User Manual for cStock Version 1.0 Oct 2012
Contents
1. Current stock status by product table This table indicates the stock status for all the HSAs who are resupplied by this facility for each of the products listed It provides information to the HSA supervisor on the percentage of HSAs who are resupplied by the facility who are stocked out under stocked adequately stocked and overstocked by product As this information is based only on those HSAs who have reported the table also indicates the percentage of HSAs who have not reported in the period selected This report can highlight which products HSAs are having the most difficulty maintaining adequate stock quantities Current stock status by product e HSA stocked Wo HSA n HSA e HSA o SA pol Product pi t n eye Ps ler i out unde adequate overstocked reported Bioline 0 0 0 0 0 Condom Female 33 0 0 0 67 ge EE 50 0 0 0 50 Condom Male 33 0 0 0 67 Reporting rates This table shows the percentage of HSAs resupplied by the facility that have reported on time late more than 2 days after the reporting month and not reported during the period selected it also shows the names of the HSAs in each of these categories For those HSAs who have reported the table also shows the percentage of HSAs resupplied by the facility who have reported completely on all products they manage and the percentage of those who have not reported on all products they manage Incomplete reporting The names of HSAs in each of these categ2. User Manual for cStock Version 1 0 Oct 2012 Contents i e SR VICW OI C OO 3 ST 4 PA ODECE eg OS 1 6 EE 4 PUPO C Orne User NA 4 EE Eeer 4 EE 3 Have ON S E 5 Printing ana exportine cStock Cal EE 7 EG IS ele ee Eege 9 Garo Wat Oa PLOT ac 13 REDONE KALO nen 14 BLOCK Tali ne 17 CONSUMPUON 8 De 21 PVE nu SAE E 24 Resupply Oty REGUJET pana 25 GJA TIME EE 26 Order PUR I E ea 28 EREECHEN 30 BV AVS COL ne 32 FIG a CAC GS REO EE 36 Me PrO E ce tee cece ne cece atc sce et in eet nee nl es aes tee seca eee ene 40 M 41 Acronyms AMC CCM EO FP GPS HC HIV HSA MOH MOS OS SC4CCM SMS SO SOH average monthly consumption community case management emergency order Family Planning global positioning system health center Human immunodeficiency virus health surveillance assistant Ministry of Health months of stock out of stock Supply Chains for Community Case Management short message service stock out stock on hand I Overview of cStock cStock is a RapidSMS based open source automated logistics management information system for reporting calculating resupply and managing and monitoring community level essential medicines that includes transmission of logistics information via mobile phone text messaging short message service SMS to a computer application that responds with information for product resupply displays product information on a web based dashboard and pro
3. provides information on the average percentage of HSAs that have an EO over the months in the selected period for each of the products listed 90 of HSAs with EO by month table provides information on the percentage of HSAs with an EO by month by product for the selected time period Use the scroll bar on the right to view information on a specific product or type the product name in the search field to see information on emergency orders for a specific product of HSAs with EO by month Search Product Jan 2012 Fep 7012 Mar 2012 Apr 2012 May 2012 Jun 201 lul 20142 Aug 2012 bi 0 0 0 0 0 0 0 0 cf 1470A 1394 1004 1454 TAQA 1704 1594 Bo with EO by product graph provides information on the percentage of HSAs with an EO by month for a selected product category over a select time period The product categories can be selected using the Product Category drop down menu and are All CCM FP and HIV 30 Product Category All Vo HSA with EO by product BW Ia iW b E pa M or Meo E mm te Md Md HB po ii cm cf Bode Mi on Mb DM ol E x BB pb M ss M te HSA with EO 100 Trend lines look best if viewed over at 80 least a 6 months 60 40 20 S S me bs E e Gm C EE e e de D Jan 2012 Feb 2012 Mar 2012 Apr 2012 May 2012 Jun 2012 Jul 2012 Aug 20 D n ee EE de RapidSMs 31 HSAs Report Using the HSAs tab repo
4. receiving order ready message and HSA sending a product receipt message to cStock Total Lead Time the sum of the time between order ready and ready received Average lead time graph this stacked graph provides information on the average number of days between order ready and ready received The height of the graph shows total lead time for each month in the selected period for all HSAs in Malawi or the district or facility selected A table of the data that is used to generate the graph is found below the graph Average lead times M order ready ready received days 20 May Jun Jul Aug Sep Oct month nt der i D Rea F did I Lead Tim S ca May 8 5 4 3 12 8 Jun 7 8 3 6 11 6 26 Average lead time by district facility HSA table this table shows the average number of days between order ready and ready received It can be used to compare timeliness of the resupply process across districts facilities or HSAs One can scroll up or down the table to see facility information or select a specific facility using the search function by typing in the name of the facility age lead times Search Facility Ord Ord Ready days Ord Ord Receivedi days Total Lead Time days Area 18 No data No data No data Area 25 7 3 No data No data 15 21 Order Fill Rate Order Fill Rate The Order Fill Rate OFR report allows you to see how well order requests are filled You can choose to view orde
5. table shows only current information on the following 1 Numbers Registered This is the number of staff at district level health facility level and HSAs who are registered on cStock 2 Reporting Rate percentage of all HSAs registered in cStock who have reported in the current month 3 National Stock Out Rate a The product column lists all the products managed by the HSAs by their product code b The HSAs column indicates the number of HSAs who are associated with that product across all districts c percentage SO stock out is the percentage of the HSAs associated with that product that have a stock out of that product for this current month 13 Current National Picture Number Registered Districts 9 H facilities 203 HSAs 1014 Reporting Rate 85 National Stock Out Rate Product HSAs SO bi 11 36 4 cf 290 43 4 cl 53 39 6 cm 384 35 490 co 985 12 5 cw 243 31 7 de 13 23 1 I Le Te fei a n MP Reporting Rate Reporting Rates The reports on this tab display the performance of HSAs in reporting to the cStock system You can choose to view the reports depending on your level of access for Malawi all registered districts or a specific district or facility for a specific period of time This page allows you to view both current and historical data The default view is the most recent complete three months For help with how to select sites or date periods refer to the navigation tips Reporti
6. ab is useful for the purposes of quantification to estimate country district and facility requirements for HSA products using the consumption method You can also view historical information on months of stock MOS and average monthly consumption AMC to determine how well stock levels have been maintained Calculated consumption in cStock is calculated Previous SOH Receipts this period Current SOH Consumption You can choose to view the reports depending on your level of access for Malawi all registered districts or a specific district or facility for a specific period of time This page allows you to view both current and historical data through the product selected The default view is the most recent complete three months You can also view the consumption profile for an individual HSA by first selecting the facility and then selecting the HSA s name from the drop down menu Site Kaluluma 1005 Start Date July 2012 End Date September 2012 HSA HAPPY NYASULU Product LA1x6 Gol For help with how to select sites or date periods refer to the navigation tips National District Facility HSA Consumption Profile table This table shows consumption profiles for all products managed by the HSAs National Consumption Profiles LA 1x6 156924 4 163968 3290 209384 169 95 LA 2x6 258673 4 269263 31 867921 289307 leah 420126 4 438545 23 1913052 637684 21 For each product this table provides informati
7. acility responded by providing product or indicating that the health facility was stocked out of the product 38 Filled order response this indicates how the health facility responded to those requests filled by indicating the number of requests filled in the following categories information on whether the request was partially completely or over filled is based on comparing the quantity or each request as calculated by cStock with the quantity received as reported by each HSA o HC stocked out the facility was unable to resupply any of the product to the HSA and responded to cStock that it was stocked out o Partially filled indicates the number of requests where the quantity received by the HSA is less than the quantity required o Completely filled indicates the number of requests where the quantity required equals the quantity of the product received by the HSA o Over Filled indicates the number of requests where the quantity received by the HSA is more than the quantity required of emergency orders of the total requests received for the product this is the number of those requests that were sent as emergency orders as indicated when the HSA reported stock on hand The Health Facility Report can be printed by clicking the print icon in the upper right corner of the page this will produce a report appropriate for sharing with the health facility Dashboard SAs Health Facilities User Profiles M amp E Message Log Mess
8. age Tester Site Mpiri 2608 e Date November 2012 Go print 39 User Profiles User Profiles The User Profiles tab provides information on users registered in cStock and their contacts The Malawi view shows Districts A tab with all districts that are registered in cStock and information on Districts Click on a row for more information or co Search 5 District Code 2 facilities HTE District IMCI coordinator Contact le o District name o District Code o Number of Facilities in that district registered in cStock o Number of HSAs in that district registered in cStock o District IMCI coordinator Name o Contact of district IMCI coordinator By clicking on a district or entering the name of a district in the search field a table appears below and displays information on the list of facilities in that district Facilities under District Name A table with all facilities in that district registered in cStock and information on Facilities under Kasungu Click on a row for more information or Search d SPS e Facility Code ike S HSAs HF in charge Contact 4 d A SP k Facility name Facility Code GPS Coordinate of the facility location Number of HSAs registered in cStock and associated with that facility Name of HF In charge at the facility Contact of In charge at the facility O O O OO O To view information on a specific facility move the scroll bar on the
9. duces reports that can be used to monitor availability of community health products and the overall performance of the districts A Vision cStock provides real time actionable HSA logistics data for managers and stakeholders to use to coordinate plan and identify solutions to better meet customer needs in a timely manner B Objectives of cStock e Improve resupply procedures and visibility into HSA stock levels Empower supply chain managers at all levels of the supply chain with HSA logistics data Improve coordination among stakeholders Create and promote a culture of data driven decision making Purpose of the User Manual This manual provides information on how to navigate within and use the web based system It also provides information on how to access the cStock website its dashboard and the reports found on the website Target Users Central level district managers and partners involved in the provision of medicines at community level are the primary users of the system Using this system the target users can access information on product availability at the community level This access provides an opportunity to use real data from the dispensing point to take decisions and resolve product availability challenges Navigation tips There are several key features in the systems that are used to navigate filter and select the information to be viewed The menu bars The system has two menu bars that are vis
10. e reportin diam por BEE E on time late mi rec rTrepvorteu ie CUITIipret Go Button The Go button is used to confirm selection and proceed to view the output This appears after all the selection option on the pages Search Box The search box provides a quick way to filter and find specific information in the tables You can view a specific selection by typing a facility name in the search box The corresponding table below will be filtered to provide information on the search that has been typed in This screenshot shows the filtering of information on facility names with Ch in their names Search chl Chamyvavi 0 Product Selector The product selector is a dropdown list that allows you to view information for a specific product from the list of options After the selection is made the you need to click on the Go button to proceed to view the outputs Product Bioline je Gol Condom Female i arahina aus Osebes nan Product Category Selector This is dropdown list that allows you to choose a category of products to view There are currently four options ALL CCM HIV and FP Once a category is selected all products within the category are displayed Product Category All HSA stocks Mi bi d BR HIV Printing and exporting cStock data Export button Many of the tables can be exported to Excel by clicking on the CSV box found in the upper right hand corner of the table The CSV butt
11. eived or cancelled Requested means the HSA has sent an SOH report and cStock has sent the request to the HC but the HC has not yet responded Approved means the health facility received the request and has approved the order so it is ready for pick up by the HSA Received means the HSA has received products from the HC for this order Cancelled means the HSA sent a request and then a second request was sent for the same product without the HSA receiving any products so the first request has been cancelled and replaced by the second request 34 In addition the individual HSA page shows date and text of all SMS messages sent by that HSA and also includes identification information including the HSA s name code ID phone number the list of products that are associated with the HSA and the facility and district with which the HSA is associated Esu A Late Message Text Name 2012 08 06 Recor 9 Soh la 444 lb 1044 779 23 zi 290 Gen AT AR oh la 4441 pa 779 or 23 zi 290 co 2012 08 01 724 dm 13 te 3 Phone Number 7 SOH LA 558 lb 1188 pa 1046 or 39 zi 360 Products 2012 07 01 co 1034 te 5 dm 6 35 Health Facilities Health Facilities Report On the Health Facilities tab you can select a specific health facility in a district and view information on the performance of HSAs who are resupplied by the health facility and on the performance of the health facility in resupplying its HSAs This tab includes the following reports
12. for each product is calculated using data from the last 60 days and is the calculated by aggregating the consumption for all HSAs for the last 60 days and dividing by 2 Total SOH day of report Total stock on hand SOH last reported is aggregated for all HSAs by product either nationally or in the district or facility selected MOS current period Months of stock for the current period is calculated by taking the total stock on hand divided by average monthly consumption for each product MOS indicates an estimation of how long a product will remain in stock if it is consumed according to the past average monthly consumption Stock Status Compares the months of stock to the maximum and EOP stock levels that have been set for HSAs Stock status is described as overstock adequate stock under or stock out Overstock means the MOS is above the max Adequate means the MOS is between 18 EOP and max Under means the MOS is between zero and EOP Stock out means the stock on hand is zero 0 The maximum months of stock that an HSA should have is 2 months the emergency order point EOP is one full course of treatment Current Stock Status across Districts Facilities table This table displays information for stock status for a selected product for all districts or a specific district or facility selected This table will only display information for one product at a time to select a product use the product selector directly above
13. gh three reports HSA reporting summary This table lists each month a report should have been received and indicates with either yes or no if the report was received on time was late and whether or not it was complete If a report was never received for that month all columns will have no in them HSA reporting summary Oct 2012 no no no Sep 2012 no no no Aug 2012 yes no yes Calculated consumption and stock levels Calculated consumption and stock levels Fa g 5 a Een H ae mp zm BR is pa ris Ze em pen BUA G Bak gn 2 ER em ze 6 em du i Droduri Lonsumption Average Montniy L urrent montins of Resupply Oty OO T 7 ls 1 on jure adjusted for stock Consumption SOH Stock hand Wt 480mg i DMPA None 15 13 1 17 This table includes the following Product the list of products associated with the HSA Total daily consumption for each product calculated by cStock based on reported stock levels receipts and stockout messages using the dates and quantities of these reports Average monthly consumption for each product calculated using daily consumption and extrapolating to a full 30 day month Current SOH stock on hand for each product from the HSA s last SOH report to cStock Months of stock on hand for each product calculated by dividing SOH by average monthly consumption Resupply Qty quantity Required for each product calculated by cStock to bring the SOH up to 2 mon
14. he information can be used to conduct further analysis or included in other documents Printing Data The dashboard and each set of reports under any tab can be printed using the print function of your internet browser The print dialogue box allows you to print the report directly to a printer P SCACCIM Supply Chains for C me gt New Tab SY Bookmarks P K Start Privat Browsing History E Egi k Downloads aa AE Add ons Save Page As Options y a Email Link Help i SS Print gt e Print Ctri P Web Developer b Print Preview s Session Manager b Page Setup Full Screen Set Up Sync E Exit Logging on to cStock To log onto the system launch start an internet session using either Google Chrome or Mozilla Firefox The URL for the site is cstock jsi com This will provide the login screen as shown below cStock Health Facilites User Profiles Please log in to cStock Username cStock provides real time actionable HSA logistics data for managers and stakeholders to coordinate plan and identify solutions to better meet customer needs in a timely Password manner login Forgot your password Reset it here Each user of the system has a unique Username and Password These credentials allow you to logon to the system and view the site Once you have entered the information click on the login button to proceed If the information is not correct the login screen will display with error mes
15. ible throughout the site pages The upper menu bar provides information on some standard information The lower menu bar has the option for viewing various outputs of the system Each of the tabs in the menus is explained separately The active tab at any time is in a transparent background shade The example below shows the menu bars with Consumption Profiles as the active tab To select a different tab simply click on it Reporting Consumption Alert _Re supply Rate Profiles summary Qts Required Site selector The site selector is used to select the location of the data you would like displayed Depending on your level of access specific districts or facilities can be selected or you may select the national level called Malawi Below shows an example of how to select a district displayed here is Lilongwe district Site Malawi E Selecta site a Malawi Districts Stodi District 17 Kasungu District 10 Distria Mele ERSTE ile ga Machinga District 26 Date Selector In most of the cStock pages information can be viewed for a period The date selector allows one to pick the Month and Year in the start and end date sections and click once done to proceed On pages where the date selector is available it can be found next to the site selector The default period is three months from current date Site Selecta site v Start Date August 2012 End Date October 2012 I Oct e 2012 vd Q Averag
16. lert Summary table shows by health facility the number of HSAs associated with the facility and the percent of HSAs who report to that facility who have experienced one or more of the following five supply chain performance problems e of HSAs stocked out e 9 of HSAs with EOs emergency orders that HCs health centers cannot resupply e of HSAs resupplied but remain below EO e HSAs registered but not added products they manage e HSAs not reporting receipts Using this report you can determine which facilities are experiencing problems in resupplying HSAs and can take appropriate action which HSAs are registered in cStock but whose information is not available in cStock as they have not registered their products or their information is incomplete as they have not reported receipts 24 Re supply Qts Required Resupply Qty Required This tab provides the Resupply Quantities Required report that can be viewed depending on your level of access for Malawi a specific district or facility Information in this report is based on the most current stock reported by the HSAs You may choose to view the resupply quantities to fill regular orders or quantities needed to resupply emergency orders by selecting from the Order Type drop down menu Reporting Stock Status Consumption Alert Re supply Lead Times Order Fill Eme suum Ots Required Rate O Rate Profiles Site Malawi v Order Type Regular All
17. level user the default view will be your district On the dashboard you may also view the information for all districts by selecting Malawi on the Site drop down menu For help with how to select sites refer to the navigation tips Stock out Rates This table shows the percentage of HSAs in a district facility HSA depending on the site selected with at least one stock out of any product that they manage Stockout rates HSA with at least one District stockout Kaluluma 100 0 _ Mpepa Chisinga 80 0 1 Wimbe 75 0 Mtunthama 100 0 Mziza 66 7 Current Alerts This table shows the percentage of HSAs nationally or in a district or facility depending on the site selected with low stocks that the health facility has not been able to 10 resolve Immediate action from district or national level staff is required or a stock out is likely to occur Current alerts With EOs that HCs cannot resupply 10 Resupplied but remain below EO 86 With EOs that HCs cannot resupply means that these HSAs reported stock levels of one or more products below the emergency order point and the health center is unable to resupply them with that products Resupplied but remain below EO means that these HSAs reported stock levels of one or more products below the emergency order point and the health center resupplied them but the quantity resupplied was insufficient to bring the stock level above the emergency
18. ll have an extra table OFR for selected time period by facility and product table This table shows OFR by facility by product for the selected time period To select a facility type the name of the facility in the search field You can scroll up and down to see the facilities in the selected district and right to left to see OFR for the various products OFR for selected time period by facility and product Search Facility b d cl cm co cw de dm gl la Ib lc oi pa pb Bua O 20 5 53 44 30 0 61 7 49 40 OS 22 32 Chamwavi 0 33 100 52 92 23 0 70 0 72 50 0 49 27 ml i Sp PE E fie ER 8 W Pu E s ma E dr g eng ep Z E d ag Wm d gr d Z B FY Ae a re mme EE i geb 29 emergency Orders Emergency Orders The Emergency Orders tab has three reports that can be used to see the percentage of HSAs who have reported reaching the emergency order point by product and by month or as a monthly average during the selected period of time If action to resupply is not taken promptly in response to emergency orders stock outs of those products are likely For help with how to select product categories sites or date periods refer to the navigation tips Alert summary Stock Status Reporting Lonsumpnon Re supply lead Times ea Emergency Ots Required Rate Orders Profiles Rate Site Malawi Start Date May 2012 End Date October 2012 Average of HSAs with EO graph
19. ng Stock Status Consumption Re supply _ LeadTimes Order Fill Rate Profiles Summary Ots Required gale Site Machinga District 26 v Start Date August 2012 End Date October 2012 Average Reporting Rate by Month The stacked bar graph shows percentage HSAs nationally or for a specific district or facility depending on the site selected in the selected period of time who reported their stock on hand through SMS to cStock on time by the 2nd day of the month yellow bar reported late after the 2nd day of the month blue bar did not report in the last 30 days red bar The line graph shows completeness percentage of HSAs who reported on all products they manage for the selected time period A table of the data that is used to generate the graph 1s found below the graph 14 Average reporting rate by month Mi on time late M notreported E reported 100 complete 20 Jan Feb Mar Apr May Jun Jul month Average Reporting Rate Districts Facilities This report only appears if Malawi ora specific district is selected This table lists the reporting information that is displayed in the graph above in a table format Average reporting rate districts A D Reporting Yo On time Rep o Late Rep Not Reported i Complete Dedza 0 Osa 0 0 0 Kasungu 66 64 29 34 B7 HSA reporting profile This report only appears if a specific facility is selected This table provides a lis
20. o view information on at the top next the site and date selector AMC and MOS by product yti Monthly consumption Months of stock Monthly Consumption Months of Stock gt Trend lines look best if viewed over at h least a 6 months 22 Consumption patterns may vary over time however in a properly managed logistics system the months of stock should only fluctuate between the EOP stock level and the maximum stock level in this case for HSAs between 2 months maximum stock level and an EOP of one treatment Larger fluctuations in MOS may indicate that too much or too little is being resupplied to an HSA for the specific product 23 Alert Summary Alert Summary This tab shows the Current Alert Summary table The alerts found in this report are current for the most recent report month When viewing the Malawi view alerts for all facilities in all registered districts are shown On selecting a specific district only facilities found in that district are included in the report Reporting Stock Status Consumption Alert Re supply Lead Times Order Fill Profiles Summary Ots Required Rate Site Malawi Search A Dich 5 As HSAS HSAS with oHSAS registered but 6HSAS not Facility SHSAs stocked Oe that HCs resupplied but not added reporting out cannot resupply remain below EO products receipts managed Alinafe 11 100 0 50 0 0 E Area 18 1 0 0 0 0 0 Area 25 2 100 0 0 0 096 The Current A
21. on located at the top right corner of tables allows you to export the table After clicking on the CSV box cStock triggers Excel to launch and data from the table automatically fills an Excel worksheet The resulting file has a csv extension You have chosen to open E average reporting rate districts csw which ma Microsoft Excel Comma Separated Values File from http cstock jsi com What should Firefox de wath this file w Open with Microsoft Excel default Save File di Do this automatically for files like this from now on Settings can be changed using the Applications tab in Firefox s Options Cancel Mesamia tond IMPORTANT NOTE when saving the file you MUST save the file as an Excel file by changing the extension to xls or xlsx j PUBLIC VERM em ay A Low 3 28 2012 3 42 DM File folder L APPS VERMOL p E L A mozilla media cache 6 13 2012 4 10 PM File folder di MozUpdater 9 10 2012 2 46 PM File folder tu Network e SE i i MozUpdater 1 10 15 2012 2 45 PM File folder File name PRE Excel Workbook xlsx Excel Macro Enabled Workbook xlsm Excel Binary Workbook xisb Excel 97 2003 Workbook xls Hide Folders XML Data xml Single File Web Page mht mhtml Web Page htm html Excel Template xltx Excel Macro Enabled Template xItm Excel 97 2003 Template xIt Text Tab delimited bet Once exported to excel t
22. on on Total Actual Consumption for selected period Calculated by the system by summing the calculated consumption for each HSA for the product for the period Number stockout days for all HSAs Obtained as an average of total number of days stocked out for all HSAs in the selected period and location divided by the total number of HSAs in that location Total consumption adjusted for stock outs This is the total consumption expected if the HSAs had the specific product in stock throughout the period under review Data coverage This is a percentage calculated using the number of days in the period that the data represents divided by the total number of days in the period Total consumption adjusted for stockouts and data coverage Represents the total consumption expected if all HSAs had the selected product in stock throughout the period under review and if data were available for all days in the period under review Average monthly consumption AMC for all HSAs Provides an average of the quantity of product dispensed by each HSA monthly It is obtained by dividing the total consumption adjusted for stock outs and data coverage by the total number of HSAs in all districts AMC and MOS by product graph The graph shows the trend line for average monthly consumption AMC and months of stock MOS for the selected product in all districts the selected district facility HSA You must select the product you would like t
23. order point Reporting Rates This graph provides information on timeliness and completeness of reporting by HSAs by district facility individual HSA depending on the site selected The bar graph displays percentage of HSAs who have reported on time late or not reported the green line graph displays the percentage of HSAs who have completely reported on all the products with which they are associated Reporting rates Mi ontime M late M not reported D complete reported 100 J3 50 Dedza Kasungu Lilongwe Machinga Mulanje Nkhatabay Nkhotakota Nsanje Test location 11 Current stock status by product This bar graph shows percentage of HSAs nationally or for a specific district or facility depending on the site selected who are under stocked adequately stocked over stocked or stocked out It also shows the percentage of HSAs who are associated with a product but have not reported during the most recent reporting period no data Current stock status by product D Stocked out Mi Under stock BB Adequate stock EB Overstocked M No Data of HSAs 100 p 60 60 40 20 bi cf cl cm co cw de dm gl la Ib Products 12 Current National Picture The side bar entitled Current National Picture that appears on the right side of all pages and shows national level information The information will always remain the same even when you select different sites dates or products This
24. ories are also included in the report Ideally there should be 100 on time and complete reporting 36 Reporting rates di 7 Ta Te A e Vvagilies OF ASA Reporting on time 0 Late reporting 0 Macdonald Mataka Rosemary Phiri SANKHANI ZAKALTYA Tionge Masonga wyford Nonreporting 100 mingulu Complete reporting 0 Incomplete 0 reporting 7 Average lead times This report indicates the timeliness of the resupply process for the HSAs resupplied by the facility It shows in number of days ar d rele i Is Apelo gens r PA Are ai i ell mine Tak a gl Hire Aswe Fa HL KIT Of LO Orde eddy days Wraer ready to order received days Oldl lead Ume Lddys Bua 15 0 8 1 23 1 Order to order ready This is the amount of time from when the HSA sends a stock on hand message to cStock until the HSA Supervisor sends an order ready message to cStock It is an indicator of how quickly the health facility prepares the order and informs the HSA that the order is ready Order ready to order received This is the amount of time from when the HSA Supervisor sends the order ready message to cStock until the HSA sends the order received message to cStock It is an indicator of how quickly the HSA comes to collect and acknowledged receipt of the order after being informed it 1s ready Total lead time is the sum of the two indicators above Ideally this number should be 4 days or less Current AMC MOS and s
25. products aggregated quantity required to ensure that HC can resupply GJ Search 5 ASA Bioline CONGOM G Zeie en Condom Male otimoxazole Cotton Determine DMPA Gloves Name Female Oestrogen 480mg Wool HIV Dedza 0 4122 1348 5652 24592 46 O 2150 4025 Kasungu H 5998 742 43626 61034 75 240 3581 4779 Lilongwe 0 1293 216 2524 57698 3 0 64 40 Machinga 6 8400 1903 11682 133027 90 240 3156 1400 K len sm e we EA A A AEN 4 KT 7455 we ae e Ee E CH ebe Pi All products aggregated quantity to ensure that the HC can resupply This table provides current information on aggregated quantities for products required for resupply to all HCs in all districts or all facilities in a selected district to ensure that the HC can resupply the HSAs This table allows for comparison of aggregated quantities required for resupply for all products across districts or facilities depending on the site selected Use the scroll bar to see resupply quantities required for different products The last row provides the total quantity required for resupply of each product for the all the districts registered in cStock 25 Lead Times Lead Times The lead times report shows how long the entire resupply process takes It displays the total lead time and then breaks down the lead time into two components Order Ready time between the HSA sending an SOH report and the HSA supervisor sending an order ready message Ready Received time between HSA
26. r fill rate for all products or for a category of products for national district or facility level The product categories can be selected using the Product Category drop down menu and are All CCM community case management FP family planning and HIV For help with how to select product categories sites or date periods refer to the navigation tips Lead Times Order Fill Em Rate O Reporting Stock Status Consumption Alert Re supply Rate Profiles Summary Ots Required Product Category All Site Malawi Start Date May 2012 End Date October 2012 Go Monthly average OFR by product graph Order fill rate OFR is calculated as the percentage of the quantity requested that was received by the HSA This graph shows the average OFR for each product which indicates if on average HSAs were over or under supplied for each product For example 1f the average OFR is 1 then on average each HSA received 1 of what they needed or requested and so was under supplied If the average OFR is 120 then on average each HSA received 20 more than what they needed or requested A table of the data used to generate the graph is found below the graph in the Monthly average OFR by product table 28 Monthly average OFR by product MB o M ila M b Bo D pe M b M te D zi OFR 96 100 Trend lines look best if viewed over at least a 6 months 40 Jan Feb Mar Aor May month When viewing a specific district you wi
27. rent AMC It is calculated by dividing the stock on hand by the average monthly consumption Stock Status This indicates if the stock levels of the aggregated HSA stocks of the product are considered adequate understocked over stocked or a stock out Filled Order Product Statistics table This report shows how well the HC is able to fill the individual HSA order requests for HSAs who have reported their stock on hand information and need product Ideally all requests should be completely filled and no emergency orders received If emergency orders are received all should be filled completely The numbers indicate the number of resupply requests made by product the total requests filled and how well the health facility was able to fill the request Filled Order Product Statistics July 2012 to September 2012 e I D F i es bail Fol lial LA1x6 8 6 3 1 0 LA2x6 7 6 4 2 0 The report includes the following Product name of product for which the following information is provided Total requests received this is the total number of requests for this product that come from cStock after have reported their stock on hand to cStock and represent the number of orders for the product that the health facility should fill to keep HSAs who are resupplied by this facility stocked with the product Total requests filled this is the number of requests out of the total requests received to which the health f
28. right of the facility table up or down If you click on the facility name a table displays with the following information 40 HSAs under Facility Name A table with all HSAs associated with that facility registered in cStock and information on HSAs under Dwangwa Search ji i 8 F m k e j m ga E m HSA Name La LO ac SUp ervisoi Contact HSA Name HSA ID Contact Information the phone number of the HSA Supervisor Name Supervisor contact O O O O O Help By selecting the Help tab you can find contact information for the cStock system administrators and access to the User s Manual Should you have a problem with cStock please refer to the manual if by using the manual you are unable to solve the problem please contact the system administrator 41
29. rt you can choose to view information for a specific HSA in the system Information about all HSAs registered in cStock sorted by facility in alphabetical order can be viewed using the Malawi view or by district or by facility using the Site drop down menu selecting a district or facility and clicking the Go button The following information can be found in the report All HSAs Ss Facility name of the facility with which HSA is associated Name of the HSA ID cStock identification number for the HSA Responsible for these Commodities products managed by the HSA that HSA associated with his her cStock identification Has stockouts yes no as to whether HSA has a stock out of one or more products based on the last stock data reported Has emergency orders yes no as to whether HSA has reported an emergency order stock level of one or more products based on the last stock data reported Has products with adequate supply yes no as to whether HSA is adequately stocked in all products managed Has overstocks yes no as to whether HSA is overstocked in one or more products based on the last stock data reported Last Message Dates date of last SMS message sent by HSA to cStock on which the indicators above are based All HSAs Click on a row for more information or Search Alinafe HSA 32 By clicking on a specific HSA you will be able to view information about that HSA and his her performance throu
30. sage Oops Your username and password didn t match Please try again Oops Your username and password didnt match Please try again a Please log in to cStock Username test_distnct_user cStock provides real time actionable HSA logistics data for managers and stakeholders to coordinate plan and identify solutions to better meet customer needs in a timely Password seeeeeees manner login If you have forgotten your password click on the Reset it here message under the login If the information provided in the login page is correct you will proceed to the default page for the site which is the dashboard When you have finished using the website always remember to logout from the system To log out use the option of the upper right hand side of the page Dashboard In one easy to view screen the dashboard informs you of immediate supply chain problems through alerts indicates the reporting rate status and completeness of reporting from all HSAs in all registered districts or in a selected district and shows the availability of stock in all districts or in a Selected district cStock as tiuisieiely Prones Summary The display on the dashboard is always based on current information which means the current calendar month On this page if you are a central level user Malawi will be the default view however you may use the site selected to view specific districts or facilities If you are district
31. selected and historical data can be viewed here For help with how to select sites or date periods refer to the navigation tips Reporting Stock Status Consumption Alert Re supply Lead Times Order Fill En Rate Profiles Summary Ots Required Rate Site Machinga District 26 Current Stock Status by Product graph This bar graph shows percentage of HSAs nationally or for a specific district or facility depending on the site selected who are under stocked adequately stocked over stocked or stocked out It also shows the percentage of HSAs who are associated with a product but have not reported during the most recent reporting period no data This is the same graph as displayed on the dashboard 17 Current stock status by product MB Stocked out Mi Under stock EI Adequate stock MJ Overstocked MH No Data of HSAs 100 RR 20 bi cf cl cm co cw de dm el la lb le or pa pb po ss te un zi Products Current AMC MOS and Stock Status by Product table This table shows the following information aggregated for all HSAs in either Malawi or a specific district or facility selected Current AMC MOS and stock status by product a A Product AMC last 60 days TOTAL SOH day of report MOS current period Stock Status LA 1x6 13717 275645 20 1 Overstocked LA2x6 21512 478633 22 2 Overstocked Paracetamol 500mg 8984 341522 38 0 Overstocked AMC last 60 days The average monthly consumption AMC
32. t of all HSAs in the selected facility and the individual reporting record based on the following indicators Min Number Expected is the minimum number of reports expected over the selected time period for example if you select June August the minimum number of reports expected is 3 Non Reporting shows of the number of reports expected how many were not received during the selected time period On Time shows the number of reports received that were on time by the 2nd day of the month Late shows the number of reports received that were late after the 2nd day of the month Complete shows the number of reports received that included data for all products that the HSA is associated with in cStock 15 HSA reporting profiles Search HSA ABSALOM NAKHATI ACID AJIDA AGNES KAMUZANJIRA AGNESS SITOLO Min Number expected ji Ww Ww W 16 Non reporting Bl Lu Fr e On Time is O amp O AW KI Late o oo O amp EI H Complete be OF NN Sy kul Stock Status Stock Status The Stock Status reports display the overall stock situation of Malawi or for a specific district or facility by assessing if there is an overstock under stock adequate stock or a stock out You can choose to view the reports depending on your level of access for Malawi all registered districts or a specific district or facility This page displays current data for most reports except the final graph that has a date
33. the table Product LA2x6 Gol Current stock status across district Search A Dedza 1 1 2 5 90 L s a pr m i KR Ef lali AA Kaff DACH HSA Stock outs by Product Category graph This line graph shows the percentage of HSAs stocked out for all products or a selected product category over the selected time period This graph has both product category selectors and time period selectors that apply to this graph 19 For help with use selectors refer to the navigation tips Product Category CCM v Start Date January 2012 End Date August2012 op HSA stockouts by product Ma SS Ip D ps Mc Mico E zi E te ME pb SO 100 Trend lines look best if viewed over at least a 6 months e 80 60 40 HSA months of stock MOS by product table This table is only displayed when a specific facility is selected as the site This table shows the MOS by product for each individual HSA MOS is obtained as the total SOH divided by the average monthly consumption Using the scroll bar on the right you can scroll up and down to view a specific HSA or type the name of the HSA in the search field HSA months of stock by product Search 5 HSA bi d d cm co cw de dm gj la tb kor pa pb po ss t un zi AronMchere 0 2 03 19 05 3 2 Rartha mahimha z x e MI x a s NF AR TA S E r E JA 20 Consumption Profiles Consumption Profiles The data on this t
34. ths of stock 33 Order response time This table shows the status of each order generated by the HSA reporting stock on hand for the products managed Order response time Search Condom Male no 0 200 None 2012 05 08 2012 08 06 approve i no 85 337 1000 2012 04 02 2012 06 19 receive Cotton Wool no 0 2 None 2012 05 08 2012 08 06 approve DMPA no 13 17 None 2012 08 01 2012 08 06 approve DMPA no 6 24 0 2012 07 01 cancele Product the table is sorted alphabetically by product Multiple occurrences of a specific product show each time a SOH report was submitted that included that product Is emergency A no indicates the report sent for that product was a routine SOH report and a yes indicates the report sent was an EO as the product had reached the emergency order point Balance stock balance for the reported product at the time of the report Amt requested the amount of the product cStock calculated was needed to bring the HSA stock level up to the 2 month maximum stock quantity based on the balance reported Amt received the quantity of product the HSA reported receiving Requested on the date on which the SOH report was sent by SMS to cStock Responded on the date on which the health facility send an SMS to cStock indicating that the order was ready for pick up Received on the date on which the HSA reported receiving the order Status the status can be requested approved rec
35. tock status by product table This table indicates the stock status of all HSAs resupplied by the health facility as a group by comparing their total average monthly consumption of each product with the current stock on hand for each product and indicates whether the stock status is considered overstocked adequate or under stocked as compared to a 2 month maximum and 1 month minimum stock or stocked out If no data is available on consumption then stock status cannot be evaluated and the status category is No Data This information provides an indicator of how well the health facility is maintaining appropriate stock levels amongst its HSAs as a whole though individual variations cannot be seen in this report More specifically the table includes 37 Current AMC MOS and stock status by product LAIx6 no data 3174 no data No Data LA2x6 no data 5440 no data No Data Product name of product for which the following information is provided Average monthly consumption AMC last 60 days This is the average monthly consumption for this product by all HSAs who have reported and are resupplied by the facility Total SOH day of report This is the total stock on hand for the product for all HSAs who have reported and who are resupplied by the facility MOS current period This number represents the number of months that the total supplies of each product in stock among all HSAs who have reported will last given cur
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