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SUPPLY CHAIN MANAGER User`s Manual, Feb 2006

1. 2 4 5 2 Deleting 2 2 5 3 5 3 SUPPLY CHAIN MANAGER USER S MANUAL ALCO FOS asta dd 5 3 5 6 Category and Product Order 0 ccc ccc es 5 10 Distribution 2 rs T Meath 5 12 Adding Distribution Levels 5 12 Viewing Distribution 2 222222222 4 5 13 Editing Distribution Levels c scite anna rs le ge ota Rock Lad n 5 14 Deleting Distribution 2 4 2 2 22 2 5 14 Printing the Selected Distribution 5 14 Facilities Men cr 5 15 Essai 5 15 Facility Type rOUDS A a ERO oo E 5 19 A rer 5 22 Purpose OF tera a A 5 28 Adding Purpose Of 5 Hmmm 5 28 Viewing Purpose 5 2 2 2 2 5 29 Editing Purpose of Use 2 2 2 2 2 5 29 Reporting ias 9 30 Creating a Reporting 2 5 31 Editing Reporting Groups xxu dace ee aa 5
2. 2 2 2 7 5 Editing Product Tracking eae a da Ant UE Goce 1 6 Validatioti beer eite aiid e dise Bed 1 6 Printing the Selected Product Tracking 2 24 2424 7 9 Exporting Product Tracking 5 7 9 8 DISTRIBUTION 5 8 1 Facility Stock Counts nr a ae epe Ra A 8 1 Adding Stock sierp 20a 200 2 grani _______________ 8 2 Adding Products to Facility Stock 222 2 2 4 2 24 4 2 2 2 22 8 3 Deleting Products From Facility Stock 8 3 View ing Facility Stock COURS aia a pete 8 4 Editing Facility StOCK COURTS dotem fate cxt nenn a a dee a RC Rd 8 4 Editing Stock Count Dates 2 2 8 5 Deleting Facility Stock Counts 2 22 222 2 2 2 8 5 Delivery 4 2 ene 8 5 Adding Delivery 8 5 Viewing Delivery
3. 5 32 6 1 Data Center Management 2 4 2 2 24 6 1 62 Multi Tier Data C enters 2 2 2 2 1 6 2 53 Data completion message isse etes xol cb ice cda nd 6 2 6 4 Sample Multi Tier Data Centers nes 6 3 6 5 Sample error message ccc ae eet pr Dee Wed 6 3 6 6 Export fle completion nes 6 4 67 Import Datacenter File 2 222222222 2 2 6 4 6 8 Select Database File to Import window n 6 5 6 9 Sample Import Datacenter File 2222222 222 2 2 2 2 2 2 2 6 5 6 10 Sample import export log 2 2 2 6 5 6 11 Data center fle conf rmation message 6 6 6 12 Multi tier Data Centers 2 2222222 2 2 2 2 2 22 6 7 6 13 W creation message 6 8 6 14 Sample Data Center Management 2 2 2 2 2222 6 8 6 15 Sample Adjustment Record Changed 6 8 6 16 Data Exists message WINDOW
4. 8 6 Editing Delivery 4 2 2 2 2 2 8 6 Deleting Delivery 8 6 Printing the Selected Delivery 5 cece etc mn 8 7 Delivery Vehicles cerit eem mem doe o dem nemo Rr om e OR RR dd 8 7 Adding Deliver y Vehicles in roe Y RR eng 8 8 Viewing Delivery Vehicles ar sek aon a duc RR RR Ru meld 8 9 Editing Deliver y Vehlcl amp S oon ence At gv n Ra o E e RR RR 8 9 Deleting D 2 2 2 4 8 10 Printing the Selected D 8 10 Delivery ROUES cists 8 10 Adding Delivery isn nn eo eise Sie dew tese o vete DE 8 10 Assigning Facilities to Delivery 8 11 Viewing Delivery tette er c 8 12 Editing Delivery 5 cca eens cree gee be bene y 6 CREE 8 12 Deleting Delivery 8 13 Printing the Selected Delivery
5. 4 4 2 5 18 5 19 Groups ee bera 5 19 5 20 Blank Type Groups teet t Re ni beri a ne 5 19 5 21 Delete conf rmation 5 21 5 22 Facilities ex pex RE ra e e nich i Ro e ELS RR RR RR 5 22 5 23 Blank Facilities form 22 25 2225 eere Rm ku ham me ERR EE RE ER Ra 5 22 5 24 Sample Max Min Levels 2 2 2 2 5 24 5 25 Facility Filter ctun aat A da 5 25 5 26 Delete conf rmation 5 26 5 27 Purpose of Useform 5 27 5 28 Blank Purpose of Use 0 2 222 22222 2 2 2 2 2 2 2 2 2 2 22 5 27 529 Delete purpose of use alert message 5 28 5 30 Delete conf rmation 5 29 5 31 Sample Reporting Groups 2 222222 2 24 2 22 22 5 29 5 32 Blank Reporting Groups inaid iai mnes 5 30 5 33 Sample message 2 2 2 2 2 2 5 31 5 34 Deletion conf rmation message
6. h u ha de eee ILHE THE 1 2 d m h d T Frraw klr ox v om owe Figure 5 22 Facilities form Adding Facilities To add facilities follow these steps 1 Click Add A blank Facilities form Figure 5 23 is displayed La ie 27 1 ILHE THF po LT da d ad heat FrrAaa k Eir i e yr Figure 5 23 Blank Facilities form 2 facility requires a unique facility code Type a unique code and press Enter 3 Typethe facility name and press Enter twice 5 22 4 P pn nad r n e Rollins estoi jad Remi een a let E As Pu de een a lps a loa Hh Das ds e lr pr db eee a e al Ys re lts A SUPPLY CHAIN MANAGER USER S MANUAL The Max Min Levels tab if enabled lets each facility in your system define a maximum and minimum stock level for each product category 13 Click the Max Min Levels tab The Max Min Levels form is displayed as shown in sample Figure 5 24 rmm IE Ze Mat ca sd 1 J E LA LH PE A Peg L7 a E
7. 8 12 8 18 Delivery Planning Tor cde goce nn A td 8 13 8 19 Facilities in Need 5 2 2 2 8 13 820 Needed 2 222 22222222 2 2 2 2 2 2 2 2 24 2 8 14 821 Reports Used Calculation 8 14 822 Missing Reports windoW mms 8 14 vii SUPPLY CHAIN MANAGER USER S MANUAL viii 823 824 825 8 26 827 8 28 8 29 91 92 9 3 Tables 31 32 51 Selected facilities window n 8 15 Cont rm delivery WIDdQOW s est n dr 8 15 Shipping Reports form wise 8 15 Minimized shipping 5 2 2 2 2 2 2 2 22 2 4 8 16 Navigation bar esse eur m ehe Re d RR Kr 8 17 Available delivery personnel list 8 17 Delete cont rmati n message uan ia ice gn tae Eat A ac ble ese d a aya do 8 18 Report Manager bee Fb on bd Ea du UR Re CX CE 9 1 User def ned date range 0 0 4040 04 9 2 Distribution List O ptions OTM meme 9 12 rm
8. neia 3 3 System Conf guration TON aa ac t daa 4 1 42 LinkedTables 2 2 2 2 2 2 4 5 51 Adjustment Types mme en 5 1 52 Blank Adjustment Types 2 2 2 2 4 2 2 2 2 2 2 2 2 22 5 1 53 Delete conf rmation lt 5 3 55 Blank Categories sia jo qe nt asad oto ae Rathi 5 4 5 9 Blank Products rented Fate reote De RR oboe lic Roe Bond 5 7 5 9 Categories tab in Products men 5 9 5 10 Delete conf rmation 4 5 10 5 11 Category Product Order form 5 10 5 12 Distribution Levels erbe Te aon Re tux dco ede xU b d 5 12 5 13 Blank Distribution Levels form sssssssssssss ns 5 12 5 14 Delete conf rmation 5 13 5 15 Facility c ccce cr rete n cete etti xoc n Do hc ee 5 14 5 16 Blank Facility TYPES bcne n een Ree me PE thee red oce lea Ha 5 15 5 17 Product list in Facility Types 22 222 2 2 2 2 222 2 5 16 5 18 Delete conf rmation message
9. 8 13 Delivery Planning sen eni RA e ad Rx ap etd da A DEA 8 14 Addirig DEVETE S t ipt sic c ttn en 8 14 Conf rmingiD eliveries 55 dg ree dccem ar o cup ca taeda da ad a Rand 8 16 Viewing 8 17 Printing the Selected 8 18 Editing Deliveries kk enn 8 19 Deleting D eliVerl8S siis ara t ott ce eden ode REGI RR 8 20 SE REPORTS a vers eres 9 1 VIEWING i Em 9 1 ProducETrackinig RepOFES 9 3 Administrative sese plici 9 3 Graphic Reports i ote n etn n ae e d OR Ra e n a 9 3 Dispensed to 5 5 22 2 4 n nn m rm Gi Ra 9 5 logistics REDOT Si bed c Mid tue GU RA RUE T d 9 6 SUPPLY CHAIN MANAGER USER S MANUAL Figures 3 1 Pulldown menu en e A e RU a edd Dei 3 2 22 Navigation etw rwr ux etm REA dece s A de e A c a ia 3 2 33 Arrow DULLODS nee a 3 2 34 Vertical and horizontal scroll 222 2 2 2 44 2 nnn 3 3 3 5 Tree
10. 2 3 Identify Delivery Personnel c cocaina alicia itd et 2 3 Def ne Delivery ha a Re debe 2 3 Using the Module 2 3 Before Using Multiple Level 2 4 Identify W here the Data Centers W ill Be 2 4 Identify Facilities Belonging to Each Data 2 4 STARTED i 3 1 3 2 Wiese 3 2 Ba Mu 3 2 His d ON 3 3 foro EM MAIN TENANCE eR ee ba e 4 1 System CONF 4 1 de dete 4 5 Linking to a New 2 2 4 4 6 5 BACKGROUND DATA ar ua Rea Rr reed AA 5 1 Adjustment Types ses se eme eo LES ERI ERR 5 1 AddingAdjustmentTypes 2 2 2 4 5 1 Viewing Adjustment Typ ESk nein 5 2 Editing
11. e len kae c kg cad Reale 6 9 6 17 Successful import completion 22 222 2 2 22424 42 6 9 7 1 Prod ctTracking oer reete ehem tton dese Pace ner 7 1 7 2 Initialize Period conf rmation 7 1 7 3 Purpose OF ner dub asd ee 7 2 74 Comments section of Product Tracking e 7 3 75 Sample ART Patients andTBTreatments 7 3 1 6 ART USAGE 7 3 1 1 TBIreatmentsform ERR Ep 7 4 78 Facility Code changed to Facility name 7 4 79 Opening Balance Error 5 7 5 7 10 Quantities Dispensed by Purposes of Use error message 7 6 7 11 Closing balance error 22 222 4 2 7 6 7 12 Computer generated 7 6 7 13 Average Monthly Consumption Error message 7 6 714 Quantity Required Error message 2 2 7 7 715 Quantity issued error
12. 1 Hold down the Ctrl key and click each facility you want to exclude 2 Click the move button 5 31 en SUPPLY CHAIN MANAGER USER S MANUAL 5 To use method 2 follow these steps 1 Click the f rst facility you want to include 2 Scroll down to the last facility you want to include 3 Hold down the lt Shift gt key and click the last facility you want to exclude 4 Click the move button 5 Click the Save button to complete the process Deleting a Reporting Group To delete a reporting group follow these steps l Select the reporting group you want to delete 2 Click the Delete button A conf rmation message similar to the sample in Figure 5 34 is displayed Ti baw H l Em 3 Click theYes button to delete the selected Figure 5 34 Deletion conf rmation message report group 4 Repeat steps 1 3 to delete additional reporting groups 5 Click the Close button when you f nish deleting reporting groups 5 32 T TD m ala M BH EIL TUE JUR Fr ma SUPPLY CHAIN MANAGER USER S MANUAL 3 disassociate facilities from a data center selected for deletion click the Edit button and search for all facilities associated with the data center selected for deletion 4 Click every checked facility to remove the checkmark to disassociate the facility 5 Click the Save button to save your
13. 4 Ifthe purpose of use is no longer active click the Active checkbox to remove the checkmark 5 Click Save 6 Repeat steps 1 5 to edit additional purposes of use 7 Click Close when you have f nished editing facilities Deleting Purposes of U se To delete purposes of use follow these steps l Select the purpose of use you wish to delete 2 Click Delete 1 BITE LIN a ga hal T al a am 1 A y A A Figure 5 29 Delete purpose of use alert message 3 Ifproduct tracking records are associated with the selected purpose of use message Figure 5 29 is displayed asking you to mark the purpose of use inactive Click Yes to mark the selected purpose of use inactive 5 28 5 BACKGROUND DATA 4 product tracking records are associated with the selected purpose of use a conf rma E tion message Figure 5 30 is displayed asking 17 Open NH O you to conf rm the deletion Click Yes to a delete the selected purpose of use 5 Repeat steps 1 4 to delete additional pur poses of use Figure 5 30 Delete conf rmation message 6 Click Close when you have f nished deleting purposes of use Reporting Groups The reporting groups feature helps you classify facilities as part of one of more groups for reporting purposes From the Background D ata menu click th
14. 6 Click the Non Full Supply f eld if the product is not kept in full supply 5 7 5 BACKGROUND DATA ror rans dig dui E 1 111 1 13 i le ritin m ocu da Tom sain num L ret T I as nn Figure 5 9 Categories tab in Products form Viewing Products There are two methods of viewing products To use method 1 follow these steps 1 Click the arrow next to the Find f eld 2 Select a product from the pull down menu 3 Click the left mouse button to display the product To use method 2 follow these steps 1 Click Next to display the next product 2 Click Previous to display the previously displayed product 3 Click Close when you f nish viewing products Editing Products To edit products follow these steps 1 Select the product you wish to change 2 Click Edit 3 Click the f eld you wish to change and type your changes 5 9 SUPPLY CHAIN MANAGER USER S MANUAL 5 10 4 Ifthe product is no longer active click the Active f eld to remove the checkmark 5 Click Save 6 Click Close when you have f nished editing products Deleting Products To delete products take the following steps l Select the pro
15. Exits Supply Chain Manager Retum to Merk Returns to the main menu from any submenu Betum tn Backgrmud Data Returns to a submenu 3 1 3 GETTING STARTED fr i ij Figure 3 4Vertical and horizontal scroll bars Figure 3 4 is an example of horizontal and vertical scroll bars To quickly scroll through a screen click the square button at the right end or bottom end of the horizontal or vertical scroll bar and move it up and down or left and right while holding down the left mouse button Tree View Menus Amilhinrk ard AT ond Media Tree view menus represent a hierarchical data sarah structure such as categories and subcategories of TUAE ee products on the Product Tracking form or nested pus on dur reporting groups on the Product Background form an drip Ce pue mer du ahia ese c pgricoclmEpT 2 Tree menus Figure 3 5 allow you to view all the categories subcategories and products in the dis Sa sad tribution system 1 2243 JANI Dare 2474 04 L7 m To the left of each category and subcategory is a Pu Deo gee bose plus or minus sign To view the subcategories quje tae maurs aT and products in a category click the plus sign To
16. Users Ides teins Bee 444 EN nn mada ad Ha H an ETET um 2 HH eee AAA a 5 BACKGROUND DATA Removing Products from FacilityTypes Products can be removed from a facility type as follows 1 In the Issued Products area click the product you want to remove from the facility type 2 Click the left arrow to move the selected products to the Available Products area Viewing Facility Types Two methods are used to view the facility types To use method 1 follow these steps 1 Click the arrow next to the Find f eld 2 Select a type from the pull down menu 3 Click the left mouse button to display the selected facility type To use method 2 follow these steps 1 Click Next to display the next facility type 2 Click Previous to display the previously displayed facility type 3 Click the Products tab to view products that are associated with the selected facility type 4 Click Close when you have f nished viewing facility types Editing Facility Types To edit the facility types follow these steps l Select the facility type you wish to edit 2 Click Edit 3 Click the f eld you wish to change and type your changes 4 Click the Products tab to add or remove a product 5 Click the product you wish to add to or remove from the facility type 6 Clickthe right arrow or left arrow to add the product to or remove the product from the facility type
17. A 9 REPORTS The Output to Excel report can be generated with the following parameters Paiad Month quarter first half second half or year Selected category Produd Selected product Fadlity Type Selected facility SupdyingFaality Selected supplier and all the facilities it supplies RepotingGran A selected reporting group based on the reporting groups you defined Monthly LMIS Report District Zone Summary This report formally called the D istrict Hospital Monthly LMIS logistics management information system report displays a rollup of data for a selected reporting group The Monthly LMIS Report D istrict Zone Summary report can be generated with the following parameters m PaiolMonth quarter first half second half or year E RepotingGrop A selected reporting group based on the reporting groups you defined Monthly LMIS Report Facility This report formally called the Health Center Monthly LMIS report allows you to print a monthly report for one or more facilities The Monthly LMIS Report Facility report can be generated with the following parameters PaiolMonth quarter first half second half or year m Faility Type Selected facility m RepotingGrop A selected reporting group based on the reporting groups you defined Blank District Hospital Monthly LMIS Report This report designed for Malawi is used to create a worksheet for Malawi users to enter by hand their product tracking data for dis
18. Identify Delivery Personnel The DRP module allows you to identify the personnel responsible for making deliveries The module also enables you to assign delivery personnel to scheduled deliveries Def ne Delivery Routes After you have identified delivery vehicles and personnel you then indicate the location of each facility within the distribution network In the Product Tracking module you defined each facility as a central storage facility an intermediate storage facility that receives and distributes products or an SDP that delivers products to end users To define the distribution network you create distribution routes assign facilities to routes and specify the distance and traveling time between each facility in the route and between each facility and the distribution center Using the DRP M odule Effectively The DRP module identifies facilities most in need of resupply accotding to historical consumption data stored in the Product Tracking module To do so it estimates the current balance for each prod uct at each facility according to the last known balance and determines how much is needed to reach the facilitys maximum supply level This process can maximize the effectiveness of limited delivery resources by scheduling deliveries according to need When the delivery is scheduled you can load delivery vehicles so that products destined for the neediest facilities are most easily accessible 2 3 SUPPLY CHAIN MANAGER
19. 2 Select the facility you want from the pull down menu 3 Click the left mouse button To find a facility by name follow these directions 1 Click Facility Code As shown in sample Figure 7 8 the Facility Code tag becomes E az Facility name and a pull down menu lists facilities listed by name cou Select the facility you want from the pull down menu and click the left mouse button Clun d du m 11F Figure 7 8 Facility C ode changed to Facility name Fragen EEG usen NS AA Beas lea aer uera er 28 iia Esta e Bier pees is nim Eur prim mew y denk rue eres uit LR qu co hmm la LO bbe Pr aa mu i SUPPLY CHAIN MANAGER USER S MANUAL 10 11 In the Export Periods area click the ar row to the right of the From pull down wisn n du 1 box click a starting period and click T zo ale the left mouse button Click the arrow to the right of the To ES pull down box click an ending period and click the left mouse button In the Products window click one or more boxes to the left of the categories and products in order to include them in the export fle In the Export area click XML or
20. Chnlara licam Fra pah ra riren pan collapse the list of subcategories and products carir cpr click the minus sign La ca rar rar nl M I dort Dum sk 2 dL E un peda eed A 3 Amkacpdea and c kaning Ha Bane Carr I rz mnn Fed abrr Tani 2 Figure 3 5 Tree menu 3 3 SUPPLY CHAIN MANAGER USER S MANUAL ance ee ere ee AA FA re i Pa Ll ly at aa de ll pis e Deae ic cdo deci ee prnl amp Hire ais Fada lr in pam EPA EA Het rr u E do do ter ee een Eu Enri er O ERA 4 SYSTEM MAINTENANCE 9 Click the Service Statistics checkbox to enable the collection of service statistics The New Users Only checkbox under the Service Statistics checkbox lets you collect data on new users only Collecting data on expected new users for each product you track enables you to augment current consumption to meet rising demand for products such as antiretroviral drugs 10 Click the N ew Users Only checkbox to enable the collection of statistics on new users only The Purposes of Use checkbox lets you collect data on one or more purposes of use for each prod uct dispensed For example HIV test kits may be used for multiple purposes voluntary counseling and testing
21. In the Background D ata HI menu click the Purpose of m Use option The Purpose of Use form Figure 5 27 tet y is displayed m TEE TT m Figure 5 27 Purpose of Use form Adding Purpose of Use To add the purpose of use follow these steps 1 Click Add A blank Purpose of Use form Figure 5 28 is displayed E Fn pars nl lich Paper ai Figure 5 28 Blank Purpose of Use form 2 acode name for the purpose of use The checkmark in the Active field indicates that the purpose of use is currently in use 3 Click Save 4 Click Close when you have f nished adding purpose of use Viewing Purpose of Use There are two methods for viewing the purpose of use To use method 1 follow these steps 1 Click the arrow next to the Find f eld 2 Select a purpose of use from the pull down menu 3 Click the left mouse button to display the selected purpose of use 5 27 SUPPLY CHAIN MANAGER USER S MANUAL To use method 2 follow these steps 1 Click Next to display the next purpose of use 2 Click Previous to display the previously displayed purpose of use Editing Purpose of Use To edit the purpose of use follow these steps 1 Select the purpose of use you wish to edit 2 Click Edit The Purpose of Use f eld will be selected for editing 3 Type any desired changes in the Purpose of Use f eld
22. a 5 BACKGROUND DATA In Tl a millas aea ie wie srl Gn bendi lid d Cg 1 omm gom ik Figure 5 33 Sample message box A message box similar to the one in sample Figure 5 33 may appear 7 Click Yes to save the selected facilities to the group you created T he selected facilities are moved to the Facilities Included box 8 Click the Save button to complete the process You can select multiple facilities at one time using either of two methods To use method 1 follow these steps 9 Hold down the Ctrl key and click each facility you want to include 10 Click the move button To use method 2 follow these steps 11 Click the f rst facility you want to include 12 Scroll down to the last facility you want to include 13 Hold down the Shift key and click the last facility you want to include This method will select all facilities from the first one selected to the last Editing Reporting Groups To edit reporting groups follow these steps l Select the reporting group you need to edit and click the Edit button The Group N ame f eld will be selected for editing 2 Click in the f elds you need to edit and make the required changes You can remove one or more facilities from a group by either of two methods To use method 1 follow these steps
23. all subcategories PLAS em ne a DIS ee and products are displayed When you contract a a Dad ag category the subcategories and products are hidden ao from view T 1 1 Figure 5 11 Category Product O rder form A 5 BACKGROUND DATA Setting the Order of Categories You can move categories within the entire list of categories When you move a category you also move the subcategories and products associated with that category Categories and products are then displayed in the same order in the Product Tracking form In the Products menu select Category Product Order The Category Product Order form is dis played as shown in Figure 5 11 1 Click a category you want to move 2 Click Move Up or Move Down to move the category up or down one position 3 Click Move First or Move Last to move the category to the f rst or last position 4 Click Close when you have f nished setting the order of categories Setting the Order of Products You can also move individual products within each category 1 Click a product you want to move 2 Click Move Up or Move Down to move the product up or down one position within the category 3 Click Move First or Move Last to move the product to the f rst or last position within the category 4 Click Close when you have f nished setting the order of products Distribution Levels The Distribution Levels form Figure 5 12 lets you define the distribution levels in the
24. prevention of mother to child transmission or clinical diagnosis When this feature is activated Supply Chain Manager records quantities of each product dispensed by purpose of use in addition to the total quantities dispensed as reported by the facility 11 Click the Purposes of Use checkbox to enable the collection of data on quantities of products dispensed by purpose of use The Quantities on Order checkbox lets you record quantities of each product on order These quan tities are then subtracted from the calculation of the quantities required of each product to bring a facility up to the maximum stock level 12 Click the Q uantities on O rder checkbox to enable the collection of data on quantities of products on order The Quantities on Hand checkbox lets you determine whether the shipment date field will be pre sented on the Product Tracking form 13 Click the Q uantities on H and checkbox to display the shipment date f eld on the Product Tracking form The Use Category Min Max checkbox gives you the ability to set minimum and maximum stock levels for each category associated with an individual facility 14 Click the Use Category Min Max checkbox to set minimum and maximum stock levels for your facilities The Adjust Q uantity Required to min Shipment AMC 1 checkbox lets you determine whether products with traditionally small gt 0 and 1 be rounded up to one instead of rounded down to zero 15 Click the
25. 3 1 Common Buttons on Pull Down MENUS steri 2 42 3 1 Sample Distribution Levels vota tct e ak ie due de na 5 11 Acronyms AMC ART ARV CYP DB DRP LMIS NTLP SD P TB average monthly consumption antiretroviral therapy antiretroviral couple years of protection database Distribution Resource Planning module logistics management information system National TB Leprosy Program Uganda service delivery point tuberculosis ns SUPPLY CHAIN MANAGER USER S MANUAL 1 Introduction to Supply Chain Manager W hat Is Supply Chain Manager Supply Chain Manager is a software tool developed by John Snow Inc Written in Microsoft Access 2000 Supply Chain Manager provides critical logistics information to managers of distribution systems It monitors the flow of products from the central warehouse through intermediate warehouses to health service delivery points SD Ps that distribute products to end users Supply Chain Manager can help program managers determine which facilities are understocked or overstocked review trends in consumption on a product by product basis estimate procurement requirements for each product identify facilities with potential inventory management problems and plan deliveries to facilities Supply Chain Manager is not a system for warehouse management or procurement management but it can work with existing management systems to ensure appropriate stock levels Supply Chain Man
26. 7 Repeat steps 1 6 to edit additional facility types 8 Click Save 9 Click Close when you have f nished editing facility types 5 17 SUPPLY CHAIN MANAGER USER S MANUAL Deleting FacilityTypes Delete facility types as follows 1 Select the facility type you wish to delete N ote that if the selected facility type has associated facilities you must f rst delete or reassociate the facilities 2 Click Delete A conf rmation message Figure 5 18 is displayed asking you to conf rm the deletion Ti AT 3 ClickYes to delete the selected record 4 Repeat steps 1 3 to delete additional Figure 5 18 Delete conf rmation message facility types 5 Click Close when you have f nished deleting facility types Printing the Selected Facility Type To print a report for the selected facility type follow these steps l Click Print 2 After the report is created and the f rst page is displayed click the Print icon to print the report 3 Click Close in the print menu to return to the Facility Types form 4 Click Close when you have f nished printing facility types 5 18 a 5 BACKGROUND FacilityType Groups Use the Type G roups form to group facility types This feature allows you to group two or more facility types in order to view aggregated data on the stock status and performance of those facilities For example to fulfill the information needs of
27. Text fle format Click the ellipsis the right of the File f eld The Save export File as form Figure 7 17 appears Enter af le name in the File name text box To change the location of the export click the Save as type pull down box and select another directory Click Save The Export Consumption Figure 7 17 Save export File as form Data form will again be visible Click Export If the data are successfully exported a confirmation message similar to Figure 7 18 will appear If you did not specify a directory in the Save export File as form the file will be saved to the default Supply Chain Manager directory Piola AU arca Qnam WE Figure 7 18 Export complete message nm 7 PRODUCT TRACKING The export file will contain the following data about each product within the export period specified m Product code m Aggregated consumption at service delivery points quantities dispensed to users m Aggregated adjustments at all distribution levels SUPPLY CHAIN MANAGER USER S MANUAL 7 10 8 Distribution Resource Planning In the main menu click the D RP option The DRP option will be visible only if the DRP module is checked in the System Configuration form See System Configuration for more information Facility Stock Counts The D Stock Count form lets you record stock levels at each facility Reported stock levels are used to es
28. button Click OK to return to the Report Manager When the Report Manager form is displayed create the report as follows 1 4 Click the arrow next to the Year f eld select a year from the pull down menu and click the left mouse button Click the arrow next to the Category f eld if active select a category from the pull down menu and click the left mouse button Click the arrow next to the Product f eld if active select a product from the pull down menu and click the left mouse button Click the arrow next to the Facility Type f eld if active select a facility type from the pull down menu and click the left mouse button Click the arrow next to the Supplying Facility f eld if active select a facility from the pull down menu and click the left mouse button The Reporting Group field lets you compile report data based on a reporting group that you define 1 2 Click the arrow next to the Reporting Group f eld if active select reporting group from the pull down menu and click the left mouse buttton Click the Preview button to view the report 9 REPORTS Product Tracking Reports The following reports are grouped by the tabs on which they appear Each report allows for the ad dition of comments if needed Administrative Reports Administrative reports consist of the facility listing mailing labels and nonreporting facilities reports Facility Listing This report displays a list o
29. by f eld to sort by route 4 Before you plan a delivery you must select a vehicle for the delivery Click the arrow next to the Vehicle f eld select a vehicle from the pull down menu and click the left mouse button 8 13 SUPPLY CHAIN MANAGER USER S MANUAL 8 14 After you select a vehicle you can select the facilities to which it will distribute products D ouble click a facility in the Facilities in N eed window T he N eeded Products form Figure 8 20 is displayed Feat deen dura LIE st lan E TEID T ar wo 171 16 a Figure 8 20 N eeded Products form Click the Inventory checkbox if a physical inventory must be taken when products are delivered Determining Need Need is usually determined by Supply Chain Manager on the basis of data recorded in the Product Tracking Form see Adding Product Tracking Records for more information From within the D eliveries form you can view the lists of reports used for calculating need as well as a list of missing reports 1 Click Reports Used to view the list of reports that were used to calculate the selected facility s need The Reports Used in C alcula tion window Figure 8 21 is displayed Figure 8 21 Reports Used in Click OK to close the window Missing Reports button shows the reports that were not available for calculating need If
30. f nished adding personnel Viewing Delivery Personnel 8 DISTRIBUTION RESOURCE PLANNING A 1 am fem Fal jim E ae Lau Am Ih Liv Figure 8 8 Personnel form 2 ruta oram Lade a Figure 8 9 Blank Personnel form Two methods are used to view delivery personnel To use method 1 follow these steps 1 Click the arrow next to the Find f eld select a delivery person from the pull down menu and click the left mouse button to display the delivery person s f rst and last name 2 Click Close when you have f nished viewing delivery personnel To use method 2 follow these steps 1 Click Next to display the next delivery person 2 Click Previous to display a previously displayed delivery person 3 Click Close when you have f nished viewing delivery personnel 8 5 SUPPLY CHAIN MANAGER USER S MANUAL 8 6 Editing Delivery Personnel To edit delivery personnel follow these steps 1 2 Select the delivery person whose name you wish to edit Click Edit Click the N ame f eld you wish to edit and type your changes Click Save Repeat steps 1 4 to edit additional delivery personnel Click Close when you have f nished editing delivery personnel Deleting Delivery Personnel To delete delivery personnel follow these steps L 2 Select the delivery pers
31. intermediate storage facilities and service delivery points SD Ps on the basis of estimated need Your distribution system should have these characteristics to take advantage of the D RP module m Deliveries are made from one distribution center m Products are distributed only to facilities at the next level in the supply chain You can track stock levels at each facility in the Product Tracking module and plan deliveries to those facilities in the DRP module D ata on stock levels are entered into the Product Tracking module and are then used by the D RP module to determine which facilities are most in need of supplies according to historical information Before Using Supply Chain Manager Before you can use Supply Chain Manager to track movement of products through the supply chain you must describe your present distribution system First define your service delivery points and facility types list the products you distribute and list which products are supplied by each facility type Then describe your distribution system and establish the operating procedures you will use to enter and access data in Supply Chain Manager Identify Service Delivery Points A service delivery point is a health service facility dispensing products to end users Supply Chain Manager focuses on SD Ps viewing them as priority facilities for resupply The software s primary role is to monitor the stock levels at SD Ps Supply Chain Manager also tracks log
32. next vehicle 2 Click Previous to display the previously displayed vehicle 3 Click the Deliveries tab to view delivery routes the vehicle has completed or is scheduled to make 4 Click Close when you have f nished viewing delivery vehicles 8 8 DISTRIBUTION RESOURCE PLANNING Editing Delivery Vehicles To edit delivery vehicles follow these steps 1 2 Select the delivery vehicle you wish to edit Click Edit Click the f eld you wish to change and type your changes Click Save Click Close when you have f nished editing delivery vehicles Deleting Delivery Vehicles To delete delivery vehicles follow these steps 1 2 Select the delivery vehicle you wish to delete Click Delete conf rmation message Figure 8 13 2 is displayed asking you to conf rm the deletion Click Yes to delete the record Figure 8 13 Delete conf rmation message Repeat steps 1 3 to delete additional delivery vehicles Click Close when you have f nished deleting delivery vehicles Printing the Selected Delivery Vehicle Click Print to create a report for the selected vehicle Delivery Routes 1 Inthe DRP menu click the D elivery Routes option T he Routes form Figure 8 14 is displayed Sean m AA A A AA Lm pd 1415 na var LI L PETI Figure
33. program managers you may create facility type groups according to the types of services each facility type offers Examples include facilities that offer ART services or facilities that offer NORPLANT Grouping several facility types in this way helps identify facilities that provide special services and the specific products associated with those services Click the Facility Type G roups option The Type G roups form Figure 5 19 is displayed E apes nun zonam ite FO rbi Ir Figure 5 19 Type Groups form Adding Facility Type Groups You can add facility type groups as follows 1 ClickAdd A blank Type Groups form Figure 5 20 is displayed 2 Typethe facility type group name LE 3 Click Save 4 After you save the group name click Edit to add facility types DA DA 57m axe 5 Select one or more facility types in the Available Types window 33r oxre and click A dd 6 Click Save Figure 5 20 Blank Type Groups form DATA 5 19 SUPPLY CHAIN MANAGER USER S MANUAL 7 Repeat steps 1 6 to add more facility type groups 8 Click Close when you have f nished adding facility type groups Viewing Facility Type Groups Two methods are used to view facility type groups To use method 1 follow these steps 1 Click the arrow next to the Find f eld 2 Selec
34. reporting is complete this window should not display any reports Click Missing Reports to display the reports not available for calculating need T he Missing Reports window Figure 8 22 is displayed If missing reports are listed try to acquire the reports and record them in the Product Tracking Form Complete reporting will help ensure that the facilities are stocked according to plan Click OK to close the window Figure 8 22 Missing Reports window DISTRIBUTION RESOURCE PLANNING Changing Desired Quantities You can change quantities of products to be delivered by changing the values in the D esired column 1 Double click the quantity you wish to change and type your EM changes 7 dans i T Tra nr PY 2 Repeat step 1 to edit the desired quantities for additional prod dies d NE ucts 3 Click OK when you f nished changing desired quantities The facility is moved to the Selected window Figure 8 23 and the percentage of the vehicle s occupied cargo space is displayed Figure 8 23 Selected facilities window in the Load field Auto Filling The auto fill feature lets you plan a delivery route based on established delivery routes by selecting one facility and letting the D RP Module select the rest The module selects all facilities on the same route as the facility you just selected This method may overload the selected vehicle If
35. supplier and all the facilities it supplies ReyatingGran A selected reporting group based on the reporting groups you defined Logistics Reports The logistics reports are described below Adjustments Summary This report displays adjustment quantities by product and by adjustment type The Adjustments Summary report may be generated with the following parameters Peicd Month quarter first half second half or year 9 5 SUPPLY CHAIN MANAGER USER S MANUAL Produd Selected product Fadlity Type Selected facility SupdyingFaality Selected supplier and all the facilities it supplies RepotingGran A selected reporting group based on the reporting groups you defined Aggregate Stock Movement by Level This report displays the aggregated opening balance receipts dispensed adjustments and closing balance for each product at each distribution level It calculates the months of stock and the percent age of total available stock that are held at each distribution level Logistics managers may use this report to monitor the percentage of stock held at different distribution levels in the supply chain The Aggregate Stock Movement by Level report can be generated with the following parameters m PaiolMonth quarter first half second half or year m Prud Selected product Couple Years of Protection This report displays total couple years of protection for each facility grouped by facility type It calculates couple ye
36. system The table 5 1 lists sample distribution levels Table 5 1 Sample Distribution Levels Distribution Level D ef nition Central Top of the distribution hierarchy T his facility supplies other facilities District Middle of the distribution hierarchy This facility receives supplies from the central facility and distributes to lesser facilities SDP Bottom of distribution hierarchy T his facility receives supplies from the district facility and distributes to end users 5 11 e ar ds eta Ea dao SUPPLY CHAIN MANAGER USER S MANUAL 3 Click Yes to delete the selected record 4 Repeat steps 1 3 to delete additional distribution levels 5 Click Close when you have f nished deleting distribution levels Printing the Selected Distribution Level Click Print to create a report for the selected distribution level Facilities Menu In the main menu click the Facilities option Facility Types The Facility Types form lets you classify the facilities in the distribution system D istinguishing facility types facilitates forecasting which enables you to plan and allocate resources to prevent stockouts Figure 5 15 Facility Types form Click the Facility Types option The Facility Types form Figure 4 15 is displayed 5 14 i Een AE le Elles To by ee ee tea hy Da Dome n an
37. that happens click the arrow next to the Vehicle field select a larger vehicle if one is available from the pull down menu and click the left mouse button Conf rming Deliveries After you add a delivery you can confirm it as follows 1 Click Conf rm A conf rmation window Figure 8 24 is displayed asking you to conf rm the delivery imp a gt 4 3 Click the checkbox to the left of each shipping report you wish to print Figure 8 24 Conf rm delivery window 2 ClickYes to conf rm the delivery The Shipping Reports form Figure 8 25 is displayed Li ca E reports before printing 5 Click Print to print the reports F nq zd without previewing Jr soda ax 14 Figure 8 25 Shipping Reports form 8 15 SUPPLY CHAIN MANAGER USER S MANUAL Viewing Deliveries There are three methods for viewing deliveries To use method 1 follow these steps 1 Click the arrow to the right of the Go to feld select a route from the pull down menu and click the left mouse button 2 Repeat step 1 to view additional deliveries 3 Click Close when you have f nished viewing deliveries To use method 2 follow these steps 1 Click the arrow next to the Find f eld select a route from the pull down menu and click the left mouse button to display
38. the delivery route record 11 Repeat steps 1 7 to assign additional facilities to the route 12 Click Save 13 Click Close when you have f nished adding delivery routes 8 10 a 8 DISTRIBUTION RESOURCE PLANNING You can change the position of facilities in the Selected window of the Stops tab as follows 1 2 3 Select the facility you wish to move Click the up arrow or down arrow to change the facility s position in the route Click Save Viewing Delivery Routes There are two methods for viewing delivery routes To use method 1 follow these steps 1 2 Click the arrow next to the Find f eld select a route from the pull down menu and click the left mouse button Click the Deliveries tab to view scheduled and completed deliveries for the selected delivery route Click Close when you have f nished viewing delivery routes To use method 2 follow these steps 1 2 3 4 Click Next to display the next route Click Previous to display a previously displayed route Click the Deliveries tab to view scheduled and completed deliveries for the selected delivery route Click Close when you have f nished viewing delivery routes Editing Delivery Routes Edit delivery routes as follows 1 2 Select the route you wish to edit Click Edit Click the f eld you wish to change and type your changes To add a facility to the route do the following In the Available window click the
39. 2111 1 p P TES na a Figure 5 24 Sample Max Min Levels tab Minimum and maximum months of stock describe the stock level a facility should maintain These values show the maximum allowable stock level a facility can have and the minimum level a facility can reach before needing resupply For example SD Ps may require a maximum of three months worth of supplies a minimum of one month s A central warehouse may need a maximum of six months worth of supplies and a minimum of three months 14 Click the Maximum Months of Stock f eld and type the maximum stock level in months 15 Click the Minimum Months of Stock f eld and type the minimum stock level in months 16 Click Save 17 Repeat steps 1 16 to add more facilities 18 Click Close when you have f nished adding facilities Viewing Facilities Three methods are used to view facilities To use method 1 follow these steps 1 Click the arrow next to the Find Facility f eld 2 Select a facility from the pull down menu 3 Click the left mouse button to display the selected facility 5 24 A 5 BACKGROUND DATA To use method 2 follow these steps 1 Click Next to display the next facility 2 Click Previous to display the previously displayed facility To use method 3 follow these steps 1 Click Filter The Facility Filter form Figure 5 25 is displayed T his form displays search criteria you can u
40. 33 Deleting a Reporting 5 34 B MULLEETIERREPORTIN ra doe Sao acr 6 1 Enabling Multi Tier 0 2 2 2 2 2 2 2 2 6 1 Data Center 2222222 6 2 Adding a Data Center u toca tei ege Von de rad 6 2 Building the Data Center 6 3 Editing D ata Center mn 6 3 Deleting Data Center au sen ege eh ne em o n 6 4 Disassociating Associated 22222222 6 4 Exporting D ata Center mee 6 5 Importing Data Center mme 6 5 FIGS eI 6 7 Converting Database to Multi Tier 2 2 2 2 24 2 222222 6 7 Creating a Multi tier System From Existing Multiple SCM Data 5 6 8 Importing Data Center Wizard 5 6 10 J PRODUGT TRACKIN Rc ra bs ced ha as whew es 7 1 Adding Product Tracking 2 22 2 2 22 2 7 1 Viewing Product Tracking
41. 8 14 Routes form 8 9 SUPPLY CHAIN MANAGER USER S MANUAL Adding Delivery Routes Aa Bil add delivery routes do the follow T Ing 1 Click Add A blank Routes form rra Figure 8 15 is displayed 2 aunique code and press T Enter pee 3 3 Type a description for the route 4 IntheAvailable area click the facility or facilities you wish to assign to Figure 8 15 Blank Routes form the route Select multiple facilities by pressingthe lt Ctrl gt or lt Shift gt key while clicking on each facility 5 After selecting all facilities to be ETE IUBE assigned to the route click the right arrow to move the facilities to the Selected window A Route Stops Gd eee ane form Figure 8 16 is displayed for CA _ o each facility you selected 6 For each facility click the Distance from previous Stop f eld and enter the distance to this stop from the J Tn previous one Figure 8 16 Route Stops form 7 Click the Hours from previous Stop f eld and enter the amount of time in hours it takes to drive from this stop to the previous one 8 Click the Distance from Supplier f eld and type the distance from the facility to its supplier 9 Click the Hours from Supplier f eld and type the amount of time in hours it takes to drive from the facility to its supplier 10 Click OK to return to
42. Adjust Q uantity Required to min Shipment AMC lt 1 to allow products with traditionally small AMCs 20 and lt 1 to be rounded up to one The Multi Tier Role field lets you determine roles in a multiple tier system on the basis of the fol lowing options m None Not a multiple tier system m Master DB The central level of the multiple tier system 4 3 1 ris mm m mon Bolsa mai la a et lados de tit pas nl Dep ll ln pur 1 1 7 17 da haran oh E A As eng Pll dd e Picos rat ra io e e Ett dels incen rd Ed wll E lod ee dura pium ndun gx rex silla re ts Ae ds Ia Furl Ende eee ei emer Pa ra d EET AA EE Ed EE E 1 rabos er ey UN LN backgroud Date 4 mmm L n l Cerro rol iu Ber mma 1 2 a SUPPLY CHAIN MANAGER USER S MANUAL Adding Categories To add categories click Add A blank Categories form Figure 5 5 is displayed Then follow these directions 1 the category name and press Enter p r 5 irk La dra aer i e Figure 5 5 Blank C
43. RP module calculates facility need based on the stock status of products that are stock level indicators If you manage a distribu tion system with many products you may choose to select only handful of products as stock level indicators Click the Stock Level Indicator f eld if the product is a stock level indicator 5 BACKGROUND DATA Figure 5 8 Blank Products form The Active flag indicates that the product is currently distributed By default Supply Chain Manager marks all new products as active The Units required per day field records the number of units of the product tablets bottles and so on that must be used by a patient each day If the number of units required per day is less than one enter a decimal fraction for example 0 25 in this field Supply Chain Manager uses the number of units required per day to calculate the number of products required for new patients See Product Tracking on for more information 5 the number of units of the product that must be used by a patient each day and press Enter Some products are not kept in full supply because they are ordered by facilities only sporadically The Non Full Supply field is used to indicate that a product is not kept in full supply For products for which the Non Full Supply box is checked Supply Chain Manager does not calculate or display order quantities required to bring the products up to the established maximum stock level
44. SUPPLY CHAIN MANAGER User s Manual February 2006 This publication was produced for review by the United States Agency for International D evelopment It was prepared by the DELIVER project Ug DE LIVER Product No Program Logistics for Health SUPPLY CHAIN MANAGER User s Manual The author s views expressed in this publication do not necessarily ref ect the views of the United States A gency for International D evelopment or the U nited States Government DELIVER DELIVER a six year worldwide technical assistance support contract is funded by the U S Agency for International D evelopment USAID Implemented by John Snow Inc JSI contract no HRN C 00 00 00010 00 and subcontractors Manoff G roup Program for Appropriate Technology in Health PATH and Social Sectors D evelopment Strategies Inc DELIVER strengthens the supply chains of health and family planning programs in developing countries to ensure the availability of critical health products for customers DELIVER also provides technical management of USAID s central contraceptive management information system Recommended Citation John Snow Inc DELIVER 2006 Sugdy Chain Manager User s Manual Arlington Va John Snow Inc DELIVER for the U S Agency for International D evelopment John Snow Inc 1616 North Fort Myer Drive 11th Floor Arlington VA 22209 USA Phone 703 528 7474 Fax 703 528 7480 Email deliver project
45. Summary of Scale Up of Patients on ART report can be generated with the following parameters m PaiolMonth quarter first half second half or year m Faility Type Selected facility m Selected supplier and all the facilities it supplies Distribution List for Uganda This report formerly called the NMS Distribution List Was designed to produce the distribution list for Uganda s warehouses This option will not be available to all users mand After you select the default parameters on the report options form you can enter report specific options as displayed on the Distri bution List O ptions form Figure 9 3 as follows 1 Inthe Central W arehouse f eld if more than one supplying Escrits 2 727 rar warehouse exists select which central level warehouse to run the report for 2 Enter the distribution start date This date will be displayed on the report as the initial date for deliveries to occur 3 Enter the distribution end date T his date will be displayed on the report as the last date for deliveries to occur Zend Figure 9 3 Distribution List O ptions form 9 12 gt ti apura 0 uos Ear ro 22 lis do mage Betel endum lunas lip cal ero e y rage 1616 N Fort Myer Drive 11th Floor Arlington Va 22209 USA tel 703 528 7474 fax 703 528 7480 deliverjsi com
46. The Product Tracking module is designed to assist logistics managers in carrying out the following activities m Monitoring the supply status of SD Ps and warehouses Monitoring trends in product distribution that can help forecast future needs u m Making key logistics decisions on resupply forecasting and procurement m Evaluating the performance of individual facilities and of the entire distribution system SUPPLY CHAIN MANAGER USER S MANUAL Distribution Resource Planning Module The DRP module helps managers allocate distribution resources vehicles and personnel for effective delivery of products to storage and delivery points within the distribution system The DRP module is designed to assist managers with the following functions m Monitoring facilities within the distribution system Defining the minimum shipment size of products to be distributed Defining the types of vehicles in the distribution fleet Tracking vehicles scheduled for delivery Defining delivery routes and tracking completed deliveries Allocating available personnel to delivery routes thereby enabling efficient use of human resources m Highlighting facilities requiring prompt delivery thus helping avoid stockouts W hat Is New inVersion 3 Version 3 of Supply Chain Manager is designed to support the features of today s integrated distribution systems With version 3 you can m Transfer electronic data across multiple levels of the suppl
47. USER S MANUAL Before Using Multiple Level Installation Before you can take advantage of Supply Chain Manager s multi tier function you will need to iden tify where your data centers will be managed You will also need to identify which facilities will be associated with which data centers Identify W here the Data Centers W ill Be M anaged Product tracking data can be collected at multiple points for example districts regions zones and the like Each location for the collection and entry of data should be identified and supplied with the resources needed for running Supply Chain Manager Identify W hich Facilities Belong to Each Data Center Determine which facilities will submit their product tracking reports to which data center T his information flow may follow the normal data flow of the existing logistics management information system 2 4 3 Getting Started Common buttons and screen elements that are used in Supply Chain Manager are shown in table 3 1 Table 3 1 Common Buttons Button Use Creates new record Edits the current record Lehr Deletes the current record if the record can be deleted Prints the current record or report Displays the previous record in the list w Displays the next record in the list Zara Returns to the previous screen Common buttons on pull down menus are shown in table 3 2 Table 32 Common Buttons on Pull Down Menus Button Use
48. ager has two modules a logistics management module Product Tracking and a Distribution Resource Planning D RP module The Product Tracking module helps monitor supply levels throughout the supply chain The DRP module helps plan deliveries from a central distribution center to other facilities in the distribution system Supply Chain Manager also provides a means for transferring data entered into the system across multiple levels of the supply chain D ata from SD Ps can be collected and entered at the district level through traditional paper based systems Those same data can then be electronically submitted to and synchronized with a central level installation of Supply Chain Manager Additionally background information for products facilities and programs can be entered at the central level and electronically distributed to the lower level facilities and stores Product Tracking Module The Product Tracking module helps managers monitor the flow of products from central warehouses to SD Ps This function facilitates replenishment of products up to the desired level at the end of each reporting period Inventory can be monitored regularly at warehouses for example central regional or district warehouses and at SD Ps The module helps logistics managers maintain appropriate stock levels throughout the supply chain ensuring that products are available when they are needed provided that stock levels are regularly reported and recorded
49. ars of protection by dividing total consumption by the CYP factor for each product The Couple Years of Protection report can be generated with the following parameters Paiad Month quarter first half second half or year Catry Selected category Produd Selected product Fadlity Type Selected facility SupdyingFaality Selected supplier and all the facilities it supplies ReyatingGran A selected reporting group based on the reporting groups you defined Data Entry Errors This report lists data that may contain data entry errors It highlights each error by displaying it in bold italics The Data Entry Errors report can be generated with the following parameters Months only m P id A single month quarter first half second half or year m RepotingGrop A selected reporting group based on the reporting groups you defined Dispensed to Users This report shows quantities dispensed to users by facility type It aggregates quantities dispensed by service delivery points SD Ps and calculates the percentage dispensed by each facility type 9 6 A 9 REPORTS The Dispensed to Users report can be generated with the following parameters Paiad Month quarter first half second half or year Prodat Selected product Faility Type Selected facility SugdyingFadlity Selected supplier and all the facilities it supplies RepotingGran selected reporting group based on the reporting groups you defined Dispensed to Users by Pur
50. ategories form 2 Click the arrow next to the Parent Group f eld select a parent category from the list and click the left mouse button 3 other categories exist leave the parent category f eld blank 4 Click Save 5 Repeat steps 1 4 to add more categories 6 Click Close when you have f nished adding categories After you add a category you must use the Products form to associate products with the category See Adding Products for more information Viewing Categories There are two methods for viewing categories To use method 1 follow these steps 1 Click the arrow next to the Find f eld 2 Select a category from the pull down menu 3 Click the left mouse button to display the selected category To use method 2 do the following 1 Click Next to display the next category SUPPLY CHAIN MANAGER USER S MANUAL 5 6 Products In the Products menu click the Products option The Products form Figure 5 7 is displayed Figure 5 7 Products form Adding Products To add products click Add A blank Products form Figure 5 8 is displayed Then do the following 1 the product code and press Enter 2 the product name and press Enter 3 the unit dose if applicable and press Enter 4 Products that are marked as stock level indicators are used to measure the overall stock status of a particular facility The Distribution Resource Planning D
51. button on the Data Center Management form to return to the Multi Tier Re portingTools menu 6 10 7 Product Tracking In the main menu click the Product Tracking option The Product Tracking Form Figure 7 1 is displayed E OE 5 um T H PS Uv pres cos 49 1 m up rer 1 mM amt r Li LI h h le Figure 7 1 Product Tracking form Adding Product Tracking Records Before you can add product tracking records you must select the facility to which all other facilities ultimately report This facility is usually the central storage facility In some distribution systems it may be a district level warehouse or an SD P To add product tracking records follow these steps 1 Click the arrow next to the Facility f eld select a facility from the pull down menu and click the left mouse button 2 Click the left or right arrow to the right of the Period feld M M land select the reporting period listed on the facility s submitted report When you select a reporting period for the first time a confirmation message Figure 7 2 will be displayed asking you to authorize the new period for data entry This message will be displayed only fot the first facility for which
52. changes 6 Now with the data center chosen for deletion still highlighted click the Delete button A conf rmation message is displayed asking if you are sure that you want to delete the selected data center 7 Click the Yes button to delete the selected data center T he selected data center is deleted from the D ata Centers Management form Exporting Data Center Information Data from the data center can be exported to update the background data of the remote data centers The data compiled for export consists of background table changes that can be sent to a managing data center To create an export file follow these steps want to create an export fle sa Cate A A oan 2 curso 2 Click the Export File button The Sm a ara 1121 system will create the export fle and display a message box similar C to Figure 6 6 Figure 6 6 Export f le completion message Importing Data Center Information This feature is used to create or re create a data center in a master database file from a wizard file 12 as created from a lower level data center D ata from subordinate data centers can be pulled into a managing data center for incorporation into a master database This operation accomplishes three tasks It allows the import of multi tier data files It performs a validation check on files selected for import W It ensures that selected files are of a
53. duct Reporting G roup report can be generated with the following parameters m Peicd Month quarter first half second half or year Caty Selected category Prodat Selected product Faility Selected supplier and all the facilities it supplies RepotingGran A selected reporting group based on the reporting groups you defined Total Number of Patients on ART This report displays the total patients on ART for each facility The data show the total over the specified periods The Total Number of Patients on ART report can be generated with the following parameters m Peicd Month quarter first half second half or year m Fadlity Type Selected facility m Selected supplier and all the facilities it supplies Consumption Averages by Product This report displays the average monthly consumption of the products you procure The Consumption Averages by Product report can be generated with the following parameters m Peicd Month quarter first half second half or year Caty Selected category Produd Selected product Faility Type Selected facility Feality Selected supplier and all the facilities it supplies RepotingGran A selected reporting group based on the reporting groups you defined Output to Excel This option initially designed for Malawi lets you export the D istrict Aggregated Monthly Work sheet or the Malawi Picklist reports to a Microsoft Excel spreadsheet This option will not be available to all users 9 10
54. duct you wish to delete and click D elete A conf rmation message Figure 5 10 is displayed asking you to conf rm the deletion Ope 2 ClickYes to delete the record 3 Repeat steps 1 and 2 to delete additional products Figure 5 10 Delete conf rmation message 4 Click Close when you have f nished deleting products Printing the Selected Product Click Print to create a report for the selected product Category and Product Order The Category Product O rder form lets you set the order in which categories and products will appear on the Product Tracking form and in reports You can set the order in which categories and products are displayed in Supply Chain Manager according to the format of paper based forms or reports in the distribution system As the distribution system expands to include additional health programs you can add each health program s categories to Supply Chain Manager and order the products in each category Viewing Category and Product O rder The list of categories subcategories and products in e z el Supply Chain Manager is displayed in a tree menu on PREI Vas re the Category Product Order form Figure 5 11 ee so A A You can expand or contract each category in the list by clicking on the plus or minus sign to the left of the Ls E category When you expand category
55. e Reporting G roups option The Reporting G roups form is displayed similar to the sample in Figure 5 31 raper Sar Fh Tar pa CR woe dem Ld 123 00 1 Ia x 2 2221 ois 1 2at3 Prf Em BC PUT ee A edad zi co 0 Figure 5 31 Sample Reporting Groups form This form lets you create reporting groups and assign facilities to each group The following options may be applied to each group m Accept Facilities in this group This option lets you determine whether the group allows users to assign facilities to the group m Allow Rollups This option lets you determine whether users are allowed to roll up reporting data according to the group This feature however is currently unavailable m Includes child members This option lets you determine whether the group will consider members of child groups as its members This option allows grouping of groups You should select this option if you have chosen not to allow rollups that is if the Allow Rollups field is not selected 5 29 L E JH ul Pa da s T d nan sm m maim np 3
56. e form 7 3 SUPPLY CHAIN MANAGER USER S MANUAL 5 7 4 28 29 30 31 32 33 34 38 36 27 Click the Total Children Currently on ART f eld and type the number of children ART Click the Total of All Patients Currently on ART f eld and type the total number of patients on ART Click the Close button to close the ART Usage form and save your entries W ith the TB Treatments button displayed Be For n E SN on the Product Tracking form click the TB Treatments button The TB Treatments form is 1 7 nn displayed Figure 7 7 EU d Click the N ew Cases f eld and type the number HEISE of new cases being dealt with 4 T Figure 7 7 TB Treatments form Click the Retreatment C ases f eld and type the number of retreatment cases being administered Click the Pediatric Cases f eld and type the number of children being treated for TB Click the Transfers In f eld and type the number of transfer patients Click the Close button to close the TB Treatments form and save your entries Click Close when you have f nished adding product tracking records Viewing Product Tracking Records The Product Tracking Form helps you find facilities with associated tracking records by looking up the facility s code or name By default facilities are listed by code To find a facility by code follow these directions 1 Click the arrow next to the Facility Code f eld
57. f all the facilities in Supply Chain Manager The Facility Listing can be generated with the following parameters m Facility Type A selected facility type or a facility type group incorporating several facility types E Reporting Group A selected reporting group based on the reporting groups that you defined Mailing Labels This report generates mailing labels displaying the contact person and address for each facility in the distribution system Logistics managers may use these labels when sending reports or correspon dence to facilities in the distribution system Mailing labels can be generated with the following parameters m Facility Type A selected facility type or a facility type group incorporating several facility types 5 Reporting Group A selected reporting group based on the reporting groups you defined Nonreporting Facilities This report lists facilities whose reports have not been received or recorded in Supply Chain Man ager for the selected reporting period Logistics managers may use this report to determine reporting compliance and to monitor the status of report processing Nonreporting Facilities can be generated with the following parameters W Period Month quarter first half second half or year m Facility Type A selected facility type or a facility type group incorporating several facility types E Reporting Group A selected reporting group based on the reporting groups you defined Graphic Repor
58. facility you wish to add to the route Click the right arrow to move the facility to the Selected window To remove a facility from the route do the following the Selected window click the facility you wish to remove from the route Click the left arrow to move the facility to the Available window 8 11 SUPPLY CHAIN MANAGER USER S MANUAL To change the position of facilities in the Selected window of the Stops tab follow these steps 1 In the Selected window click the facility whose position you wish to change Click the up arrow or down arrow to change its position 2 Click Save 3 Click Close when you have f nished editing delivery routes Deleting Delivery Routes To delete delivery routes follow these steps CHEN 5 l Select the delivery route you wish to delete eA e AA A O A D 2 Click Delete A conf rmation message Figure 8 17 is displayed asking you to ee conf rm the deletion Figure 8 17 D elete conf rmation message 3 ClickYes to delete the selected record 4 Repeat steps 1 3 to delete additional delivery routes 5 Click Close when you have f nished deleting delivery routes Printing the Selected Delivery Route To print the selected delivery route follow these steps 1 Select the delivery route you wish to print 2 Click Print to create a report for the selected delivery route After the report is created its f rst page is displayed 3 Click Print to print t
59. he report 4 Click Close on the Print Menu to return to the D elivery Routes form 5 Click Close when you have f nished printing delivery routes Delivery Planning The Delivery Planning option lets you assign drivers and vehicles to delivery routes This option also lets you schedule deliveries and then assign vehicles and personnel to them 8 12 DISTRIBUTION RESOURCE PLANNING In the D RP menu click the Delivery Planning option The Delivery Planning form Figure 8 18 is displayed esas k anaj 1 m pru dr E zul Lal EN Fa id 11 Figure 8 18 Delivery Planning form Adding Deliveries To add deliveries follow these steps 1 Click the arrow next to the Go to f eld select N ew Delivery from the pull down menu and click the left mouse button Fey ee RTL gt md i Fristen Zul rad Pisa Ji urn 5 Thirr nrbe mm UJ Figure 8 19 Facilities in N eed list Facilities within the distribution network are displayed in the Facilities in Need window Figure 8 19 These facilities are listed by need You can change the sort order as follows 2 Click the option in the Sort by f eld to sort by name 3 Click the Route option in the Sort
60. istics data for all 2 BEFORE YOU BEGIN Before Using the Module Before you can use the D RP module to manage distribution from a distribution center you must describe delivery routes vehicles and personnel First determine the location of each facility within your distribution network Then identify delivery vehicles as well as personnel responsible for deliveries After you have gathered this information define the routes that the vehicles will follow to deliver to facilities in your distribution system Identify the Distribution Center In the DRP module all products are distributed from a single distribution center Typically this point is the central storage facility in the distribution network but it can also be a regional or district storage facility that supplies other facilities in its immediate area You can activate the DRP module and identify the distribution center when you configure Supply Chain Manager for first use See System Configuration in Chapter 4 for information on activating the DRP module and identifying the distribution center Identify Delivery Vehicles Transport is essential to any distribution system The DRP module allows you to define the capacity of delivery vehicles in the distribution system and decide which vehicle to assign to a particular route in accordance with cargo volume and vehicle capacity The DRP module can also track planned and scheduled deliveries before they occur
61. it Selected product H Fadlity Selected supplier and all the facilities it supplies 9 7 SUPPLY CHAIN MANAGER USER S MANUAL Stock Imbalances This report lists facilities that have stock imbalances out of stock overstocked or understocked according to their reported stock on hand and calculated average monthly consumption The facili ties are grouped according to their supplying facility This report can be generated with single reporting periods only The Stock Imbalances report can be generated with the following parameters m Peicd Month quarter first half second half or year Caty Selected category Produd Selected product Fadlity Type Selected facility Feality Selected supplier and all the facilities it supplies RepatingGran A selected reporting group based on the reporting groups you defined Supply Status by Facility This report displays the supply status of each facility and calculates quantities of products needed to bring a particular facility up to the established maximum level It contains most of the data submit ted by facilities on paper based reports and a calculation of average monthly consumption The Supply Status by Facility report serves two major functions m Verifying the integrity of manually entered data m Evaluating the stock status of a particular facility Logistics managers can assess the accuracy of data entry by comparing this report to the original paper based reports submi
62. jsi com Internet deliver jsi com Contents 1 INTRODUCTION TO SUPPLY CHAIN 1 1 W hat Is Supply Chain 2 2 4 2 1 1 Product Tracking Rein Rob an Aa RR UR Re dedo 1 1 Distribution Resource Planning Module 2 2 4 2 2 2 2 1 2 Whats New InM6ersion 3 aun tara gr dre eer 1 2 Minimum System 2 4 2 4 1 2 2 BEFOREYOU BEGIN au RC OA RR RR Ro De e ir are 2 1 Distribution System memes 2 1 Before Using Supply Chain 2 1 Identify Service Delivery Points 5 5 2 4 4 4 2 2 dentiy FACH EIS ate tana 2 2 Assign Unique Facility Codes 2 2 2 2 Assign a Contact Person for Each 50 2 2 Identify Pro nn 2 2 Before Using the DRP 24 2 2 2 2 3 Identify the Distribution 2 2 22 2 4 2 3 Identify 2 2 4 2
63. message memes 7 7 7 16 Export Consumption Data 2222222222 2 2 2 7 8 7 17 Save export Pile 25 TOM uide tete det 7 8 7 18 Export complete message 2 2 2 22 1 8 81 DRPStockCount form c i sce 8 1 82 Confrmation 2 2 2 4 2 2 2 8 1 83 Blank DRP Stock Count form sise meme 8 2 84 Note WINDOW ics ann Mb a enge 8 2 85 Product Filter WIDdOW rs sias ie a gr oe kon ea AU 8 3 86 serian a A Ri DIRA 8 4 87 Delete conf rmation lt 8 4 8 95 Personnel fTM en ota triada 8 5 89 Blank Personnel mmm 8 5 8 10 Delete conf rmation message a obest t sederit ds e iter d 8 6 8 11 Delivery Vehicles formi crest rb engen 8 7 812 Blank Delivery Vehicles POM s aether bs ee dto dad 8 7 8 13 Delete conf rmation message 2 8 9 8 14 8 9 8 15 Blank Routes form 22462 eee Veda cbr 8 10 8 16 Route RU utut 8 10 8 17 Delete conf rmation
64. ompleted follow these steps 1 Select the delivery that was completed 2 Click Edit 3 Click the Completed checkbox 4 Click Save Deleting Deliveries You can delete deliveries as follows l Select the delivery you wish to delete E 2 Click Delete A conf rmation message Figure 8 29 is displayed asking you to conf rm the deletion A al 3 ClickYes to delete the selected record m 555 Figure 8 29 Delete conf rmation message 4 Repeat steps 1 3 to delete additional deliveries 5 Click Close when you have f nished deleting deliveries 8 18 SUPPLY CHAIN MANAGER USER S MANUAL 9 2 The User defined date range window Figure 9 2 is displayed so you can enter the starting and ending periods 5 Inthe From area click the arrow next to 1115 ES the month f eld select a month from the A pull down menu and click the left mouse Ed button TT vor El 6 Click the arrow next to the year f eld select a year from the pull down menu and click the left mouse button m 9 In theTo area click the arrow next to the 3 month f eld select a month from the pull Figure 9 2 User def ned date range form down menu and click the left mouse button 5 9 Click the arrow next to the year f eld select a year from the pull down menu and click the left mouse
65. on you wish to delete x Am 5 m cubre A gt Click Delete A conf rmation message Figure 8 10 is displayed asking you to ur conf rm the deletion Figure 8 10 Delete conf rmation message Click Yes to delete the selected delivery person Repeat steps 1 3 to delete additional delivery personnel Click Close when you have f nished deleting personnel Printing the Selected Delivery Person To print a record follow these steps 1 2 3 Select the delivery person whose record you wish to print Click Print to create areport for the selected person Click Close when you have f nished printing delivery personnel records 8 DISTRIBUTION RESOURCE PLANNING Delivery Vehicles In the DRP menu click the Vehicles option The D elivery Vehicles form Figure 8 11 is displayed MIL ELITR 179008 El Te e E gt caeca m l my im En 1 n pe om etm r om o cams Tm ar ars Figure 8 11 Delivery Vehicles form Adding Delivery Vehicles To add delivery vehicles follow these steps 1 Click Add A blank Delivery Vehicles form Figure 8 12 is displayed dar u ac Er rr 1 T Figure 8 12 Blank Delivery Vehicles form 2 TheTruck feld lets you enter a brief descri
66. person who reported the stock count and click the left mouse button lone Figure 8 3 Blank DRP Stock Count form Click the N ote f eld and type a note for the stock count record if applicable For each product reported click the Stock level f eld and type the reported stock level Click the N ote icon to the right of the Stock level f eld to open the N ote window for the se lected product The N ote window Figure 8 4 is displayed Figure 8 4 Note window and click OK or close the N ote window to return to the DRP Stock Count form Click Cancel to close the N ote window without adding notes DISTRIBUTION RESOURCE PLANNING Adding Products to Facility Stock Counts Products can be added to facility stock counts as follows 1 Click the Add Product s button The Product Filter window Figure 8 5 is displayed listing all products in Supply C hain Manager 2 Click one or more products to add Ande DONE nes 3 C lick 0 to close the Product r ee Blu 1 1 mp au Pal Filter window sur arto n A 4 Click Cancel to close the window Bub mm la cn without adding products A el Am 4 The selected products appears on the Figure 8 5 Product Filter window stock count form Dele
67. pose of U se This report shows quantities dispensed to users by purpose of use It sums quantities dispensed by purpose of use for all products and facilities The Dispensed to Users by Purpose of Use report can be generated with the following parameters Peial Month quarter first half second half or year m Selected category m Prax Selected product Fadlity Selected supplier and all the facilities it supplies Distribution Discrepancies This report identifies potential discrepancies in reporting by facilities When the reported issues from a supplying facility do not match the sum of reported receipts by the facilities it supplies the report flags those records for investigation The Distribution D iscrepancies report can be generated with the following parameters Paiad Month quarter first half second half or year Categpry Selected category Prodat Selected product Fadlity Type Selected facility Feality Selected supplier and all the facilities it supplies Facility Dispensed by Purpose of Use This report lists quantities dispensed by purpose of use and total dispensed by each facility The report can be used to identify discrepancies between aggregated quantities dispensed by purpose of use and total dispensed The Facility D ispensed by Purpose of Use report can be generated with the following parameters Peicd Month quarter first half second half or year m Selected category m Prad
68. ption of the delivery vehicle example alf ton pickup Type a brief description of the delivery vehicle and press lt Enter gt 8 7 ns SUPPLY CHAIN MANAGER USER S MANUAL 3 the vehicle s manufacturer example Toyota and press Enter 4 the vehicle s model example Hilux and press Enter 5 Type the four digit year the vehicle was made 6 Click the Max Load f eld type the maximum load the vehicle can carry and press Enter The following fields apply to the size of the vehicle s cargo area and not to the size of the vehicle itself 7 Type the cargo areas height and press Enter 8 the cargo area s length and press Enter 9 Type the cargo area s width and press lt Enter gt The system calculates the cargo area s volume and displays the calculated value in the Volume field 10 Click Save 11 Repeat steps 1 10 to add more delivery vehicles 12 Click Close when you have f nished adding delivery vehicles Viewing Delivery Vehicles Two methods are used to view delivery vehicles To use method 1 follow these steps 1 Click the arrow next to the Find f eld select a vehicle from the pull down menu and click the left mouse button 2 Click the Deliveries tab to view delivery routes the vehicle has completed or is scheduled to make 3 Click Close when you have f nished viewing delivery vehicles To use method 2 follow these steps 1 Click Next to display the
69. se to f nd a particular facility gs F T HER g b DEL IT m od Figure 5 25 Facility Filter form 2 Click the arrow next to the f Iter to search by select an option from the pull down menu and click the left mouse button 3 Click the State Region or City f elds or both and type of the name of the state region or city to search by 4 Click Set Filter Facilities matching the search criteria are displayed in alphabetical order by facility name 5 clear the f Iter results and display all facilities click Clear Filter The f rst facility in the list of all facilities is displayed 6 Click Close when you have f nished viewing facilities Editing Facilities To edit facilities follow these steps l Select the facility you wish to edit 2 Click Edit 3 Click the f eld you wish to change and type your changes 4 If the facility 15 no longer active click the Active checkbox to remove the checkmark 5 25 AL mim los Al we Ben Beier Bees cS PP cC 5 BACKGROUND DATA Purpose of Use The Purpose of Use feature lets you indicate for what purpose a product or group of products will be used This feature becomes available when the Purpose of Use field is checked during system maintenance See System Maintenance for more information
70. supplier and all the facilities it supplies National TB Leprosy Program District Report and Request for Drugs This report is used for National TB Leprosy Program NTLP to show the stock status and quantity required and allows the warehouse to enter the actual quantity issued for use as a receipt The National TB Leprosy Program D istrict Report and Request for D rugs can be generated with the following parameters m Peicd Month quarter first half second half or year Categpry Selected category Produd Selected product Feality Type Selected facility Feality Selected supplier and all the facilities it supplies Program Service Statistics This report displays the new and continuing users for the products The report becomes available when you select the Service Statistics option of the System Configuration form The Program Service Statistics report can be generated with the following parameters Peicd Month quarter first half second half or year m Selected category m Produ Selected product 9 9 SUPPLY CHAIN MANAGER USER S MANUAL m FadlityType Selected facility m SupdyingFadlity Selected supplier and all the facilities it supplies E RepotingGrop A selected reporting group based on the reporting groups you defined Supply Status by Product Reporting Group This report displays the supply status of each product at all facilities for the specified reporting group The Supply Status by Pro
71. t a group from the pull down menu 3 Click the left mouse button to display the selected group To use method 2 follow these steps 1 Click Next to display the next group 2 Click Previous to display the previously displayed group 3 Click Close when you have f nished viewing facility type groups Editing Facility Type Group Names To change a facility type group name follow these steps l Select the facility type group you wish to change 2 Click Edit 3 To change the facility type group name type the group name in the Group N ame f eld Editing Facility Types within a Group These steps must be followed when you edit facility types within a group 1 To remove a facility type from the group click the facility type in the Selected Types window and click the left arrow 2 To add afacility type to the group click the facility type in the Available Types window and click the right arrow 3 Click Save 4 Repeat steps 1 3 to add facility types to or remove facility types from a group 5 Click Close when you have f nished editing facility type groups 5 20 Bolos lali palet ql Has cse Pa o dr edad pt edo SUPPLY CHAIN MANAGER USER S MANUAL Facilities In the Facilities menu click the Facilities option The Facilities form Figure 5 22 is displayed 5 Har 7
72. the selected route 2 Click Close when you have f nished viewing deliveries To use method 3 follow these steps 1 Click Next to display the next record 2 Click Previous to display the previously displayed record 3 Click Close when you f nish viewing deliveries Printing the Selected Delivery To print the selected delivery follow these steps l Select the delivery you wish to print 2 Click Print The Shipping Reports form Figure 8 25 is displayed 3 Click the reports you wish to preview or print Previewing Shipment Reports Use the Preview button to preview each report before you print it 1 Click Preview A preview window for each selected shipping report is displayed The windows are layered and may appear as one window 2 Click Minimize to reduce the size of each window Each preview window is reduced and placed near the bottom of the screen Figure 8 26 Figure 8 26 Minimized shipping reports 8 16 1 SUPPLY CHAIN MANAGER USER S MANUAL 2 Click the name of the person you wish to assign to the selected deliver y 3 Click Add to move the person to the Selected window 4 Click Save Setting Delivery Dates Follow these steps when setting delivery dates 1 Select the delivery you wish to schedule 2 Click Edit 3 Typethe start date in the Est Date f eld 4 Click Save Completing Deliveries After a delivery has been c
73. timate current stock balances Click the Facility Stock Count option The D RP Stock Count form Figure 8 1 is displayed Sin NE TII mies ar gm P OU Lun rdl aid 1 eto a ir Lis dr am 4 l i amba gnat pen 1 a gs dU A nia 4 F pen A Y itl ah Sara LE 3 Figure 8 1 DRP Stock Count form Adding Stock Counts To add stock counts follow these steps i l Click the arrow next to the Find Facility f eld A select a facility from the pull down menu and E click the left mouse button Covel Ue 2 Click the On Date f eld and type the date that the stock level was collected Figure 8 2 Conf rmation message 3 ClickAdd New button A conf rmation message Figure 8 2 is displayed asking you to conf rm the new record 8 1 SUPPLY CHAIN MANAGER USER S MANUAL 8 2 6 7 You can enter notes on any product by clicking the note icon to the right of the Stock level field 8 10 Click Yes to add a stock count record A DRP stock count record Figure 8 3 is created for the facility listing products distributed by the selected facility Click the arrow next to the Completed By f eld select from the pull down menu the name of the
74. ting Products from Facility Stock Counts Products can be deleted from the stock count of the selected facility as follows 1 Click Delete Product s The Product Filter window Figure 8 5 is displayed listing all products distributed by the facility s type 2 Click one or more products you wish to delete 3 Click OK to delete the selected products 4 Click Close to return to the DRP Stock Count record Viewing Facility Stock Counts There are three methods of viewing facility stock counts To use method 1 follow these steps 1 Click the arrow next to the Find Facility f eld 2 Select a facility from the pull down menu 3 Click the left mouse button to display the current stock count record for that facility To use method 2 follow these steps 1 Click the arrow next to the on Date f eld 2 Select a date from the pull down menu 3 Click the left mouse button to display the stock count record for the selected facility 8 3 5 Delivery Personnel In the DRP menu click the Personnel option The Personnel form Figure 8 8 is displayed Adding Delivery Personnel To add delivery personnel follow these steps 1 Click Add A blank Personnel form Figure 8 9 is displayed 2 the delivery person s last name and press lt Enter gt 3 the delivery person s f rst name 4 Click Save 5 Repeat steps 2 4 to add more delivery personnel 6 Click Close when you have
75. tinuing Users field will not be displayed 23 Repeat steps 3 22 to add product tracking records for additional products listed on the report submitted by the facility The Comments section Figure 7 4 lets you record comments about data submitted on the report Some comments are automatically added by Supply Chain Manager to note computer generated adjustments 4 cher D F oa LE ol Figure 7 4 Comments section of Product Tracking form 24 Click the Comment f eld and type any comments 25 Repeat steps 1 24 to add product tracking records for other facilities or reporting periods If antiretroviral therapy ART or tuberculosis TB has been selected on the System Configuration form during system maintenance see System Maintenance Sal for more information the ART Patients or TB Treatments button will be displayed i as shown in sample Figure 7 5 The button that is displayed depends on which option ART or TB was selected If neither ART nor TB is selected button eem Nm is displayed Fus 75 igure 7 26 With theART Patients button displayed on the Product Tracking Form ze click theART Patients button CA Don Ense Ben The ART Usage form is displayed as shown in sample Figure 7 6 een 7 27 Click the Total Adult Patients C on ART f eld and type a gemend the number of adult patients on ART Figure 7 6 Usag
76. trict hospitals T his option will not be available to all users The Blank District Hospital Monthly LMIS report does not take parameters however you can add comments if needed Blank Health Center Monthly LMIS Report This report designed for Malawi is used to create a worksheet for Malawi users to enter by hand their product tracking data for SD Ps This option will not be available to all users The Blank Health Center Monthly LMIS report does not take parameters however you can add comments if needed 9 11 SUPPLY CHAIN MANAGER USER S MANUAL Requisition for Medical Supplies This report designed for Malawi calculates the required need for products and allows the ware house to compute updated quantities and product value This option will not be available to all users The Requisition for Medical Supplies report can be generated with the following parameters m Peicd Month quarter first half second half or year Catry Selected category Prodat Selected product SupdyingFaality Selected supplier and all the facilities it supplies RepatingGran A selected reporting group based on the reporting groups you defined Summary of Scale U p of Patients on ART This report designed for Uganda displays the total patients on A RT for each facility in each data period as specified on the report options screen The maximum number of reporting periods is 12 This option will not be available to all users The
77. ts Several types of graphic reports can be created 9 3 pill me mir m m 9 REPORTS Scale Up Line Graph This line graph shows antiretroviral therapy ART over the specified date range Three datasets are displayed Adult Treatments Child Treatments and Total Adult Child Treatments The ART Scale Up Line Graph can be generated with the following parameters m Peicd Month quarter first half second half or year m Fadlity Type Selected facility m Fadlity Selected supplier and all the facilities it supplies E ReatinyGran A selected reporting group based on the reporting groups that you defined ART Scale UpTotal This bar graph shows the total ART treatments over the specified date range The ART Scale Up Total graph can be generated with the following parameters m PaiolMonth quarter first half second half or year m fFaility Type Selected facility m Selected supplier and all the facilities it supplies m RepotingGrop A selected reporting group based on the reporting groups you defined ART Scale Up Adults and Children This bar graph shows the adult and child treatments over the specified date range The ART Scale Up Total graph can be generated with the following parameters Paiad Month quarter first half second half or year Fadlity Type Selected facility Faility Selected
78. tted by facilities If the error rate is higher than 2 percent more than 2 errors per 100 entries logistics managers should take action to improve data accuracy The Supply Status by Facility report can be generated with the following parameters Paiad Month quarter first half second half or year Catry Selected category Prodat Selected product Feality Type Selected facility Faility Selected supplier and all the facilities it supplies RepotingGran A selected reporting group based on the reporting groups you defined Supply Status by Product This report displays the supply status of each product at all facilities Facilities are grouped by their supplying facility 9 8 A 9 REPORTS The Supply Status by Product report can be generated with the following parameters Paiad Month quarter first half second half or year Selected category Produd Selected product SugdyingFadlity Selected supplier and all the facilities it supplies RepotingGran A selected reporting group based on the reporting groups you defined National T B Leprosy Program Central Store Order This report is used to show the total products needed for the data period The National TB Leprosy Program NTLP Central Store O rder report can be generated with the following parameters Paiad Month quarter first half second half or year Selected category Prodat Selected product Fadlity Type Selected facility Faality Selected
79. valid type for the current data center To import a data file follow these steps 1 Click the Import button The Import Datacenter File form is displayed Figure 6 7 The File field identifies the file to be imported This field has associated Get File button that helps you locate the fil need to import ie can DE Figure 6 7 Import D atacenter File form dn reido pe ts des ee A Mods rn eis en m Zu 1 ee m 1 FP r ders cc cido on E uera 0 la A EA Bei eat ee con AAA Bee unt IBS E Pu L d 5 manal ut QUT EP 177 es sut m m m 5 5 5 W m nl um E d ir _ eee Der er re peto ss dl lr EE ulii rd rl ees Leser op e dd yr a ee ge Put A Pl 0 emn ins laa lt eee Miedos ld a MR Se ARDT RII hh en L Ep LU A ns SUPPLY CHAIN MANAGER USER S MANUAL 10 When you f nish importing the wizard f les you need click the Close button on the Import Datacenter File form to return to the Data Center Management form 11 Click the Close
80. y chain multi tier reporting m Issue reports for groups m Track tuberculosis and antiretroviral treatment programs Minimum System Requirements Supply Chain Manager requires the following minimum hardware and software resources Resource Minimum Requirements CPU Pentium II class or higher O perating System Windows 95 98 2000 NT Memory 32 MB Hard D rive Space 100 MB Video Adapter VGA with 800 x 600 resolution Printer 8 PPM laser 2 Before You Begin Distribution System Requirements If you are to make the fullest use of Supply Chain Manager your distribution system should have the following characteristics m Each facility receives products from one and only one supplying facility m All facilities report on the same schedule m Reports are submitted to one or more processing facilities which can then electronically submit their data to a central level processing facility for developing the big picture Reporting is relatively complete timely and accurate Facilities report beginning stock levels receipts issues and adjustments for each product during each reporting period If you use an ordering system in which facilities at the upper end of your supply chain determine the amount of product to distribute a push system you may use the Distribution Resource Plan ning D RP module in addition to the Product Tracking module In a push system delivery vehicles distribute products from a distribution center to
81. you are entering data for this period ij aun A oa oe neem v A Figure 7 2 Initialize Period conf rmation message EA SL AL b ss eee Pee CSS D ee bt ee mn 5 nn d Reim mg Bde eerie IL ETE TS paria Be dp o 22 mm u all mlt ml AAA pi ii is a o Fam 500 HL pa er ee ee Hi de Pref Pez Gee a gr a 7 PRODUCT TRACKING 17 If there are reported adjustments indicate the adjustment type 18 Click the arrow to the right of the Adjustment Type pull down box select the adjustment type click the left mouse button and press lt Enter gt 19 Type the closing balance and press lt Enter gt If you have enabled data collection on quantities on order the Q uantity on Order f eld will be enabled 20 Type the quantity on order and press lt Enter gt The AMC Qty Required and Qty Requested fields apply to facilities that act as SDPs 21 Type the quantity required and press lt Enter gt 22 Type the quantity requested and press lt Enter gt If you have enabled data collection on service statistics the New Users and Continuing Users fields will be enabled but the Con

SUPPLY CHAIN MANAGER User`s Manual, Feb 2006

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