WIXLIB

IdentifierNameTypeDescriptionvaccines, depending on possible savings or deficitsduring the procurement process.Fig. 7 Use case diagram related to the process of requesting vaccinesFunctional Requirements for the Warehousing and Inventory ModuleThis Module represents in fact the stock management of vaccines and other vaccines, also known asinventory management, and involves all the policies, procedures, and techniques used to maintain the11

optimum amount of each item in stock. It involves ordering, receiving, storing, issuing, and reorderingitems. Stock and inventory management are the core of the vaccines supply system.uc WarehousingSystemConfirm receiv ing ofv accinesWarehouseAdministratorSet minimal andmaximal stock limitper each medicalproduct«include»(fromActors)Shipping use Operator(fromActors)Write-Off operation«include»Warehouse ManagerUser(fromActors)«include»Stock Inv entory«include»«include»Chat w ith otherusersRequest UserAccountconfigurationRun Reportse.g. In cases when a new Warehouse Operator isemployed, the Warehouse Manager will make arequest to the System Administrator in order tocreate a new User Account and to configure allnecessary access rights.Also, in case an already registered WarehouseOperator leaves, the Warehouse Manager mustnotify the System Administrator in order todeactivate the account.Fig. 8 Use case diagram related to the Warehousing and Inventory ModuleIdentifierNameTypeDescriptionFRQ025Real-time informationMThe module should reflect in real time the receipt ofvaccines, real balances, and shipping requests.FRQ026Warehousing operationsMThe System must offer all necessary functionalitiesrelated to the stock management of vaccines:receiving, shipping, write-off and inventoryoperations. In other words, the proposed softwaresolution must assure the management of stocktransactions: entries into and exits from stock,transfers between warehouses, stock inventory and12

IdentifierNameTypeDescriptionthe possibility to automatically generate thenecessary corrections by each stock item as aconsequence of inventory differences.FRQ027Losses and adjustmentsoperationsMLosses and adjustments operations is related to anyissue out of the store for reasons other thanconsumption within the warehouse, e.g.:-FRQ028Analytical informationMFRQ029justifying documentsrelated to the transactionsMChanges in the stock due to removal of expireditems, damaged items, theft, or adjustments tostock numbers during stock-taking;- Redistribution to other warehouses/medicalinstitutions are also recorded as a loss;- Gains in stock quantities by means other thannormal procurement channels;In case of stock entries, the proposed VMIS softwaresolution must allow the visualization of theagreement/contract based on which the vaccineswere delivered. The system must allow the analysisof the agreement – what was contracted, how muchwas delivered and how much must be delivered atthe level of each vaccine from the agreement, whatpayments must be performed (in advance, at themoment of service providing, final payment, etc). AContractor can have several agreements, and eachagreement can have several addenda.The System will automatically generate justifyingdocuments for the managed transactions.For each (transaction) movement of vaccines, theSystem must assure the automatic generation ofaccounting documents. .FRQ030Warehouses’ManagementMThe System must allow the registering of unlimitednumber of warehouses.The System must allow users to define thewarehouses with which they currently work (e.g.central, regional or local level).FRQ031Configuration ofwarehouses’ locationsMThe proposed VMIS software solution must allowusers to define the locations in which they will storethe items in the warehouse.FRQ032Shelf-life monitoringMThe System must provide functionalities that wouldallow the Shelf-life monitoring and alerting.FRQ033Dashboard: Alerting andReportingMThe System’s dashboard must highlight thepercentage of vaccines that are in risk of expiry.13

IdentifierNameTypeDescriptionSystem’s Reports must alert the user that particularproducts will be available for at least 3 months basedon Average Monthly Consumptions.This must prompt the managers to seeking ways totransfer the product to/from another medicalinstitution.FRQ034Minimum and Maximumstock levelsMThe System must alert the user when stock reaches aminimum or maximum level and assist in developingthe request to higher level for vaccinesreplenishment.FRQ035Interface for the PublicAccessMThe System must provide a dedicated interface forpublic access to the information about theavailability of vaccines in certain warehouse.FRQ036Tracking. Traceability.MThe System must provide functionalities that wouldallow tracking of vaccines according to variouscriteria such as Lot/Serial Number. Therefore, theSystem must ensure the traceability of the entirechain of vaccines.FRQ037Re-distribution operationsof vaccinesMThe System must allow re-distribution operations ofthe vaccines. (e.g. re-distribution of vaccines fromone medical institution to another).FRQ038Confirmation of receivingvaccines in the warehouseMThe System will provide confirmation functionalitiesfor the warehouses’ users which are receivingvaccines. Thus, the user will have to confirm in theSystem whether all the received quantities andquality of goods are according to the distributiondocument.FRQ039Unique nomenclature ofvaccinesMThe System must keep a unique officialnomenclature of vaccines used in Uzbekistan.FRQ040Traceability Stock CardsMThe System must provide functionalities formanaging the so-called Stock Cards. Stock cards trackthe movement of vaccines in the warehouses andone card must be kept for each item in thewarehouse.Each time a transaction takes place, it must beavailable to be visualized on the stock card.FRQ041Stock Card StructureMThe tentative description of the Stock Card ispresented below and will be finally defined duringthe Analysis and Design Phase of the Project:14Header information about the warehouse;Item description;

IdentifierNameTypeDescription- Pack size;- Code number;- Special storage conditions;- Unit of issue;- Average Monthly Consumption;- Minimum stock level;- Date;- Locations From/To;- Quantity in;- Quantity out;- Losses/adjustments;- Expiry date;- Batch or lot number;- Remarks;The proposed software solution must assure the fastvisualization of basic information associated to anitem (vaccine product).FRQ042Fast visualization of thestock itemMFRQ043Grouping of vaccinesMThe System must allow the classification of vaccinesinto groups of products and the definition of groupsof products.FRQ044Standard Reports onstocksMThe System will include standard reports regardingstocks and/or movements of vaccines, allowing tospecify the period of time.FRQ045Search featureMThe proposed VMIS software solution must contain amulticriteria search engine and offer users thepossibility of selection or editing of information bycertain criteria.FRQ046Update information onstocksMThe System must provide a dedicated functionalityfor the medical institutions and warehouses thatwould allow users to update information on stockon-hand of vaccines and vaccines.FRQ047Submit requests forvaccines deliveryMThe proposed software solution must providefunctionalities for medical institutions to submitrequests for vaccines delivery, including all relateddocuments.FRQ048Single window for vaccinesorderingMThe system should be user-oriented and serve as thesingle window for ordering vaccines. It should reflectthe stock on-hand, ordered vaccines and estimatedarrival time of the goods in the medical institution, aswell as statistics on the average monthlyconsumption.15

IdentifierNameTypeDescriptionFRQ049Integration with HMISMThe System must provide a dedicated API forelectronic data exchange with HMIS.FRQ050Redistribution of vaccinesMThe system may propose how to redistributevaccines, based on data regarding the needs forvaccines in other medical institutions, consumptionand stock on-hand.Functional Requirements for the Administration ModuleIdentifierNameTypeDescriptionFRQ051Manage DocumentManagementMThe administrator shall be able to define a newdocument template that is created or uploaded in theSystem using the administrative/managementconsole of the System. The VMIS shall allowconfiguration of different data for differentdocuments, such as field types, validation rules,ranges, possible values, instructions and errormessages.FRQ052Manage alerts/internalnotificationsMAccording to the internal processes, different usersmay need to be informed of various tasks awaitingtheir action in the System e.g. received vaccines in awarehouse that are awaiting confirmation from theside of Operator. For this purpose the System willallow the administrator to manage the configurationof alerts using the administrative/managementconsole.FRQ053Manage organizations(entities) and unitsMThe System shall enable managing information aboutrelevant organizations and organizational units. Forinstance, the relevant authorities shall have their ownprofiles that they use to log into the System andupdate only their own information (Email Contact,Telephone Contact, Website Contact, PhysicalLocation, Organizational Units, Branches).FRQ054Content managementMThe System shall allow administrator to manage staticcontent without having to change the software code.FRQ055Manage users andauthorizationsMThe management of user’s roles and permissions interms of accessing the functionalities and data savedin the System – manage user rights through theroles/groups, will be available using theadministrative/management console.16

IdentifierFRQ056NameLogs MonitoringTypeDescriptionMThe Administrator will be able to monitor all actionsthat occur in the System, including those with themost important events with the legal impact. For thispurpose, the System will have its own loggingmechanism.Fig. 10. Use Case Diagram related to the Document management17

Fig. 11. Use Case Diagram related to the Management of alertsReferring to the above use case diagram (FigFig), IT administrator must have possibility to managedifferent types of alerts in the System. For example, the administrator shall be able to manage alerts thatare related to the change of status of a document or the fact of receiving vaccines in the warehouse – anoperation that is awaiting confirmation.18

Fig. 12. Use Case Diagram “Manage Entities (Organizations)”19

Fig. 13. Use Case Diagram “ Manage users and list of vaccines”Users will be managed in a centralized manner. the VMIS solution must offer a possibility for managinguser accounts, user roles (e.g. to create, update, change status and delete) and security policy, by meansof defining the permissions for user roles and users to access the functionalities and data saved in theSystem. The users shall be able to authenticate through login and password.20

Functional Requirements for the Reporting ModuleIdentifierFRQ057NameCommon reportfunctionalitiesTypeDescriptionMThe System will allow defining parameters forgenerating reports, for instance supplies per vaccinetype, time period, public authority, classifier, etc.The VMIS will enable printing reports and exportingreports using HTML, Excel, Word, xml and pdf).Also, the System will provide support for subscribingto the reports, by means of receiving generatedreports by email in regular intervals, prepared basedon defined criteria in the subscription.FRQ058Analytical reportsMThe System must be capable of producing reportsdesegregated by type of source of supply. A report pereach warehouse that groups the quantity of vaccinesreceived from different sources (procured,transferred in from other facilities, received from thecentral warehouse, etc.) should be produced.FRQ059List reportsMThe VMIS will allow generating list reports (e.g. List oftransactions, List of delivered vaccines, List ofcancelled transactions, etc.). The Contractor willprovide up to 10 reports to list information from theSystem.FRQ060Statistical reportsMThe Contractor will implement up to 15 differentstatistical reports (standard and advanced) that will bedefined as part of the detailed design process.FRQ061Time series reportsMThe System will enable generating reports with timeseries of key performance indicators and graphicrepresentations. The Contractor will develop up to 7time-series reports.FRQ062Administrative reportsMThe System will enable generating administrativereports on completed workflow statuses by users,based on user activity, completed transactions byusers and other standard administrative reports.The use-case diagrams related to the reporting module that are included below provide some examplesof the reports that are expected to be provided by the Contractor. The intention is that Contractorunderstands the complexity level to be able to estimate efforts for the requested number of reports. Thefinal list and design of the reports will be determined during the detailed design of the System.21

Fig. 12 Use Case Diagram related to the Common Reporting FunctionalitiesThe System will support drill-down option in the report, from some general level to the detailedrepresentation level. For example, to prepare a report on level of business activity group and see thenumber of transactions related to the delivery of vaccines in certain time period, and then to drill downover categories to the vaccines type.The System will enable searching generated reports and will implement web-based reporting interface.The report templates will be managed by the administrator and the System must include a tool (web userinterface) for designing reports.The VMIS System will support normal or cross-tab reports. User must have possibility to reduce processingimpact during core business hours by scheduling large reports to generate during off-peak hours.22

Fig. 23. Use Case Diagram related to Analytical ReportsFig. 346. Use Case Diagram related to List Reports23

Fig. 1745. Use Case Diagram related to the Statistical ReportsFig. 18.Use Case Diagram related to the Time Series Reports24

Fig. 19. Use Case Diagram related to the Administrative al support fordecision-makersMThe proposed VMIS solution must make available tousers capacities of managerial analysis supported bycubes of pre-processed data.FRQ064Cubes of specialized databy each area with thepossibility ofcustomizationMThe proposed solution must contain cubes ofspecialized data by each area with the possibility ofcustomization of views of analysis (table or graphic).FRQ065Filtering and sortingMThe proposed solution must allow users to establishfiltering and sorting criteria at the moment ofrunning reports.Also, the System must offer a reporting tool that willallow users do design customized reports and to savetemplates. Also there must be possible to generatead-hoc reports.FRQ066Synthetic reports withaggregated dataMThe proposed VMIS solution must allow theextraction of synthetic reports with aggregated datafrom various activities and modules.25

FRQ067Schemes of fast definitionMThe System must allow the use of schemes of fastdefinition of requirements of each specific data field(field covered by the system).FRQ068Extraction of reports inreal timeMThe System must allow the extraction of reports inreal time by activities designed for the MoHmanagement.FRQ069Adding new types ofreportsMThe proposed solution must assure the possibility ofadding new types of reports in a simple and intuitivemanner.FRQ070Customized reportingMThe proposed solution must allow the extraction ofany types of reports depending on requirements.FRQ071Exporting reports in otherformatsMThe reports must be exportable in PDF, MS Excel, andautomated delivery mechanisms (e.g. e-mail).FRQ072Definition of templatesMThe solution must allow definition of templates

M The VMIS software solution must take into account the stock on-hand of vaccines and their shelf life, planned budget for procurement, planned supplies and other relevant parameters (to be established during the analysis and design phase). FRQ019 Confirmation by using digital signature M All provided data regarding the needs for vaccines in