AIDSFree Zambia eLMIS Central Edition User Guide v5 · 4/18/2018 · domain experts in logistics and public health supply chains, ... In the event of a dispute or loss of a commodity,

ELECTRONIC LOGISTICS MANAGEMENT

INFORMATION SYSTEM

ELMIS FACILITY EDITION

USER GUIDE

This publication is made possible by the generous support of the American people through the U.S. President’s Emergency Plan for

AIDS Relief (PEPFAR) with the U.S. Agency for International Development (USAID) under the Cooperative Agreement Strengthening

High Impact Interventions for an AIDS-free Generation, number AID-OAA-A-14-00046. The information provided does not necessarily

reflect the views of USAID, PEPFAR, or the U.S. Government.

ELECTRONIC LOGISTICS

MANAGEMENT INFORMATION

SYSTEM

ELMIS FACILITY EDITION

USER GUIDE

AIDSFree

The Strengthening High Impact Interventions for an AIDS-free Generation (AIDSFree) Project is a five-year cooperative agreement funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) with the United States Agency for International Development (USAID) under Cooperative Agreement AID-OAA-A-14-00046. AIDSFree is implemented by JSI Research & Training Institute, Inc. with partners Abt Associates Inc., Elizabeth Glaser Pediatric AIDS Foundation, EnCompass LLC, IMA World Health, the International HIV/AIDS Alliance, Jhpiego Corporation, and PATH. AIDSFree supports and advances implementation of the U.S. President’s Emergency Plan for AIDS Relief by providing capacity development and technical support to USAID missions, host-country governments, and HIV implementers at the local, regional, and national level.

Recommended Citation

Strengthening High Impact Interventions for an AIDS-free Generation (AIDSFree) Project.

2017. Kapyela, Faith, Wendy Bomett, and Friday Simfukwe. AIDSFree Zambia eLMIS Central

Edition User Guide v5. Arlington, VA: AIDSFree.

JSI Research & Training Institute, Inc.

1616 Fort Myer Drive, 16th Floor

Arlington, VA 22209 USA

Phone: 703-528-7474

Fax: 703-528-7480

Web: aidsfree.usaid.gov

v

CONTENTS

Acronyms……………………………………………………………………………………………………………………………………….6

Introduction .................................................................................................................................................................... 7

Background………………………………………………………………………………………………………………………………..7

Overview……………………………………………………………………………………………………………………………………8

What eLMIS Can Do for You……………………………………………………………………………………………………...8

Why Use eLMIS?...........................................................................................................................................................8

Who Should Use eLMIS?...........................................................................................................................................9

Facility Edition Roles………………………………………………………………………………………………………………….9

eLMIS Software Functions………………………………………………………………………………………………………….9

Receiving……………………………………………………………………………………………………………………………….9

Storage and Inventory Management…………………………………………………………………………………….9

Dispensing……………………………………………………………………………………………………………………………..9

Process Flows ............................................................................................................................................................... 4

Navigating eLMIS ......................................................................................................................................................... 6

Password Security ...................................................................................................................................................... 6

Changing your password ........................................................................................................................................ 6

Log out…………………………………………………………………………………………………………………………………….11

Managing Commodities Using the eLMIS........................................................................................................ 7

Overview ........................................................................................................................................................................ 7

Logging In ..................................................................................................................................................................... 7

Store Room Module…………………………………………………………………………………………………………………..15

Transactions…………………………………………………………………………………………………………………………….16

Receive Items……………………………………………………………………………………………………………………….16

Issue Items…………………………………………………………………………………………………………………………...19

Reverse Transactions……………………………………………………………………………………………………………24

Stock…………………………………………………………………………………………………………………………………………26

Adjustments…………………………………………………………………………………………………………………………26

Physical Count……………………………………………………………………………………………………………………..32

vi

Stock Control Card………………………………………………………………………………………………………………35

Product Status……………………………………………………………………………………………………………………..37

Pending Physical Count (PC)………………………………………………………………………………………………..39

Reports……………………………………………………………………………………………………………………………………..41

Printing and Submitting the R &R……………………………………………………………………………………….41

ARV Dispensing Module……………………………………………………………………………………………………………45

Transactions……………………………………………………………………………………………………………………………...45

ARV Dispensing……………………………………………………………………………………………………………………46

Request Stock………………………………………………………………………………………………………………………59

Back Log………………………………………………………………………………………………………………………………61


Stock………………………………………………………………………………………………………………………………………….65

Adjustments…………………………………………………………………………………………………………………………65

Physical Count……………………………………………………………………………………………………………………..68

Product Status……………………………………………………………………………………………………………………..72

Pending PC…………………………………………………………………………………………………………………………..75

Reports……………………………………………………………………………………………………………………………………….77

Viewing ARV DAR………………………………………………………………………………………………………………..78

HIV Testing Module…………………………………………………………………………………………………………………..79

Transactions……………………………………………………………………………………………………………………………….79

HIV Test……………………………………………………………………………………………………………………………….80

Backlog………………………………………………………………………………………………………………………………..84


Stock………………………………………………………………………………………………………………………………………….86

Adjustments…………………………………………………………………………………………………………………………88

Physical Count……………………………………………………………………………………………………………………..91

Product Status……………………………………………………………………………………………………………………..95

Pending PC……………………………………………………………………………………………………………………….....97

Reports………………………………………………………………………………………………………………………………………99

Viewing HIV DAR……………………………………………………………………………………………………………….101

vii

PREFACE

This user manual has been prepared as part of the AIDSFree Project Technical Assistance

support to the Ministry of Health of the Republic of Zambia to strengthen logistics

management.

viii

ix

ACRONYMS

AIDSFree Strengthening High Impact Interventions for an AIDS-free Generation

ARV Antiretroviral

CE Central Edition

DAR Daily Activity Register

DHO District Health Officer

DN Dispatch Note

eLMIS electronic Logistics Management Information System

FE Facility Edition

GRZ Government of the Republic of Zambia

HF Health Facility

HIV Human Immunodeficiency Virus

LMIS Logistics Management Information System

LMU Logistics Management Unit

MOH Ministry of Health

MSL Medical Stores Limited

NGO Non-Governmental Organization

PMO Provincial Medical Office

R&R Report and Requisition

SCC Stock Control Card

SCMS Supply Chain Management System

SDP Service Delivery Point

SOP Standard Operating Procedures

USAID United States Agency for International Development

WMS Warehouse Management System

x

1

INTRODUCTION

USAID Zambia has been supporting the development and implementation of an Electronic

Logistics Management Information System (eLMIS) through John Snow, Inc. (JSI) USAID |

DELIVER PROJECT and Supply Chain Management System (SCMS) field office since 2011. The

process for development and implementation has been transparent, collaborative, and focused

on ensuring government buy-in at every step of implementation. As the USAID | DELIVER

PROJECT and SCMS are closing globally, the USAID mission in Zambia expressed interest in

continuing the eLMIS activities utilizing the AIDSFree mechanism. Continuing this activity

through the AIDSFree Zambia eLMIS Project, will enable a seamless transition from the support

previously provided by SCMS and the USAID | DELIVER PROJECT, while allowing time for

institutionalization of the sustainability plan within the Government of the Republic of Zambia

(GRZ).

BACKGROUND

The eLMIS in Zambia is at the forefront of large-scale information systems to support MOH

supply chains—the technology and implementation experience from Zambia will benefit all

neighboring countries that are grappling with how to implement such a system. The eLMIS—

also known as OpenLMIS—is an open source system. The OpenLMIS is a collaboration of

domain experts in logistics and public health supply chains, eHealth information systems,

software development for low-resource settings, and process improvement. Like other open

initiatives, the intention is to ensure OpenLMIS becomes the place for sharing information about

LMIS planning, requirements, and systems design; promoting interoperability between systems;

developing open-source solutions, where appropriate; and galvanizing interest in a shared vision

for effective, scalable, and sustainable solutions.

JSI has been supporting the Zambia MOH since 2006 to strengthen their supply chain systems.

The MOH and Medical Stores Limited (MSL), an autonomous parastatal, face many challenges in

managing the procurement and distribution of medical products, specimens, staffing, supplies,

and information flow.

JSI, through the USAID | DELIVER PROJECT and SCMS, has supported the MOH by developing a

suite of open source electronic logistics management information systems to address these

challenges. The eLMIS allows for transparent, effective, and efficient management of all health

commodities from the point of origin to the point of delivery. The eLMIS is interoperable with

the warehouse management information system already in place and has the potential to be

interoperable with a wide range of other systems (e.g. medical record systems, laboratory

information management systems, ERP systems, and health management information systems).

The eLMIS can facilitate data collection in low-infrastructure environments for review,

aggregation, analysis, and forecasting.

2

The eLMIS is a suite of three applications: the Central Edition (CE), Hub Edition (HE), and Facility

Edition (FE). The Facility Edition was piloted in 48 health facilities across the country beginning

2014. The pilot was assessed in August 2014 and was found to have been successful. The lessons

learned from the pilot implementation were used to develop version 2.0 and the Hub Editions.

The eLMIS was officially launched for implementation by the Minister of Health on February 20,

2014. Currently, the Central Edition has been rolled out nationally, the Hub Edition is in one site

that serves as a hub and the Facility Edition has been rolled out to 248 high volume sites across

the country. Over 2000 MOH staff have received eLMIS training.

OVERVIEW

Facility Edition eLMIS application was designed to support critical logistics information to

managers of distribution systems. It shall monitor the flow of products from the central

warehouse through intermediate warehouses to health service delivery points (SDPs) that

distribute products to end users. The eLMIS shall help program managers determine which

facilities are under stocked 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.

The Facility Edition shall allow SDPs the ability to electronically manage commodities in their

storeroom, track consumption data, lab equipment functionality and create reports &

requisitions.

Consistency of stock is the first step in meeting the basic objectives of any logistics system,

which is to provide—

the right quantities

of the right commodities

in the right condition

in the right place

at the right time

for the right cost.

These are the six rights of logistics management.

WHAT CAN ELMIS DO FOR YOU?

eLMIS will allow for:

Reduced stock outs and reduced wastage

3

Timely and accurate submission of reports and orders

Increased availability and accessibility of pharmaceuticals and medical supplies and other

consumables

Improved stock monitoring at all levels of the supply chain

WHY USE ELMIS?

The goal of eLMIS is to improve:

Access to accurate, timely and routine consumption data;

Real-time logistics management capabilities covering point of origin to point of

Consumption ;and

Demand forecasting, capacity planning and modeling based on consumption.

eLMIS is expected to reduce processing times, increase information sharing, and ensure the

integrity of data by creating a centralized, common data management system that supports

ordering and reporting.

Ultimately, by creating an electronic ordering and reporting system, supply chain managers will

be able to make more timely and impactful supply chain decisions.

WHO SHOULD USE ELMIS?

eLMIS is designed so that menus are unique to the user. Each user will be able to access those

menus which are required for that user role.

FACILITY EDITION ROLES:

The roles in the ELMIS are configurable to a facility’s needs. Below are some examples;

Store in Charge (HF Dispenser/Pharmacist/Biomedical Scientist) Health Facility in Charge

HIV Testing

ARV Dispensing

4

Application Support & Configuration

ELMIS SOFTWARE FUNCTIONS

Receiving

View shipment notification

View storage and product handling requirements

Update shipment information (DN)

Send shipment report

Storage and Inventory Management

Update stock records

View stock status alerts and notifications

Able to view drug recalls

Dispensing

Update Daily Activity Register

Update the Stock Control Card

Process Flows eLMIS FE ARCHITECTURE

5

6

NAVIGATING THE eLMIS

The eLMIS is designed to provide a streamlined and easy-to-use interface for managing

commodities and capturing consumption data at the SDP. Screens have been designed to

support business operations, facilitate work flow, and reduce the processing time required for

the management of health commodities.

Password Security

To maintain confidence in the management of commodities, administrators must be able to

effectively track and audit the flow of commodities. The eLMIS is designed to be fully auditable

and support transparent commodity management; to do so it creates a log of all data entry.

All data is entered and logged by user name. In the event of a dispute or loss of a commodity,

the system will provide an accurate and objective record of all staff who participated in the

transaction.

If you think that someone has logged into your account using your user name and password,

call or email Help Desk.

Changing your password

If you cannot remember your password or you want to change it, contact your local System

Administrator at your facility or contact the eLMIS help desk.

Log Out

When you are finished working on the eLMIS, you should always logout to prevent someone

else from using the eLMIS to manage commodities under your user name and password.

To log out, click the red X at the top right corner of the screen;

7

Once you log out, you will be taken back to the log in screen

Managing Commodities Using the eLMIS

Overview

To reduce workflow discrepancies and/or inconsistencies that lead to inefficiencies, inaccurate

management, and/or loss of commodity, the eLMIS has been built to support a common

workflow. This ensures that staff follow a common and most efficient process for reporting and

ordering.

Primary work flow processes supported by the eLMIS Facility Edition covered in this manual

include:

Store Room

ARV Dispensing

HIV Testing

Reports

Logging In

The eLMIS Facility Edition is a desktop application. The eLMIS is designed so that every

keystroke, entry, and change made is recorded. It incorporates state-of-the-art security features

to prevent any forms of physical or electronic fraud. All actions are recorded and logged against

the user name. Do not give your user name and password to anyone else.

To access the eLMIS Facility Edition, double click on the Icon on your desktop, as shown below:

8

The Log in screen appears as shown below:

Enter Username and Password and click Sign in, refer to the screen below:

9

The department where you log in to is dependent on the roles and rights that you are assigned

within the system. For example if you are a Pharmacy Staff working from the Essential Medicines

(EM) storeroom, you are given the Storeroom role as shown on the log in screen above.

If you have entered a wrong password, the message below appears:

Note: If you cannot remember your password or you want to change it, contact your local System

Administrator at your facility or contact the eLMIS help desk.

10

Store Room Module The Storeroom module allows for managing commodities by recording supplies received at the

health facility, supplies issued to various dispensing points, tracking adjustments to stock,

recording stock balances within the facility and reversing transactions.

It also has provision for reports, were the Report & Requisition and daily activity registers are

generated from.

The store room module is divided into three sections namely:

Transactions

Stock

Reports

Refer to the screen below:

11

Transactions

Transactions allows the user to receive products, issues to dispensing points and reverse

transactions. Change diagram below

12

Receive Items

Receive Items allows the user to record quantities of products received in the storeroom.

To receive items, follow the steps below:

Click on Receive Items icon

The following screen will open:

13

If receiving stock from MSL, select MSL. If receiving from CHAZ, select CHAZ.

Select the commodity area for the product you are receiving e.g. ARV or EM

14

The screen below will show a list of products under the selected program area.

As illustrated in the screen above, enter the details of the received product by following the

steps below:

Step 1: Select the Shipment date by clicking on the date picker.

Step 2: Enter Dispatch Number which is retrieved from the dispatch note. The dispatch

number is a mandatory field to enter, the transaction cannot be saved if it is omitted.

Step 3: Using Product Name Search, you can search for the product by typing in the first

few characters of the product name or you can search by product code.

Step 4: Enter the Expiry Date of the product which appears on the packaging.

Step 5: Enter the Quantity Received by clicking in the text box so that the zero’s (00) are

overwritten by the inputted figure.

Step 6: Enter Remarks it at all there are any that are significant to the received shipment.

1 2 3

5 4 6

7

15

Step 7: Click Save once all the details have been entered, and cancel if you want to exit the

screen.

You will receive confirmation that your entries have been successfully saved to the database.

Click Ok to save:

Issue Items

Issue Items allows the user to issue products to dispensing points.

To issue items, follow the steps below:

Click on Issue Items icon

Select the program area, for example ARV.

16

Select dispensing point to issue to, for example ART Dispensary.

The screen below shows the issue form:

Follow the following steps to complete the issuing process.

17

Step1: Select the Issue date by clicking on the date picker.

Step 2: Click on the arrow on the drop- down menu to select the person who is

receiving.

Step 3: Select the product you want to issue, for example Abacavir Oral Solution.

Faith I have noted that you have put an example of step 3 but not on step 1& 2

If the product is out of stock, the message below pops up:

1 2

3

18

Click Ok to get back to the issuing form:

If the product is in stock, continue with the steps below:

Step 1: Enter the quantity you want to issue, for example 1000

Step 2: Click on the Continue button, you will see the screen below:

1

2

19

Step 3: Please note that multiple products can be issued at the same time. To delete a

product(s) before finishing the issue process, click on the delete button. A confirmation

message will pop up to confirm if you want to delete the product.

Step 4: Save the transaction by clicking on the Finish Issuing button. An issue voucher will

come up, this is confirmation that the issue process is now successfully completed.

Step 5: Click on the Preview button to view the issue voucher, it is shown below:

Step 6: Click Close button to exit the issuing form

3

4 5

6

20

Number 1: Click on save to save the issue voucher. The saving process is illustrated

after this process.

Number 2: Click the print icon to send the issue voucher to the printer in case you

need to print.

Number 3: Click on the arrow on the drop- down menu to enlarge and reduce the

issue voucher.

Number 4: To exit this issue voucher, click on the small x in the top right corner of the

page.

The Saving process is illustrated below:

1

2

3

4

21

Step1: Click on the arrow on the drop- down menu to select the location where you

want to save the SCC.

Step 2: Type the file name you want to save the SCC as.

Step 3: Select the type of file format you want to save the issue voucher as e.g. PDF

Step 4: Click on Save once you are done, and cancel to exit the screen.

Reverse Transactions

Reverse Transactions is used to make corrections on transactions when a mistake is made.

To reverse transactions, follow the steps below:

Click on Reverse Transactions icon

1

2

4

3

22

The screen below appears:

Continue with the steps below:

23

‘

Step1: Select the date range by clicking on the date picker.

Step 2: Click on the arrow on the drop- down menu to select the Program Area, for

example ARV.

Step 3: Use the Product Search feature to quickly search for a transaction. Type in the first

few characters of the product and click on search

Step 4: Select the search feature to search for the transactions once the date and

program area are entered.

1 2 3

5

6

4

24

Step 5: You can click on the Clear button if you want to delete/clear and re-enter the search

details.

Step 6: The numbers show transactions page by page. Click on the number to view the

transactions details per page.

Stock

Stock module allows the user to record adjustments, physical count as well as to view the

stock control cards, product status and pending physical counts.

Adjustments

Adjustments allows the user to adjust products in inventory in case of damage, loss, transfer-

out, transfer-in, expiries etc.

To record adjustments, follow the steps below:

Click on Adjustments icon

25


Proceed with the following steps:

Step1: Select the Adjustment date by clicking on the date picker.


example ARV.

1 2 3

4

26

Step 3: Use the Product Name search feature to quickly search for a transaction. Type in the

first few characters of the product and click on search

Step 4: Select the product you want to make an adjustment on.

The Screen below appears once you select the product:

To record adjustments types highlighted shown below (From Computer Generated to Cross-

Program Transfer), follow the following steps

27

Step1: Select the Adjustment type (e.g. Damaged, Found, Purchased etc.) by clicking on

it.

Step 2: Enter the Quantity of the adjustment.

Step 3: If there are any Remarks, type them in the remarks section.

Step 4: Click Save once all the details have been entered. You will receive confirmation that

your entries have been successfully saved to the database.

Click Ok to save as shown above:

1 2 3

4

5

28

To record Transfer Out and Transfer In adjustments types, follow the following steps:

Steps to record Transfer – Out

Step 1: Click on the Transfer Out text box.

Step 2: Click on Select Facility, the form below appears

Step 3: Click on the arrow on the drop- down menu to select the Province, for example

Copperbelt

1

3 4 5

6

2

29

Step 4: Click on the arrow on the drop- down menu to select the District, for example

Kitwe

Step 5: Click on the arrow on the drop- down menu to select the Facility, for example

Kitwe Central Hospital

Step 6: Click Ok to save, and Cancel to exit the facility selection dialog screen. The screen

below appears immediately you click on save:

Step 7: Select the Transfer Out (-) Adjustment type by clicking on it.

Step 8: Enter the Quantity of the Product.

Step 9: Enter the Remarks if there are any.


your entries have been successfully saved to the database as shown below:

7 8 9

10

30

Click Ok to save as shown above.

Steps to record Transfer – Out

Step 1: Click on the Transfer In(+) text box.

Step 2: Click on Select Facility, and follow steps 3 to 9 as illustrated in the Transfer Out

process above.

Physical Count

1

2

31

Physical Count allows the user to enter the actual quantities of products on hand in the

storeroom. It is conducted at the end of each calendar month or any time during the month

when need arises.

To record a physical count, follow the steps below:

Click on Physical Count icon


Follow the steps below to record the physical count:

32

Step1: Select the Physical Count Date by clicking on the date picker.


example ARV.



Step 4: Enter the physical count of each product below the physical count column

Note: You can enter more than one physical account at a time for each product and save at

once, as the screen above shows.

If you enter the physical count and it does not much the system calculated balance, the screen

below appears:

1 2 3

4

33

Step5: Click ok to do an adjustment, as shown above.

Step 6: Select the Adjustment type (positive or negative) by clicking on it. For example

expired.



Step 9: Click Save once the adjustment details have been entered.

The confirmation screen below appears:

5

9

6

7

8

34

Step 10: Once you click OK, the Record Product Physical Count appears as below:

Step 11: Click Save once all the physical count quantities have been entered. You will

receive confirmation that your entries have been successfully saved to the database.

1

0

11

35


Stock Control Card

The Stock Control Card (SCC) allows the user to see what transactions have taken place with

the stock in their store room for particular dates.

To view the stock control card, follow the steps below:

Click on Stock Control Card icon

Select the program area, for example ARV.

36

When you select the Program area, the screen below appears:

Step 1: Use the Filter Product search feature to quickly search for a product. Type in the

first few characters of the product or use the product code to perform the search.

Step 2: Select the product whose stock card you want to view .you want to view the stock

control card for.

The stock control card appears as below

2

1

37

Note: The current transactions on the stock control card appear on top.

You can scroll through the SCC to check for the transaction that you performed in the

Store room.

In order to print and save the Product Status report, refer to steps above which are similar to

printing and saving the issue voucher.

Product Status

The Product Status allows the user to see what quantity of a product is in stock at any

particular date during any day of the month.

To view the product status report, follow the steps below:

Click on Product Status icon.


38


Step1: Select the date by clicking on the date picker.

1 2 3

4

39


example ARV.


first few characters or code of the product and click on search

Step 4: Click on print, and the Product Status report appears as shown below:

Note: In order to print and save the Product Status report, refer to steps above which are

similar to printing and saving the stock control card.

Pending PC

Pending Physical Count (PC) shows the products that have not yet been updated with

physical counts in the eLMIS, hence are due for physical counts to be updated.

Click on Pending PC icon.

40

The screen below appears

Follow the steps below to view the pending physical counts

41

Step1: Click on the arrow on the drop- down menu to select the Period, for example

Dec 2016.


example ARV.

Step 3: Click on print, and the Products with pending physical counts report appears as

shown below:

1 2

3

42

Note: In order to print and save the Pending Physical Count report, refer to steps above which

are similar to printing and saving the stock control card.

Reports

The reports module allows the user to generate and submit the Report and Requisition

(R & R).

To generate the R & R, follow the steps below:

Click on the View R & R icon


43


Step1: Click on the arrow on the drop- down menu to select the Program Area, for

example ARV.

1

2

3

44

Step 2: Click on the arrow on the drop- down menu to select the Period, for example

Dec 2016.

Step 3: Click on Run, and the report below appears:

Step 4: Click on Submit, and the report starts running as shown below.

Once the report completes running, the R & R is successfully submitted.

4

45

Printing and submitting the R & R

If you want to print the R & R, follow the steps in Part 2 above on printing the SCC,

which are similar. Once you click on print, the screen below appears:

The R & R can also be exported by clicking on the export button.

46

ARV Dispensing Module The ARV Dispensing module allows users to dispense drugs to clients, request for drugs from

the storeroom, enter aggregated back log data (if you have rights for this function) and reverse

transactions in case a user make a mistake.

The ARV Dispensing module is divided into three sections namely:

Transactions

Stock

Reports

Refer to screen shot below:

Transactions

Transactions allows the user to dispense ARV drugs, enter aggregated backlog data (if the

user has rights) and to reverse transactions.

47

ARV Dispensing

ARV Dispensing allows the user to dispense ARV drugs from the dispensary following the

steps below:

To dispense ARV Drugs, follow the steps below:

Click on the ARV Dispensing icon

The ARV Client Search screen opens

48

Step 1: Enter the client’s ART or NRC number. The ART Number is a 13 digit number which

will be pre-populated with the 6 digits of the facility’s code. You can delete the pre-

populated facility figures if the client has different 6 digits figures from the facility’s code.

The NRC is a 9 digit number entered without slashes.

Step 2: Click Search. If the client exists in the system, the ARV Dispensation screen below

will be displayed as below:

1 2

49

If the client does not exist in the system, the prompt below will be displayed

Click Ok, and the Client Information Form below opens:

To complete the client registration process, enter the ART and NRC numbers, First Name,

Last Name, Gender, Date of Birth and Date of Registration and click Save .If user selects

CANCEL, the system will return to the ARV Client Search screen

Once you save, the system will display a confirmation message below, click OK

50

If the user enters an invalid ART number, the system will display the message box below

If the user enters invalid NRC number, the system will display the message box below:

Once a new client is registered, or an existing one is searched, follow the steps below to

dispense the ARV drugs:

51

If the current regimen is not set, click the Change button to change it. If Regimen is already

defined, skip this step.

Once you click on change button, the screen below appears:

To change the regimen, follow the steps below:

52

Step 1: Click the Regimen Category combo box to select the regimen category from the list

Step 2: Click the Regimen combo box to select the regimen from the list

Step 3: Click Save after selecting the Regimen Category and the regimen

Step 4: Click ok to confirm that the regimen has been successfully saved.

Once the regimen is successfully saved, the ARV Dispensation screen will appear as shown

below with a list of products that form the selected regimen.

4

1

2

3

53

The product combination of the current regimen can be changed by clicking on the

Product Combination combo box highlighted above. This may be necessary if the drugs

(regimen) to be given to the client exists in more than one form (i.e. triple fixed dose

drugs, double fixed dose and plus a single drug or single drugs each)

If there are any other drugs to be given to the client in addition to those in the pre-

defined regimen, then follow the steps below:

click the Add Other Product(s) button, as highlighted above

The Add Products screen below will be displayed

54

Select by checking the product to be added. You can also type the name or code for the

product in the Search Product field if the list is long

Click the Ok button to add the desired product to the current regimen

To dispense drugs to the client (assuming that current regimen is correct), follow the 5 steps

below:

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Step1: By default Date of dispensation will be the current system’s date. You can change

this date by clicking on the Calendar feature at the end of the date field and selecting the

appropriate date.

Step 2: Enter Number of Days drugs are being dispensed for e.g. 14, 30, and 60 90 etc.

Immediately you enter the number of days, the system automatically calculates the quantity

of bottles.

Step 3: If the default dosage is different from the desired dosage, specify the correct dosage

for each product by clicking the button with three dots (…) under the dosage column.


1 2

3 4

5

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Enter the desired dosage in the Dosage Quantity field (e.g. 1 or 2 etc.). The system also

allow decimal values (e.g. 0.5 or 1.5)

Select the Dosage Unit from the combo (e.g. tab, cap, ml etc.)

Select the Dosage Frequency from the combo (e.g. od or bd)

Click the Ok button to finish defining the dosage or Cancel to Ignore the defined dosage

After setting up the dosage, continue with the dispensation process:

Step 4: Check (Tick) all the products that you need to dispense to the client

Step 5: Click the Dispense button at the bottom left corner of the screen. (You will also

observe that the balance of bottles in stock reduces as you keep on dispensing).

Click OK once the message below appears confirming that the product dispensation is

successfully saved.

Editing ART Client

The system allows users to edit clients by following the steps below:


57


Step 1: Enter the client’s ART or NRC number.

Step 2: Click the EDIT button

The Client Information screen below will open

2

1

58

Edit the desired details such as ART number, NRC numbers, First Name, Last Name,

Gender, Date of Birth and Date of Registration and click Save

Once you save, a confirmation message below appears, click OK

If user select NO or CANCEL, the system will returned to the ARV Client Search screen

ART Advanced Search

Advanced Search allows users to search for ART Clients by using details other than their

ART or NRC number (e.g. by First or Last name, Date of Birth etc.). To use this feature follow

the steps below:


59


Click the Advanced Search button.

The Advanced Client Search form below appears:

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Enter any client details and click the Search button. If a client with the entered details

already exists in the system, client details equivalent to the search criteria will be

displayed in a list.

Select the desired client. The ARV dispensation form will be displayed.

ART Expected Clients

Expected Clients feature allows users to view clients whose next appointment date of

receiving drugs is due on the selected date. To use this feature follow the steps below:


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Click the Expected Client button.

A list of expected clients below appears:

Select the desired client from the list. The ARV dispensation screen will be displayed

62

Request Stock

The Request Stock feature allows the user to request stock from the storeroom following the

steps below:

Click on the Request Stock icon

The Stock Requisition screen opens

Follow the steps below to request stock:

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Step1: Specify the program areas of the stock requested on Program Area combo

Step 2: Specify the storeroom from which stock is requested from on the Request Stock

combo

Step 3: If the storeroom has products, a list of available products in the specified program

area will be displayed. Search for the specific products by entering the product name or

code

Step 4: Enter the desired quantity of requested products in the Quantity Requested column

Step 5: Click the Save button to save the transaction or Cancel to ignore the transaction

A popup message below will appear to indicate that the transaction has been successfully

saved.

1

2

3

4

5

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Click Ok. The system will go back to the transaction screen

Back Log

The Back Log feature allows the user to enter aggregated consumption of ART and HIV DAR

(Daily Activity Register) transactions. This feature was particularly designed for high volume

facilities that captures manual DAR transaction in excess of 20 records every day to lessen

data burden of updating the system when it is unavailable even for a few days. It is

important to note that when this feature is used, NO DAR reports will be displayed for the

dates that fall within the period for which back log data was captured. To use this feature

follow the steps below:

Click on the Back log icon

The Backlog screen opens as shown below:

65

Follow the steps below to update the back log:

Step 1: Select the date from the Transaction Date calendar

1 3 2

4

5

66


example ARV.

Step 3: Use the Product Search feature to quickly search for a product. Type in the first few

characters of the product or code and click on search

Step 4: Enter the aggregated quantities of preferred products under the Consumed Quantity

column

Step 5: Click Save to save the transaction or Cancel to ignore the transaction






67

Follow the steps below to reverse the transaction:

68

Step1: Select the date range by clicking on the date picker.


example ARV.

Step 3: Use the Product Search feature to quickly search for a transaction. Type in the first

few characters of the product and click on search


details.

Step 5: Click on the arrow to view the transactions details per page.

1 2 3

4

5

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Stock

Stock module allows the user to record adjustments, physical count as well as to view

the product status and pending physical counts.

Adjustments

Adjustments allows the user to adjust products in inventory in case of damage, loss, expiries

etc.



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Follow the steps below to record the adjustment:



example ARV.




1

2 3

4

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Program Transfer), follow the following steps:

1 2 3

4

5

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it.

Step 2: Enter the Quantity of the Product.





Note: The Transfer In and Transfer Out adjustment Type does not applicable in the ARV

Dispensary.

Physical Count

Physical Count allows the user to enter the actual quantities of products on hand at the

Dispensary. It is conducted at the end of each calendar month or any time during the month

when need arises.


73



74



example ARV.



Step 4: Enter the physical count of each product below the physical count column

Note: You can enter more than one physical account at a time for each product and save at

once, as the scree above shows.

If you enter the physical count and it does not much the system calculated balance, the

screen below appears:

1 2 3

4

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Step5: Click ok to do an adjustment, as shown above.


expired.





5

6 7 8

9

76




1

0

1

1

77


Product Status

The Product Status allows the user to see how quantity of a product is in stock at any




Follow the steps below to view the product status:

78



example ARV.


first few characters or code of the product and click on search


1 2 3

4

1

2

3 4

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Number 1: Click on save to save the product status report. The saving process is

illustrated after this process

Number 2: Click the print icon to send the product status report to the printer in case

you need to print it.

Number 3: Click on the arrow on the drop- down menu to enlarge and reduce the

page.

Number 4: To exit the product status report, click on the small x in the top right

corner of the page.

The Saving process is illustrated below:

Step1: Click on the arrow on the drop- down menu to select the location where you

want to save the product status report.

Step 2: Type the file name you want to save the report as.

Step3: Click on Save once you are done, and cancel to exit the screen.

1

2

3

4

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Pending PC


physical counts at the Dispensary, hence are due for the physical counts to be updated.



81



Jan 2017.


example ARV.


shown below:

1 2

3

82

Note: In order to print and save the Pending Physical Count report, refer to steps above which

are similar to printing and saving the product status report

Reports

The reports module allows the user to generate ARV Daily Activity Register (DAR).

Click on the View ARV DAR icon.

The screen below opens

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Step 1: Select the date range you want to view the ARV DAR by clicking on the date

calendar.

Step 2: Click on the Run button.

1

2

2

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The ARV DAR appears as per screen below:

Note: In order to Save and Print the ARV DAR, please refer to the above steps

illustrated for printing and saving the product status report.

85

HIV TESTING MODULE The HIV Testing module allows users to perform HIV Testing functions like: physical count of

inventory, track HIV testing, and enter adjustments (damage, expiry, loss, etc. of product). It also

allows for maintaining a Daily Activity Register of tests conducted each day. The HIV Tester is

assigned the HIV Tester role which allows them to login to a particular node where they can

perform their HIV Testing functions from:

The HIV Testing module is divided into three sections namely:

Transactions

Stock

Reports

Refer to the screen below:

Transactions

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Transactions allows the user to perform an HIV Test, enter aggregated backlog data (if

you have rights for this function) and reverse transactions in case a user makes a mistake.

HIV Test

HIV Test allows the user to conduct and record a HIV Test, using the steps below:

Click on the HIV Test icon

The HIV Testing screen appears as below:

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Follow the steps below to conduct an HIV Test:

1

2

3

4

5

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Step1: Click on the arrow on the drop- down menu to select the date, for example 17th

January 2017.

Step 2: Enter the client number. You can prefer to use the system generated client numbers

or you can enter your own client numbers.

Step 3: Click on the arrow on the drop-down menu to select the Test Purpose, for

example VCT, PMTCT, Clinical Diagnosis etc.

Step 4: Select the Screening Result or Confirmatory Result by choosing the options of

Reactive, Non-reactive or Invalid.

If Screening result is non-reactive, go to step 5, if it is reactive, enter the Confirmatory Result.

Step 5: Click on the Next Test button to save the results as well as proceed to recording the

next test.

When the results have been recorded in the system, they will appear in the grid as shown in

the figure below:

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Click on the close button to exit the HIV Testing screen

Note: Physical count should be done and recorded at the end of each day once you finish

conducting your tests. If you forget to record the physical count, the system will not allow you

to proceed with recording a test for the following day. It will prompt you to record the previous

day’s physical count, then will you be able to proceed with the current days transactions. The

screen below appears:

Click ok and the physical count page will appear as below:

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The physical count date is automatically reset by the system based on your selected

date that you pick for the HIV Test.

Once you enter the physical count, click save.

The screen below will appear as confirmation that the physical count has been saved

Click OK and you will be taken back to the HIV Testing Page

Please ensure you record your physical counts at the end of each day!

91

Back Log

The Back Log feature allows the user to enter aggregated consumption of the HIV DAR

(Daily Activity Register) transactions. This feature was particularly designed for updating the

system when it is unavailable even for a few days. It is important to note that when this

feature is used, NO DAR reports will be displayed for the dates that fall within the period for

which back log data was captured. To use this feature follow the steps below:

Click on the Back log icon

The Backlog screen opens as shown below:

92

Follow the steps below to update the back log:

93

Step 1: Select the date from the Transaction Date calendar

Step 2: Click on the arrow on the drop- down menu to select the Program Area, which

is HIV.

Step 3: Enter the aggregated quantities of used tests under the Consumed Quantity column

Step 4: Click Save to save the transaction or Cancel to ignore the transaction

1 2

3

4

94






95

Follow the steps below to reverse the transaction:

Step1: Select the date range by clicking on the date picker. You select a date range when

the transaction occurred, for example from 10th January to 18th January, 2017.

Step 2: Click on the arrow on the drop- down menu to select the Program Area, in this

case, HIV.

Step 3: Use the Search feature to search for the transaction once the transaction

date and program area are entered.


details.

Step 5: Click on the arrow to view the transactions details per page.

1

2

3

4

5

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Stock

Stock module allows the user to record adjustments, physical count as well as to view

the product status and pending physical counts.

Adjustments

Adjustments allows the user to adjust products in inventory in case of damage, loss, expiries

etc.

To record adjustment, follow the steps below:



97




case HIV.



1 2

3

98


Program Transfer), follow the following steps:

99


it.

Step 2: Enter the Quantity of the Tests.





1 2 3

4

5

100

Note: The Transfer In and Transfer Out adjustment Type is not applicable to an HIV Testing

Site.

Physical Count

Physical Count allows the user to enter the actual quantities of products on hand at the

Dispensary. For the HIV Testing Sites, it is conducted at the end of each day and month, or

any time during the month when need arises.



101




case HIV.

Step 3: Enter the physical count for each HIV Test Kit below the physical count column

Note: You can enter the physical counts for both HIV Test Kits at the same time and save at

once, as the screen above shows.

If you enter the physical count and it does not match the system calculated balance,

the screen below appears:

1 2

3

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Step5: Click OK to do an adjustment, as shown above.


damaged.





5

6 7 8

9

103




10

1

1

104


Product Status

The Product Status allows the user to see what quantity of a product is in stock at any




105

Follow the steps below to view the product status:

1 2

3

106



case HIV.


Note: In order to print and save the product status, please refer to the steps in Storeroom

Module that illustrate how printing and saving is done.

Pending PC


physical counts at the HIV Testing Site, hence are due for the physical counts to be updated.


107



108


Jan 2017.


case HIV.


shown below:

1 2

3

109

Reports

The reports module allows the user to generate HIV Daily Activity Register (DAR)

To view the HIV DAR, follow the steps below:

Click on the View HIV DAR icon.

110

The screen below opens, proceed with the following steps:

Step 1: Select the date you want to view the HIV DAR for by clicking on the date picker.

Step 2: Click on the Run button.

The HIV DAR appears as per screen below:

The top part of the DAR shows the details of the tests carried out.

2

1

111

The summary at of the DAR is shown below:

As illustrated on the screen above, the summary of the DAR shows all the categorized test

results, for the Purpose of Test categories for both the Screening results and the confirmatory

results.

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HELPDESK SUPPORT

eLMIS Help Desk Support is available via:

113

JSI Research & Training Institute, Inc.

1616 Fort Myer Drive, 16th Floor

Arlington, VA 22209 USA

Phone: 703-528-7474

Fax: 703-528-7480

Web: aidsfree.usaid.gov

Documents

AIDSFree Zambia eLMIS Central Edition User Guide v5 · 4/18/2018 · domain experts in logistics and public health supply chains, ... In the event of a dispute or loss of a commodity,