User Personas & User Stories
SAMPLE – March 2017OpenLMIS Implementation RequirementsTable of Contents TOC \o "1-2" 1User Personas & User Stories PAGEREF _Toc508631334 \h 12Process Flows PAGEREF _Toc508631335 \h 72.1Current Process PAGEREF _Toc508631336 \h 72.2Overall to-be OpenLMIS Process PAGEREF _Toc508631337 \h 83Requirements PAGEREF _Toc508631338 \h 93.1Configuration - Schedules PAGEREF _Toc508631339 \h 93.2Configuration - Requisition Template PAGEREF _Toc508631340 \h 103.3Requisitions - Create Requisition PAGEREF _Toc508631341 \h 113.4Requisitions - Calculate Requisition PAGEREF _Toc508631342 \h 113.5Requisitions - Print Requisition PAGEREF _Toc508631343 \h 133.6Requisitions - Submit Requisition PAGEREF _Toc508631344 \h 133.7Requisitions - Authorize requisition PAGEREF _Toc508631345 \h 133.8Requisitions - Aggregate Requisitions PAGEREF _Toc508631346 \h 143.9Requisitions - Reject Requisition PAGEREF _Toc508631347 \h 153.10Requisitions - Approve Requisition PAGEREF _Toc508631348 \h 163.11Requisitions - View Requisitions PAGEREF _Toc508631349 \h 173.12Requisitions - Emergency Requisition PAGEREF _Toc508631350 \h 183.13Ordering - Convert to Order PAGEREF _Toc508631351 \h 183.14Inventory Management PAGEREF _Toc508631352 \h 193.15Reports - View Reports PAGEREF _Toc508631353 \h 204Standard Reports PAGEREF _Toc508631354 \h 234.1Adjustment Summary report PAGEREF _Toc508631355 \h 234.2Consumption Report PAGEREF _Toc508631356 \h 244.3Distribution List PAGEREF _Toc508631357 \h 254.4Monthly Logistics Report Summary PAGEREF _Toc508631358 \h 264.5Stock Imbalances Report PAGEREF _Toc508631359 \h 274.6Stock Status by Facility Report PAGEREF _Toc508631360 \h 284.7Lot and Expiry Dates Report PAGEREF _Toc508631361 \h 29User Personas & User StoriesThe requirements for OpenLMIS are captured in the form of user stories, an agile software development methodology. A story is a description of system functionality and requirements from the user’s perspective. It aims to identify what the user aims to accomplish in each component and the desired outcome of each action.User-centered design is important to the definition of requirements and subsequent development of OpenLMIS.?A user persona is depicted as a specific person but is not a real individual; rather, the persona is a representation of the user synthesized from observations and input from various stakeholders and users.User stories use the personas to define requirements and note where requirements differ between users. To most effectively capture requirements for all users, the personas represent users in different roles and different levels of the supply chain: those who support the system, those who use the system to support a business process, and those who consume information from OpenLMIS. Table 1 presents the user personas.-1460537973000Figure SEQ Figure \* ARABIC 1: Roles/Titles Organizational ChartTable 1: User PersonasLevelGoalsOpenLMIS System RolePain PointsContext, Characteristics, Comments, QuotesTitle: Storeroom ManagerRole:?Complete basic paper logistics forms/Stock ManagementLevel Provincial WarehouseNational HospitalProvincial HospitalMinimize stock outsEnsure timely ordering/issuing of the right commodities in the right quantityHave the right stock at the right time at the facility by ensuring the right stock is being orderedReceive verified quantity and quality of goods into store and determine need for remedial action when necessaryPerform Stock movementsUpdate InventoryIssues physical stock to lower levelsStock out, over stocksPlays multiple rolesTime spent on reporting/data entryManaging multiple programs' reporting needsTech aptitude: Low technical skillsHas limited / poor internet connectivitySome training in logistics managementIndividual responsible for issuing stock to those who are dispensing and/or dispensingTitle:? Warehouse ManagerRole:?Reviews and Confirms R&RLevel Provincial WarehouseManage the orders for the warehouseMaintain chain of custody and appropriate environmental conditions for stock and inventoryVisibility into stock levelsVisibility into central warehouse stock levelsOversees staff (Warehouse Clerks)Reviews and confirms distribution plans (orders)Signs off on PODsProcures commodities from third-party suppliersReports on his current stock levelsAggregates reports requisitions from HFs and hospitalsResponsible for a lot of paperwork (managerial work)Lack of timeLate/lack of reports and orders from municipalitiesDoes not receive enough products from upper levelsWell educatedMedium – high technical skillsLogisticianTitle: Central Logistics PersonnelRole: View data/orders → Order fulfillmentLevel National/ Central WarehouseHave 100% reporting rateAll orders fulfilledEnsure timely delivery of commoditiesCreate monthly/quarterly reports for stakeholders and officials Long term supply and program planning based on stock and requisitions dataView reportsReporting rateView ordersIssues products to lower levelsLow stock availabilityMedium – high technical skillsSits at the central/national /regional warehouseSome Logistics trainingTitle: National Health Program OfficerRole:?Reviews and Confirms RequisitionsLevel ProvincialVisibility into province’s supply chain performance and facilities’ stock levels Ensure timely ordering/issuing of the right commodities in the right quantityEnsure timely reportingI want my facilities to have the right stock at the right time. I want to ensure the right stock is being ordered. I want to minimize stock outs or overstocksManages the orders for the warehouse Approves requisitionsApproves OrdersReviews budget and adjusts order quantities as neededReviews procured product from third-party suppliers on his program.Drafts distribution planAggregates reports from municipalitiesReports are late/not reportedStock out, over stocksManaging multiple programs' reporting needsHas internet connectivity, though unreliableMedium technical skillsWould need to see budget and allocationsWould want to see data from lower facilitiesWould like an easy to use and intuitive systemWants to see current stock levels at the provincial warehouse and/or provincial hospitalsTitle: National Program ManagementRole:?Views data and reportsLevelCentral -Ministry of HealthTo have the right stock available for the needs of the service delivery point and own storeroomReview the requested quantities to ensure the appropriate amount of stock is being requested/orderedReview BudgetsView reportsData analysis for quality improvement, KPI tracking, and supply planningLate reporting (requisitions submitted)Stock out, over stockData quality and visibilityTech aptitude: variesLikely a medical professional (MD or Pharm.) with limited logistics knowledgeWould want a system to view reports and access dataTitle: Provincial Medical Officer (PMO)Role: Reviews and Approves R&RLevelProvincialManages province health programsManages budget for warehouse maintenance and equipmentSigns off on any major decision at provincial levelSigns-off on distribution plansSigns-off on requisitions from Central or third-party suppliersSigns-off on PODsReceives reports on current stock levels and usageBusyNot Enough BudgetNon-Reporting FacilitiesHas limited internet connectivityMedium-High technical skillsWould want to see data from lower facilitiesWould like an easy to use and intuitive systemWants to see current stock levels at the provincial warehouse and/or provincial hospitalsFunderVerify compliance / impact of programs and projects via indicators measured in OpenLMISConfidence in the supply chain through transparencyReceives reports and aggregate dataData quality and visibilityTimely reportingLimited timeVery high-level, aggregated dataAdministratorAssist users in their use of the systemEnsure system operationMaintains the system (backups, performance, data)Responsible for ongoing administration of the systemMonitoring and maintenanceSystem configurationIntuitive navigationRobust con-figurationGlobal permissionsBasic technical skill set (create CSV file imports)Must have all data needed for configuration of the systemHas internet connectivityMost likely a national of the host country with a local degree in information systemsImplementerTo set up OpenLMIS to the country's specificationsEnsure all the appropriate configurations are made so that OpenLMIS users can appropriately manage stock levelsConfigures the systemUploads/adds the facilities, programs, periods, schedulesBasic technical skill set (create CSV file imports)Must have all data needed for configuration of the systemHas internet connectivityProcess FlowsCurrent ProcessFigure SEQ Figure \* ARABIC 2: Current ProcessOverall to-be OpenLMIS ProcessFigure SEQ Figure \* ARABIC 4: OpenLMIS To-Be Process*OpenLMIS scope in blueRequirementsCurrently, periodic logistics reporting includes Essential Meds as well as other programs' supply chains (Malaria, Family Planning, HIV, TB, Nutrition, and more). Facilities complete various logistics forms to report on commodities for all programs. The reporting process is considered separate, however, from the ordering process. Additionally, the programs may have parallel or additional reporting, data collection and/or supervision. Functional requirements for OpenLMIS based on the current processes are detailed in the sections that follow. Each requirement, in user story format, is labeled with a title, importance, and notes about whether or not this is existing functionality. The importance of the requirement is intended to reflect the prioritization of the requirement based on the assessment:Must have – indicates that this requirement is part of the minimum viable product for deployment. “Must have” indicates that the requirement is critical for users to complete their duties and for a system deployment to be successful. Any “must-haves” that are not existing functionality would be top priority for development prior to deployment. Should have – indicates that the requirement is important and would, ideally, be met for a deployment, though the deployment could be successful if it was not (or not fully) met. Nice to have – indicates that the requirement is not critical to a deployment. “Nice to have” requirements would be implemented (if not existing) if there are additional time and resources after addressing higher priority requirements.As is harmonizing the multiple reporting and requisition forms and standard operating procedures for logistics management, requirements may change as the discussions and the implementation of new, standardized forms and SOPs progress. Further, the changes may generate new requirements.Configuration - SchedulesGoalsConfigure report and requisition schedules to fit program needsBackgroundPeriodic reporting occurs on a monthly or quarterly basis. The reporting schedules can vary by program.User Stories#TitleUser StoryImportanceNotes1Configure schedule per programAs a system administrator, I need to configure reporting/ordering schedules for each program so that I can accommodate variations in program processes.Must haveExisting functionalityConfiguration - Requisition TemplateGoalsEnsure that relevant data is collected for all programsPrevent additional data entry burden by removing any unnecessary data elementsEnable system administrators to update templates to reflect updates to paper forms.BackgroundAll health facilities complete their logistics forms each month; this data is aggregated at each level and used to create requisitions at the province level. Requisition templates will be configured to have the same information and data elements in OpenLMIS as the paper logistics forms. As is harmonizing the multiple reporting and requisition forms from different programs, some specific needs might not be met. Requirements may change as discussions and the implementation of standardized forms is still underway.User Stories#TitleUser StoryImportanceNotes1Configure data elements for inclusionAs a system administrator, I need to select which of the available elements should display on the requisition so that unnecessary data is not included.Must haveExisting functionality2Configure order of columns?As a system administrator, I need to be able to specify the order of columns so that I can ensure data entry mirrors the paper forms and proceeds in a logical order.Must haveExisting functionality3Select calculations or user inputAs a system administrator, I need to select whether fields should be calculated or user input so that I can minimize work and opportunity for data entry error and/or ensure that all fields reported data are entered.Must haveExisting functionality4Define labelsAs a system administrator, I want to customize the labels for each column so that they are consistent with the paper forms.Must haveExisting functionality5Toggle validationAs a System Administrator, I need to be able to enable or disable validation in requisitions as appropriate for programs and SOPs.Nice to haveNew functionalityRequisitions - Create RequisitionGoalsTo enable the user to create a requisition for their facilities so that they can report on usages for the past month and request for additional stock for the following month.BackgroundAs is harmonizing the multiple reporting and requisition forms, as well as schedules, from different programs, some specific needs might not be met. Requirements may change as standardization is implemented.User Stories#TitleUser StoryImportanceNotes1Create requisition for my facilityAs a Storeroom Manager, I need to be able to create a requisition for my facility for a specified reporting period so that I can report on usages for the past month and request stock for the subsequent monthMust HaveExisting functionality2Create requisition for supervised facilities and/or program?As a Health Program Officer, I need to be able to create a requisition for the facilities in my municipality or province (my supervised facilities) for a specified reporting period so that I can report on their usages for the past month and request stock for the subsequent month?Must HaveExisting functionalityRequisitions - Calculate RequisitionGoalsReduce data entry errors by providing calculations and validationReduce data entry burden through automatic calculationsProvide appropriate and relevant information to users to inform data-based decision makingAssumptionsPMOs will approve orders posted in OpenLMISUser Stories#TitleUser StoryImportanceNotes1Arithmetic validationAs a Health Program Officer, I need the system to provide arithmetic validation so that I do not make errors in data entry and use incorrect figures on my requisitions.Should haveExisting functionality2Calculate order quantity?As a Health Program Officer, I need the order quantity to calculate automatically?so that I order the correct quantities based on my SOH and replenishment quantityMust have?Existing functionality4Calculate total product costAs a Health Program Officer/Warehouse Manager, I need to see the total cost per product on the requisition so that I know what products are the biggest cost drivers.Must haveExisting functionality5Calculate total requisition costAs a Health Program Officer/PMO, I need to see the total requisition cost (for aggregated requisitions) so that I can ensure it is within the budget.Must haveExisting functionality6Request calculated order quantityAs a Health Program Officer, I need the calculated order quantity to be the "requested" quantity unless I manually override the value so that I don't have to type in information that already exists.Should haveExisting functionality7Alternative calculations for AMC and order quantityAs a Health Program Officer/PMO/Program Supervisor, I need to be able to define alternatives for the standard AMC and/or calculated order quantity so that I can account for variations in resupply policies and other factors like seasonality or number of patients.Nice to haveNew functionality8Auto-populate approved quantityAs a PMO I need the approved quantity to auto-populate with the requested quantity so that I don’t have to re-enter the quantity that is already specified unless I want to make changes.Should haveExisting functionality9Define the periods used for AMCAs a PMO, I want to define the number of periods to consider when calculating the average monthly consumption so that I ensure accuracy and adherence to the program SOPsShould haveExisting functionality10Adjusted consumptionAs a PMO, I want the system to adjust the calculated consumption based on the number of stock out days so that I know my order quantity is not based off of lower consumption than I would have seen if I were not stocked out.Must haveExisting functionalityRequisitions - Print RequisitionGoalsAllow for printing for records or review by multiple people and/or while offline and/or without access to a computer.User Stories#TitleUser StoryImportanceNotes1Print completed requisitionAs a Health Program Officer. I want to print a completed requisition so that I can use hard copies for review while offline or when the computer is unavailable.?Must haveExisting functionalityRequisitions - Submit RequisitionGoalsStreamline process of submitting the completed requisitionUser Stories#TitleUser StoryImportanceNotes1Enter my requisitionAs a Health Program Officer, I need to enter all relevant and required LMIS data into the requisition form for my facilityMust haveExisting functionality2Enter supervised requisitionsAs a Health Program Officer, I need to enter all relevant and required LMIS data into the requisition form for facilities in my districtMust haveExisting functionality3Submit requisition formAs a Health Program Officer. I need to be able to submit completed requisitions so that they progress to the authorization/approval stage.Must haveExisting functionality4Validate submissionAs a Health Program Officer, I need the system to include validation checks to ensure no required information is missing so that I only submit completed requisitions.Must haveExisting functionalityRequisitions - Authorize requisitionGoalsTo allow review of the submitted requisition for data quality and accuracyTo allow a PMO to review and edit the requisition originally createdBackgroundAfter program officers or hospital Storeroom Managers draft their needs for the month, these requisitions are reviewed and approved by multiple people: the Provincial Medical Officer or hospital management and then the Warehouse Manager.User Stories#TitleUser StoryImportanceNotes1Authorize RequisitionAs a Health Program Officer, I need to be able to adjust the LMIS form that was submitted for a facility to ensure data quality and accuracyMust HaveExisting functionality2Authorize requisitionAs a Logistician or PMO, I need to be able to adjust the requested quantity prior to presenting an aggregated request to Central Medical Stores.?Must haveExisting functionalityRequisitions - Aggregate RequisitionsGoalsProvide summary information on the order quantities and total cost per municipality (or geographic/administrative area)Allow for review of requisitions from all facilities within a geographic/administrative areaBackgroundIn some cases, at the province level (though not regularly and not by all provinces) aggregated requisitions are created after review of individual municipalities’ data and order quantities. A committee comprised by the PMO, Health Program Officers (for different programs), and the Warehouse Manager reviews the disaggregated data in such cases to ensure the total is within the budget and that facilities request sufficient products.User Stories#TitleUser StoryImportanceNotes1Province totalsAs a Health Program Officer/Warehouse Manager, I need to be able to see the total order quantities and cost for all the municipality health facilities?so that I can ensure the total is within the province budget.Nice to havePartially existing (limit to number of facilities that can be selected)2Facility requestsAs a Health Program Officer, I need to see what each municipality or provincial hospital is requesting per commodity so that I can make adjustments to ensure the total is within the district budget.Must have?Partially existing (limit to number of facilities that can be selected)3Updated order totalAs a Health Program Officer/PMO, I need to see an updated order total and cost for the province after the Health Program Officer makes changes so that I know the Health Program Officer’s adjustments have been made and the requisition is within the budget.Should haveExisting functionality4Aggregate RequisitionAs a Health Program Officer/PMO, I need to create a single, aggregated requisition from the facilities or municipalities within the municipality or province (respectively).Must havePartially existing – implemented with a report in Malawi instanceRequisitions - Reject RequisitionGoalsAllow for requisitions that are inaccurate/unacceptable for approval to be reverted in status for further editingCountry BackgroundThe requisition workflow will move to the approval stage after the Health Program Officer at the province level has submitted the requisition. After this point, the PMO will review the requested quantities and cost and make further adjustments as necessary, or reject the requisition for significant adjustments. These quantities will be captured as the approved quantities. Requirements#TitleUser StoryImportanceNotes1Reject requisitionAs a PMO I need to be able to reject a requisition if the quantities approved by the Health Program Officer are not acceptable and need significant further review.Must haveExisting functionality2Comment on a requisitionAs a PMO I need to be able to provide feedback to the Health Program Officer about why I am rejecting a requisition and what changes need to be made.Must haveExisting functionality3E-mailNotificationAs a Health Program Officer, I need to be alerted when a requisition is rejected and needs further attention so I can update and address whatever issues caused the rejection.Must haveExisting functionality4In-application NotificationAs a Health Program Officer, I need to be alerted in the system when a requisition is rejected and needs further attention so I can update and address whatever issues caused the rejection.Should haveNew functionalityRequisitions - Approve RequisitionGoalsAllow PMO to review requisition and approve the order before it is sent to be fulfilledCountry BackgroundThe requisition workflow will move to the approval stage after the Health Program Officer, at the province level has submitted the requisition. After this point, the PMO will review the requested quantities and cost and make further adjustments as necessary. These quantities will be captured as the approved quantities. Once complete, the PMO will approve the requisition so it may be converted to an order.User Stories#TitleUser StoryImportanceNotes1Enter approved quantityAs a PMO I need to enter/accept the approved quantity for each facility so that I can make any adjustments.Must haveExisting Functionality2Edit approved quantityAs a Health Program Officer/PMO I need to edit the approved quantity for a requisition to ensure the order is correct and within budget.Must haveExisting Functionality3Batch approvalAs a PMO I need to approve multiple/all requisitions in the queue so that I don’t have to spend extra time clicking through each order that had the appropriate information AND/OR already been reviewed or updated.Should haveExisting Functionality4Notify users of order approvalUsers (Health Program Officer/Warehouse Manager) should be notified via email whenever a relevant requisition is approved.Should haveExisting FunctionalityRequisitions - View RequisitionsGoalsFind and view a requisition in any stage of processing once initiatedUser Stories#TitleUser StoryImportanceNotes1View requisitionAs a PMO/Warehouse Manager, I want to be able to see the requisitions that were entered in my province so that I can see all those that have been completed.Must haveExisting functionality2View requisition form?As a PMO/Warehouse Manager, I want to be able to select and open a requisition so that I can review the specific data and requested/approved quantities that were included in the requisitionMust haveExisting functionality3Display requisition statusAs a PMO/Warehouse Manager/Health Program Officer I want to see the status of all requisitions from my province so that I can track the progress of the requisitions and follow up with the necessary people if there are any delaysMust havePartial – selecting the location is required, then status is available4Filter requisition list (program)As a PMO/Warehouse Manager/Health Program Officer I want to be able to filter the list of requisitions by health program so that I can find the information I am looking for quickly and easily.Should haveExisting functionality5Filter requisition list (program)As a PMO/Warehouse Manager/Health Program Officer I want to be able to filter the list of requisitions by location so that I can find the information I am looking for quickly and easily.Should haveExisting functionality6Filter requisition list (program)As a PMO/Warehouse Manager/Health Program Officer I want to be able to filter the list of requisitions by date so that I can find the information I am looking for quickly and easily.Should haveExisting functionality7Filter requisition list (program)As a PMO/Warehouse Manager/Health Program Officer I want to be able to filter the list of requisitions by status so that I can find the information I am looking for quickly and easily.Should haveNew functionalityRequisitions - Emergency RequisitionGoalsSupport process for ordering between standard reporting periodsUser Stories#TitleUser StoryImportanceNotes1Enable programs for emergency requisitionsAs a system administrator, I need to specify which programs will support an emergency requisition so that the programs have emergency requisition access where appropriate.Must haveExisting functionality2Create emergency requisitionAs a Health Program Officer, I need to be able to create a requisition outside of the standard reporting periods so that I can place orders for resupply if a facility has a shortage or stock out of commodities.Must haveExisting functionality3Submit emergency requisitionAs a Health Program Officer, I need to be able to submit a completed emergency requisition so that the request proceeds through the appropriate channels for review and the order can be placed.Must haveExisting functionality4Authorize emergency requisitionAs a PMO, I need to be able to review, edit, and authorize an emergency requisition so that I ensure the request is completed appropriately and it is ready for review by the appropriate approver.Must haveExisting functionality5Approve emergency requisitionAs a Warehouse Manager, I need to be able to review, edit, and approve emergency requisitions so that I can fulfill my oversight duties and ensure the request is complete and ready to be converted to an order.Must haveExisting functionalityOrdering - Convert to OrderGoals/ScopeCreate an order from a completed and approved requisitionMake the order available to the warehouse (staff or ERP) for fulfillmentBackgroundCentral Medical Stores is the central warehousing and procurement agency in the country. It handles all programs, including the Essential Medicines, TB, Malaria, Family Planning, etc. Central Medical Stores works in close connection with the Ministry of Health. Central Medical Stores also maintains the catalog of commodities and prices that are available to fulfill orders. User Stories#TitleUser StoryImportanceNotes1Convert to orderAs a Central Logistics Personnel, I need to export order information so that I can enter it in the auctioning system and fulfill orders.Nice to haveExisting functionality2Specify fulfillment locationAs a Central Logistics Personnel, I want to see which requisitions each warehouse will fill so that I convert only requisitions for which I am responsible.Must HaveExisting functionality3Limit requisitions available to be convertedAs a Central Logistics Personnel, I don't want to see requisitions past a certain date to convert to order so that I have a manageable list.Nice to haveNew functionality Inventory ManagementGoals/ScopeTrack stock movements throughout the facility, including receiving, issuing and losses.User Stories#TitleUser StoryImportanceNotes1View Stock CardAs a Storeroom Manager/Warehouse Clerk, Logistician, I want to be able to view electronic stock cards in order to guarantee stock quantity and integrity. Must haveExisting functionality2Make stock adjustmentsAs a Storeroom Manager, Warehouse Clerk, or Logistician, I want to be able to make stock adjustments to my inventory when necessary so that I can accurately record losses and adjustments to track stock on hand and inform resupply needs.Must haveExisting functionality3Receive Stock from RequisitionAs a Warehouse Manager, Storeroom Manager/ Warehouse Clerk I want to have stock quantities updated as I receive stock and approve proof of deliveries so that my stock levels are accurate, up to date, and I have less data-entry burden. Must haveThis would be used for deliveries from Central Medical Stores orders4Receive StockAs a Warehouse Manager, Storeroom Manager/Warehouse Clerk I want to be able to add stock quantities per product to my current stock without an associated order so that I can record incoming stock from external sources.Must haveThis would be used for third party supplier purchases, donated items, etc.5Transfer StockAs a Warehouse Manager, I want to be able to transfer stock to other facilities (or in from other facilities) indicating the reason for such movement so that transfers are accurately recorded and can be reported to inform stock on hand and stock needs.Must haveExisting functionality6View Inventory (my facility)As a Warehouse Manager, Storeroom Manager/Warehouse Clerk I want see the inventory available at my facility so that I know can make decisions based on the information.Must haveExisting functionality7View Inventory (supervised facility)As a PMO, Warehouse Manager, or CLP I want see the inventory available at all my supervised facilities and my supervising facility so that I know what stock is available and where, and can make decisions based on the information.Must haveExisting functionality8Issue StockAs a store room manager, I want to record issues from my stock room to a dispensary, wards, or others person/department so that my stock on hand is correctMust haveExisting functionalityReports - View ReportsGoals/ScopeProvide visibility of data entered in OpenLMISAllow immediate access to reports, indicators, and feedback from reporting at various levels of the health systemProvide supply chain programs with data for appropriate planning and supervision?AssumptionsReports are available within OpenLMISUser Stories#TitleUser StoryImportanceNotes1View standard reportsAs a user, I need to access and view frequently used standard reports so that I have quick, easy access to the information I need for decision-making.Must haveExisting functionality2Print reportsAs user, I need to be able to print standard reports so that I can easily share with other people and have access to the reports even when there is a lack of power or connectivity.Must haveExisting functionality3Export reportsAs a manager (warehouses or programs)/PMO I need to be able to export reports in various formats (CSV/excel etc.) so that I can perform additional analysis with the data as needed.Must haveExisting functionality4View reports offlineAs a user, I need to be able to view standard reports offline so that I have access to the information I need without being dependent on connectivity.Nice to haveNew functionality5Filter ReportsAs a PMO/Health Program Officer/Warehouse Manager I need to be able to filter reports to the relevant data, processing period, program, geographic area, etc. so that I can see the appropriate information. Must haveExisting functionality6Aggregate ReportsAs a Program Supervisor/CLP/Funder I need to be able to view national-level aggregate reports so I can provide stakeholders with the necessary information and provide support or supervision to districts/facilities where needed.Must haveExisting functionality7Data Analysis & VisualizationAs a Program Supervisor/CLP/Funder, I need to be able to create ad-hoc reports, add indicators, and create visualizations of data so that I can monitor supply chain performance and provide stakeholders with the necessary information for decision-making.Should haveIntegration with external reporting tools possible8Data AccessAs a PMO/health program officer need to be able to access the underlying data for the central reports so that I can drill down and investigate the source of any indicators that are off or underperforming and take action to improve/correct the issue.Should haveIntegration with external reporting tools possible Standard ReportsAdjustment Summary reportSummaryAs a central level Logistician/Program Supervisor, I need to see a summary of the stock adjustments conducted at the facility level.As a PMO/Health Program Officer, I need to see the adjustments made to each product at all the facilities in my province/ program so that I can review performance and stock movements for facilities that I supervise.RationaleTracking adjustments will identify the main reasons for stock movement within the country and thus inform key supportive supervision visits.RequirementsThe system must have a functionality to track and store the losses and adjustments?types?and?quantities at the facility per reporting period.Adjustments types must be configuredReport NameAdjustments SummaryInitial filtersProgram (required)Reporting period (required)Province/Municipality (required, including "all" option)Adjustment type (including "all" option)Report definitionsThe adjustment summary report provides a list of all products with adjustments recorded for the selected reporting period. There will be reports for 2 levels:Province level - listing each facility/municipality in the provinceCentral level - listing aggregate numbers for each provinceAcceptance CriteriaThe data that appears on this report includes only for those R&Rs that have status = AuthorizedData from non-active facilities are not includedFilters are required inputs to run the reportData returned meets all parameters set by the filtersCan be viewed/printed as a PDFCan be exported as XLS and CSVOnly products with adjustments/the selected adjustment type are displayed on the reportReport output and layoutEach facility in the province/aggregate numbers for the provinces listed with the following columns:Product codeProduct nameAdjustment typeAdjustment quantityConsumption ReportSummaryAs a PMO, Health Program Officer or Logistician, I need to see consumption for facilities and provinces so that I can identify consumption trends and provide appropriate support and supervision.RationaleIt is useful to know which provinces and municipalities have the highest consumption, the most-used commodities, or if consumption is abnormally low. The consumption information can help identify issues and enable better support and supervision.RequirementsSystem must collect consumption per facility/municipalityReport NameConsumption ReportInitial FiltersProgram (required)Reporting period (required)Municipality (required, including "all")Report definitionsPercent of total consumption = the percentage of overall consumption in the district for which an individual facility is accountable for EX. Total consumption of amoxicillin is 10,000 units for the March reporting period in a given municipality. A facility within the municipality consumed 4000 units in the March period. The facility, therefore, represents 40% of the total consumption of amoxicillin ((4000/10000) *100)Consumption = Total Consumed QuantityAcceptance criteriaThe data that appears on this report includes only for those R&Rs that have status = AuthorizedData from non-active facilities are not includedFilters are required inputs to run the reportData returned meets all parameters set by the filtersCan be viewed/printed as a PDFCan be exported as XLS and CSVReport output and layoutFor each product, the following information is listed for each facility, by municipality Facility nameQuantity Consumed (total consumed quantity)% of total consumptionFor each district, a sub-total/aggregate is included with total quantity consumed per district and % of total (will always =100%)Distribution ListSummaryAs a Program Supervisor, I need to have access to consumption data for program commodities per facility so that I can ensure facilities are resupplied with the appropriate quantity of commodities at the appropriate time and to inform procurement.RationalePlanning for distributions and resupply requires access to consumption and other related data for the commodities to ensure they are planned appropriately.RequirementsThe system must have a functionality to collect and report on consumptionSystem must be able to calculate AMCSystem much be able to access data from past reportsReport Name[PROGRAM] Distribution ListInitial filtersProgram (required)Reporting period (required)District (required, including "all" option)Report filtersClosing balanceConsumptionAMC = average of total consumption of a particular periodAcceptance CriteriaThe data that appears on this report includes only for those R&Rs that have status = AuthorizedData from non-active facilities are not includedFilters are required inputs to run the reportData returned meets all parameters set by the filtersCan be viewed/printed as a PDFCan be exported as XLS and CSVAMC calculations does not include period where a facility did not report Ex. If AMC typically based on 3 reporting periods (monthly schedule), and the report is being run for the March reporting period, AMC generally will be calculated as follows: (Facility A Jan. consumption + Facility A Feb. consumption + Facility A. March consumption) / 3. If Facility A did not report for the February period, the AMC will be calculated as follows: (Facility A Jan. consumption + Facility A. March consumption) / 2 rather than taking Feb.'s value as 0.Report output and layoutEach facility in the municipality (name and code), with the following columns:Product codeProduct nameClosing balance (selected reporting period)Consumption (selected reporting period)Consumption (1 reporting period ago)Consumption (2 reporting periods ago)AMCMonthly Logistics Report SummarySummaryAs a PMO, Program Supervisor, or Health Program Officer I need to be able to quickly and easily access a summary of the LMIS data for all facilities in the municipalities and the province overall to review performance and other key indicators so that I can ensure problems are addressed and ordering is appropriate.As a central level Logistician, I need to be able to quickly and easily access a summary of the LMIS data for all provinces and national aggregates to review performance and other key indicators so that I can ensure problems are addressed and ordering is appropriate.RationaleData reported on the logistics forms each month include key indicators related to performance and consumption that province and central level officials need to review to provide support and/or supervision when needed, and to make decisions regarding ordering or rationing of commodities. It is not efficient to review each of the requisitions, so the data is needed in a more easily digestible and accessible report.RequirementsSystem collects and stores all LMIS form dataSystem can aggregate facility level information per provinceReport Name[National/Provincial] LMIS SummaryInitial FiltersProvincial level: Program (required)Reporting period (required)Municipality (required, including "all" option)Central level Program (required)Reporting period (required)Report definitionsThe logistics summary report provides a summary of logistics reporting data for the selected period. There will be reports for 2 levels:Province level - listing each municipality in the province with aggregate numbers for each provinceCentral level - listing aggregate numbers for each ProvinceAcceptance criteriaThe data that appears on this report includes only for those R&Rs that have status = AuthorizedData from non-active facilities are not includedFilters are required inputs to run the reportData returned meets all parameters set by the filtersCan be viewed/printed as a PDFCan be exported as XLS and CSVReport output and layoutEach facility in the province/aggregate numbers for the province listed with the following columns:Product IDProduct nameUnit of issue of productClosing balanceQuantity consumedQuantity receivedQuantity requiredStock Imbalances ReportSummaryAs a PMO, Program Supervisor, Health Program Officer I need to see key logistics indicators for the facilities in my province so that I can take action to address stock imbalances.RationaleTo ensure that stock and budgets are used efficiently and all facilities have adequate stock, Health Program Officers can review stock imbalances to know when and how to redistribute stock amongst facilities in the province or municipality rather than just ordering more. Additionally, the Health Program Officer needs visibility into stock outs and stock on hand to know the urgency and feasibility of redistribution and/or if there is a need for an emergency order.RequirementsSystem must collect or calculate and store: Closing balance/stock on handAdjusted consumptionAverage monthly consumptionMonths of stock (MOs)System must calculate overstock, understock, and stock out indicatorsReport NameStock ImbalancesInitial FiltersProgram (required)Reporting period (required)ProvinceMunicipality (required, including "all" option)Stock status (required)Report definitionsMoS = SOH/AMCStock status: Stocked out = 0 MoSUnderstocked = less than 3 MoS (0.01 - 2.99 MoS)Overstocked = 6+ MoS (6.00 MoS or greater)Acceptance criteriaThe data that appears on this report includes only for those R&Rs that have status = AuthorizedData from non-active facilities are not includedFilters are required inputs to run the reportData returned meets all parameters set by the filtersCan be viewed/printed as a PDFCan be exported as XLS and CSVOnly products not adequately stocked/with the selected stock status are displayed on the reportReport output and layoutFor the selected program, district, and status:Facility code & name with the following columns: Product codeProduct nameClosing balance/SOHAMCMoSStock statusStock Status by Facility ReportSummaryAs a Health Program Officer or PMO I need to be able to see the stock status at each facility in the province so that I can provide supervision if/when necessary and know when to redistribute stock, and use data to inform ordering.RationaleTo ensure that stock and budgets are used efficiently and all facilities have adequate stock, PMOs or Health Program Officers can review stock imbalances to know when and how to redistribute stock amongst facilities in the province rather than just ordering more. Additionally, the PMOs or Health Program Officers need visibility into stock outs and stock on hand to know the urgency and feasibility of redistribution and/or if there is a need for an emergency order.RequirementsSystem must collect or calculate and store: Closing balance/stock on handAdjusted consumptionAverage monthly consumptionMonths of stock (MoS)Report NamesStock StatusInitial FiltersProgram (required)Reporting period (required)District (required, including "all" option)Report definitionsMoS = SOH/AMCAcceptance criteriaThe data that appears on this report includes only for those R&Rs that have status = AuthorizedData from non-active facilities are not includedFilters are required inputs to run the reportData returned meets all parameters set by the filtersCan be viewed/printed as a PDFCan be exported as XLS and CSVReport output and layoutFor the selected program, district, and status:Facility code & name with the following columns: Product codeProduct nameClosing balanceAverage monthly consumptionMoSLot and Expiry Dates ReportSummaryAs a Logistician or Storeroom Manager I want to be able to review my stock by lot according to expiry date.RequirementsStock StatusLot numberExpiry dateReport NamesStock Status by LotInitial FiltersProgram (required)Province (not required, including "all" option)ProductReport definitionsThe stock status by lot report provides a list of all products with all active lots and their respective expiration dates. The lots are color coded by expiry date:Red: expires in 2 months or less (from date of report generation)Green: expires in 3 months or more (from date of report generation)Acceptance criteriaData from non-active facilities are not includedData returned meets all parameters set by the filtersReport output and layoutFacility code & name with the following columns: Product codeProduct nameLot numbers ................
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