Model menu outlining key StEpS ccssccccccsssseeesssssceessseeeeceseneeceeseseeeeeeeesaaeeseeses 2 Figure 2 2 Quantities tool cover SHEECL cceccssscceessseeceecssececssaeeeeesseeeeeceseaaeeeesseneeeeesesaeeeeses 4 Figuire 2237 COVErSNEGE secccecccsssescinscesdbecacsaysssuetvessceseessasscsvesnatonseabenscaSatscantayseissddeasvatenavevesinneasbod 5 Figure 2 4 Sheet for defining ARV drugs showing menu item for adding a new row 6 Figure 2 5 Example of Regimen 1 and Regimen 2 defined for adults first line treatment 8 Figure 2 6 Example of ART client targets entered for the first year cccsscesseeeseeseeeesees 9 Figure 2 7 Example showing the bottom of Table B2 for PEP PMTCT and other medicines 10 Figure 2 8 Example showing a portion of Table B2 comprising the summary of ARV drug COSES ANG QUAMEITIOS ii0i5 cis ccesastaesiniaeessiia s sa isasacnnansticvoap visas a a aa E aeaa apani 13 Tables Table 2 1 1 Overview of steps required to complete the Attachment B model 0660 2 Table 2 1 2 Type of staff required to complete the MOdEl cc ceeeseceeseccseecssseesseeeeeseeeees 3 List of Abbreviations and Acronyms ART Antiretroviral therapy ARV Antiretroviral Ol Opportunistic infections PEP Post exposure prophylaxis PMTCT Prevention of mother to child transmission WHO World Health Organization 1 Int
22. ships between them The following table highlights the types of staff who should be involved in completing each step of the model It is not appropriate to expect the financial professional to complete the cost sections on his her own Table 2 1 2 Type of staff required to complete the model Step Type of Staff Cover sheet and general assumptions Programme and financial Define drug list and unit costs Clinical and financial Define treatment regimens Clinical Enter client targets Programme Define OIl drugs and unit costs Clinical and financial Select Ol drugs for inclusion in quantities Clinical and programme Review final Attachment B quantities and average unit costs All 2 2 Step 1 Cover Sheet This step provides for the completion of the cover sheet which is the first page of the model s electronic or printed output The user can print all sheets in the model by clicking on the Print model button see Step 5 below for details Click on Step 1 to access the cover sheet 3 Page 2 2 1 Select language The tool is available in English French or Spanish From the drop down menu select the language in which you would like to complete the tool 2 2 2 Enter project title and country On the cover sheet the name of the project and the name of the country submitting the proposal must be entered These values are carried forward to headings throughout the tool and must be completed Unlike the language selection see Secti
23. tep 3 1 the user can choose whether or not to apply the default inflation rate for specific drugs The user can overwrite the default inflation rate for each item with a unique inflation rate where it differs from the default Figure 2 3 Cover sheet Project Name Test Step 2 General assumptions Basic Data Country Enter country National currency ZAR Scale for national currency Units 1 National currency to USD rate 7 50 Proposal currency USD Scale for proposal currency Units 1 Inflation rate per annum 7 50 1 The model uses the default inflation rate to inflate the total drug and other costs over the two year period The inflation rate should be the estimated inflation rate in the proposal currency It is assumed that the difference between proposal currency and local currency inflation rates will be offset by changes in the exchange rate 5 Page 2 4 Step 3 1 Define the list of ARV drugs and enter unit costs On this sheet the user is required to define the list of all possible drugs for ART that are being used in the country For each drug defined the user is required to enter the packaging unit the drug cost and confirm the applicable inflation rate at individual drug level This input cost list will appear as a drop down list in subsequent Steps 3 2a to 3 2d 2 4 1 Enter drug description To add a new drug item overwrite an existing item or add an additional row To overwrite an exis
24. the sheet being saved and all items inserted being sorted to facilitate ease of use 2 5 Step 3 2a to Step 3 2d Define drug regimens In Steps 3 2a to 3 2d the user is required to define the drug regimens for adults on first line paediatrics on first line adults on second line and paediatrics on second line treatment respectively If patients are on third line treatment and subsequent regimens these must be added as second line regimens as Attachment B does not differentiate between second line and subsequent treatment regimens To define the ARV regimens for adults and paediatrics select the correct sub step from the main menu Steps 3 2a to 3 2d by clicking on it Each of these steps looks and functions in exactly the same way 2 5 1 Select drugs for each regime For each regimen it is necessary to identify the drugs This step will require the expert input of the ART programme managers in your country and other treatment experts The ART registers also provide details of how many patients are on which regimen and how many regimens are in use 7 Page To add drugs to a regimen select the correct step from the main menu Steps 3 2a to 3 2d relating to either adults or paediatrics and for first line or second line regimens In the first column Adult Paediatric National guidelines for ART place your cursor in the correct green cell for the regimen to be defined For example to select drugs for Regimen 2 place the curso
25. ting item place the cursor on the relevant cell in the first column and type in the new drug or item name A tool note will inform the user that a change has been made It is important to ensure that the acronym strength unit and cost are updated for the change see Figure 2 3 below To add a new row place the cursor on the relevant row in the first column Right click the mouse and then select Add new drug type from the command box see Figure 2 3 below An empty new row will be inserted below the cursor position with the label New drug Note that it is possible to overwrite row descriptions but not possible to delete them so avoid adding new rows that you do not need In the first column entitled ARV Drugs description enter the name of each drug The drug descriptions must be accurate to avoid confusion For each drug defined enter the acronym or abbreviation in the Acronym column the drug strength in the Strength column and the cost unit in the Unit column The cost unit must be reduced to its lowest unit of measurement to facilitate accurate quantification and budgeting For example even if a drug is packaged in packs of 100 tablets per box the unit must be entered as per tablet Figure 2 4 Sheet for defining ARV drugs showing menu item for adding a new row ao Document list and unit cost of ARV drugs and other pharmaceuticals 1 Enter the name of each drug which forms part of the ARV treatment regime
26. tself Some users questions may relate to how best to use the tool and others might relate to the functionality of the tool Before contacting technical support users should read the relevant section of the user s manual carefully to make sure that their use of the tool has been correct and that instructions have been carefully followed Also consider contacting other users of the tool who may have come up with solutions based on their experience and use of the tool Users are also referred to Section 4 2 Troubleshooting in the main user s manual of the Work planning and Budgeting tool as a potential means of resolving the problem If neither of these approaches leads to a solution users should contact the support team for assistance For assistance please contact the help desk at help sdc co za with a detailed description of the problem and contact details A reply email will be sent within 24 hours of receipt providing a possible solution for the problem or acknowledging receipt of the email and indicating the way forward for resolving the issue Where a problem with use of the tool has occurred and an error message has been displayed it is important to include a screenshot or an accurate description of the error message in the email This will assist the support team to resolve the query To create a screenshot of the error message hold the Control key down and simultaneously press the Print Screen button on your keyboard Open
27. ug and unit 3 Describe the dosage in the notes and assumptions column Dose Pel cost per Cost per Adult National Guidelines for ART client per Ci aaa p Notes and ass P aa eel T ert 0413 i i 103 Aduits First line Regimen 1 Stavudine Lamivudine Nevirapine 30MGM 50MG 200MG Test Zidovudine 100MGicap CAP PO 730 00 Adults First tine Regimen 2 Efavirenz 600MGitab Lamivudine Stavudine 150MG 30MGitab Aduits First fine Regimen 3 A column at the end of the sheet provides users with a space to enter assumptions and notes with respect to the respective regimens and dosages Use of this Notes and assumptions column provides a valuable reference point for future users of the tool 2 6 Step 3 3 Enter target quantities This step requires the user to enter the number of ART clients to be reached with each drug regimen over two years The target quantities for each regimen will be multiplied by the dosage for each drug included in the various regimens to calculate the total quantities required for the two year period The total quantities in turn will be used to calculate the total cost estimate of the required drug and other items 8 Page 2 6 1 Enter patient targets To enter patient target quantities select Step 3 3 from the main menu Patient targets must be entered for each quarter of the two year period To enter the target client quantities for each quarter for each active regimen place the
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