SUMA 5.1 FIELD UNIT Windows English
Contents
1. CIL DEFENSE Alphabetical List Pharmaceutical products Other supplies 2 Human resources 2 Unclassified items Ez Technical Categories Pharmaceutical 2 Water and Sanitation Health Non Pharmaceutical Food and Drink ShehtterfHousing fElectricalfC 2 Logisticsfhidanagement Personal NeedsfEducation Ez Unclassified Items Human Resources Agriculture and Livestock Inj Category Subcategory Hems Add an tem l meam seeetea nem Wiew all tems inthis Category __Viewallitersindocument__ There are two basic options for item entry Data entry by alphabetical lists When you select this option four generic lists will appear If you select any one of them you will see a list of Items and Subcategories in alphabetical order Items details Consignment Ho Points of Origin x2 Other cunnliec ge Delect item and press ENTER Category Subcategory Subcategory Acetaminaphensparacetamal 4Snalgesics 4ntipyretics 4cetazolamide With the keyboard Eye Preparations 1 Use the Down Arrow Key J or the Right Arrow Key gt to move around the options until the right list appears It should change color or tone if your monitor is monochromatic Hit lt Enter gt May 2000 SMS Field Unit Manual 2 The Drugs List will be selected automatically 3 To select another list where you would like the supply to2. Items by category It is sometimes important to determine whether a specific type of item has come in and in whose hands it is at present For instance it might be important to determine whether rice or some other kind of grain has arrived We might be more interested in which types of antibiotics or building materials have come in Hence the Items by Category option It allows you to perform selective searches among all the consignments recorded by the Field Unit including specific items or categories If you select it the following dialogue box will appear ITEMS BY CATEGORY SELECT FILTER PARAMETERS The selection of the item of interest is carried out following the same three level classification procedure already discussed in previous chapters When selecting subcategories or items the All option enables you to see all the information recording in the category or subcategory and perform queries such as e What food has come in In order to find out choose All in the subcategories field e What types and quantity of grain have come in Choose grains in the Subcategory field and All in Items Or you may perform specific queries such as e How much rice has come in and who has it Independenily of the type of query you will see a window with information on the subcategory item quantity presentation unit arrival date sender and consignment number corresponding to the data you wished to see 44 May 2000 SMS
3. follow these steps 1 Inthe dialogue box that appears select the storage capacity of the diskettes you will be using for backup They are generally either 720 KB or 1 44 MB in the case of 3 1 2 diskettes Select the disk drive A or B Verify that the diskette is the right kind that it is blank that it has been formatted and that it has been placed in the correct drive Once you are certain of this place the cursor over lt OK gt and hit lt ENTER gt 4 Wait until the process is complete If the backup was successful a message to that effect will appear and you will return to the main menu Depending on the amount of information stored and the capacity of the drive you may need more than one diskette Have several diskettes ready blank and formatted just in this case Label the diskette to identify it as a backup and write down the date and time on the label If the process failed you will see an error message In order to recover the backup data use the Restore Files command 1 Insert the diskette in the proper drive 2 Select the drive in the dialogue box and hit lt Enter gt Wait until the transfer is complete If it is successful you will see a confirmation message and return to the main menu 61 May 2000
4. the following fields will appear Name Organization Address Telephone Fax Email and Web site This information 18 May 2000 SMS Field Unit Manual should be entered as comprehensively as possible so that the contact list remains up to date and donors can receive notification of the arrival of their donations When you fill in the last field the buttons on the lower end of the dialogue box will automatically become active in order to give you access to several choices You may proceed as follows With the keyboard 1 Use the Up and Down arrow keys to shift between buttons until you find the one you want 2 Once chosen hit lt Enter gt once again With the mouse 1 Place the mouse pointer over the desired button 2 Click When you are in a dialogue box data entry form you may modify the data or choose the options available either by moving around the screen with the arrow keys or by pointing and clicking at the desired option with the mouse There are three options at this stage lt Continue gt Go on to the next window lt Go to items gt During the consignment recording phase this option is unavailable which is the reason it appears dimmed on screen The option will be discussed in another chapter below lt Exit gt This option enables you to stop entering consignment identification data When you select it the following dialogue box will appear to ask if you wish the data to be recorded Do y
5. the mouse or using the keyboard can activate them The components of the menu are displayed as in the following image 14 May 2000 SMS Field Unit Manual Menu Header Consignment Deliver Reports Utilities Exit Create consignment entry View Modify by number View Modify by list View Modity by parameters Print consignment form ltems by category ltems delivered by PEsinakpn eS Win Al i Humanitarian Supply Management System Functions SUMA FIELD UNIT MODULE vr Vv Y Entry information from consignments Deliver consignments Prepare data for Module Central Selecting the various options With the keyboard 1 When you start the program the default option will be Consignments To select another heading use the left and right arrow keys on the SUMA FIELD UNIT pull down menu 2 Use the Up Arrow 7 or Down Arrow Keys to move up or down the pull down menu until you select the option you want then hit the lt Enter gt key Another option is to use Hot Keys type the letter that is underlined in the name of each menu option With the mouse 1 Place the mouse pointer over the option you are interested in and click on it to display the pull down menu 15 May 2000 SMS Field Unit Manual 2 Point at the command you want to execute and click on it If you do not know which Field Unit you are working at or the defined operation site or if other consignments have been recorded before
6. Field Unit Manual You may move between fields columns by hitting the lt Tab gt key to move to the right and lt Shift gt lt Tab gt to move to the left You may also change the way you visualize the data by pressing at the same time lt Control gt and lt W gt CtrL vVv 0 Switch ESC O End Print options Y Category Fharmaceutical Subcategory All Medic terete ci eet E ct rc All Subcategory Diagnostic Agents ne ltem Fluorescein Quantity Remaining 100 Form Eye Drops Route Topical use Information Strength 1 Brand name Fluorescein about an item Date of Consignment DM 01 06 2000 1n a specific Points of Origin Organization GWIL DEFENSE Expiration date D M iy Refrigeration Mo Priority Immediate distributi emporary storage area Mo 4 Consignment No 001005 Ciri O Switch ESC 0 End Print options To move between the fields use the Up Arrow or Down Arrow Keys to advance one field at a time or use the lt PgDn gt or lt PgUp gt keys to move from one item to the following or preceding one If you hit the lt Esc gt key the program will give you the opportunity to produce a report on the current query by means of the following dialogue box A5 May 2000 SMS Field Unit Manual HUMANITARIAN SUPPLY MANAGEMENT SYSTEM ORGANT ZATION SYSTEM OWNER ITEMS BY CATEGORY PHARMACEUTICAL Country affected Costa Rica Place and date Limon April 22 1992 TypeName of disaster Eart
7. Modifiable at CENTRAL LEVEL Serer EREERATESE AT KENI ALES ASET KERA EESE CECETEN EERE BORE AELE AE AET AA AAA AET eRe AEAEE AEEA AET EAEEREN EEE EA AET AAS ALAA PT CRETE ETON ERT R EES Ee AAA DEE AIE ila LLELE SAA ERATE Ata DEET EAT Ae EE tir Press ENTER to select MODIFIABLE STATUS for each consignment THEN press ESC Highlight the consignment you are interested in and hit lt Enter gt A pop up Select window will appear When you are done with the consignments the program will ask for confirmation to continue abort the process or return to the previous window It is important to remember two things when sending data to SUMA Central 59 May 2000 SMS Field Unit Manual e The means through which data is exchanged is the floppy disk e You need two 3 12 1 44 MB diskettes properly formatted and without any other information on them so that there are no problems due to lack of space To continue select the disk drive A or B Once you have done so a confirmation message will appear if the disk is ready By choosing Yes you are enabling the transfer process to proceed The program will tell you when to insert the second diskette and when the transfer is complete If you select the wrong drive or there are any problems with the diskette of the transfer process the latter will be interrupted and you will have to start again from the beginning Transferring information between Field Units Depending on the level of activity
8. Press lt ESC gt to Exit Consignment fields Point of origin Delivery by consignment list by parameters 50 May 2000 SMS Field Unit Manual This option enables you to select a consignment to be delivered out of a list that shows a summary of the consignments recorded at your Field Unit The following dialogue box enables you to define the search criteria CONSIGNMENT LIST PARAMETERS DATE OF CONSIGNMENT DrMr From date DOMM YY To date DOMM Y Points of Origin Destination Cancel Delivery Date enables you to select a range of dates in which a record was entered If dates are irrelevant leave those spaces empty and hit lt Enter gt Then you may define your search by point of origin or intended recipient Default values for both are All If you place the cursor in either field or use the mouse to click on the downward arrow at the right you will see a list of all the organizations that send supplies or that receive them When selecting one in either field or in both a new window will appear with the results of the search If no data match these criteria you will see an error message Carry on by following the same procedures used in Delivery by Consignment Number or General Consignment List Printing the general delivery list Every time you authorize a partial or complete delivery the program stores the information about that delivery so as to keep track of past deliveries and current stock When this option i
9. be classified use the Up and Down Arrow Keys and hit lt Enter gt A list in alphabetical order with the names of the items will appear 4 Again use the Up and Down Arrow Keys to move among the options and place the cursor over the item you are interested in Hit lt Enter gt to select or lt Esc gt to cancel the operation and return to the previous window Depending on the classification category the presentation and the item s information requirements the characteristics screen will vary However there are four main categories Drugs Other Supplies Human Resources and Non classified An alternative and more efficient search system when going S over the items list is the one known as Incremental Search An alternative and more efficient search system when going over the items list is the one known as Incremental Search Incremental search ensures that the item for which you are searching is only a few keystrokes away Enter the first few letters of the item you want As you type each letter the cursor will rush to the first item that fits the pattern For instance if you are searching for Ampicillin as you enter the name the cursor will move first of all to the first of the supplies beginning with A then to the first supply beginning with Am and so on until you find the item you want or the cursor places itself at the end of the list to indicate that no recorded items match the pattern If you were
10. form by deliveries list Parameter Delivery by consignment number When you select this option the program will open a window where you can enter the consignment number After you do so you will see onscreen a summary of key data about the consignment such as the sender the intended recipient and the general information that was entered when creating the record The following image will serve as an example DELIVER CONSIGNMENT POINTS OF ORIGIN Consignment Mid cccsssssscsssseecseesesees 001005 Date of Consignment OM 01 62000 Point Of OFigitiesssssssssssssssssensssessseee OPQ AMZ ATION cecnsnenensnenencnenennenenenenes CIVIL DEFENSE DESTINATION KERI i ecru EE E A A ANDY GARCIA at 0 RED CROSS GENERAL INFORMATION Mode of trans portation ccscseee 24156 Shipment GOCUMlN1 ccccsesesseneseees ASDO545457 The next stage is to prepare the delivery form with the name ID document and ID number of the vehicle or vehicles of the person authorized to pick up 47 May 2000 SMS Field Unit Manual the supplies The following dialogue box is where you can fill in the data after choosing Deliver in the previous screen DELIVER CONSIGNMENT Consignment Ho 001005 Delivery Ho D0001 Date of this delivery 01 06 2000 Destination Retugee s camp Ma 1 Me EWE EF eaaa RED CROSS Driver Hame Mangel wega Salas PLE e ar 475656 Continue When making a delivery you have
11. incoming supplies are properly sorted inventoried and prioritized at their point of entry The following steps are taken to maximize supply allocation effectiveness Disasters Preparedness and Mitigation in the Americas January 1993 SUMA 4 May 2000 SMS Field Unit Manual e Trained health staff sort and classify supplies as they arrive e Labels are attached to the incoming boxes and or packages with the following information o Distribution priority o Whether the consignment contains health care items including drugs and other medical supplies o Whether items need refrigeration e An inventory is kept of the valuable items that arrive based on technical and operational criteria e Donations are registered at the point of entry using a computerized system e National authorities receive daily reports detailing the name of the donors the recipients and the type of supplies provided etc e The country s efficiency is demonstrated by the use of advanced technology e Visitors obtain a favorable impression of emergency management efforts e Donors are sent an immediate confirmation via fax or e mail as soon as the supplies have reached their intended recipient To attain this objective all donations regardless of their origin or ultimate recipient are processed at the point of entry using the SUMA system before they are delivered This requires that relief management organizations and institutions whether governmental or
12. of Origin 2 CIVIL DEFENSE Category Pharmaceutical E Subcategory Diagnostic Agents p J nec others gt 4 Defined by user Erase selected tem Category Overview Alphabetical List 2 Pharmaceutical products 2 Other supplies Human resources Unclassified items Technical Categories Pharmaceutical Ea ES ater and Sanitation Health Non Pharmaceutical ES Food and Drink 2 SbheHerfHousingfElectricalfc Logisticsfhdanagement Personal NeedsfEducation gt Unclassified tems gt Human Resources Agriculture and Livestock In Recording item information supplies Once the item has been classified whether using the Alphabetic Lists or Technical Categories option the cursor will be placed over the Add new item option O y Opis O OO a View all tems in document l Return to Shipment data Return to Main Menu Its options are e Add new item enables you to enter the selected item into the records When you hit lt Enter gt the Characteristics window will open up Characteristics may include brand presentation unit total quantity and others For instance the following image is the characteristics screen for the Drugs category 29 May 2000 SMS Field Unit Manual Item Consignme Classification nt aE a A E Pharmaceutical ee SUI Cat CQO eeseescennsseennesennsseeneees Diagnostic Agents Consignme
13. to type ampici for instance this would be the result 26 May 2000 SMS Field Unit Manual Window that shows the ltems details Consignment No 501005 Points of Oigin AntibioticssAntifungal Diuretics Waccines Immunologicals Gastrointestinals Waccines Immunologicals Displacement bar You may see what you are typing in the Search Criterion Text Box in the upper right hand corner If you make a typing mistake and the cursor moves to the end of the list erase the characters typed in the text box using the lt Backspace gt key Hit lt Enter gt to select the item and return to the main editing window or lt Esc gt to cancel the operation and return to the main management window With the mouse 1 Place the mouse pointer on the list box 2 Click on the down arrow at the right of the list box 3 Move through the displayed list and place the mouse pointer over the name of the general category you are interested in Double click 4 On the list the mouse will only allow you to point at an option and highlight it To select it hit lt Enter gt Moreover the option of keeping the list on display by pressing the left mouse button without releasing it is not operational here in order to promote the use of incremental searches Please note how when you return to the main record window the technical categories display a three level classification for this item cat
14. you came you may select the About this Unit option from the Utilities menu which contains information regarding the Field Unit number the quantity of consignments recorded the reception site and the space available on the hard disk Importance of backing up your data No computer or software application can offer perfect protection for your data particularly considering the conditions in which SUMA teams often have to work The only way to protect your data is to perform regular backups onto diskettes Version 5 1 of the SUMA Field Unit module includes a backup procedure as well as a Restore Data option in case the data have been accidentally erased from the hard disk These options are available from the Utilities pull down menu which will be discussed in a later chapter Ending your work session To end your work session go to the Exit pull down menu and select the Exit this program option which appears in the following illustration Reports Utilities Exit this program 16 May 2000 SMS Field Unit Manual 3 Adding a consignment record To add a new record on an incoming consignment select the lt Consignments gt option from the Main Menu then lt Create a consignment gt When you select this option the system launches the process of creating a new consignment record which involves four steps Defining the consignment s unique identification number Defining the consignment s point place of origin D
15. 5 Details of authorization AUT 2356 Remarks Category Quantity Presentation unit Pharmaceutical FI i 56 Eye Drops Topical use 1 Undassified Items Clothing Clothes 0 Piec RECEIVER S SIGHATURE Witness Ho 1 Witness Ho 2 Before starting to print make sure that the printer has enough paper and that it is on and ready to print i e that it is online Otherwise the program will display an error message If when you correct these errors the printer still does not respond check the parallel cable that joins the computer and the printer 49 May 2000 SMS Field Unit Manual After printing the delivery form or viewing it onscreen the information may be transferred to a floppy disk or the hard disk The delivery information may be sent on diskette so that when the supplies arrive at their destination the system operator can load the supply information automatically without having to input the information manually once again Delivery form Which unit do you want to transfer to Oa Delivery by general consignment list The difference between this procedure and the previous one lies in the way the data are accessed In the first instance queries are based on the consignment number When working with the list you will select the items based on their supplier or place of origin From this point all the steps to be followed to enter the delivery information and print the receipt are the same EJ Consignment list
16. Humanitarian Supply Management System SUMA SMS Field Unit USER S MANUAL VERSION 5 1 for Windows Pan American Health Organization Pan American Sanitary Bureau e Regional Office of the World Health Organization 525 Twenty third N W Washington D C 20037 EUA May 2000 SMS Field Unit Manual Contents 10 13 14 14 16 16 17 22 23 Data entry 24 25 26 29 32 37 40 40 40 42 43 47 47 Deliveries by consignments list by parameters 50 SUEN P wlw w No EEE J May 2000 SMS Field Unit Manual Transferring information between Field Units 60 Protecting the Information o Z oS S Y O SUMA a system developed by the Pan American Health Organization acknowledges the generous financial support of the Government of The Netherlands since 1992 and recently the European Community Humanitarian Office ECHO 3 May 2000 SMS Field Unit Manual 1 Introduction The Humanitarian Supply Management System SUMA was launched as a collective effort by the countries of Latin America and the Caribbean with the technical support of the Pan American Health Organization PAHO Since 1992 it had also enjoyed the financial support of the people and government of the Netherlands Its objective is to improve relief supply management in the event of a disaster or emergency The system is meant to work regardless of whether these supplies come from other cities or regions within the affected country or
17. ICANA CIML DEFENSE CRUZROJA ME XIC ANA FIELD UNIT REPORT Recipient CARITAS COMISION NACIONAL DE CNE RED CROSS COMISION NACIONAL DE Mode of transportation AIR LR234 To move around use the keyboard arrow keys or click on the scroll bars 56 May 2000 SMS Field Unit Manual Excel interface SUMA s Version 5 1 for Windows enables the information to be generated in Excel type files which gives you more flexibility in the handling of the information since you can manipulate the data in Excel in order to produce new reports or graphs EXCEL INTERFASE EJ Consignment CO Consignment Pharmaceutical O Consignment Other supplies CO Consignment Unclassified O Consignment Human resources CO Delivery Pharmaceutical CO Delivery Other supplies In the previous dialogue box you can select which reports you wish to export to Excel by marking the small checkboxes at left Please note that the names of the files are predetermined The files generated will remain in the folder where SUMA CENTRAL is installed on your hard disk for instance C SUMAWU51 57 May 2000 SMS Field Unit Manual 7 Utilities The Utilities pull down menu of the main menu bar includes the following options Utilities Exit About This FIELD UNIT Index files Prepare data for CENTRAL LEYWYEL Close this unit incorporate other FIELD UNIT data Backup files Restore files About SUMA About this Field Un
18. SMS Field Unit Manual Technical Categories Pharmaceutical Water and Sanitation Health Non Pharmaceutical Food and Drink Each category comprises a series Shelter Housing Electrical C of related subcategories Logistics Management Personal NeedsfEducation Unclassified tems Human Resources Agriculture and Livestock In Level 2 Subcategories Analgesics Antipyretics a Antiallergics Anaphylaxis Antianaemia Antiasthmatics Antibiotics Anttungal Antidotes Related to Antiepileptics Each subcategory comprises several items Level 3 Items Pethidine Pirazolade gt gt 4 Defined by user In other words every record must include the fields Category Subcategory and Item The only exception is the Unclassified category where items are listed according to Category and General Type of Supply The Unclassified Items category enables the staff at the point of entry to deal with expired items items that are unknown or unusable or items that are to difficult to sort on the spot and must be classified eventually by the recipient when time and manpower allows during or after the emergency 11 May 2000 SMS Field Unit Manual Inventory The inventory stage makes its possible for daily reports to be sent to the relevant national or local authorities on what supplies have been received and other relevant data including the sender the intended recipient the categories of the sup
19. al coordination Maintain the program tables lists FIELD UNITS are designed to work at the points of entry e g borders ports and at local collection centers where supplies arrive during an emergency such as airports collection sites etc The main tasks at this level are to Sort incoming supplies and label them URGENT FOR IMMEDIATE DISTRIBUTION FOR NON URGENT DISTRIBUTION and NON PRIORITY ITEMS Classify supplies by category and subcategory and itemize them Reply to selective queries about available items Prepare reports on consignments that have arrived at that field unit Provide receipts for recipients to fill as proof of delivery Consolidate all relevant data on diskettes to be sent to SUMA CENTRAL The SUMA Field Unit team also uses paper forms in case the computers fail or whenever the logistics of data collection requires their use The WAREHOUSE MANAGEMENT Module is a tool that registers the arrival of supplies to storage centers or warehouses and their departure for distribution These warehouses receive supplies as well as electronic tracking information sent by the Field Units or SUMA CENTRAL In this way institutions can coordinate the internal management of relief supplies or their distribution to other facilities or organizations involved in disaster relief efforts The main tasks carried out at this level are Keeping track of the local inventory Preparing reports on stocks and deliveries accor
20. arrives with consignments for several recipients in Honduras Three institutions or groups in Mexico have sent them o Civil Defense sends various supplies to the Permanent Emergency Commission o The Mexican Ministry of Health sends medical supplies to their Honduran counterparts o The Honduran community in Mexico City sends food and clothing to the Red Cross for distribution in Honduras Facilities Even though they all arrive on the same flight from the same country they come from different organizations and have different recipients so they must be registered as three separate consignments Another case might be that one organization sends supplies to four different recipients within the same country Alternatively whether because of their bulk or due to transport limitations relief supplies are sent to the same recipient by the same organization on four separate flights In either case we must record them as four consignments Activities in the supply reception Before supplies can be delivered to their intended recipients three steps must be taken Sorting Classification Inventory Sorting Supply management and distribution priorities are determined by the guidelines set forth by the emergency management agency or the SUMA Team Coordinator These priorities depend on the type of disaster and the national or local needs For instance in the event of an earthquake medical supplies for the treatment of wounds and fracture
21. ation AASB Shipment document AS03545457 Ho of pieces Box Bag In the Means of Transport area you may not only identify the means of transport itself but also include descriptive information such as the name of the transport company or the flight number say AA 560 The Total Estimated Weight in Kg field opens a new dialog box in which you can enter the general weight per category of the supplies received in the current consignment ESTIMATED TOTAL WEIGHT KG Pharmaceutical 100 Water and Sanitation Health Hon Pharmaceutical ee Food and Drink 5 000 Shetter Housing Electrical Construction a aE Continue Logistics Management OO l Personal Heeds Education OO l Unclassified tems OO l Agriculture and Livestock Industry Total Weight Sise It is very important to record this information because it makes it possible for all relevant users in the future to have access to general information by category about the weight of the supplies that have come in both at the Field Unit and the SUMA Central level Estimated Total Cost enables you to enter the reported value of the incoming supplies in the currency you select Once the amount has been entered the cursor will move automatically to a currency selection drop down list At this point you may 21 May 2000 SMS Field Unit Manual With the keyboard 1 Hit lt Enter gt to display the drop down list 2 Use the Up and Down Arrow Keys to scroll through t
22. d of several international intergovernmental or bilateral organizations involved in relief and disaster management such as UNICEF To select one do the following With the keyboard 1 Hit lt Enter gt when the cursor is on the highlighted space next to the Point of Origin title 2 Use the Up and Down arrow keys to move the cursor up and down the list until you find the information you want 3 Once the correct point of origin has been selected hit lt Enter gt once again If you type the first letter of the country you are looking for the cursor will move up or down regardless of its current position towards the first country name that begins with that letter This can be a real time saver For instance if you want to select Colombia type C and then use the Down Arrow key W until Colombia is highlighted With the mouse Place the mouse pointer over the names box 2 Click on the mouse s left button and do not release 3 Wander over the list and place the pointer over the name you want then release the button The next option is Donor Category Civil Detenzetational Disaster Committee Civil DetenseMationalDisaster Commitee Governmental Organization Bilateral Mon Governmental Organization HGO Private Sector Red Cross Society Religious Organization United Nations Org Muttilateral Options are accessed and selected in the same way as in Point of origin After you have made your choice
23. d so far to record consignments Viewing specific consignments The lt View Modify by Item Number gt option gives the user direct access to a consignment by referring to its unique number Remember that the number has five digits the first two stand for the FIELD UNIT where the consignment was recorded and the remaining three to the specific consignment When you select this option the following dialogue box will appear including a space where you can key in the appropriate number 40 May 2000 SMS Field Unit Manual Consignment number If the number that is keyed in does not correspond to any of the consignments in the database the program will return to the Main Menu and an error message will appear Key in the correct number Once a valid number is keyed it the program will display the lt Point of Origin Source gt window POINTS OF ORIGIN Peso Donor categonr Civil DeftensetMational Disaster Committee MAMOE PEREZ Organization IIL DEFENSE Address MEI 2 D F Telephone Far Ho 4355556 EMail Others POO A consignment has three main fields lt Point of Origin Source gt lt Destination Point gt and lt General Information gt If you wish to view or modify any of these select Save from the menu of the General Consignment Information dialogue box menu item The lt Go to Items gt button will sidestep these options and take you directly S lt to the main Item Manageme
24. ding to several criteria and categories 6 May 2000 SMS Field Unit Manual e Following up on the inventory in other warehouses whether they are branches of the current warehouse or separate collection centers The following chart provides a functional vision of the system The Field Units produce information on diskettes to convey their data to SUMA CENTRAL and the Warehouse Management Module Reports can be produced to support the decision making of national or local authorities SUMA CENTRAL Warehouse Management Emergency Operations Center The Consignment A consignment is a set of supplies that the same sender sends to the same recipient and that arrives at the same time by the same means of transport It is the basic unit of reference for the system The entire process of classifying and manipulating data on incoming supplies focuses on consignments The point of entry is the place where consignments arrive sea and river ports airports customs offices warehouses etc 7 May 2000 SMS Field Unit Manual The following examples may illustrate these concepts assuming that the supplies arrive by the same means of transport e A ship arrives with a load of eight tons of wheat sent by the WFP to the Costa Rican Red Cross It is a single item sent by a single sender and meant for a single recipient therefore it will be registered as one consignment e A plane
25. ecialized personnel Any selection in this field will affect the remaining two For instance if a drug s presentation form is Tablet the Intake Route will automatically show Oral and in Strength the program will display the most common strengths for this drug The Intake Route and Strength fields are used like the Form field The categorization presentation unit definition intake route and strength are largely based on The Use of Essential Drugs Sixth Report of the WHO Expert Committee WHO Technical Report Series 850 1995 32 May 2000 SMS Field Unit Manual The Total Quantity field cannot be left blank It shows the quantity that has been received based on the item s minimum operational units as defined in the Form Intake Route and Strength fields For instance if the presentation unit is tablets the total quantity should be the number of tablets received Note that next to the number the program will display the presentation unit based on the Form Intake Route and Strength fields In Package the information must be recorded starting with the smallest units and moving on to the larger ones For instance if the drug comes in five boxes of 1 000 ampoules each then the record would be 1000 units or ampoules X box X 5 The General Information area includes four selection options that provide general information about the item Temporary storage area Label language Priority Retrigeration Not o English Ea Im
26. ed immediately e 15 had no immediate use but were used later after being stored safely e Approximately 70 had expired or were otherwise unusable 9 May 2000 SMS Field Unit Manual Expired drugs may remain effective between three and six months after the expiration date Depending on the importance of the drugs to the emergency they might be classified as priority items for immediate distribution indicating that they have expired and require a laboratory analysis to obtain a new certification Health authorities should make such decision Classifying Within the SUMA system relief supplies fall into one of the following ten technical categories Pharmaceuticals Shelter Housing Electricity Construction Water and Environmental Sanitation Logistics Administration Health Non Pharmaceutical Food and Drink Agriculture including Livestock supplies Personal Needs Education Unclassified Items The basic recording unit in each consignment is the item Examples include wheat canned soups aspirin and lidocaine Each item can be identified by a series of characteristics such as its generic and brand names its presentation and packaging unit pills kilograms boxes or bags and the total quantity received Each item falls within a category and a subcategory For instance an ambulance would be an item that would fall within the Health category and the Transport of patients subcategory 10 May 2000
27. ed the Add a new item option the program will take you to the Item Characteristics dialogue box In the Commercial Brand field enter the brand or name of the item If the product does not have a brand name the program uses the generic name of the drug as the item name All you need to do is to hit lt Enter gt when the cursor is over the field in question The screen area that deals with the Presentation Unit includes three fields you must fill Form Intake Route and Strength eG GG EEA A Pharmaceutical SUB CACE QOD 0a eecnenseneeneseeneseeneeneenes Diagnostic Agents teM e E ee aeih Fluorescein Brand MANT secsvseeeecccsseeecensseeseeonee Form Route Strength Presentation Uniit ccc s0secece Eye Drops ba a Total guantity sess22 Eye Drops Topical us 1 Form lists the most common pharmaceutical presentation types for each drug in alphabetical order such as ampoules creams drops gel etc If the currently displayed presentations do not match the item in hand you may choose lt User Defined gt to display the full list of possible presentation units If absolutely none match the item you will find at the end of this new list a final option lt New Form gt for you to enter the presentation form and keep on using it at your Field Unit Look carefully before deciding to define new presentation units This might lead to unnecessary and confusing duplication If in doubt ask your team workers or sp
28. efining general information about the consignment Adding the items the kinds of supplies that make up the consignment Identifying the consignment This is the information that enables you to identify the sender the recipient as well as some general information about the consignment such as the means of transport used the estimated total value and the number of packages or bundles After selecting the lt Consignments gt option in the main menu the program will display a dialogue box with information about the origin or source of the consignment POINTS OF ORIGIN Consignment Entry No 0 001005 Date of Consignment DIMY 01 06 2000 Point of origin omowe OO O Y Donor categ nyf sssssnnnsnnnnnnnnnnnnnnnnnnnnn Civil DefensetationalDisaster Committee M Organization Address Telephone Fax Ho EMail Others Consignments are identified with a unique consecutive number that is assigned automatically every time the lt Create a Consignment gt option is selected The first field that must be filled is Consignment Date The next field is Directory it lists the organizations or individuals that have sent consignments 17 May 2000 SMS Field Unit Manual or are likely to do so in order to prevent having to enter the same information again and again The Directory is initially created at the Central Level and must be updated as new senders emerge Point of Origin This is a list of countries an
29. egory subcategory and item 27 May 2000 SMS Field Unit Manual Data entry by category This type of record is based on the three level classification criterion mentioned above ltems details Consignment No 001005 Points of Origin TVIL DEFENSE Alphabetical List oh ELE z Pharmaceutical E Pharmaceutical products 3 Subcatego Other supplies oa Anaesthetics Human resources Unclassified items Technical Categories oe Pharmaceutical 2 VWeater and Sanitation 2 Health Non Pharmaceutical Food and Drink SheltterfHousingfElectricalfc 2 Logisticsfldanagement Personal NeedsfEducation 2 Unclassified tems Human Resources Agriculture and Livestock Inj When selecting the Technical Categories option the program will activate the system tables in each selected category by hitting lt Enter gt The category list will appear automatically then the subcategories and items Placing the cursor over the item and hitting lt Enter gt can select these If you use the mouse follow the instructions described above Bear in mind that SUMA version 5 1 for Windows has incorporated the User Defined subcategory in the Drugs category Bear in mind that SUMA version 5 1 for Windows has incorporated the User Defined subcategory in the Drugs category 28 May 2000 SMS Field Unit Manual Items details Consignment Mo 001005 Points
30. ements may impose a burden on the emergency management team e Regardless of how effective they actually are their work and associated costs have an implicit value which donors report as part of the total donation e Lack of sufficiently or adequately disseminated information about their presence in the country means that they are often underutilized e The language barrier and lack of familiarity with local customs may be serious handicaps The SUMA system aims to remedy some of these drawbacks by maintaining a systematic record of the human resources sent to the site of an emergency so that they can be used optimally by the organization that most needs them in the place where they are most needed The classification involves three levels and depends on the visitors technical or professional expertise Once they have been classified the information must be recorded in the following dialogue box 35 May 2000 SMS Field Unit Manual eT QO ane nen eenseneeeenneeneeneenens Human Resources ee Noes ae 2 ae Agricukture Livestock Ind msignment Ho 00410 LEANA ET E Agriculturist pe Get eee ere ee ee ere reer eee Agricuturist OrganizatiQMm ACME Arrival Date Ds cccccsssecsssensnee 01 062000 Estimated day of depariur O2 022002 Humber of PEOpPIE ccsssssccnssneee CEGO ennnen Civil DefenseMationalDisaster Commitee M C OIS eere naam Nicaragua 0 A Arriving fromen Temporary Re
31. gory allows you to see all the contents of a category in a specific consignment If you wish to consult or modify the information select the item and hit lt Enter gt Then pick any of the options for processing items e View summary by category Allows you to see which category contains items and activates the category to display its items If you select this option the following list box will appear Items details Consignment Ho 001005 Points of Origin CIVIL DEFENSE Water and Sanitation Health Non Pharmaceutical j Food and Drink Shel ter Housing Electrical onstruction Logisat ics Management Fersonal Heeds EFducation Unclassified Items Pers Saar I II Unclassified tems View all tems in document Human Resources Return to Shipment data Agriculture and Livestock In e View all items in the document This option can be highly useful since it presents both general and detailed information about the current consignment such as category total and remaining quantity presentation unit packaging mode and temporary place of storage If you select an item with lt Enter gt the program will take you back to the Item Entry screen specifically to the Modify selected item menu option e Return to Main Menu Takes you back to the main menu 3 May 2000 SMS Field Unit Manual Adding items to the Drugs Database Once you have select
32. has occurred during the installation the program should start up by itself the first time and show a dialogue box asking for the password to get into the program Type it in and choose lt OK gt 13 May 2000 SMS Field Unit Manual Launching a work session Hit the Windows lt Start gt key 4 select Programs and look for SUMA on the list Click on it and then click on SUMA UNIT or hit lt Enter gt If you are using Windows 3 x look for the SUMA Program Group and hit lt Enter gt or double click on the FIELD UNIT icon Next the program will ask for your password If the password is valid the program will start If it isn t you will return to Windows If this occurs verify your password with the SUMA CENTRAL Administrator since it was he or she who assigned the user passwords for each Unit Next the program will ask you to select a Reception Site All of this information has already been defined in SUMA CENTRAL ENTRY TO SYSTEM E a Date DDMMN Y 01 06 2000 Time HHiMBTS Sy sssssssscssstcees 11 20 31 ERSA o Users PASSWOTHL ccs kuit FP o Reception SHES A eropuerto Uno oe f i E a a ee te j a a Fi a Ane n ri a 1 J pi r 3 i J The Main menu The pull down menus are the means by which you communicate with the application There you will find most of the operations and actions needed to access the various modules for data input and output Clicking on them with
33. have been provided by the international community Recently the European Union s Office for Humanitarian Assistance ECHO has also contributed to the initiative SMS stands for Supply Management Software Problems with the arrival of unsolicited supplies In the aftermath of a disaster one of the main problems confronting national or authorities is identifying accurately what relief supplies have arrived where they have been stored and how useful they are Often well meaning but misinformed donors send items that are not particularly useful given the nature of the emergency as well as conditions on the ground Strictly speaking this is a technical problem but it has serious repercussions for policy implementation given the following factors 1 All too frequently the storage space transport and human resources dedicated to relief supply management are scarce and must be allocated as efficiently as possible 2 Technical information about arriving supplies is often lacking making it harder to allocate them 3 Because of these problems the donors and the media get a negative impression of relief management efforts through no fault of the disaster managers themselves SUMA s objective SUMA s objective is to prevent relief supply management inefficiencies by promoting a systematic approach involving trained staff sound classification procedures and a user friendly flexible information technology mechanism to ensure that
34. he list until you find the option you want 3 Once the option is highlighted hit lt Enter gt once again With the mouse 1 Place the mouse pointer over the drop down list 2 Click on the right mouse button and do not release 3 Move through the list until the pointer is over the name you want then release the button The program will automatically convert the amount to U S dollars based on the exchange rate defined by SUMA Central If you cannot find the currency you need select Not available at the end of the list Amount entered Estimated total cost 16 000 US Dollar USD Conversion to US 16 000 Currency selection drop down The Observation field is an open entry area where you can enter any information you may consider relevant to the consignment Entering incoming supplies The arrival of items may be entered using two methods a By Alphabetic List b By Technical Categories Once the consignment identification information has been recorded you may return to the main menu by using the Exit option or selecting Save If you choose the latter you will see the following window known as the Item Main Management Window 272 May 2000 SMS Field Unit Manual Items details Consignment Ho Points of Origin Alphabetical List Pharmaceutical products Subcat Other supplies ae PELENE Human resources Unclassified items Technical Categ
35. hquake Category PHARMACEUTICAL Subcategory ALL Item ALL Subcategory Item Quantity Remaining Presentation unit Poimsof Expiration Refrigeration Priority Diagnostic Agents Fluorescein 100 44 Eye Drops Topical use 1 CIML i iNo Immediate 44 100 Diagnostic Agents Fluoresceina 100 100 Gotas para Ojos Uso CRUZ ROJA i iNo Immediate 100 100 You may view the report onscreen without printing it or else click on OK in order to print it If you click on the screen area where the report can be seen you may increase or decrease its onscreen size to determine the most readable format If you do not wish to see or print the report press lt Esc gt You will see the following dialogue box The same dialogue box will appear if you click on OK in the previous screen OUTPUT T O See on screen REPA CP CGA EA G ow Clicking on Cancel will take you back to the Main Menu lt OK gt will proceed with the printing 46 May 2000 SMS Field Unit Manual 5 Consignment deliveries The delivery of consignments to their intended recipients is managed by selecting the options on the DELIVERIES pull down menu The mouse or keyboard can here be used in the same way already described in previous chapters The options in this menu are the following Deliver Reports Utilities Exit Delivery by Number Delivery using the consignment list All Delivery by Parameters Print delivery form by deliveries list All Print delivery
36. in available in the future 36 May 2000 SMS Field Unit Manual To define an item e Choose the User Defined option in the item management window The program will automatically select the lt Add New Item gt option Hit lt Enter gt and carry on with data entry When you choose Add New Item a text box will appear where you can enter the name of the new item Do so and hit lt Enter gt For input purposes it is not always necessary to identify the item by its specific name You might instead refer to a generic name for all such items so that when similar supplies arrive there is no need to add a new item For instance if we receive 10 sets of RS 10 tools which are used in vehicle rescue we can enter the consignment as follows CATE QOD anena AEEA EnEn Health Hon Pharmaceutical uM SubcategOry ssssssssss111001111 Others Insignment Ho 00101 BRE HWS azaceat A KIT RS 410 g Description KIT RS 10 Recording unclassified Items The lt Unclassified gt option allows you to deal with items that have expired are unusable or unidentifiable or were packed so haphazardly that it would not be practical to sort them out at the point of entry Later the recipient can proceed with their classification when there is enough time and human resources to do so whether during or after the emergency This category differs from all others in that the items it contains are not classified by category subcategory and type of item but o
37. it This option allows you to view general information about the current Field Unit ABOUT THIS FIELD UNIT FIELD UHIT Ho Reception site Airport One User name GABRIEL VEHEGAS Hext consignment number 4 006 Free space on disk 51 642 368 58 May 2000 SMS Field Unit Manual Index files This command allows you to give maintenance to the indices of the database files Anytime you notice a problem in the operation of the program such as disorganized listings empty fields or a slowdown in performance you should consider this option Preparing data for SUMA CENTRAL This option allows you to prepare the data recorded at your Field Unit so it can be sent to the SUMA Central Level for consolidation When you select it the Consignments to Report window will appear listing the consignments according to where within the SUMA System they may be modified Modifiable at the Field Unit The consignments although originally recorded at the Central Level may be modified at the Field Unit Modifiable at SUMA Central The consignments may only be modified at the Central Level they will be available in read only form at the Field Unit for reference purposes alone Press ENTER to select MODIFIABLE STATUS for each consignment THEN press ESC Humanitarian Supply Management System Consignments to be reported me Modifiable after transference Consignment No AA Modifiable at FIELD UNIT Modifiable at FIELD UNIT
38. it may sometimes be necessary to install several Field Units in the same supply reception site for instance in two different hangars in the same airport As the arrival of supplies begins to slow down some of these Units may no longer be needed or their level of activity may be so low that their continued operation cannot be justified so they should be shut down The Shut down this Unit option transfers the data from a given Field Unit to a diskette The information will be available in read only format at that Field Unit for reference purposes or to prepare reports nothing may be added or modified Restoring the data from another Field Unit is carried out by means of the Incorporate data from another Field Unit option using the diskette created by the Unit that has been shut down Protecting information In the introduction to this manual we saw the importance of protecting the data that have been fed into the program Although a minimum level of protection is ensured when data are sent to SUMA Central this is not enough Hence each Field Unit has two options for data backup and restoration Back Up Files and Restore Files The two when used conscientiously will help you to recover much of the information that might be lost due to a computer virus hard disk failure or any other contingency of the sort 60 May 2000 SMS Field Unit Manual Be very careful when you use these tools To back up data using the File Backup utility
39. mediate distribution ES Not required The Temporary Storage option corresponds to the place where the item will be stored until it can be delivered to the final recipient Once the information has been recorded the program will move to the Save item and Go back options both of which will take you back to the main screen If you choose Go back you will lose the information you were recording at the time Be careful Entering other supplies The Other Supplies group i e non pharmaceutical supplies is also divided into categories namely Water and Environmental Sanitation Health Food and Drink Shelter Housing Electricity Construction Logistics Administration Personal Needs Education Agriculture Human Resources Unclassified 33 May 2000 SMS Field Unit Manual Once you have selected the search mode located the desired item and hit lt Enter gt in the Add menu option you will see the Other Supplies Characteristics window oo Items details Consignment No 001005 sro E Fh Jah TE reff fe ees Por ga Delect item and press ENTER 464 FVVO Ambulance AxA Truck Return to Main Menu 2 Agriculture and Livestock In Return to Shipment data In order to define the presentation unit you will have several options depending on the type of supply Should these prove inadequate because they do not meet the actual presentation or because you wish to be more specific in you
40. nformation about the components of the SUMA System Every time one or two consignments are delivered the program enables the user to record the information on a floppy disk so other users do not have to input the same information manually elsewhere In addition the disk is sent with an attached printout as additional security The procedure to follow is this one 1 Select the delivery information to be transferred by following the same steps outlined above for lt Printing Using the General Deliveries List gt After seeing the form onscreen press ESC In the dialogue box that asks if you want the form printed choose Cancel The system will open up a dialogue box for you to decide which disc unit will be used for data transfer 2 Verify that the diskettes are formatted and have no files 3 Insert the diskette into the A or B unit 4 Follow the on screen instructions 53 May 2000 6 Reports SMS Field Unit Manual Using the options available on the Reports pull down menu can produce print reports Moving around using the mouse or keyboard is the same as in the previous sections of this manual The options available are the following Utilitie s Print consignment form Print deliwery form FIELD UNIT report Human resources hems by category Rems delivered by destination Pharmaceutical supplies Other supplies Excel Interfase Summary of classified items by specification oumimany of classified tems by catego
41. nly by category and general type of item 37 May 2000 SMS Field Unit Manual Items details Consignment Ho Points of Origin Category Unclassmtied tems Alphabetical List Pharmaceutical products Other supplies 2 Human resources gt Unclassified items Food Technical Categories Medicines Pharmaceutical 2 Water and Sanitation Other 2 Health Non Pharmaceutical Ce _________ __ Food and Drink Erase selected tem j re rie a eee cna 2 Logisticsfhdanagement i Wiew all tems in this Category Personal NeedsfEducation l wi J 2s Unclassified Hems wiew all tems in document 2 Human Resources Return to Shipment data 2 Agriculture and Livestock Inj 4 ee 7 Recording information in this category involves the following o A brief description of the content or state or any other relevant observation that needs including in the Details field o A record of the quantity based on two fields Pieces boxes bundles Total quantity of sacks bags boxes or bundles Weight in Kg The weight of the packages in Kilograms For instance if what you have received is a shipment of mixed wet clothes you must do the following o Whether you use the keyboard or mouse select the Unclassified option and displace the cursor towards this area o In Category choose Unclassified and in Subcategory the type closest t
42. non governmental cooperate closely to adopt operational policies and strategies before a disaster strikes As countries gain experience in the use of SUMA they often start implementing it to meet goals that were not included in the original SUMA project A case in point is the use of SUMA to keep track of supplies provided by local rather than international donors Similarly the system has been implemented at the local level to set up two field units one to receive incoming donations and the other to distribute them on the ground Regardless of how the system is adapted to local needs it must be stressed that SUMA need not be used only for large scale emergencies that require international support but also can be used locally whenever the need arises to receive or mobilize supplies System components The system has three levels e SUMA CENTRAL e The Field Unit e Warehouse Management 5 May 2000 SMS Field Unit Manual SUMA CENTRAL is designed to operate at emergency management headquarters i e the facilities where national authorities are managing a disaster or emergency At this level the main tasks are to Establish the criteria to be used by the Field Units such as reception sites consignment directories definition of the main user etc Create Field Units Consolidate the information sent by the Field Units Respond to queries and prepare reports to support the decision making process and promote inter institution
43. nt Ho 001005 Presentatio LEEA a E E E E E es Fluorescein n Units Brand NamME sssssssennsennnnnnnnnnnnnnnnnn Form Route strength Presentation Unit Eye Drops r a Total Quantity ceccsssccnsscnnssessennsees gl Eye Drops Topical us i Condition of the Packaging information tems Estimated Value Expiration date DRY A E Temporary storage area Label language Priority Refrigeration Immediate distribution Mot required e Modify selected item Allows you to refer to and modify the information about the consignment items that have already been recorded such as the name and presentation unit of the item in question If you wish to make changes hit lt Enter gt over the respective item and you will see the following screen gag Select desired item and press ENTER Select tem and press ENTER Brand name Total quantity O HRemaining Form Fluorescein 30 May 2000 SMS Field Unit Manual Be very careful when you modify data this way Remember that according to the logic of the program supplies coming in different presentation units or requiring a different form of intake are separate items for instance Ampicillin in ampoules is not the same as Ampicillin in tablets Different types of ampoules and tablets may also not match e Erase selected item enables you to eliminate the data of one recorded item To erase select the item and hit lt Enter gt e View all items in the cate
44. nt window In the main Item Management window in order to generate specific views follow the same procedures you followed to create the record 1 You may choose to access the information by Alphabetical Lists or Technical Categories if you are interested in viewing a specific item Once 41 May 2000 SMS Field Unit Manual selected the cursor will be place on the Modify Selected Item option Hit lt Enter gt This will take you to the window where an item s general characteristics and total quantity are lists 2 Alternatively you may choose View all items in the category In the following example the predefined category is Health This is the window you would see Brand name Fluorescein Fluorescein aE ata w E EE E OENE meine e ciate e a E EE EEE afin se hee Cate Sete e a ete E cats ate eens A N E a eee Sete E EE N oan a tae bone Salento sein te eens n eip a etnie Satna cinta AEE e s thine stan ete niches Sees EEE EA A A ete eae A ae eae EnA RAAE EARE AEA anl ie dat e AE AAE SA Sa L EE a mara i e aad AAA EAA Eyl BE Ba bea B a E Dad La S A Ae Le EAk ABE Aene Ee irl al aat erase d aae t ENa SAE ED LE p A ASAE EAA EEEE SE ace hid Dirnt BEd A l jay The lt View Modify by List gt and lt View Modify by Parameters gt option only vary from the above procedure in the way the users query is structured In all other aspects they are the same Viewing Modifying by list When the user does not know the number of a gi
45. o the shipment The items area is dimmed to indicate that it is not available at this stage Remember that the classification of Unclassified ltems involves only two levels rather than three o Hit lt Enter gt on the Add New Item option o Record the information requested in the Details Pieces Weight in Kg Temporary Storage and Priority fields The resultant dialog box will look like this 38 May 2000 SMS Field Unit Manual Clothes a a poneros 39 May 2000 SMS Field Unit Manual 4 Viewing and modifying consignments The Viewing option Consignments menu View Modify enables you to access information about one several or all of the consignments recorded so far by the Field Unit Modifying enables you to change the data recorded so far whether to update the information correct mistakes make additions or erase items Data access and manipulation using the mouse or the keyboard follows the same sequence and procedures outlined so far Viewing consignments The Consignments heading in the main menu includes the following options Consignment Deliver Heports Create consignment entry ViewfModity by number ViewfModity by list ViewfModity by parameters Print consignment form Items by category Items delivered by destination The lt View Modify by Item Number gt lt View Modify Using the List gt and lt View Modify by Parameters gt options allow users to access the same windows use
46. on with the printing of the report Go on to the next page of the report View the previous page Increase the screen size of the report Zoom Out Decrease the screen size of the report It is also possible to modify the onscreen size of the report using the mouse pointer When the cursor is in the area where you can see the report it will take the shape of a small magnifying glass If you click on the left button of the mouse the onscreen size of the report will increase or decrease alternatively Field Unit report This report is a Summary of the activity recorded at the Field Unit It is a list of the information of all consignments so far recorded with the advantage that you can eliminate or add fields to the report to satisfy your particular needs 55 May 2000 To generate this report you must 1 FIELD UNIT report From date DD MM VT To date DD MMYY Select the range of dates SMS Field Unit Manual Remember that if you leave the spaces blank and hit lt Enter gt you will get a list covering all of the dates in which records were made Page Preview From date DD MM YY To date DD MM Y Arrival Date Arival Date D MY 21 03 2000 Costa Rica 21 03 2000 Mexico 21 03 2000 Mexico 01 06 2000 Mexico 01 06 2000 Mexico Consign 001003 001001 001002 001005 001004 HUMANITARIAN SUPPLY MANAGEMENT SYSTEM ORGANI ZATION SYSTEM OWNER Points of Origin ACME CRUZ ROJA MEXICANA CRUZ ROJA MEX
47. ories Pharmaceutical gi SR Add an item Water and Sanitation 2 Health Non Pharmaceutical Modry Veter Ween Food and Drink Erase selected item Shelter Housing Electrical C Logistics Management a ETET i i This L Personal NeedsfEducation EES egory 2 Unclassified Items View all tems in document Human Resources Return to Shipment data Agriculture and Livestock Inj annie Min Senu Selecting the data search mode you prefer can be done with the keyboard or the mouse With the keyboard 1 Use the Left and Right Arrow Keys to move among the options 2 When the cursor is placed over the chosen option it will be highlighted 3 To complete your selection hit lt Enter gt With the mouse 1 Place the mouse pointer over the option you prefer and click to activate 2 Point at the part of the screen that displays the selected option and double click to go back to data entry Item classification criteria Each one of the different types of supplies that are included in a consignment is the basic record unit or item Wheat canned soups and aspirins are all examples of items Several characteristics help to identify each item such as its brand name presentation unit and packaging tablets kilograms boxes or bags and the total quantity received Each item is related to a category and one of the category s subcategories For instance an item such as Ambulance is part of the Health categor
48. ou want to save this consignment 19 May 2000 SMS Field Unit Manual If you choose Yes the program will store all the information that has been entered so far and return to the main menu window If you choose No you will return to the main menu without recording the latest entry and the consignment will not be included in the database Cancel takes you back to the previous window Hitting the lt Esc gt key will always produce the same effect as i selecting Exit from the menu If you choose Continue a dialogue box will appear to identify the institutional or individual recipient DESTINATION Siy Ae a e TT cease Consignment Entry No 001005 Directory Recipient category Red Cross Society ANDY GARCIA Organization RED CROSS Address SAM JOSE Telephone Fax Ho 334446 EMail Others Continue Previous screen The way to select and edit options in this window is the same as in the Point of Origin window With the Previous Screen option you can go back to the previous record for reference or modification Remember the Continue and Previous Screen options allow you to move between records Using the mouse makes it easier to move between records Once the information entry is complete you will see a window with general information about the consignment 20 May 2000 SMS Field Unit Manual GENERAL INFORMATION Consignment Entry No OO1005 Mode of transport
49. plies received their quantity and so on Recipients can then make informed decisions on how to allocate these resources and otherwise manage the emergency They can also notify donors directly of the arrival of their consignments 12 May 2000 SMS Field Unit Manual 2 Installing the SMS Field Unit Module Technical requirements 1 The minimum hardware and software requirements to install a field unit are 2 Please verify that the date and time reported by the operating system are correct This is important because SUMA software relies on the computer s date and time keeping making accurate reports of incoming consignments and other data Installing SUMA Field Unit 1 Insert installation disk 1 in the 3 5 floppy disk drive selecting A or B as the case may be This installation disk is created with the SUMA CENTRAL Module 2 Locate the SETUP EXE file on the disk and make it execute by double clicking on the name with the mouse A setup screen will appear and guide you in the installation process 3 The program will ask for the remaining diskettes in sequence 2 and 3 in order to complete the installation When you are finished installing the software remove the last diskette from your computer drive and save the diskettes as a backup in case you need to reinstall However you should not have any need for the diskettes on a daily basis since the software will have been installed on your hard disk If no problem
50. r description you may as in the previous case use the User Defined option For instance when adding water pumps to your records you may select as the presentation unit either Units or User Defined If you choose the second option you will see a list of existing additional options or the possibility of creating a new one lt lt New unit gt gt E The new unit type will be registered in the program and can be used again in the future The Total Quantity field is another one you cannot leave blank If you do not set down a number the program will refuse to save the record The Technical Information area covers certain specific characteristics of an item If any of them are not applicable simply ignore them by hitting lt Enter gt 34 May 2000 SMS Field Unit Manual The Technical Information area covers certain specific characteristics of an item If any of them are not applicable simply ignore them by hitting lt Enter gt Once the information has been registered the cursor will place itself over the Save Item button Entering human resources The technical or professional personnel that is sent to a country or region following a disaster whether through bilateral or multilateral arrangements present certain logistical problems that must be addressed such as the following e In general their participation has not been specifically requested and their housing food requirements orientation and other arrang
51. ry Summary Summary Summary i Summary Country eightkg 1 CountryfConsignment 2 Category eightkg 3 Category Consignment 4 Before printing your report make sure that your printer is connected to the computer that it has paper and that it is ready to print online Broadly speaking all reports can be viewed in two ways on the screen or on paper after having been sent to the printer Every time a report is generated the system will present a preview so that you can first view it on screen and then print it if you consider it necessary When you generate a report you will see a window like the following 54 May 2000 SMS Field Unit Manual Country affected Place and date TypeName of disaster Date of this delivery Date of entry DIAY Time Destination Sent by Transport I D I D License plate number Details of authorization Remarks Category Item RECEIVER S SIGNATURE Witness Ho 1 Witness No 2 HUMANITARIAN SUPPLY MANAGEMENT SYSTEM ORGANT ZATION SYSTEM OWNER DELIVERY FORM 000002 CONSIGNMENT NO 002005 Costa Rica Limon April 22 1992 Earthquake 01 06 2000 0106 2000 15 40 51 Refugees camp No 1 RED CROSS Manuel Vega Sdas 37475656 CL33445 AUT 2356 Quantity Presentation unit Pharmaceutical Fluorescein 56 Eye Drops Topical use 1 Undassified Items Clothing Clothes 200 Piec The preview window provides you with the following options OK Next Previous Zoom In Carry
52. s selected you will see on screen a Summary of all deliveries made so far 51 May 2000 SMS Field Unit Manual Pi Delivery list Press lt ESC gt to Exit Consignment fields Delivery No Date of this deliver Date of entry D MA 000001 22101999 2271071999 001005 01 06 2000 01 06 2000 In the current case the delivery recorded as 001001 we have only one delivery To select it hit lt Enter gt You will then see a window with a summary of the information concerning the ID number source origin recipient and the option for printing or viewing the information onscreen The program shows the specific delivery information window in the form of a query DELIVERY FORM POINTS OF ORIGIN Consignment HO 2 22222 2 2 001005 Date of Consignment DAY 01 06000 r giMeveveeeenenenensnentnen ee a re CIIL DEFEMSE DESTINATION PR ARR SE fecgess esas E E AMDE GARCIA ey a et RED CROSS GENERAL INFORMATION Mode of transportation 44 1756 Shipment document 4503545457 Printing the delivery form using parameters This option allows you to print out a delivery form by locating the delivery by date and recipient You must follow the same procedure described above for Delivery by Consignment List by Parameters 52 May 2000 SMS Field Unit Manual Transferring delivery data to the Warehouse Management Module Please refer to the introduction to this manual for i
53. s would be crucial in the case of floods priority items would include food and water All incoming boxes and packages must be sorted and then labeled and color coded so as to show clearly their level of priority Moreover health supplies g May 2000 SMS Field Unit Manual must be identified with an additional green label SUMA s priority levels and corresponding color codes are the following e Priority 1 URGENT FOR IMMEDIATE DISTRIBUTION These items must be distributed immediately at the site of the emergency Label color Red e Priority 2 FOR NON URGENT DISTRIBUTION These items are not urgently needed during the critical phase of the emergency but may be useful later during the reconstruction or development phases Label color Blue e Priority 3 NON PRIORITY ITEMS Some supplies may already have expired or they have been damaged in transit It may be impossible to identify them or for any other reason they will be useless in the context of the current emergency Alternatively they may have been packed together in such haphazard fashion that it would be impossible to sort them efficiently during the critical stage of the emergency In these cases recipients may classify these items later when human resources are not so pressed for time Label color Black For instance in the disasters that took place in the Americas in the last decade donations of pharmaceutical products broke down as follows e 15 were us
54. sidencewmmmnfsitucan O O Z O Hames and Others Details Press lt TAB to end Manuel wega Salas pi E User Defined items In the previous sections we noted that SUMA includes a predefined list of items organized by category and subcategory In the real time conditions in which SUMA has been put to the test the list has proven sufficiently exhaustive to record the vast majority of supplies However there are always exceptions In order to deal with such exceptions the lt User defined gt option has been created It should be used when none of the item types listed seems to fit the item at hand or when the user feels that the description should be more specific Some supplies have not been defined individually but as parts of a more generic set For instance in the Construction subcategory there is no listing for drill but there is one for tool set Similarly you may receive a set of markers felt tipped pens of various colors sizes and brands In such an instance experience has shown that there is no need to be specific about the type of markers received General remarks e The Select Items from Alphabetical Lists menu does not include the User Defined option e User definition can only take place at the item level Users cannot define new categories or subcategories at the Field Unit level e Once the item has been defined it will be added to the program tables so it will rema
55. two options 1 Make a Total delivery of all the supplies in the consignment 2 Make a partial delivery i e of some of the supplies in the consignment TYPE OF DELIVERY Partial deliveries Total deliveries Cancel Partial deliveries This type of delivery is made when recipients cannot accept an entire consignment due to lack of vehicles human resources storage space or environmental conditions What you must do is subtract the quantity of supplies to be delivered from the total original consignment All you need to do is enter the quantity to be subtracted in the To Be Delivered column 4g May 2000 SMS Field Unit Manual Humanitarian Supph Management System Eil Partial delivenes Type quantities TO BE DELIVERED then press ESC This window contains information about the characteristics of the item in question such as the presentation unit packaging conditions expiration date temporary storage and observations about the item that were recorded when the item was first entered Printing the form involves two stages e Selecting the option e Sending the data to the printer HUMANITARIAN SUPPLY MANAGEMENT SYSTEM ORGANIZATION SYSTEM OWNER DELIVERY FORM 000002 CONSIGNMENT NO 001005 Costa Rica ate Limon April 22 1992 Type Hame of dsaste Earthquake Date of this delivery 01 06 2000 01 06 2000 15 40 51 Refugee s camp No 1 RED CROSS Manuel Vega Saas 37475656 License plate number CL3344
56. ven consignment selecting lt View Modify Using the List gt may effect the query or modification A list of consignments will be displayed Find the one you are interested in and hit Enter gag Consignment list Press lt ESC gt to Exit Consignment fields Point of origin Mexico ihdexico A May 2000 SMS Field Unit Manual Viewing Modifying by parameters sometimes you may wish to home in to a given consignment by defining parameters such as a range of arrival dates the sender or the intended recipient When looking items up by parameter a window will appear with two main fields e Date range initial date and final date e Sender or Recipient For instance if you are interested in finding out whether any consignments have arrived from Mexico that are intended for the Ministry of Health the definition window will look like this CONSIGNMENT LIST PARAMETERS DATE OF CONSIGNMENT D A From date DD MM YY To date DD MM YT Points of Origin Destination 2 ceeeeeeeeee N Cancel Once you have defined your parameters and chosen lt OK gt you will see the list of the selected consignments If you do not have a particular time frame in mind simply leave the date fields empty and hit Enter until you reach the field you are interested in You may also look up all senders or recipients by selecting All in the respective fields Costa Rica Mexico A3 May 2000 SMS Field Unit Manual
57. y in the Patient Transport and Management subcategory 13 May 2000 SMS Field Unit Manual Level 1 Categories Technical Categories Pharmaceutical i Water and Sanitation f gt Health Non Pharmaceutical EAT Each category comprises a series Shelter Housing Electrical C of related subcategories Logistics Management Personal NeedsfEducation Unclassified tems Human Resources Agriculture and Livestock Iny Blood Micro Chem Laborat Dentistry General Anaesthesia Medical Supplies Equipmen Patient Transport Care Surgical Supplies Equipme 4 RayUitrasound CAT MMR Ly Each subcategory comprises several items Level 3 Items 424 FWD Ambulance Advance Support Ambulante Air Ambulance Ambulances Body Bags Stretcher Wheel Chair In other words every record must include entries in the Category Subcategory and Item fields The only exception is the Unclassified category where items are listed exclusively according to Category and Subcategory or General Supply Type Data entry Once the consignment information has been entered Source Recipient and General Information the program will display the following dialogue box where the consignment number and the source origin are presented automatically 24 May 2000 SMS Field Unit Manual Items details Consignment No 001005 Points of OFIGIN
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