����Logistics Module�Training Manual
Mar, 2023
Contents of eCHIS training
2
eCHIS Overview
3
eCHIS Overview
4
5
eCHIS
Electronic Community Health Information System
FAMILY FOLDER
DATA SYNCHRONIZATION
SERVICES
REPORTS
DASHBOARD
Household info, Household properties, Household members
RMNCH, CDs, NCDs, NTDs, logistics supply and management
Demographic report, Service coverage report, disease report, HMIS reports, CHIS reports, etc.
Charts, graphs, maps, indicator analysis etc
Data sync between tablets and to central server,
SETTING
data element list, data element to form mapping, user management, access to users, organization units
Accessible from Web only
Components of eCHIS
Components eCHIS
6
RMNCH (ANC, labor & delivery, PNC, Immunization, Family Planning, Nutrition, ICCM )
DPC (CDs, NCDs, NTDs)
Logistics Supply and Management
01
02
03
04
Digital Family Folder (Household registration, Relocation, WDA profile and Membership, HEP Package Implementation Practice and Model Graduation)
Users of eCHIS
7
Data sync, connectivity everywhere
8
Tablet
Health center
with
Connection
All individual data is synced
to FMOH Server
Dashboard and reports
WoHOs
ZHDs
RHBs
Referrals
Data sync, connectivity beginning at HC
Tablet
Health center
with
Connection
All individual data is synced
to FMOH Server
WoHOs
ZHDs
RHBs
Offline
3 mobile applications
10
The eCHIS mobile application system
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Focal Person
Health Center Worker
Client
Health Center
Health Post
Community
HEW
Launching the app
12
Locate the eCHIS application icon on the tablet home screen.
If the eCHIS icon is missing from the homescreen, you can tap on the ‘Apps’ icon and look for the application there.
The HEW app
13
1
3
2
Logging In
The Home screen
14
Change the Language
Sync with Server regularly to ensure that:
Enter the application to begin reviewing information or to fill out forms
Exit the application securely to protect client information
Displays the last time a sync was completed and any pending forms
Syncing with Server & Logging out
15
Menu for first time Logging in
16
Initial Application Setup
Focal person can make edits to Gotes and HEW can sync to get the updates
Ambulance information can be updated by the HEW Focal Person
Registration of Kebele data
Registration of Gote/Village
(using Initial Application Setup)
Complete the Initial Application Setup form with the following information:
17
Submit your
first form!
HEW App Main Folders
18
����eCHIS Logistics module
Contents of Logistics Module
HEW App
HC App
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Contents of Logistics Module…
HEW App
HPMRR (between HP and HC)
21
Reports
eCHIS�Health Extension Worker (HEW) App
22
Setting up the initial inventory
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Initial Inventory
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Tapping on Start button takes you to the home screen
Tap on Logistics Menu
Initial Balance
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Initial Inventory
Tapping on Logistics menu takes you to Initial Inventory menu, which will take you to Initial Balance menu
Initial Balance
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Initial Balance
Tapping on Initial Balance menu button will take you to the following screen which asks the Safety Stock in months
Initial Balance
Select the list of items on hand
1. Amoxicillin 125mg Tablet (Dispersible
2. Artesunate Suppository
3. BP 100 Biscuit
Unit Cost of each medication
Number of batch numbers of each medication
27
Initial Balance…
Batch number, Quantity and Expiry Date of first batch
Batch number, Quantity and Expiry Date of second batch
Total Quantity of each batch number
28
Initial Balance…
Artesunate Suppository = 3
Unit cost = 13
AR01 – 300 – Sene 21, 2017
AR02 – 400 – Miazia 21, 2018
AR03 – 500 – Ginbot 19, 2016
Total = 1200
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BP 100 Biscuit = 1
Unit Cost = 5
BP01 – 700 – Mesk 13, 2016
Total = 700
Do the same for the remaining medications based on the following details
Logistics Menu
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Once the initial balance is filled out, all menus related to Logistics module will be visible under Logistics menu.
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What if you want to edit the initial inventory you registered on the app?
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Select Edit Initial Inventory menu from Logistics menu, it will take you to a screen which lists the medications you registered on Initial Balance
Edit Initial Inventory…
Select the medication you want to edit (in this case Amoxicillin) and select Edit Medications
Choose Add new batch number if you want to add a new batch
Enter the number of batches you want to add
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Edit Initial Inventory…
Enter the new batch number, quantity and expiry date
Total quantity including the ones registered on initial inventory will be shown
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Edit Initial Inventory…
Select the medication you want to edit the batch number (in this case Artesunate Suppository) and select Edit existing batch quantity
Choose the first batch number listed.
Note: it will go through each batch number
Answer Yes if you want to edit this batch number & enter Quantity and Expiry Date
35
Edit Initial Inventory…
Choose the second batch number listed. Let us keep it as it is. So, choose No when asked if you want to edit it
Choose the third batch number listed.
Let us keep it as it is. So, choose No when asked if you want to edit it
An updated list of medications with updated balance will be displayed
Edit Safety Stock
You can edit the Safety Stock of all medications
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Update Safety Stock
Select Update Safety Stock menu
Enter the new Safety Stock and finish the form
From Logistics menu, tap on Update menu
Update Medication List
You can add new medications added by using this functionality
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Update Medication List
Select the medication(s) you want to add
Unit Cost = 50
Number of batch numbers = 2
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Update Medication List
Batch Number, Quantity, Expiry Date of the first batch
Batch Number, Quantity, Expiry Date of the second batch
Total Balance will be shown & medication list will be updated
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42
eCHIS�Health Center Referral App
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Initial Balance at HC
Initial Balance
Go to Logistics menu
Select Medications Initial Balance menu – only this menu will be visible for the first time
Select Set Initial Balance menu
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Initial Balance…
Choose Amoxicillin 125mg Tablet (Dispersible) and Folic Acid 5mg Tablet
Enter Safety Stock as 1
Set Unit Cost as 25
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Initial Balance…
Number of Batch numbers = 1
Batch number, Quantity and Expiry Date of the batch
Total Quantity of each batch number
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Initial Balance…
Folic Acid 5mg Tablet = 2
Unit cost = 30
fahc00012 – 1000 – Mesk 05, 2017
fahc00013 – 4000 – Yek 13, 2019
Total = 5000
48
Do the same for Folic Acid based on the following details
Stock Update
Add New Batch Number
Add New Batch Number
Go to Logistics menu and select Medications Stock
Select the medication you want to edit, in this case Amoxicillin
Select Stock Update menu
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Add New Batch Number
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Summary of the registered batches will be displayed
Select the option to Add new batch number
Add New Batch Number
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Enter the new batch number and quantity
The Balance on the medication list will be updated
Expiry Date
Edit existing Batch Number
Edit existing Batch Number
Go to Logistics menu and select Medications Stock
Select the medication you want to edit, in this case Folic Acid
Select Stock Update menu
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Edit existing Batch Number…
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Summary of the registered batches will be displayed
Select the option to Edit existing batch information
Edit existing Batch Number…
Select the batch number to edit, in this case fahc00012
Summary of the selected batch number will be shown
Enter the updated quantity and the updated quantity will be shown on the list
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Update Medication List - HC
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Update Medication List
Go to Logistics menu and select Update Medication List
Select Update Medication List
Select the new medication you want to add, in this case BP 100 Biscuit
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Update Medication List
Set Unit Cost as 50
Number of batch numbers = 2
Enter Batch Number, Quantity and Expiry date of the first batch
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Update Medication List
Enter Batch Number, Quantity and Expiry date of the second batch
Total quantity of the item will be shown
The new item will be added on the medications list
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Language
Inventory Transactions
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Inventory Transactions
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1. Dispense
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Dispense Medication
From Logistics menu, tap on Dispense menu
Select the medication you want to dispense (in this case Amoxicillin) and select Dispense Items
Select the batch number you want to dispense
Dispense Medication
Enter Dispensing Quantity, Doc. No and Date of dispensing
Total quantity including the ones registered on initial inventory will be shown
It asks for:
Dispensing Quantity: the amount of items to dispense from the selected batch number
Doc No: document number (if there is any paper work)
Date: Date of dispensing the items
2. Loss
67
Loss
From Logistics menu, tap on Loss/ Adjustment menu
Select the medication you want to record loss for (in this case Artesunate Suppository)
Select Loss/ Adjustment
Loss…
From Logistics menu, tap on Loss/ Adjustment menu
Total updated quantity will be shown
Select Loss for the transaction type, Enter Loss Quantity, Doc. No, Reason for Loss and Date of loss transaction
3. Adjustment
70
Adjustment
From Logistics menu, tap on Loss/ Adjustment menu
Select the medication you want to record adjustment for (in this case BP 100 Biscuit)
Select Loss/ Adjustment
Adjustment…
Select batch number of the medication you want to adjust
Total updated quantity will be shown
Select Adjustment for the transaction type, Enter Loss Quantity, Doc. No, Adjustment Reason and Date of adjustment transaction
Bin Card
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Bin Card
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Bin Card
Tapping on Bin Card menu button will take you to a list of items with their current balance and unit cost
Bin Card Detail
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Update Inventory
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Update Inventory
What if you make a mistake recording inventory transactions?
You can use Update Inventory Menu to edit it
?
Update Inventory
Select the transaction you want to edit (In this case, dispense transaction)
Select Update Inventory menu
The previous dispensed quantity will be shown
Update Inventory…
Enter the edited dispensed quantity
After finishing the Update Inventory form, the balance of the item will be updated accordingly
The dispensed quantity will be updated on the detail as well
Practice 1
Follow the same steps to update the dispense transaction and change the loss transaction of Artesunate Suppository from 50 to 100
Note:
79
Practice 2
Follow the same steps to update the dispense transaction and change the loss transaction of BP 100 Biscuit from 300 to 200
Note:
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Bin Card
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Loss/ Adjustment
Dispensed Quantity
New batch number and quantity
Balance Adjusted
Received Quantity
HPMRR
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Request
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HPMRR
Refill/ Supplied Items
Health Post
Health Center
Request
84
Request…
Tap on Request from Logistics menu
Select
Send HPMRR to HC
You will be notified that you are about to send a request for refill to the health center. Then finish the form.
Request…
What if you try to send a request for the same month?
The app will not allow you to do that. It displays a message like this
?
Sync both apps
87
Receive Request from HP
Health Center App
88
Receive HPMRR Request at HC
Select Update Inventory menu
The previous dispensed quantity will be shown
Select Logistics menu
Receive HPMRR Request at HC
Select the transaction you want to edit (In this case, dispense transaction)
Select Update Inventory menu
The previous dispensed quantity will be shown
HP Calculations
91
Receive HPMRR Request at HC
calculated_consumption_this_month = beginning balance + Qty received +/- Loss or Adjustment
calculated_consumption_last_month = last beginning balance + Last Qty received +/- Last Loss or Adjustment
maximum_quantity = calculated_consumption_this_month + calculated_consumption_last_month
quantity_needed_to_reach_max = maximum_quantity – ending_balance
Receive HPMRR Request at HC
Enter Quantity Supplied and Unit Cost of the items
Enter Quantity, date of supply and expiry date of each batch number of the current item
Receive HPMRR Request at HC
The quantity supplied will be zero, because the item does not exist in the health center stock
Receive HPMRR Request at HC
Repeat the same process for the third item (BP 100 Biscuit)
Receive HPMRR Request at HC
Enter Quantity, doc number, date of supply and expiry date of each batch number of the current item
Sync both apps
97
HC Supplied Items Notifications
Now, we can go to the received notification and check the items received.
Log into the HEW app and note that a new notification icon appears on the home screen of the HEW app when you sync it
But, first…
We need to record the new batch numbers received from HC, by physically seeing the items received. To do so….
Add new batch numbers first
Select the item you want to edit menu
Select Edit Medications menu
Select Edit Initial Inventory menu under Logistics menu
Add new batch numbers first…
Select the option to add a new batch number
Number of batch numbers = 1
Enter the batch number received from HC and make the quantity 0, because we haven’t confirmed the receiving of the items yet.
Receive HPMRR Request at HC
Select the transaction you want to edit (In this case, dispense transaction)
Select Update Inventory menu
The previous dispensed quantity will be shown
Receive HPMRR Request at HC
Summary of the name of the HC and the transaction date
HP Calculations
Summary of the supplied quantity
Receive HPMRR Request at HC
Confirm that you received the items
Make the actual quantity received the same as the one on the notification
No items from Amx001 are received. So, make the quantity 0
Receive HPMRR Request at HC
No items from Amx002 are received. So, make the quantity 0
Again, No items from Amx003 are received. So, make the quantity 0
100 items from axhc00012 are received. So, make the quantity 100.
Receive HPMRR Request at HC…
Nothing is received. So, choose the option Rejected
Reason for rejecting the items = Other
105
No items are received for Artesunate
Reason for rejecting the items = No items are sent
Receive HPMRR Request at HC…
Calculations for the current month
Summary of the supplied quantity for BP 100 Biscuit
106
Receive HPMRR Request at HC…
Confirm that you received the items
Let’s make the actual quantity less than what is stated
All the items are received from one batch, so make the quantity 180
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Reason for rejecting the items
Sync both apps
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HPMRR Notification
Log into the HC app and you can see a notification from HP under HP HPMRR Notifications menu
You can see the notification listed among notifications sent from other child health posts
Tab on View HPMRR Status menu
HPMRR Notification
Summary of the health post name and the transaction date
Summary of the actual received amount, the status and remark (if any) from the HP (for Amoxicillin 125mg Tablet)
Summary of the actual received amount, the status and remark (if any) from the HP (for Artesunate Suppository)
HPMRR Notification
Summary of the actual received amount, the status and remark (if any) from the HP (for BP 100 Biscuit)
Confirm that you have reviewed the items
When you finish the form, the notification will be taken out of the notifications list
Receive Items (without receiving notification from HC)
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Receive Items (No Notification)
Go to Receive menu
Select Receive Items menu
Enter the date the items are received
113
Summary of calculation for the current month at HP for Amoxicillin
Receive Items (No Notification)…
Summary of calculation for the current month at HC for Amoxicillin
Confirm that you received the items
Enter the actual quantity received for Amoxicillin
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Quantity, Doc No, Expiry date of each batch number for Amoxicillin
Receive Items (No Notification)…
Quantity, Doc No, Expiry date of each batch number for Amoxicillin
Enter 0 for batch number not received for Amoxicillin
Enter 0 for batch number not received for Amoxicillin
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Write Remark if any
Receive Items (No Notification)…
Summary of calculation for the current month at HP for Artesunate
Summary of calculation for the current month at HC for Artesunate
Assume No Artesunate is received, so choose the option N/A (Not Applicable)
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Write Remark if any
Receive Items (No Notification)…
Summary of calculation for the current month at HP for BP 100 Biscuit
Summary of calculation for the current month at HC for BP 100 Biscuit
Assume all items received are expired, so choose the option Rejected
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Choose Reason for rejecting as Items are expired & write remark if any
Receive Items (No Notification)…
Summary of calculation for the current month at HP for Chloroquine
Summary of calculation for the current month at HC for Chloroquine
Select Received assuming you received items for Chloroquine
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Enter the actual quantity for Chloroquine
Receive Items (No Notification)…
Quantity, Doc No, Expiry date of each batch number for Chloroquine
Quantity = 0 if nothing is received for this batch number
Quantity, Doc No, Expiry date of each batch number for Chloroquine
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Enter Remark if any and finish the form
Sync both apps
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HPMRR Notification at HC
For items received without sending notification to the health post
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HPMRR Notification at HC
Log into the HC app, sync it and select the menu HP HPMRR Notifications
The notification will be listed
Tap on View HPMRR Status Menu
HPMRR Notification at HC
Summary of the health post name and the transaction date
Status, Received amount and Remark for Amoxicillin
Status, Received amount and Remark for Artesunate Suppository
HPMRR Notification at HC
Status, Received amount and Remark for BP 100 Biscuit
Status, Received amount and Remark for Chloroquine
Confirm you reviewed the notification and when you finish the form, the notification will disappear from the list
REPORTS
Days of Stock out (DOS)
the number of days where the balance of the item becomes zero
127
DOS Example
Select Dispense menu from Logistics menu
Select one item in this case BP 100 Biscuit
Select Dispense Items menu
DOS Example…
Select Dispense menu from Logistics menu
Dispense all items
Note that the balance of BP 100 Biscuit is zero
DOS Example…
Now, go to Reports menu
Select Stock Status menu
Select the item with zero balance
130
As can be seen, number of Days of Stock-out is 1
DOS Example…
Try changing your device date to 3 days to the future
Go to Logistics -> Reports -> Stock Status -> Select the item
DOS becomes 3. As the number of days goes on, DOS keeps increasing unless it is adjusted or received from HC
1. Consumption (AMC)
Total quantities of Issue in selected number of months x total days in selected months
Number of months (Total days in selected month – DOS)
(Total quantities of Issue (dispensed) in 90 days X 90)
(3 X (90 days – DOS))
Consumption (AMC)
=
Consumption for HPs (AMC)
=
AMC
Now, go to Reports menu
Select Consumption menu
AMC for all items is displayed
134
Details can been by tapping on the item
2. Stock Status
Stock Status = Stock-out
Now, go to Reports menu
Select Stock Status menu
For the item with zero balance, Stock Status = Stock-out
137
Stock Status = Stock-out
Stock Status = Overstock
Now, go to Reports menu
Select Stock Status menu
Select Amoxicillin
138
Stock Status = Overstock
Stock Status = Normal
Dispense 2 items from Artesunate, batch no AR01
Dispense 100 items from Artesunate, batch no AR01
Dispense 400 items from Artesunate, batch no AR02
139
Dispense 500 items from Artesunate, batch no AR03
Stock Status = Normal …
Go to Loss/ Adjustment menu
Adjust the quantity of Artesunate Supp with 500
Balance of Artesunate Supp becomes 548
Stock Status = Normal …
Stock Status = Normal (between Min and Max)
Details of the report (See value of MOS)
Stock Status = Emergency
Select Dispense menu from Logistics menu
Select Chloroquine from the listed items
Tap on Dispense Items menu
Stock Status = Emergency …
Dispense 400 from Ch021 batch number
Dispense 700 from Ch022 batch number
Balance of Chloroquine becomes 200
Stock Status = Emergency …
Stock Status = Emergency
MOS value shows that it is below the minimum value, which is 1. Thus the Stock Status becomes Emergency
3. Wastage Rate
145
(expired quantity in birr + damage quantity in birr)
(Beginning balance in birr + Receive in birr)
Wastage Rate
=
Wastage Rate
Go to Reports > Wastage Rate menu
Wastage Rate = 0.113 or 11.3%,
Expired Quantity in Birr of each quarter
Received Quantity in Birr of each quarter
147
Beginning Balance in Birr of each quarter
����Questions or Comments?