Supply Chain Manager User s Manual

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1 Supply Chai Maager User s Maual FEBRUARY 2006 This publicatio was produced for review by the U.S. Agecy for Iteratioal Developmet. It was prepared by the USAID DELIVER PROJECT, Task Order 1.

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3 SUPPLY CHAIN MANAGER User s Maual The author s views expressed i this publicatio do ot ecessarily reflect the views of the Uited States Agecy for Iteratioal Developmet or the Uited States Govermet.

4 USAID DELIVER PROJECT, Task Order 1 The USAID DELIVER PROJECT, Task Order 1, is fuded by the U.S. Agecy for Iteratioal Developmet uder cotract o. GPO-I , begiig September 29, Task Order 1 is implemeted by Joh Sow, Ic., i collaboratio with PATH; Crow Agets Cosultacy, Ic.; Abt Associates; Fuel Logistics Group (Pty) Ltd.; UPS Supply Chai Solutios; The Maoff Group; ad 3i Ifotech. The project improves essetial health commodity supply chais by stregtheig logistics maagemet iformatio systems, streamliig distributio systems, idetifyig fiacial resources for procuremet ad supply chai operatios, ad ehacig forecastig ad procuremet plaig. The project also ecourages policymakers ad doors to support logistics as a critical factor i the overall success of their health care madates. Recommeded Citatio Secod Pritig: USAID DELIVER PROJECT, Task Order Supply Chai Maager User s Guide. Arligto, Va.: USAID DELIVER PROJECT, Task Order 1. First Pritig: Joh Sow, Ic./DELIVER Supply Chai Maager User s Guide. Arligto, Va.: Joh Sow, Ic./DELIVER for the U.S. Agecy for Iteratioal Developmet. USAID DELIVER PROJECT Joh Sow, Ic Fort Myer Drive, 11th Floor Arligto, VA USA Phoe: Fax: Iteret: deliver.jsi.com

5 Cotets 1. INTRODUCTION TO SUPPLY CHAIN MANAGER What Is Supply Chai Maager? Product Trackig Module Distributio Resource Plaig Module What s New I Versio Miimum System Requiremets BEFORE YOU BEGIN Distributio System Requiremets Before Usig Supply Chai Maager Idetify Service Delivery Poits (SDPs) Idetify Facilities Assig Uique Facility Codes Assig a Cotact Perso for Each SDP Idetify Products Before Usig the DRP Module Idetify the Distributio Ceter Idetify Delivery Vehicles Idetify Delivery Persoel Defie Delivery Routes Usig the DRP Module Effectively Before Usig Multiple Level Istallatio Idetify Where the Data Ceters Will Be Maaged Idetify Facilities Belogig to Each Data Ceter GETTING STARTED Pull-Dow Meus Navigatio Bars Scroll Bars Tree View Meus SYSTEM MAINTENANCE System Cofiguratio Liked Tables Likig to a New Database BACKGROUND DATA Adjustmet Types Addig Adjustmet Types Viewig Adjustmet Types Editig Adjustmet Types Deletig Adjustmet Types Products Meu iii

6 SUPPLY CHAIN MANAGER USER S MANUAL Categories Products Category ad Product Order Distributio Levels Addig Distributio Levels Viewig Distributio Levels Editig Distributio Levels Deletig Distributio Levels Pritig the Selected Distributio Level Facilities Meu Facility Types Facility Type Groups Facilities Purpose of Use Addig Purpose of Use Viewig Purpose of Use Editig Purpose of Use Reportig Groups Creatig a Reportig Group Editig Reportig Groups Deletig a Reportig Group MULTI-TIER REPORTING Eablig Multi-Tier Reportig Data Ceter Maagemet Addig a Data Ceter Buildig the Data Ceter File Editig Data Ceter Iformatio Deletig a Data Ceter Disassociatig Associated Facilities Exportig Data Ceter Iformatio Importig Data Ceter Iformatio Viewig Log Files Covertig Database to Multi-Tier Ceter Creatig a Multi-tier System From Existig Multiple SCM Data Files Importig Data Ceter Wizard Files PRODUCT TRACKING Addig Product Trackig Records Viewig Product Trackig Records Editig Product Trackig Records Validatio Checks Pritig the Selected Product Trackig Record Exportig Product Trackig Records iv

7 8. DISTRIBUTION RESOURCE PLANNING Facility Stock Couts Addig Stock Couts Addig Products to Facility Stock Couts Deletig Products From Facility Stock Couts Viewig Facility Stock Couts Editig Facility Stock Couts Editig Stock Cout Dates Deletig Facility Stock Couts Delivery Persoel Addig Delivery Persoel Viewig Delivery Persoel Editig Delivery Persoel Deletig Delivery Persoel Pritig the Selected Delivery Perso Delivery Vehicles Addig Delivery Vehicles Viewig Delivery Vehicles Editig Delivery Vehicles Deletig Delivery Vehicles Pritig the Selected Delivery Vehicle Delivery Routes Addig Delivery Routes Assigig Facilities to Delivery Routes Viewig Delivery Routes Editig Delivery Routes Deletig Delivery Routes Pritig the Selected Delivery Route Delivery Plaig Addig Deliveries Cofirmig Deliveries Viewig Deliveries Pritig the Selected Delivery Editig Deliveries Deletig Deliveries REPORTS Viewig Reports Product Trackig Reports Admiistrative Reports Graphic Reports Dispesed to Users Logistics Reports v

8 SUPPLY CHAIN MANAGER USER S MANUAL Figures 3.1 Pull-dow meu Navigatio bar Arrow buttos Vertical ad horizotal scroll bars Tree meu System Cofiguratio form Liked Tables form Adjustmet Types form Blak Adjustmet Types form Delete cofirmatio message Blak Categories form Blak Products form Categories tab i Products form Delete cofirmatio message Category/Product Order form Distributio Levels form Blak Distributio Levels form Delete cofirmatio message Facility Types form Blak Facility Types form Product list i Facility Types form Delete cofirmatio message Type Groups form Blak Type Groups form Delete cofirmatio message Facilities form Blak Facilities form Sample Max/Mi Levels tab Facility Filter form Delete cofirmatio message Purpose of Use form Blak Purpose of Use form Delete purpose of use alert message Delete cofirmatio message Sample Reportig Groups form Blak Reportig Groups form Sample message box Deletio cofirmatio message Data Ceter Maagemet form Multi-Tier Data Ceters form Data file completio message Sample Multi-Tier Data Ceters form Sample error message Export file completio message Import Dataceter File form Select Database File to Import widow Sample Import Dataceter File form vi

9 6.10 Sample import-export log file Data ceter file cofirmatio message Multi-tier Data Ceters form Wiz file creatio message Sample Data Ceter Maagemet form Sample Adjustmet Record Chaged widow Data Exists message widow Successful import completio message Product Trackig form Iitialize Period cofirmatio message Purpose of Use form Commets sectio of Product Trackig form Sample ART Patiets ad TB Treatmets buttos ART Usage form TB Treatmets form Facility (Code) chaged to Facility (ame) Opeig Balace Error message Quatities Dispesed by Purposes of Use error message Closig balace error message Computer-geerated adjustmet commet Average Mothly Cosumptio Error message Quatity Required Error message Quatity issued error message Export Cosumptio Data form Save export File as form Export complete message DRP Stock Cout form Cofirmatio message Blak DRP Stock Cout form Note widow Product Filter widow New Date form Delete cofirmatio message Persoel form Blak Persoel form Delete cofirmatio message Delivery Vehicles form Blak Delivery Vehicles form Delete cofirmatio message Routes form Blak Routes form Route Stops form Delete cofirmatio message Delivery Plaig form Facilities i Need list Needed Products form Reports Used i Calculatio widow Missig Reports widow vii

10 SUPPLY CHAIN MANAGER USER S MANUAL 8.23 Selected facilities widow Cofirm delivery widow Shippig Reports form Miimized shippig reports Navigatio bar Available delivery persoel list Delete cofirmatio message Report Maager form User-defied date rage form Distributio List Optios form Tables 3.1 Commo Buttos Commo Buttos o Pull-Dow Meus Sample Distributio Levels viii

11 Acroyms AMC ART ARV CYP DB DRP LMIS NTLP SDP TB average mothly cosumptio atiretroviral therapy atiretroviral couple-years of protectio database Distributio Resource Plaig (module) logistics maagemet iformatio system Natioal TB/Leprosy Program (Ugada) service delivery poit tuberculosis ix

12 x SUPPLY CHAIN MANAGER USER S MANUAL

13 1. INTRODUCTION TO SUPPLY CHAIN MANAGER 1. Itroductio to Supply Chai Maager What Is Supply Chai Maager? Supply Chai Maager is a software tool developed by Joh Sow, Ic. Writte i Microsoft Access 2000, Supply Chai Maager provides critical logistics iformatio to maagers of distributio systems. It moitors the flow of products from the cetral warehouse through itermediate warehouses to health service delivery poits (SDPs) that distribute products to ed users. Supply Chai Maager ca help program maagers determie which facilities are uderstocked or overstocked, review treds i cosumptio o a product-by-product basis, estimate procuremet requiremets for each product, idetify facilities with potetial ivetory maagemet problems, ad pla deliveries to facilities. Supply Chai Maager is ot a system for warehouse maagemet or procuremet maagemet, but it ca work with existig maagemet systems to esure appropriate stock levels. Supply Chai Maager has two modules: a logistics maagemet module (Product Trackig) ad a Distributio Resource Plaig (DRP) module. The Product Trackig module helps moitor supply levels throughout the supply chai. The DRP module helps pla deliveries from a cetral distributio ceter to other facilities i the distributio system. Supply Chai Maager also provides a meas for trasferrig data etered ito the system across multiple levels of the supply chai. Data from SDPs ca be collected ad etered at the district level through traditioal paper-based systems. Those same data ca the be electroically submitted to ad sychroized with a cetral-level istallatio of Supply Chai Maager. Additioally, backgroud iformatio for products, facilities, ad programs ca be etered at the cetral level ad electroically distributed to the lower-level facilities ad stores. Product Trackig Module The Product Trackig module helps maagers moitor the flow of products from cetral warehouses to SDPs. This fuctio facilitates repleishmet of products up to the desired level at the ed of each reportig period. Ivetory ca be moitored regularly at warehouses (for example, cetral, regioal, or district warehouses) ad at SDPs. The module helps logistics maagers maitai appropriate stock levels throughout the supply chai, esurig that products are available whe they are eeded (provided that stock levels are regularly reported ad recorded). The Product Trackig module is desiged to assist logistics maagers i carryig out the followig activities: Moitorig the supply status of SDPs ad warehouses Moitorig treds i product distributio that ca help forecast future eeds Makig key logistics decisios o resupply, forecastig, ad procuremet Evaluatig the performace of idividual facilities ad of the etire distributio system. 1-1

14 SUPPLY CHAIN MANAGER USER S MANUAL Distributio Resource Plaig Module The DRP module helps maagers allocate distributio resources vehicles ad persoel for effective delivery of products to storage ad delivery poits withi the distributio system. The DRP module is desiged to assist maagers with the followig fuctios: Moitorig facilities withi the distributio system Defiig the miimum shipmet size of products to be distributed Defiig the types of vehicles i the distributio fleet Trackig vehicles scheduled for delivery Defiig delivery routes ad trackig completed deliveries Allocatig available persoel to delivery routes, thereby eablig efficiet use of huma resources Highlightig facilities requirig prompt delivery, thus helpig avoid stockouts. What Is New i Versio 3? Versio 3 of Supply Chai Maager is desiged to support the features of today s itegrated distributio systems. With versio 3 you ca Trasfer electroic data across multiple levels of the supply chai (multi-tier reportig) Issue reports for groups Track tuberculosis ad atiretroviral treatmet programs. Miimum System Requiremets Supply Chai Maager requires the followig miimum hardware ad software resources: Resource CPU Operatig System Memory Hard Drive Space Video Adapter Priter Miimum Requiremets Petium II class or higher Widows 95/98/2000/NT 32 MB 100 MB VGA with resolutio 8 PPM laser 1-

15 2. BEFORE YOU BEGIN. Before You Begi Distributio System Requiremets If you are to make the fullest use of Supply Chai Maager, your distributio system should have the followig characteristics: Each facility receives products from oe ad oly oe supplyig facility. All facilities report o the same schedule. Reports are submitted to oe or more processig facilities, which ca the electroically submit their data to a cetral-level processig facility for developig the big picture. Reportig is relatively complete, timely, ad accurate. Facilities report begiig stock levels, receipts, issues, ad adjustmets for each product durig each reportig period. If you use a orderig system i which facilities at the upper ed of your supply chai determie the amout of product to distribute (a push system), you may use the Distributio Resource Plaig (DRP) module i additio to the Product Trackig module. I a push system, delivery vehicles distribute products from a distributio ceter to itermediate storage facilities ad service delivery poits (SDPs) o the basis of estimated eed. Your distributio system should have these characteristics to take advatage of the DRP module: Deliveries are made from oe distributio ceter. Products are distributed oly to facilities at the ext level i the supply chai. You ca track stock levels at each facility i the Product Trackig module ad pla deliveries to those facilities i the DRP module. Data o stock levels are etered ito the Product Trackig module ad are the used by the DRP module to determie which facilities are most i eed of supplies, accordig to historical iformatio. Before Usig Supply Chai Maager Before you ca use Supply Chai Maager to track movemet of products through the supply chai, you must describe your preset distributio system. First, defie your service delivery poits ad facility types, list the products you distribute, ad list which products are supplied by each facility type. The, describe your distributio system ad establish the operatig procedures you will use to eter ad access data i Supply Chai Maager. Idetify Service Delivery Poits A service delivery poit is a health service facility dispesig products to ed users. Supply Chai Maager focuses o SDPs, viewig them as priority facilities for resupply. The software s primary role is to moitor the stock levels at SDPs. Supply Chai Maager also tracks logistics data for all -1

16 SUPPLY CHAIN MANAGER USER S MANUAL storage facilities i your distributio system to maitai the smooth flow of products from storage facilities to SDPs. You must idetify the facilities that will directly supply ed users. Supply Chai Maager uses this iformatio to determie whether to calculate the facility s average mothly cosumptio. These facilities must have a cotact perso ad a uique facility code. Idetify Facilities The facility list cotais iformatio about each facility i your supply chai. I additio to the facility code ad cotact perso, the list should have the followig iformatio for each facility: Type of facility (for example, district warehouse or ogovermetal orgaizatio) Positio of the facility withi the supply chai Fuctio of the facility (for example, warehouse, SDP, or both) Products authorized for use Miimum ad maximum moths of stock Cotact iformatio (ame, address, phoe, fax, address). SDPs ad their associated storage facilities are joitly referred to as facilities i the ivetory module s software ad documetatio. Assig Uique Facility Codes The uique facility code eables Supply Chai Maager to idetify each facility. Each facility listed i Supply Chai Maager must have a uique code. Assig a Cotact Perso for Each SDP The cotact perso at each SDP acts as the chief poit of cotact regardig logistics iformatio. He or she is resposible for the timely submissio of logistics reports. Idetify Products You must defie the followig for each product you wish to track: Uique product code Product descriptio Product category Miimum shipmet amout from the cetral supplier. -

17 2. BEFORE YOU BEGIN Before Usig the DRP Module Before you ca use the DRP module to maage distributio from a distributio ceter, you must describe delivery routes, vehicles, ad persoel. First, determie the locatio of each facility withi your distributio etwork. The idetify delivery vehicles as well as persoel resposible for deliveries. After you have gathered this iformatio, defie the routes that the vehicles will follow to deliver to facilities i your distributio system. Idetify the Distributio Ceter I the DRP module, all products are distributed from a sigle distributio ceter. Typically, this poit is the cetral storage facility i the distributio etwork, but it ca also be a regioal or district storage facility that supplies other facilities i its immediate area. You ca activate the DRP module ad idetify the distributio ceter whe you cofigure Supply Chai Maager for first use. (See System Cofiguratio i Chapter 4 for iformatio o activatig the DRP module ad idetifyig the distributio ceter.) Idetify Delivery Vehicles Trasport is essetial to ay distributio system. The DRP module allows you to defie the capacity of delivery vehicles i the distributio system ad decide which vehicle to assig to a particular route i accordace with cargo volume ad vehicle capacity. The DRP module ca also track plaed ad scheduled deliveries before they occur. Idetify Delivery Persoel The DRP module allows you to idetify the persoel resposible for makig deliveries. The module also eables you to assig delivery persoel to scheduled deliveries. Defie Delivery Routes After you have idetified delivery vehicles ad persoel, you the idicate the locatio of each facility withi the distributio etwork. I the Product Trackig module, you defied each facility as a cetral storage facility, a itermediate storage facility that receives ad distributes products, or a SDP that delivers products to ed users. To defie the distributio etwork, you create distributio routes, assig facilities to routes, ad specify the distace ad travelig time betwee each facility i the route ad betwee each facility ad the distributio ceter. Usig the DRP Module Effectively The DRP module idetifies facilities most i eed of resupply accordig to historical cosumptio data stored i the Product Trackig module. To do so, it estimates the curret balace for each product at each facility accordig to the last kow balace ad determies how much is eeded to reach the facility s maximum supply level. This process ca maximize the effectiveess of limited delivery resources by schedulig deliveries accordig to eed. Whe the delivery is scheduled, you ca load delivery vehicles so that products destied for the eediest facilities are most easily accessible. -3

18 SUPPLY CHAIN MANAGER USER S MANUAL Before Usig Multiple-Level Istallatio Before you ca take advatage of Supply Chai Maager s multi-tier fuctio, you will eed to idetify where your data ceters will be maaged. You will also eed to idetify which facilities will be associated with which data ceters. Idetify Where the Data Ceters Will Be Maaged Product-trackig data ca be collected at multiple poits (for example, districts, regios, zoes, ad the like). Each locatio for the collectio ad etry of data should be idetified ad supplied with the resources eeded for ruig Supply Chai Maager. Idetify Which Facilities Belog to Each Data Ceter Determie which facilities will submit their product-trackig reports to which data ceter. This iformatio flow may follow the ormal data flow of the existig logistics maagemet iformatio system. -

19 3. GETTING STARTED 3. Gettig Started Commo buttos ad scree elemets that are used i Supply Chai Maager are show i table 3.1. Table 3.1 Commo Buttos Butto Use Creates a ew record Edits the curret record Deletes the curret record (if the record ca be deleted) Prits the curret record or report Displays the previous record i the list Displays the ext record i the list Returs to the previous scree Commo buttos o pull-dow meus are show i table 3.2. Table 3.2 Commo Buttos o Pull-Dow Meus Butto Use Exits Supply Chai Maager Returs to the mai meu from ay submeu Returs to a submeu 3-1

20 SUPPLY CHAIN MANAGER USER S MANUAL Pull-Dow Meus Pull-dow meus, similar to that show i Figure 3.1, let you choose from a list. To use a pull-dow meu, click the arrow ext to the meu to display its list, ad the click the item you wish to select. The sample i Figure 3-1 shows that Cetral was chose from the Distributio Role pull-dow meu. Figure 3.1 Pull-dow meu. You ca also select a item from a pull-dow meu by clickig o the associated field ad typig the first letter of the item you wish to select. Navigatio Bars Navigatio bars let you move from page to page i a multipage report. Figure 3.2 shows that the curret page of a Supply Chai Maager report is 10. Displays the first page Curret page Displays the last page Previous page Next page Figure 3.2 Navigatio bar. Click a arrow butto at either ed of the avigatio bar to display a record, as show i Figure 3.2. Scroll Bars Vertical ad horizotal scroll bars o some Supply Chai Maager screes let you view more data tha your scree ca display at oe time. Click a arrow butto (Figure 3.3) to move i the idicated directio. Left Right Dow Up Figure 3.3.Arrow buttos. 3-

21 3. GETTING STARTED Figure 3.4 Vertical ad horizotal scroll bars. Figure 3.4 is a example of horizotal ad vertical scroll bars. To quickly scroll through a scree, click the square butto at the right ed or bottom ed of the horizotal or vertical scroll bar ad move it up ad dow or left ad right while holdig dow the left mouse butto. Tree-View Meus Tree-view meus represet a hierarchical data structure, such as categories ad subcategories of products o the Product Trackig form or ested reportig groups o the Product Backgroud form. Tree meus (Figure 3.5) allow you to view all the categories, subcategories, ad products i the distributio system. To the left of each category ad subcategory is a plus or mius sig. To view the subcategories ad products i a category, click the plus sig. To collapse the list of subcategories ad products, click the mius sig. Figure 3.5 Tree meu. 3-3

22 3- SUPPLY CHAIN MANAGER USER S MANUAL

23 4. SYSTEM MAINTENANCE. System Maiteace Before Supply Chai Maager ca help maage distributio, you must defie the distributio system. This sectio outlies the steps that set up Supply Chai Maager to maage the distributio system. From the mai meu, select the System Maiteace optio. System Cofiguratio The System Cofiguratio form outlies the desig of your distributio system. You must defie the system cofiguratio the first time you use Supply Chai Maager. 1. From the System Maiteace meu, select the System Cofiguratio optio.the System Cofiguratio form (Figure 4.1) is displayed. Figure 4.1 System Cofiguratio form. Chages to the System Cofiguratio form may chage Supply Chai Maager s effectiveess. Cosult your logistics officer or system admiistrator before modifyig data i the System Cofiguratio form. The Versio field is defied by the system ad caot be chaged. The Curret Period field idetifies the curret reportig period. You caot chage this field from withi the System Cofiguratio form. The curret period is chaged wheever a ew period is selected for data etry i the Product Trackig form. The Report Title fields eable you to eter baers that are prited at the top left of all reports you geerate for example, the ames of the departmet ad orgaizatio maagig the distributio system. -1

24 SUPPLY CHAIN MANAGER USER S MANUAL 2. Click oe or more ReportTitle fields ad type text to be displayed o all Supply Chai Maager reports. The # of Prior Periods to Use for Average Calculatio field lets you specify how may reportig periods Supply Chai Maager will use whe calculatig average mothly cosumptio (AMC). 3. Click the # of Prior Periods to Use for Average Calculatio field ad type the umber of reportig periods. The Reportig Period field lets you defie the legth of a reportig period. 4. Click the arrow ext to the Reportig Period field, select a reportig period from the pull-dow meu, ad click the left mouse butto. The Calculatios field lets you determie how Supply Chai Maager performs calculatios. Calculatios ca be performed as follows: Supply Chai Maager performs all calculatios. You perform all calculatios ad let Supply Chai Maager validate them. You perform the calculatios without validatio. By default, Supply Chai Maager performs all calculatios. 5. Click the arrow ext to the Calculatios field, select a calculatio optio from the pull-dow meu, ad click the left mouse butto. The Uits of Measure field lets you select the uit of measure Supply Chai Maager will use. The available uits of measure are the U.S. customary system ad metric. 6. Click the arrow ext to the Uits of Measure field, select a measurig uit, ad click the left mouse butto. The DRP checkbox lets you use the distributio resource plaig (DRP) module for distributio moitorig. 7. Click the checkbox to use the DRP module for distributio plaig. The DRP Store field lets you defie the distributio ceter that will distribute products usig the DRP module. 8. Click the arrow ext to the DRP Store field, select a distributio ceter, ad click the left mouse butto. Leave the DRP Store field blak if you are oly usig the Product Trackig module. The Service Statistics checkbox lets you collect service statistics ew users ad cotiuig users for each product you track. -

25 4. SYSTEM MAINTENANCE 9. Click the Service Statistics checkbox to eable the collectio of service statistics. The New Users Oly checkbox uder the Service Statistics checkbox lets you collect data o ew users oly. Collectig data o expected ew users for each product you track eables you to augmet curret cosumptio to meet risig demad for products such as atiretroviral drugs. 10. Click the New Users Oly checkbox to eable the collectio of statistics o ew users oly. The Purposes of Use checkbox lets you collect data o oe or more purposes of use for each product dispesed. For example, HIV test kits may be used for multiple purposes volutary couselig ad testig, prevetio of mother-to-child trasmissio, or cliical diagosis. Whe this feature is activated, Supply Chai Maager records quatities of each product dispesed by purpose of use i additio to the total quatities dispesed as reported by the facility. 11. Click the Purposes of Use checkbox to eable the collectio of data o quatities of products dispesed by purpose of use. The Quatities o Order checkbox lets you record quatities of each product o order. These quatities are the subtracted from the calculatio of the quatities required of each product to brig a facility up to the maximum stock level. 12. Click the Quatities o Order checkbox to eable the collectio of data o quatities of products o order. The Quatities o Had checkbox lets you determie whether the shipmet date field will be preseted o the Product Trackig form. 13. Click the Quatities o Had checkbox to display the shipmet date field o the Product Trackig form. The Use Category Mi/Max checkbox gives you the ability to set miimum ad maximum stock levels for each category associated with a idividual facility. 14. Click the Use Category Mi/Max checkbox to set miimum ad maximum stock levels for your facilities. The Adjust Quatity Required to mi Shipmet (AMC <1) checkbox lets you determie whether products with traditioally small AMCs (>0 ad <1) be rouded up to oe istead of rouded dow to zero. 15. Click the Adjust Quatity Required to mi Shipmet (AMC <1) to allow products with traditioally small AMCs (>0 ad <1) to be rouded up to oe. The Multi-Tier Role field lets you determie roles i a multiple-tier system o the basis of the followig optios: Noe: Not a multiple-tier system Master DB: The cetral level of the multiple-tier system -3

26 SUPPLY CHAIN MANAGER USER S MANUAL Cliet DB: A lower-level data ceter that eters the trackig data Read Oly: A complete copy of the system that caot be writte to. Selectig the Master DB, Cliet DB, or Read Oly optio will eable you to use the Multi-Tier Reportig Tools meu to create a multi-tier reportig system. Before makig this selectio, however, you will eed to defie your facilities, products, categories, ad other pertiet backgroud data. After you defie your backgroud data, you may retur to the System Maiteace form to set up your multi-tier system. See sectio 6, Multi-Tier Reportig, for more iformatio o creatig a multi-tier system. 16. Click the arrow ext to the Multi-Tier Role field, select a role from the pull-dow meu, ad click the left mouse butto. This date should ot be cofused with the date system used by your computer. The Start Date field lets you set a semipermaet startig date that Supply Chai Maager should use as a default startig date for facilities. 17. Click i the Start Date field ad eter the startig date you wat you facilities to use as the default date. The Treatmet Trackig field lets you determie which (if ay) trackig fields will be available from the Product Trackig form, based o the followig optios: Noe: No trackig fields preset TB: Trackig fields as defied for Ugada s TB program ART: Trackig fields as defied for Ugada s ART program. 18. Click the arrow ext to the Treatmet Trackig field, select a trackig optio from the pulldow meu, ad click the left mouse butto. The Last Report Alert field applies to the estimatio of facility eed i the DRP module. It lets you set the maximum time period sice the last reported stock cout i which eed ca be estimated for a particular facility. 19. Click the Last Report Alert field ad type the umber of moths sice the last stock cout i which a facility s eed ca be estimated. The Prit butto seds a copy of the System Cofiguratio form to the priter. If you do ot have access to the Supply Chai Maager software, you ca use this report to review Supply Chai Maager s cofiguratio. 20. Click Prit to prit the System Cofiguratio form. 21. Click OK whe you have fiished eterig data or whe you have fiished pritig. -

27 4. SYSTEM MAINTENANCE Liked Tables This optio lets you update the locatio of Supply Chai Maager s database tables. Whe you first istall Supply Chai Maager, the database tables are istalled by default i the C:\Programs Files\ SCMgr\Data directory or i the directory you specified for istallatio. You ca use this optio to view other Supply Chai Maager databases. 1. I the System Maiteace meu, select the Liked Tables optio. The Liked Tables form (Figure 4.2) is displayed. Figure 4.2 Liked Tables form. 2. Click the Browse butto.the Select Database to Lik to widow is displayed. It is a stadard Widows file selectio widow. 3. Locate the database to which you wat to lik (it will have the extesio.mdb). 4. Select the database, ad click the Ope butto.the Update butto is eabled after you select the data file to which you wat to lik. If the selected data file is ot the curretly liked data file (or if o data file has iitially bee selected), the status for each table will show a No uder the Attached colum as show i Figure Click the Update butto to lik the tables of the selected data file to Supply Chai Maager. -

28 SUPPLY CHAIN MANAGER USER S MANUAL Creatig a New Database Supply Chai Maager is istalled with a database that cotais sample data. Also icluded i the istallatio is a ew database that cotais o data. You ca review the features of Supply Chai Maager with the sample database. Whe you are ready to use Supply Chai Maager to track the flow of products i your distributio system, you ca ope the ew database ad start eterig data. Before you ca ope a ew database, you must create it, as explaied below: 1. Copy the scm_be_blak.mdb file form your Template Directory to your Data Directory. If you istalled Supply Chai Maager i its default locatio, the scm_be_blak.mdb file will be located at C:\Program Files\SCMgr\Template.Your Data Directory will be located at C:\Program Files\SCMgr\Data. 2. I the Data Directory, give the file you just copied a meaigful ame. Be sure to keep the.mdb extesio. 3. After you copy ad reame the scm_be_blak.mdb file, see Liked Tables i this sectio for iformatio o likig the ew database with Supply Chai Maager. -

29 5. BACKGROUND DATA. Backgroud Data I the mai meu, click the Backgroud Data optio. The Adjustmet Types form (Figure 5.1) is displayed. Adjustmet Types The Adjustmet Types form lets you add or modify types of adjustmets to ivetory, which credit or debit a facility s stock o had. Adjustmet codes ad their descriptios refer to ostadard movemet of stock, such as losses, trasfers, loas, ad expiratio. (Regular receipts ad issues are ot adjustmets.) Figure 5.1 Adjustmet Types form. If adjustmet types come from paper-based logistical reports, chages made to the adjustmet types i Supply Chai Maager must correspod with the paper-based reports. Addig Adjustmet Types Click Add. A blak Adjustmet Types form (Figure 5.2) is displayed. Fill it out as follows: 1. Type a code for the adjustmet type (oe letter or umber) ad press <Eter>. 2. Type a ame for the adjustmet type. 3. Click Yes i the Debit area if the code represets a debit (stock reductio). Skip this field if the code represets a credit (stock icrease). Figure 5.2 Blak Adjustmet Types form. 4. Click No i the User Ca Eter area if you do ot wish users to record this type of adjustmet. Skip this field if users are able to add, eter, ad delete adjustmets of this type. -1

30 SUPPLY CHAIN MANAGER USER S MANUAL 5. Click Save. 6. Repeat steps 1 5 to add more adjustmet types. 7. Click Close whe you have fiished addig adjustmet types. DE Credit (positive adjustmet) ad DE Debit (egative adjustmet) are computergeerated adjustmets used by Supply Chai Maager to esure that all reported figures are i balace. Viewig Adjustmet Types Two methods may be used to view adjustmet types. To use method 1, follow these steps: 1. Click the arrow to the right of the Fid field. 2. Select a adjustmet type from the pull-dow meu. 3. Click the left mouse butto to display the adjustmet type you selected. To use method 2, follow these steps: 1. Click Next to display the ext adjustmet type. 2. Click Previous to display the previously displayed adjustmet type. 3. Click Close whe you have fiished viewig adjustmet types. Editig Adjustmet Types Edit adjustmet types as follows: 1. Select the adjustmet type you wish to edit. 2. Click Edit. 3. Click the field you wish to edit ad type your chages. 4. If the adjustmet type is o loger active, click the Active checkbox to remove the checkmark. 5. Click Save. 6. Repeat steps 1 5 to edit additioal adjustmet types. 7. Click Close whe you have fiished editig adjustmet types. -

31 5. BACKGROUND DATA You caot delete adjustmet types for adjustmets that have bee recorded i the Product Trackig form. Deletig Adjustmet Types Delete adjustmet types as follows: 1. Select the adjustmet type you wish to delete. 2. Click Delete. A cofirmatio message (Figure 5.3) is displayed, askig you to cofirm the deletio. 3. Click Yes to delete the selected record. Click No to cacel. Figure 5.3 Delete cofirmatio message. 4. Click Close whe you have fiished deletig adjustmet types. Products Meu I the mai meu, click the Products optio. Categories The Categories form lets you group similar products. Groupig products is ecessary for forecastig i order to pla ad allocate resources to prevet stockouts. You ca categorize products by health programs if you associate products with programs. For example, you ca categorize codoms uder the AIDS-prevetio program if codoms are distributed for that purpose.you ca also associate oe product with multiple health programs. I the Products meu, click the Categories optio. The Categories form (Figure 5.4) is displayed. Figure 5.4 Categories form. -3

32 SUPPLY CHAIN MANAGER USER S MANUAL Addig Categories To add categories, click Add. A blak Categories form (Figure 5.5) is displayed. The follow these directios: 1. Type the category ame, ad press <Eter>. Figure 5.5 Blak Categories form. 2. Click the arrow ext to the Paret Group field, select a paret category from the list, ad click the left mouse butto. 3. If o other categories exist, leave the paret category field blak. 4. Click Save. 5. Repeat steps 1 4 to add more categories. 6. Click Close whe you have fiished addig categories. After you add a category, you must use the Products form to associate products with the category. (See Addig Products for more iformatio.) Viewig Categories There are two methods for viewig categories. To use method 1, follow these steps: 1. Click the arrow ext to the Fid field. 2. Select a category from the pull-dow meu. 3. Click the left mouse butto to display the selected category. To use method 2, do the followig: 1. Click Next to display the ext category. -

33 5. BACKGROUND DATA 2. Click Previous to display a previously displayed category. 3. Click Close whe you have fiished viewig categories. Editig Categories To edit categories, follow these steps: 1. Select the category you wish to edit. 2. Click Edit. 3. Chage the category ame. 4. Click Save. 5. Repeat steps 1 4 to edit additioal categories. 6. Click Close whe you have fiished editig categories. Deletig Categories Categories ca be deleted as follows: 1. Display the category you wish to delete, ad click Delete. A cofirmatio message (Figure 5.6) is displayed, askig you to cofirm the deletio. 2. Click Yes to delete the selected record. 3. Repeat steps 1 ad 2 to delete additioal categories. 4. Click Close whe you have fiished deletig categories. Figure 5.6 Delete cofirmatio message. A category ca be deleted oly whe all of its products are deleted or associated with a differet category. See the istructios for deletig ad editig products for iformatio o chagig a product s category. Pritig the Selected Category Click Prit to create a report for the selected category. -

34 SUPPLY CHAIN MANAGER USER S MANUAL Products I the Products meu, click the Products optio. The Products form (Figure 5.7) is displayed. Figure 5.7 Products form. Addig Products To add products, click Add. A blak Products form (Figure 5.8) is displayed. The, do the followig: 1. Type the product code, ad press <Eter>. 2. Type the product ame, ad press <Eter>. 3. Type the uit dose (if applicable), ad press <Eter>. 4. Products that are marked as stock level idicators are used to measure the overall stock status of a particular facility.the Distributio Resource Plaig (DRP) module calculates facility eed based o the stock status of products that are stock level idicators. If you maage a distributio system with may products, you may choose to select oly a hadful of products as stocklevel idicators. Click the Stock Level Idicator field if the product is a stock level idicator. -

35 5. BACKGROUND DATA Figure 5.8 Blak Products form. The Active flag idicates that the product is curretly distributed. By default, Supply Chai Maager marks all ew products as active. The Uits required per day field records the umber of uits of the product (tablets, bottles, ad so o) that must be used by a patiet each day. If the umber of uits required per day is less tha oe, eter a decimal fractio (for example, 0.25) i this field. Supply Chai Maager uses the umber of uits required per day to calculate the umber of products required for ew patiets. See Product Trackig o for more iformatio. 5. Type the umber of uits of the product that must be used by a patiet each day ad press <Eter>. Some products are ot kept i full supply because they are ordered by facilities oly sporadically. The No Full Supply field is used to idicate that a product is ot kept i full supply. For products for which the No Full Supply box is checked, Supply Chai Maager does ot calculate or display order quatities required to brig the products up to the established maximum stock level. 6. Click the No Full Supply field if the product is ot kept i full supply. -

36 SUPPLY CHAIN MANAGER USER S MANUAL Shipmets The Shipmets tab is composed of a Miimum Shipmets area ad a Shipmet Volumes area. The Miimum Shipmets area lets you idicate the miimum amout that ca be shipped from the supplier to storage facilities ad to service delivery poits (SDPs). Fill it i as follows: 1. Click the From Supplier field, type the miimum amout that ca be received from the supplier, ad press <Eter>. 2. Type the miimum amout to be distributed to each warehouse, ad press <Eter>. 3. Type the miimum amout to be delivered to each SDP, ad press <Eter>. The Shipmet Volumes area lets you idicate the volume of a sigle shipmet uit for each product. Shipmet volume is used by the DRP module to calculate how much of the product will fit o a delivery vehicle. To fill i the Shipmet Volumes area, follow these steps: 1. Type the size of a sigle shipmet uit set by the supplier, ad press <Eter>. 2. Type the size of a sigle shipmet uit set to each warehouse, ad press <Eter>. 3. Type the size of a sigle shipmet uit set to each SDP. Shipmet volumes are used by the DRP module to calculate delivery loads.you may leave the shipmet volume fields blak if you are ot usig DRP. Categories The Categories tab lets you assig the product to oe or more existig categories. Click the Categories tab. The list of categories (Figure 5.9) is displayed. Follow these istructios to fill out the categories tab: 1. Click the left mouse butto o oe or more categories to place a checkmark i the box to the left of each category. 2. The CYP Factor field lets you idicate the couple-years of protectio factor for a product.this field applies oly to cotraceptives.type the CYP factor i moths (if applicable). 3. Click Save. 4. Click Close whe you have fiished addig products. -

37 5. BACKGROUND DATA Figure 5.9 Categories tab i Products form. Viewig Products There are two methods of viewig products. To use method 1, follow these steps: 1. Click the arrow ext to the Fid field. 2. Select a product from the pull-dow meu. 3. Click the left mouse butto to display the product. To use method 2, follow these steps: 1. Click Next to display the ext product. 2. Click Previous to display the previously displayed product. 3. Click Close whe you fiish viewig products. Editig Products To edit products, follow these steps: 1. Select the product you wish to chage. 2. Click Edit. 3. Click the field you wish to chage, ad type your chages. -

38 SUPPLY CHAIN MANAGER USER S MANUAL 4. If the product is o loger active, click the Active field to remove the checkmark. 5. Click Save. 6. Click Close whe you have fiished editig products. Deletig Products To delete products, take the followig steps: 1. Select the product you wish to delete ad click Delete.A cofirmatio message (Figure 5.10) is displayed,askig you to cofirm the deletio. 2. Click Yes to delete the record. 3. Repeat steps 1 ad 2 to delete additioal products. Figure 5.10 Delete cofirmatio message. 4. Click Close whe you have fiished deletig products. Pritig the Selected Product Click Prit to create a report for the selected product. Category ad Product Order The Category/Product Order form lets you set the order i which categories ad products will appear o the Product Trackig form ad i reports. You ca set the order i which categories ad products are displayed i Supply Chai Maager accordig to the format of paper-based forms or reports i the distributio system. As the distributio system expads to iclude additioal health programs, you ca add each health program s categories to Supply Chai Maager ad order the products i each category. Viewig Category ad Product Order The list of categories, subcategories, ad products i Supply Chai Maager is displayed i a tree meu o the Category/Product Order form (Figure 5.11). You ca expad or cotract each category i the list by clickig o the plus or mius sig to the left of the category. Whe you expad a category, all subcategories ad products are displayed. Whe you cotract a category, the subcategories ad products are hidde from view. Figure 5.11 Category/Product Order form. -10

39 5. BACKGROUND DATA Settig the Order of Categories You ca move categories withi the etire list of categories. Whe you move a category, you also move the subcategories ad products associated with that category. Categories ad products are the displayed i the same order i the Product Trackig form. I the Products meu, select Category/Product Order. The Category/Product Order form is displayed as show i Figure Click a category you wat to move. 2. Click Move Up or Move Dow to move the category up or dow oe positio. 3. Click Move First or Move Last to move the category to the first or last positio. 4. Click Close whe you have fiished settig the order of categories. Settig the Order of Products You ca also move idividual products withi each category. 1. Click a product you wat to move. 2. Click Move Up or Move Dow to move the product up or dow oe positio withi the category. 3. Click Move First or Move Last to move the product to the first or last positio withi the category. 4. Click Close whe you have fiished settig the order of products. Distributio Levels The Distributio Levels form (Figure 5.12) lets you defie the distributio levels i the system. The table 5.1 lists sample distributio levels. Table 5.1 Sample Distributio Levels Distributio Level Cetral District SDP Defiitio Top of the distributio hierarchy. This facility supplies other facilities. Middle of the distributio hierarchy. This facility receives supplies from the cetral facility ad distributes to lesser facilities. Bottom of distributio hierarchy. This facility receives supplies from the district facility ad distributes to ed users. -11

40 SUPPLY CHAIN MANAGER USER S MANUAL I the Backgroud Data meu, click the Distributio Levels optio. The Distributio Levels form (Figure 5.12) is displayed. Addig Distributio Levels To add distributio levels, click Add. A blak Distributio Levels form is displayed as show i Figure Follow these steps: 1. Type a ame for the distributio level ad press <Eter>. Figure 5.12 Distributio Levels form. The Level field lets you idicate a distributio level s positio withi the distributio etwork. Distributio levels use umerical values to deote each positio, with oe (1) as the highest level. 2. Type the umber represetig the distributio level. 3. Click the Warehouse checkbox if the distributio level represets a storage facility. Figure 5.13 Blak Distributio Levels form. 4. Click the SDP checkbox if the distributio level represets a SDP. 5. Click both Warehouse ad SDP checkboxes if the distributio level represets a storage facility that also acts as a SDP. 6. Click Save. 7. Repeat steps 1 6 to add more distributio levels. 8. Click Close whe you have fiished addig distributio levels. Facilities are assiged to a distributio level i the Facilities form. See Editig Facilities for more iformatio. -1

41 5. BACKGROUND DATA Viewig Distributio Levels There are two methods for viewig distributio levels. To use method 1, follow these steps: 1. Click the arrow ext to the Fid field. 2. Select a distributio level from the pull-dow meu. 3. Click the left mouse butto to display the selected distributio level. To use method 2, follow these steps: 1. Click Next to display the ext distributio level. 2. Click Previous to display the previously displayed distributio level. 3. Click Close whe you have fiished viewig distributio levels. Editig Distributio Levels To edit the distributio levels, follow these steps: 1. Select the distributio level you wish to edit. 2. Click Edit. 3. Click the field you wish to chage, ad type your chages. 4. Click Save. 5. Repeat steps 1 4 to edit additioal distributio levels. 6. Click Close whe you have fiished editig distributio levels. Deletig Distributio Levels A distributio level ca be deleted oly after all its facilities are deleted or associated with a differet distributio level. (See Deletig Facilities ad Editig Facilities for more iformatio.) 1. Select the distributio level you wish to delete. 2. Click Delete. A cofirmatio message (Figure 5.14) is displayed, askig you to cofirm the deletio. Figure 5.14 Delete cofirmatio message. -13

42 SUPPLY CHAIN MANAGER USER S MANUAL 3. Click Yes to delete the selected record. 4. Repeat steps 1 3 to delete additioal distributio levels. 5. Click Close whe you have fiished deletig distributio levels. Pritig the Selected Distributio Level Click Prit to create a report for the selected distributio level. Facilities Meu I the mai meu, click the Facilities optio. Facility Types The Facility Types form lets you classify the facilities i the distributio system. Distiguishig facility types facilitates forecastig, which eables you to pla ad allocate resources to prevet stockouts. Figure 5.15 Facility Types form. Click the Facility Types optio. The Facility Types form (Figure 4.15) is displayed. -1

43 5. BACKGROUND DATA Addig Facility Types To add facility types, do the followig: 1. Click Add. A blak Facility Types form (Figure 5.16) is displayed. 2. Type the facility type ame. The Level field lets you idicate the facility type s positio i the distributio etwork. Distributio levels listed i this field are the oes you etered i the Distributio Levels form. 3. Click the arrow ext to the Level field, select a distributio level from the pull-dow meu, ad click the left mouse butto. Figure 5.16 Blak Facility Types form. Facilities are assiged to a facility type i the Facilities form. (See Editig Facilities for more iformatio.) -1

44 SUPPLY CHAIN MANAGER USER S MANUAL Addig Products to Facility Types You ca assig products to a facility type i the Products tab. The products you assig to a facility type are the oes facilities belogig to that facility type ca stock ad dispese. For example, a program for HIV/AIDS care ad treatmet may have a limited umber of facilities that are capable of providig atiretroviral therapy (ART). Therefore, atiretroviral drugs would be assiged to a facility type desigated as a ART service site. To add products to a facility type, do the followig: 1. Click the Products tab.the list of products (Figure 5.17) is displayed. 2. I the Available Products area, click the product you wat to assig to this facility type. Select multiple products by pressig <Ctrl> as you click each product. 3. Click the right arrow to move the selected product to the Issued Products area. Figure 5.17 Product list i Facility Types form. 4. Repeat steps 2 ad 3 to add more products to the facility type. 5. Click Save. 6. Click Close whe you have fiished addig products to the facility types. If the Products tab does ot list products, you must first add products. (See Addig Products for more iformatio.) -1

45 5. BACKGROUND DATA Removig Products from Facility Types Products ca be removed from a facility type as follows: 1. I the Issued Products area, click the product you wat to remove from the facility type. 2. Click the left arrow to move the selected products to the Available Products area. Viewig Facility Types Two methods are used to view the facility types. To use method 1, follow these steps: 1. Click the arrow ext to the Fid field. 2. Select a type from the pull-dow meu. 3. Click the left mouse butto to display the selected facility type. To use method 2, follow these steps: 1. Click Next to display the ext facility type. 2. Click Previous to display the previously displayed facility type. 3. Click the Products tab to view products that are associated with the selected facility type. 4. Click Close whe you have fiished viewig facility types. Editig Facility Types To edit the facility types, follow these steps: 1. Select the facility type you wish to edit. 2. Click Edit. 3. Click the field you wish to chage, ad type your chages. 4. Click the Products tab to add or remove a product. 5. Click the product you wish to add to or remove from the facility type. 6. Click the right arrow or left arrow to add the product to or remove the product from the facility type. 7. Repeat steps 1 6 to edit additioal facility types. 8. Click Save. 9. Click Close whe you have fiished editig facility types. -1

46 SUPPLY CHAIN MANAGER USER S MANUAL Deletig Facility Types Delete facility types as follows: 1. Select the facility type you wish to delete. Note that if the selected facility type has associated facilities, you must first delete or reassociate the facilities. 2. Click Delete. A cofirmatio message (Figure 5-18) is displayed, askig you to cofirm the deletio. 3. Click Yes to delete the selected record. 4. Repeat steps 1 3 to delete additioal facility types. Figure 5.18 Delete cofirmatio message. 5. Click Close whe you have fiished deletig facility types. Pritig the Selected Facility Type To prit a report for the selected facility type, follow these steps: 1. Click Prit. 2. After the report is created ad the first page is displayed, click the Prit ico to prit the report. 3. Click Close i the prit meu to retur to the Facility Types form. 4. Click Close whe you have fiished pritig facility types. -1

47 5. BACKGROUND DATA Facility Type Groups Use the Type Groups form to group facility types. This feature allows you to group two or more facility types i order to view aggregated data o the stock status ad performace of those facilities. For example, to fulfill the iformatio eeds of program maagers, you may create facility type groups accordig to the types of services each facility type offers. Examples iclude facilities that offer ART services or facilities that offer NORPLANT. Groupig several facility types i this way helps idetify facilities that provide special services ad the specific products associated with those services. Click the Facility Type Groups optio. The Type Groups form (Figure 5.19) is displayed. Figure 5.19 Type Groups form. Addig Facility Type Groups You ca add facility type groups as follows: 1. Click Add. A blak Type Groups form (Figure 5.20) is displayed. 2. Type the facility type group ame. 3. Click Save. 4. After you save the group ame, click Edit to add facility types. 5. Select oe or more facility types i the Available Types widow, ad click Add. 6. Click Save. Figure 5.20 Blak Type Groups form. -1

48 SUPPLY CHAIN MANAGER USER S MANUAL 7. Repeat steps 1 6 to add more facility type groups. 8. Click Close whe you have fiished addig facility type groups. Viewig Facility Type Groups Two methods are used to view facility type groups. To use method 1, follow these steps: 1. Click the arrow ext to the Fid field. 2. Select a group from the pull-dow meu. 3. Click the left mouse butto to display the selected group. To use method 2, follow these steps: 1. Click Next to display the ext group. 2. Click Previous to display the previously displayed group. 3. Click Close whe you have fiished viewig facility type groups. Editig Facility Type Group Names To chage a facility type group ame, follow these steps: 1. Select the facility type group you wish to chage. 2. Click Edit. 3. To chage the facility type group ame, type the group ame i the Group Name field. Editig Facility Types withi a Group These steps must be followed whe you edit facility types withi a group: 1. To remove a facility type from the group, click the facility type i the Selected Types widow ad click the left arrow. 2. To add a facility type to the group, click the facility type i the Available Types widow ad click the right arrow. 3. Click Save. 4. Repeat steps 1 3 to add facility types to or remove facility types from a group. 5. Click Close whe you have fiished editig facility type groups. -0

49 5. BACKGROUND DATA Deletig Facility Type Groups Use the followig steps to delete facility type groups: 1. Select the facility type group you wish to delete.to select more tha oe facility type, hold dow the <Ctrl> or <Shift> keys while clickig the facility type ame. 2. Click Delete. A delete cofirmatio message (Figure 5.21) is displayed, askig you to cofirm the deletio. 3. Click Yes to delete the selected record. 4. Repeat steps 1 3 to delete additioal facility type groups. Figure 5.21 Delete cofirmatio message. 5. Click Close whe you have fiished deletig facility type groups. A facility type ca be deleted oly after all associated facilities are deleted or associated with a differet facility type.(see Deletig Facilities ad Editig Facilities for more iformatio.) Pritig the Selected Facility Type Group 1. Click Prit to create a report for the selected group. 2. After the report is created ad the first page is displayed, click the Prit ico to prit the report. 3. Click Close o the Prit Meu to retur to the Type Groups form. 4. Click Close whe you have fiished pritig the selected facility type group. -1

50 SUPPLY CHAIN MANAGER USER S MANUAL Facilities I the Facilities meu, click the Facilities optio. The Facilities form (Figure 5.22) is displayed. Figure 5.22 Facilities form. Addig Facilities To add facilities, follow these steps: 1. Click Add. A blak Facilities form (Figure 5.23) is displayed. Figure 5.23 Blak Facilities form. 2. Each facility requires a uique facility code.type a uique code ad press <Eter>. 3. Type the facility ame ad press <Eter> twice. -

51 5. BACKGROUND DATA The Supplyig Facility field idicates the facility that distributes products to the curret facility. I the case of a cetral storage facility, the supplyig facility is always zero (0), idicatig that the supplier is outside the distributio system. 4. Click the arrow ext to the Supplyig Facility field, select a supplyig facility from the pull-dow meu, ad click the left mouse butto. The Active field idicates that the facility is curretly part of the distributio system. New facilities are active by default. 5. Click the arrow ext to the Facility Type field, select a type from the pull-dow meu, ad click the left mouse butto. 6. The Site Cotact field idetifies the facility s cotact perso.type the cotact perso s ame ad press <Eter>. 7. The Address, City, Regio/State ad Postal Code fields are for the facility s address.type the facility s address ad press <Eter>. 8. Type the facility s phoe umber ad press <Eter>. 9. Type the facility s fax umber ad press <Eter>. 10. The Distributio Role field lets you idicate the facility s positio i the distributio etwork.these levels are established i Addig Distributio Levels. Click the arrow ext to the Distributio Role field, select a distributio level from the pull-dow meu, ad click the left mouse butto. 11. The Warehouse checkbox idicates that the facility is a storage facility. I most cases, cetral- ad district-level facilities are warehouses (a SDP ca be a warehouse, eve though it distributes to ed users). By default, the Warehouse checkbox is uchecked to show that the facility is ot a warehouse. Click the Warehouse checkbox if the facility is a warehouse. 12. The Dispese to Users checkbox idicates that the facility distributes to ed users. By default, the Dispese to Users checkbox is checked. Click the Dispese to Users checkbox to remove the check if the facility does ot distribute to ed users. Make sure to add the top-level storage facility first.the top-level storage facility is directly ad idirectly resposible for supplyig all other facilities i the distributio etwork.always add facilities from the top dow (for example, cetral facilities first, district facilities secod, SDPs third).this method lets you select the supplyig facility as you add each facility. -3

52 SUPPLY CHAIN MANAGER USER S MANUAL The Max/Mi Levels tab (if eabled) lets each facility i your system defie a maximum ad miimum stock level for each product category. 13. Click the Max/Mi Levels tab.the Max/Mi Levels form is displayed as show i sample Figure Figure 5.24 Sample Max/Mi Levels tab. Miimum ad maximum moths of stock describe the stock level a facility should maitai. These values show the maximum allowable stock level a facility ca have ad the miimum level a facility ca reach before eedig resupply. For example, SDPs may require a maximum of three moths worth of supplies ad a miimum of oe moth s. A cetral warehouse may eed a maximum of six moths worth of supplies ad a miimum of three moths. 14. Click the Maximum Moths of Stock field, ad type the maximum stock level i moths. 15. Click the Miimum Moths of Stock field, ad type the miimum stock level i moths. 16. Click Save. 17. Repeat steps 1 16 to add more facilities. 18. Click Close whe you have fiished addig facilities. Viewig Facilities Three methods are used to view facilities. To use method 1, follow these steps: 1. Click the arrow ext to the Fid Facility field. 2. Select a facility from the pull-dow meu. 3. Click the left mouse butto to display the selected facility. -

53 5. BACKGROUND DATA To use method 2, follow these steps: 1. Click Next to display the ext facility. 2. Click Previous to display the previously displayed facility. To use method 3, follow these steps: 1. Click Filter.The Facility Filter form (Figure 5.25) is displayed.this form displays search criteria you ca use to fid a particular facility. Figure 5.25 Facility Filter form. 2. Click the arrow ext to the filter to search by, select a optio from the pull-dow meu, ad click the left mouse butto. 3. Click the State/Regio or City fields or both, ad type of the ame of the state, regio, or city to search by. 4. Click Set Filter. Facilities matchig the search criteria are displayed i alphabetical order by facility ame. 5. To clear the filter results ad display all facilities, click Clear Filter. The first facility i the list of all facilities is displayed. 6. Click Close whe you have fiished viewig facilities. Editig Facilities To edit facilities, follow these steps: 1. Select the facility you wish to edit. 2. Click Edit. 3. Click the field you wish to chage, ad type your chages. 4. If the facility is o loger active, click the Active checkbox to remove the checkmark. -

54 SUPPLY CHAIN MANAGER USER S MANUAL 5. Click Save. 6. Repeat steps 1 5 to edit additioal facilities. 7. Click Close whe you have fiished editig facilities. Deletig Facilities To delete facilities, follow these steps: 1. Select the facility you wish to delete. 2. Click Delete. A cofirmatio message (Figure 5.26) is displayed, askig you to cofirm the deletio. 3. Click Yes to delete the selected record. 4. Repeat steps 1 3 to delete additioal facilities. Figure 5.26 Delete cofirmatio message. 5. Click Close whe you have fiished deletig facilities. A facility caot be deleted if it has product-trackig records.a alert message is displayed if a facility caot be deleted. Pritig the Selected Facility To prit, follow these steps: 1. Click Prit to create a report for the selected facility. 2. After the report is created ad the first page is displayed, click the Prit ico to prit the report. 3. Click Close o the Prit Meu to retur to the Facilities form. 4. Click Close whe you have fiished pritig facilities. -

55 5. BACKGROUND DATA Purpose of Use The Purpose of Use feature lets you idicate for what purpose a product (or group of products) will be used. This feature becomes available whe the Purpose of Use field is checked durig system maiteace. See System Maiteace for more iformatio. I the Backgroud Data meu, click the Purpose of Use optio. The Purpose of Use form (Figure 5.27) is displayed Addig Purpose of Use Figure 5.27 Purpose of Use form. To add the purpose of use, follow these steps: 1. Click Add. A blak Purpose of Use form (Figure 5.28) is displayed. Figure 5.28 Blak Purpose of Use form. 2. Type a code or ame for the purpose of use. The checkmark i the Active field idicates that the purpose of use is curretly i use. 3. Click Save. 4. Click Close whe you have fiished addig purpose of use. Viewig Purpose of Use There are two methods for viewig the purpose of use. To use method 1, follow these steps: 1. Click the arrow ext to the Fid field. 2. Select a purpose of use from the pull-dow meu. 3. Click the left mouse butto to display the selected purpose of use. -

56 SUPPLY CHAIN MANAGER USER S MANUAL To use method 2, follow these steps: 1. Click Next to display the ext purpose of use. 2. Click Previous to display the previously displayed purpose of use. Editig Purpose of Use To edit the purpose of use, follow these steps: 1. Select the purpose of use you wish to edit. 2. Click Edit.The Purpose of Use field will be selected for editig. 3. Type ay desired chages i the Purpose of Use field. 4. If the purpose of use is o loger active, click the Active checkbox to remove the checkmark. 5. Click Save. 6. Repeat steps 1 5 to edit additioal purposes of use. 7. Click Close whe you have fiished editig facilities. Deletig Purposes of Use To delete purposes of use follow these steps: 1. Select the purpose of use you wish to delete. 2. Click Delete. Figure 5.29 Delete purpose of use alert message. 3. If product-trackig records are associated with the selected purpose of use, a message (Figure 5.29) is displayed, askig you to mark the purpose of use iactive. ClickYes to mark the selected purpose of use iactive. -

57 5. BACKGROUND DATA 4. If o product-trackig records are associated with the selected purpose of use, a cofirmatio message (Figure 5.30) is displayed, askig you to cofirm the deletio. Click Yes to delete the selected purpose of use. 5. Repeat steps 1 4 to delete additioal purposes of use. Figure 5.30 Delete cofirmatio message. 6. Click Close whe you have fiished deletig purposes of use. Reportig Groups The reportig groups feature helps you classify facilities as part of oe of more groups for reportig purposes. From the Backgroud Data meu, click the Reportig Groups optio. The Reportig Groups form is displayed similar to the sample i Figure Figure 5.31 Sample Reportig Groups form. This form lets you create reportig groups ad assig facilities to each group. The followig optios may be applied to each group: Accept Facilities i this group. This optio lets you determie whether the group allows users to assig facilities to the group. Allow Rollups. This optio lets you determie whether users are allowed to roll up reportig data accordig to the group. This feature, however, is curretly uavailable. Icludes child members. This optio lets you determie whether the group will cosider members of child groups as its members. (This optio allows groupig of groups.) You should select this optio if you have chose ot to allow rollups (that is, if the Allow Rollups field is ot selected). -

58 SUPPLY CHAIN MANAGER USER S MANUAL Creatig a Reportig Group To create a reportig group, follow these steps: 1. Click the Add butto. A blak Reportig Groups form is displayed similar to the sample i Figure Figure 5.32 Blak Reportig Groups form. 2. Click the Group Name field, ad type the reportig group s ame. 3. Click the Paret Group field, ad type the ame of the reportig group s paret group. If the reportig group will ot have a paret group, select <oe> from the pull-dow meu i the Paret Group field. 4. Click the field Accept Facilities i this Group or Icludes child members, or both, as eeded. These fields ca be skipped if they do ot apply to the reportig group you are creatig. If the Iherited? colum shows a X, the facility is a member of a icluded child group. 5. The Facilities Icluded box shows all facilities cosidered part of the group. Facilities may be added to the Reportig group by selectig those listed i the Facilities Not i Group box. Click the facility i the Facilities Not i Group box that you wat to make part of the group. 6. Click the move butto. -30

59 5. BACKGROUND DATA Figure 5.33 Sample message box. A message box similar to the oe i sample Figure 5.33 may appear. 7. Click Yes to save the selected facilities to the group you created.the selected facilities are moved to the Facilities Icluded box. 8. Click the Save butto to complete the process. You ca select multiple facilities at oe time usig either of two methods: To use method 1, follow these steps: 9. Hold dow the <Ctrl> key, ad click each facility you wat to iclude. 10. Click the move butto. To use method 2, follow these steps: 11. Click the first facility you wat to iclude. 12. Scroll dow to the last facility you wat to iclude. 13. Hold dow the <Shift> key, ad click the last facility you wat to iclude. This method will select all facilities from the first oe selected to the last. Editig Reportig Groups To edit reportig groups, follow these steps: 1. Select the reportig group you eed to edit ad click the Edit butto.the Group Name field will be selected for editig. 2. Click i the fields you eed to edit ad make the required chages. You ca remove oe or more facilities from a group by either of two methods. To use method 1, follow these steps: 1. Hold dow the <Ctrl> key ad click each facility you wat to exclude. 2. Click the move butto. -31

60 SUPPLY CHAIN MANAGER USER S MANUAL To use method 2, follow these steps: 1. Click the first facility you wat to iclude. 2. Scroll dow to the last facility you wat to iclude. 3. Hold dow the <Shift> key, ad click the last facility you wat to exclude. 4. Click the move butto. 5. Click the Save butto to complete the process. Deletig a Reportig Group To delete a reportig group, follow these steps. 1. Select the reportig group you wat to delete. 2. Click the Delete butto.a cofirmatio message similar to the sample i Figure 5.34 is displayed. 3. Click the Yes butto to delete the selected report group. Figure 5.34 Deletio cofirmatio message. 4. Repeat steps 1 3 to delete additioal reportig groups. 5. Click the Close butto whe you fiish deletig reportig groups. -3

61 6. MULTI-TIER REPORTING. Multi-Tier Reportig Multilevel reportig allows you to distribute the resposibility for data etry amog several locatios. This method removes the eed to trasport paper reportig forms from oe locatio to aother. A typical multi-tier system cosists of a cetrally maaged database (the Master DB) ad a umber of data collectio poits called data ceters. The Master DB maages backgroud iformatio (that is, categories, product defiitios, facility types, ad the like). Data ceters eter product trackig iformatio for the facilities uder their supervisio. Data ceters are created by the Master DB. A multi-tier system ca oly be created by selectig a role from the Multi-Tier Role field o the System Cofiguratio form. Eablig Multi-Tier Reportig You ca eable multi-tier reportig from a existig database. These are the steps: Access the System Cofiguratio form. If the form has ot bee completed, see System Cofiguratio for iformatio o completig the System Cofiguratio form. 1. At the Multi-Tier Role field, select Master DB from the field s associated pull-dow meu. You must create a Master DB before you ca associate data ceters. 2. Click the System Cofiguratio form s OK butto to save the Multi-Tier Role ad close the form.you will be retured to the System Cofiguratio submeu. 3. Select the Multi-Tier ReportigTools optio to proceed to the Multi-Tier ReportigTools submeu. Data Ceter Maagemet The Data Ceters optio lets you associate data ceters with the curret Master DB. 1. Click the Data Ceters optio.the Data Ceter Maagemet form appears similar to Figure 6.1. Figure 6.1 Data Ceter Maagemet form. -1

62 SUPPLY CHAIN MANAGER USER S MANUAL Addig a Data Ceter Use the Add butto to add Data Ceters: 1. Click theadd butto.the Multi-Tier Data Ceters form (Figure 6.2) is displayed so you ca eter basic iformatio about data ceters. 2. The Data Ceter Name field lets you idetify the data ceter. Click the Data Ceter Name field ad type the data ceter s ame. Figure 6.2 Multi-Tier Data Ceters form. 3. The field lets you idicate the data ceter s address. Click i the field ad eter the data ceter s address. The Facilities area shows the supply chai of facilities i the curret system. If the facility you wat to associate is ot listed, you will have to add it. Etries listed i this area are added through the Add Facilities operatio detailed i sectio 4 of this maual. 4. To associate a facility with a data ceter, click the box correspodig to the facility you wat to associate. Facilities displayed i red are already maaged by aother data ceter. Each facility ca be a part of oly oe data ceter. 5. After you select the facilities you wat to associate, click the Save butto to save your selectio. Buildig the Data Ceter File After you defie a data ceter, you will eed to build the data ceter record. Buildig the data ceter record simply meas creatig a database file for a ewly defied data ceter, which is a ecessary step before importig ad exportig data. To create the data ceter record, follow these steps: 1. Select the data ceter you eed to build a data ceter record for. 2. Click the Build butto. The system builds the file ad displays a message box similar to Figure 6.3. Figure 6.3 Data file completio message. -

63 6. MULTI-TIER REPORTING Editig Data Ceter Iformatio The data of a existig data ceter ca be edited as follows: 1. From the System Maiteace meu,select the Multi-Tier Reportig Tools optio, ad select the Data Ceters optio from the Multi-Tier Reportig Tools meu.the Data Ceter Maagemet form (Figure 6.1) is displayed. 2. Select the data ceter you wat to edit.whe you select a data ceter, the Edit butto becomes active. Figure 6.4 Sample Multi-Tier Data Ceters form. 3. Click the Edit butto to display the Multi-Tier Data Ceters form.the Multi-Tier Data Ceters form appears similar to Figure 6.4. Facilities associated with the selected data ceter are marked with a checkmark (4) as show i Figure 6.4. Facilities i red are associated with other data ceters. You ca associate ay of them with the curret data ceter. 4. Make the ecessary chages ad click the Save butto. Deletig a Data Ceter A data ceter ca be deleted as follows: 1. From the System Maiteace meu, select the Multi-Tier Reportig Tools optio to display the Multi-Tier Reportig Tools meu. 2. Select the Data Ceters optio.the Data Ceter Maagemet form (Figure 6.1) is displayed. Before you ca delete a data ceter, you must first disassociate all facilities associated with the data ceter selected for deletio. If you try to delete a data ceter that still has associated facilities, a error message similar to the sample i Figure 6.5 is displayed. Figure 6.5 Sample error message. All facilities associated with the selected data ceter will be marked with a checkmark (4). -3

64 SUPPLY CHAIN MANAGER USER S MANUAL 3. To disassociate facilities from a data ceter selected for deletio, click the Edit butto ad search for all facilities associated with the data ceter selected for deletio. 4. Click every checked facility to remove the checkmark (4) to disassociate the facility. 5. Click the Save butto to save your chages. 6. Now, with the data ceter chose for deletio still highlighted, click the Delete butto. A cofirmatio message is displayed, askig if you are sure that you wat to delete the selected data ceter. 7. Click the Yes butto to delete the selected data ceter.the selected data ceter is deleted from the Data Ceters Maagemet form. Exportig Data Ceter Iformatio Data from the data ceter ca be exported to update the backgroud data of the remote data ceters. The data compiled for export cosists of backgroud table chages that ca be set to a maagig data ceter. To create a export file, follow these steps: 1. Select the data ceter for which you wat to create a export file. 2. Click the Export File butto.the system will create the export file ad display a message box similar to Figure 6.6. Figure 6.6 Export file completio message. Importig Data Ceter Iformatio This feature is used to create (or re-create) a data ceter i a master database file from a wizard file (.wiz) as created from a lower-level data ceter. Data from subordiate data ceters ca be pulled ito a maagig data ceter for icorporatio ito a master database. This operatio accomplishes three tasks: It allows the import of multi-tier data files. It performs a validatio check o files selected for import. It esures that selected files are of a valid type for the curret data ceter. To import a data file, follow these steps: 1. Click the Import butto.the Import Dataceter File form is displayed (Figure 6.7). The File field idetifies the file to be imported. This field has a associated Get File butto that helps you locate the file you eed to import. Figure 6.7 Import Dataceter File form. -

65 6. MULTI-TIER REPORTING 2. Click the Get File butto. The Select Database File to Import widow is displayed (Figure 6.8). This stadard Widows file selectio widow operates like ay other Widows file selectio widow. 3. Locate ad select the data file you eed to import. 4. Click the Ope butto. Basic iformatio about the selected file is displayed o the Import Dataceter File form (see Figure 6.9). Figure 6.8 Select Database File to Import widow. Figure 6.9 Sample Import Dataceter File form. You caot edit ay fields associated with the Import Dataceter File form. 5. Click the Import butto to import the data associated with the selected data ceter. The data associated with the selected data ceter are imported. 6. Repeat steps 1 5 to import data from additioal data ceters. 7. Click the Close butto to close the import form whe you have fiished importig data. Viewig Log Files The Log Files butto lets you view a data ceter s import ad export history. To view a log file, complete these steps: 1. Select the data ceter with the import-export history for which you wat to create a log. 2. Click the Log Files butto. The import-export history of the selected data ceter displayed will be similar to that i Figure Figure 6.10 Sample import-export log file. -

66 SUPPLY CHAIN MANAGER USER S MANUAL 3. Click the Close butto to close the widow. 4. Click the Close butto o the Data Ceter Maagemet form to close the form. Covertig Database to Multi-Tier Ceter This procedure helps you take a existig flat data system ad tur it ito a multi-tier system: 1. Access the System Cofiguratio form. 2. At the Multi-Tier Role field, select Master DB from the field s associated pull-dow meu. You must create a Master DB before you ca associate data ceters. 3. Click the System Cofiguratio form s OK butto to save the Multi-Tier Role ad close the form.you will be retured to the System Cofiguratio submeu. 4. Select the Multi-Tier ReportigTools optio to proceed to the Multi-Tier ReportigTools submeu. 5. Select the Data Ceters optio to display the Data Ceter Maagemet form (Figure 6.1). 6. Click the Add butto to add a data ceter.the Multi-Tier Data Ceters form (Figure 6.2) is displayed so you ca eter basic iformatio about data ceters. 7. Eter the data ceter s ame ad address. The Facilities area shows the facility types associated with the curret system. Etries listed i this area are added through the Add Facility Types operatio detailed i sectio 4 of this maual. 1. To associate a facility type with a data ceter, click the box correspodig to the facility type you wat to associate. Facilities displayed i red are already maaged by aother data ceter. Each facility ca be a part of oly oe data ceter. 2. After you select the facilities you wat to associate, click the Save butto to save your selectios. 3. Select the ew data ceter from the data ceter list, ad click the Build butto to create the starter database for the data ceter. A cofirmatio message similar to the sample i Figure 6.11 is displayed to let you kow that Figure 6.11 Data ceter file cofirmatio message. the data ceter file has bee created. -

67 6. MULTI-TIER REPORTING 4. Click the OK butto. 5. To use the ew database, copy it to your Data Directory. If you istalled Supply Chai Maager i its default locatio, you will fid the Data Directory at C:\Program Files\SCM. 6. See Liked Tables i the system maiteace sectio of this maual to lik the ew database to Supply Chai Maager. Creatig a Multi-Tier System from Existig Multiple Supply Chai Maager Data Files From a existig database, you ca create a multi-tier system as follows: 1. Click the System Maiteace optio of the mai meu. 2. Click the System Cofiguratio optio of the System Maiteace meu. 3. Click the Multi-Tier Reportig Tools optio. 4. Click the Covert Database to Multi-Tier Data Ceter optio.the Multi-Tier Data Ceters form (Figure 6.12) is displayed so you ca eter basic iformatio about data ceters. 5. The Data Ceter Name field lets you idetify the data ceter. 6. Click i the Data Ceter Name field ad type the data ceter s ame. Figure 6.12 Multi-Tier Data Ceters form. 7. The field lets you idicate the data ceter s address. 8. Click i the field ad eter the data ceter s address. The Facilities area shows the supply chai of facilities i the curret system. If the facility you wat to associate is ot listed, you will have to add it. Etries listed i this area are added through the Add Facilities operatio detailed i sectio 4 of this maual. 9. To associate a facility with a data ceter, click i the box correspodig to the facility you wat to associate. Facilities displayed i red are already maaged by aother data ceter. Each facility ca be a part of oly oe data ceter. -

68 SUPPLY CHAIN MANAGER USER S MANUAL 10. After you select the facilities you wat to associate, click the Save butto to save your selectios. A data ceter export file will be created ad the curret database will become the selected data ceter. A message widow similar to the sample i Figure 6.13 is displayed whe this process is complete. Figure 6.13 Wiz file creatio message. 11. Click the OK butto to close the message widow. The database is ow a multi-tier data ceter. Importig Data Ceter Wizard Files After you create the data ceter files (as explaied i Covertig Database to Multi-tier Ceter), you ca import the files ito the ewly created multi-tier data ceter. From the System Maiteace meu, do the followig: 1. Click the System Maiteace optio, ad the click the Multi-Tier Reportig Tools optio i the Cofiguratio meu. 2. Click the Data Ceter optio.the Data Ceter Maagemet form is displayed similar to Figure 6.14.This form shows you the data ceters that have bee idetified as multi-tier data ceters. 3. Click the data ceter to which you wat to associate the ewly created data ceter wizard file. Figure 6.14 Sample Data Ceter Maagemet form. 4. Click the Import butto ad select the data ceter wizard file you created. Data ceter wizard files are idetified by havig wiz associated with their ame (for example, dataceter-1_wiz.mdb; dataceter-2_wiz.mdb). 5. After you select the wizard file to create, Click the Import butto.the data associated with the wizard file are imported ad compared with ay data that may exist i the multi-tier data ceter. If ay icosistecies exist i the data, the Adjustmet Record Chaged widow, similar to the sample i Figure 6.15, is displayed. Figure 6.15 Sample Adjustmet Record Chaged widow. -

69 6. MULTI-TIER REPORTING Values that do ot match are highlighted (i yellow o the user s scree), as show i sample Figure You have the optio of acceptig the ew value or keepig the curret value i the multi-tier database. Click the Accept Chages butto to accept the ew, imported values, or click the Keep Old Values butto to retai the curret database values. I either case, you will have to repeat this step for each questioed value. Durig the import operatio, a message box similar to the sample i Figure 6.16 may be displayed. This message box appears oly if data for a particular facility/period combiatio already exist. Figure 6.16 Data Exists message widow. You will have the followig optios available to you: Skip butto. Does ot import data of a particular facility or data period. Cotiues to ext facility or data period. Cacel All butto. Cacels the import ad udo the imported data files product trackig data records. Import butto. Cotiues the import of a particular record ad asks agai if aother coflict is foud. Import All butto. Cotiues with the import ad will ot ask if aother coflict arises. 7. Click the optio butto that best suits your situatio. 8. After you complete the import operatio, a message widow similar to sample Figure 6.17 is displayed to let you kow that the import operatio was successfully completed. Click the OK butto to close the message widow. Figure 6.17 Successful import completio message. 9. Repeat the import operatio as may times as eeded. -

70 SUPPLY CHAIN MANAGER USER S MANUAL 10. Whe you fiish importig the wizard files you eed, click the Close butto o the Import Dataceter File form to retur to the Data Ceter Maagemet form. 11. Click the Close butto o the Data Ceter Maagemet form to retur to the Multi-Tier Reportig Tools meu. -10

71 7. PRODUCT TRACKING. Product Trackig I the mai meu, click the Product Trackig optio. The Product Trackig Form (Figure 7.1) is displayed. Figure 7.1 Product Trackig form. Addig Product-Trackig Records Before you ca add product-trackig records, you must select the facility to which all other facilities ultimately report. This facility is usually the cetral storage facility. I some distributio systems it may be a district-level warehouse or a SDP. To add product-trackig records, follow these steps: 1. Click the arrow ext to the Facility field, select a facility from the pull-dow meu, ad click the left mouse butto. 2. Click the left or right arrow to the right of the Period field the reportig period listed o the facility s submitted report. ad select Whe you select a reportig period for the first time, a cofirmatio message (Figure 7.2) will be displayed, askig you to authorize the ew period for data etry. This message will be displayed oly for the first facility for which you are eterig data for this period. Figure 7.2 Iitialize Period cofirmatio message. -1

72 SUPPLY CHAIN MANAGER USER S MANUAL 3. Type the date that the report was received ad press <Eter>. The followig fields apply to a particular health program for which you are collectig data o ew, recurrig, ad pediatric cases. 4. Type the umber of ew cases ad press <Eter>. 5. Type the umber of recurrig cases ad press <Eter>. 6. Type the umber of pediatric cases ad press <Eter>. 7. Type the reported receipts ad press <Eter>. The Product Trackig Form does ot have a Save butto. Data are saved as you move from oe field to the ext. The remaiig fields i the Product Trackig Form apply to each product listed o the report submitted by the facility. 8. Click a product i the tree meu o the left.the Opeig Balace field for that product will be selected for data etry. 9. Type the reported opeig balace ad press <Eter>. 10. Type the reported receipts ad press <Eter>. If the reportig facility is a warehouse oly, the Issues colum will be eabled ad the Dispesed colum will be disabled. If the reportig facility is a SDP, oly the Dispesed colum will be eabled. If the facility acts as both a warehouse ad a SDP, both colums will be eabled. 11. For warehouses, type the reported issues ad press <Eter>. 12. For SDPs, type the quatities dispesed to users ad press <Eter>. If you have eabled data collectio o purpose of use, the Purpose of Use form (Figure 7.3) will be displayed. 13. Type the quatity dispesed for the first purpose of use listed ad press <Eter>. Figure 7.3 Purpose of Use form. 14. To record quatities dispesed for the other purposes of use listed, repeat step Click OK to retur to the Product Trackig Form. 16. Type the reported adjustmets (if ay) ad press <Eter>. -

73 7. PRODUCT TRACKING 17. If there are reported adjustmets, idicate the adjustmet type. 18. Click the arrow to the right of the Adjustmet Type pull-dow box, select the adjustmet type, click the left mouse butto, ad press <Eter>. 19. Type the closig balace, ad press <Eter>. If you have eabled data collectio o quatities o order, the Quatity o Order field will be eabled. 20. Type the quatity o order, ad press <Eter>. The AMC, Qty Required, ad Qty Requested fields apply to facilities that act as SDPs. 21. Type the quatity required ad press <Eter>. 22. Type the quatity requested ad press <Eter>. If you have eabled data collectio o service statistics, the New Users ad Cotiuig Users fields will be eabled, but the Cotiuig Users field will ot be displayed. 23. Repeat steps 3 22 to add product-trackig records for additioal products listed o the report submitted by the facility. The Commets sectio (Figure 7.4) lets you record commets about data submitted o the report. Some commets are automatically added by Supply Chai Maager to ote computer-geerated adjustmets. Figure 7.4 Commets sectio of Product Trackig form. 24. Click the Commet field ad type ay commets. 25. Repeat steps 1 24 to add product-trackig records for other facilities or reportig periods. If atiretroviral therapy (ART) or tuberculosis (TB) has bee selected o the System Cofiguratio form durig system maiteace (see System Maiteace for more iformatio) the ART Patiets or TB Treatmets butto will be displayed as show i sample Figure 7.5. The butto that is displayed depeds o which optio (ART or TB) was selected. If either ART or TB is selected, o butto is displayed. Figure 7.5 Sample ART Patiets ad 26. With the ART Patiets butto displayed o the ProductTrackig Form, TB Treatmets buttos. click the ART Patiets butto. The ART Usage form is displayed as show i sample Figure Click thetotal Adult Patiets Curretly o ART field, ad type the umber of adult patiets o ART. Figure 7.6 ART Usage form. -3

74 SUPPLY CHAIN MANAGER USER S MANUAL 28. Click the Total Childre Curretly o ART field, ad type the umber of childre o ART. 29. Click thetotal of All Patiets Curretly o ART field, ad type the total umber of patiets o ART. 30. Click the Close butto to close the ART Usage form ad save your etries. 31. With the TB Treatmets butto displayed o the Product Trackig form, click the TB Treatmets butto.thetbtreatmets form is displayed (Figure 7.7). 32. Click the New Cases field,ad type the umber of ew cases beig dealt with. Figure 7.7 TB Treatmets form. 33. Click the Retreatmet Cases field, ad type the umber of retreatmet cases beig admiistered. 34. Click the Pediatric Cases field, ad type the umber of childre beig treated for TB. 35. Click the Trasfers I field, ad type the umber of trasfer patiets. 36. Click the Close butto to close the TB Treatmets form ad save your etries. 37. Click Close whe you have fiished addig product-trackig records. Viewig Product-Trackig Records The Product Trackig Form helps you fid facilities with associated trackig records by lookig up the facility s code or ame. By default, facilities are listed by code. To fid a facility by code, follow these directios: 1. Click the arrow ext to the Facility (Code) field. 2. Select the facility you wat from the pull-dow meu. 3. Click the left mouse butto. To fid a facility by ame, follow these directios: 1. Click Facility (Code). As show i sample Figure 7.8, the Facility (Code) tag becomes Facility (ame), ad a pull-dow meu lists facilities listed by ame. 2. Select the facility you wat from the pulldow meu, ad click the left mouse butto. Figure 7.8 Facility (Code) chaged to Facility (ame). -

75 7. PRODUCT TRACKING 3. If the selected facility has a product-trackig record for the curret reportig period, it is displayed ad appears i a format similar to Figure 7.1. If the selected facility does ot have a product-trackig record for the curret reportig period, click the back arrow util a record is displayed. 4. Repeat steps 2 ad 3 to view product-trackig records for additioal facilities. 5. Click Close whe you have fiished viewig product-trackig records. Editig Product-Trackig Records Edit product-trackig reports as follows: 1. Select the facility whose product trackig data you wish to edit. 2. Select a reportig period. 3. Click the field you wish to chage, type your chages, ad press <Eter>. 4. Repeat steps 1 3 to edit product-trackig records for additioal facilities. 5. Click Close whe you have fiished editig product-trackig records. Validatio Checks Whe you modify a field o the Product Trackig Form, Supply Chai Maager performs a validatio check ad displays a message iformig you of ay validatio errors. For most validatio checks, Supply Chai Maager makes the appropriate adjustmet whe you select Yes or OK. The most commo validatio error messages are described below. Opeig Balace If the opeig balace you eter differs from the closig balace for the previous reportig period, a error message (Figure 7.9) appears: 1. Click Yes to keep the umber you recorded. 2. Click No to use last moth s closig balace. 3. Click Cacel to reeter the opeig balace. Figure 7.9 Opeig Balace Error message. The opeig balace should always equal the closig balace reported durig the previous reportig period. -

76 SUPPLY CHAIN MANAGER USER S MANUAL Dispesed by Purpose of Use If the sum of quatities dispesed by the purpose of use you have etered does ot match the total dispesed that was etered, a error message similar to that i Figure 7.10 is displayed. Figure 7.10 Quatities Dispesed by Purposes of Use error message. Closig Balace If the closig balace you recorded does ot match the calculated umber, a error message (Figure 7.11) appears. 1. Click OK to keep the umber you recorded ad let Supply Chai Maager geerate a adjustmet. Supply Chai Maager adds a ote to the Commet field regardig the date ad time the adjustmet was made (Figure 7.12). 2. Click Cacel to reeter the closig balace. Figure 7-11 Closig balace error message. Figure 7.12 Computer-geerated adjustmet commet. The closig balace recorded i Supply Chai Maager must equal the facility s reported closig balace. Do ot chage the reported closig balace. Average Mothly Cosumptio The average mothly cosumptio for each product is calculated by dividig the total quatity dispesed to users by the umber of periods to use for average calculatio (see System Cofiguratio for more iformatio). If the umber you recorded does ot match the calculated umber, a error message appears (Figure 7.13). 1. Click Yes to keep the umber you recorded. Figure 7.13Average Mothly Cosumptio Error message. 2. Click No to use the calculated umber. -

77 7. PRODUCT TRACKING 3. Click Cacel to reeter the average mothly cosumptio. Whe a facility is overstocked (above maximum), a egative umber appears i the Quatity Required field. Quatity Required The quatity required is calculated by multiplyig average mothly cosumptio by the maximum moths of supply ad subtractig the closig balace from the result. If the umber you recorded does ot match the calculated umber, a error message (Figure 7.14) appears. 1. Click Yes to keep the umber you recorded. 2. Click No to use the calculated value. Figure 7.14 Quatity Required Error message. 3. Click Cacel to reeter the quatity required. Quatity Issued The quatity issued is the amout the facility has received. This amout caot be a egative umber. If you eter a egative umber, a error message (Figure 7.15) appears. Click OK ad eter a positive umber or zero. Figure 7.15 Quatity issued error message. Pritig the Selected Product-Trackig Record To prit the selected product-trackig report, follow these steps: 1. Click Prit. 2. Click Close whe you fiish pritig the product-trackig record. Exportig Product-Trackig Records You ca export product-trackig records to a text or XML file for import ito other logistics maagemet software such as PipeLie: 1. I the mai meu, click the Utilities optio. 2. I the Utilities meu, click the Export Cosumptio Data optio.the Export Cosumptio Data form (Figure 7.16) is displayed. -

78 SUPPLY CHAIN MANAGER USER S MANUAL 3. I the Export Periods area, click the arrow to the right of the From pull-dow box, click a startig period, ad click the left mouse butto. 4. Click the arrow to the right of the To pull-dow box, click a edig period, ad click the left mouse butto. 5. I the Products widow, click oe or more boxes to the left of the categories ad products i order to iclude them i the export file. 6. I the Export area, click XML or Text file format. Figure 7.16 Export Cosumptio Data form 7. Click the ellipsis to the right of the File field.the Save export File as form (Figure 7.17) appears. 8. Eter a file ame i the File ame text box. 9. To chage the locatio of the export file, click the Save as type pull-dow box ad select aother directory. 10. Click Save.The Export Cosumptio Data form will agai be visible. Figure 7.17 Save export File as form. 11. Click Export. If the data are successfully exported, a cofirmatio message similar to Figure 7.18 will appear. If you did ot specify a directory i the Save export File as form, the file will be saved to the default Supply Chai Maager directory. Figure 7.18 Export complete message. -

79 7. PRODUCT TRACKING The export file will cotai the followig data about each product withi the export period specified: Product code Aggregated cosumptio at service delivery poits (quatities dispesed to users) Aggregated adjustmets at all distributio levels. -

80 -10 SUPPLY CHAIN MANAGER USER S MANUAL

81 8. DISTRIBUTION RESOURCE PLANNING.Distributio Resource Plaig I the mai meu, click the DRP optio. The DRP optio will be visible oly if the DRP module is checked i the System Cofiguratio form. (See System Cofiguratio for more iformatio.) Facility Stock Couts The DRP Stock Cout form lets you record stock levels at each facility. Reported stock levels are used to estimate curret stock balaces. Click the Facility Stock Cout optio. The DRP Stock Cout form (Figure 8.1) is displayed. Figure 8.1 DRP Stock Cout form. Addig Stock Couts To add stock couts, follow these steps: 1. Click the arrow ext to the Fid Facility field, select a facility from the pull-dow meu, ad click the left mouse butto. 2. Click the O Date field ad type the date that the stock level was collected. Figure 8.2 Cofirmatio message. 3. Click Add New butto. A cofirmatio message (Figure 8.2) is displayed, askig you to cofirm the ew record. -1

82 SUPPLY CHAIN MANAGER USER S MANUAL 4. Click Yes to add a stock cout record. A DRP stock cout record (Figure 8.3) is created for the facility, listig products distributed by the selected facility. 5. Click the arrow ext to the Completed By field, select from the pull-dow meu the ame of the perso who reported the stock cout, ad click the left mouse butto. Figure 8.3 Blak DRP Stock Cout form. 6. Click the Note field ad type a ote for the stock cout record if applicable. 7. For each product reported, click the Stock level field ad type the reported stock level. You ca eter otes o ay product by clickig the ote ico to the right of the Stock level field. 8. Click the Note ico to the right of the Stock level field to ope the Note widow for the selected product.the Note widow (Figure 8.4) is displayed. Figure 8.4 Note widow. 9. Type a ote ad click OK or close the Note widow to retur to the DRP Stock Cout form. 10. Click Cacel to close the Note widow without addig otes. -

83 8. DISTRIBUTION RESOURCE PLANNING Addig Products to Facility Stock Couts Products ca be added to facility stock couts as follows: 1. Click the Add Product(s) butto.the Product Filter widow (Figure 8.5) is displayed, listig all products i Supply Chai Maager. 2. Click oe or more products to add. 3. Click OK to close the Product Filter widow. 4. Click Cacel to close the widow without addig products. The selected products appears o the stock cout form. Figure 8.5 Product Filter widow. Deletig Products from Facility Stock Couts Products ca be deleted from the stock cout of the selected facility as follows: 1. Click Delete Product(s).The Product Filter widow (Figure 8.5) is displayed, listig all products distributed by the facility s type. 2. Click oe or more products you wish to delete. 3. Click OK to delete the selected products. 4. Click Close to retur to the DRP Stock Cout record. Viewig Facility Stock Couts There are three methods of viewig facility stock couts. To use method 1, follow these steps: 1. Click the arrow ext to the Fid Facility field. 2. Select a facility from the pull-dow meu. 3. Click the left mouse butto to display the curret stock cout record for that facility. To use method 2, follow these steps: 1. Click the arrow ext to the o Date field. 2. Select a date from the pull-dow meu. 3. Click the left mouse butto to display the stock cout record for the selected facility. -3

84 SUPPLY CHAIN MANAGER USER S MANUAL To use method 3, follow these steps: 1. Click the arrow ext to the Fid Facility field, select a facility from the pull-dow meu, ad click the left mouse butto. 2. Click the arrow ext to the o Date field, select a date from the pull-dow meu, ad click the left mouse butto. The facility s stock cout o the selected date is displayed. If the facility has more products tha ca be displayed o the scree, click the vertical scroll bar to view additioal products. Editig Facility Stock Couts To edit facility stock couts, do the followig: 1. Select the stock cout record you wish to edit. 2. Click the field you wish to chage ad type your chages. 3. Click Close whe you have fiished editig the stock cout record. Editig Stock Cout Dates To edit stock cout dates, follow these steps: 1. Click Chage Date.The New Date form (Figure 8.6) is displayed. 2. Type a date ad click OK. Figure 8.6 New Date form. Deletig Facility Stock Couts To delete facility stock couts, follow these steps: 1. Click Delete. A cofirmatio message (Figure 8.7) is displayed, askig you to cofirm to delete. 2. Click Yes to delete the selected record. 3. Click No to cacel. Figure 8.7 Delete cofirmatio message. -

85 8. DISTRIBUTION RESOURCE PLANNING Delivery Persoel I the DRP meu, click the Persoel optio. The Persoel form (Figure 8.8) is displayed. Addig Delivery Persoel To add delivery persoel, follow these steps: 1. Click Add. A blak Persoel form (Figure 8.9) is displayed. 2. Type the delivery perso s last ame ad press <Eter>. Figure 8.8 Persoel form. 3. Type the delivery perso s first ame. 4. Click Save. 5. Repeat steps 2 4 to add more delivery persoel. 6. Click Close whe you have fiished addig persoel. Figure 8.9 Blak Persoel form. Viewig Delivery Persoel Two methods are used to view delivery persoel. To use method 1, follow these steps: 1. Click the arrow ext to the Fid field, select a delivery perso from the pull-dow meu, ad click the left mouse butto to display the delivery perso s first ad last ame. 2. Click Close whe you have fiished viewig delivery persoel. To use method 2, follow these steps: 1. Click Next to display the ext delivery perso. 2. Click Previous to display a previously displayed delivery perso. 3. Click Close whe you have fiished viewig delivery persoel. -

86 SUPPLY CHAIN MANAGER USER S MANUAL Editig Delivery Persoel To edit delivery persoel, follow these steps: 1. Select the delivery perso whose ame you wish to edit. 2. Click Edit. 3. Click the Name field you wish to edit, ad type your chages. 4. Click Save. 5. Repeat steps 1 4 to edit additioal delivery persoel. 6. Click Close whe you have fiished editig delivery persoel. Deletig Delivery Persoel To delete delivery persoel, follow these steps: 1. Select the delivery perso you wish to delete. 2. Click Delete. A cofirmatio message (Figure 8.10) is displayed, askig you to cofirm the deletio. 3. Click Yes to delete the selected delivery perso. 4. Repeat steps 1 3 to delete additioal delivery persoel. 5. Click Close whe you have fiished deletig persoel. Figure 8.10 Delete cofirmatio message. Pritig the Selected Delivery Perso To prit a record, follow these steps: 1. Select the delivery perso whose record you wish to prit. 2. Click Prit to create a report for the selected perso. 3. Click Close whe you have fiished pritig delivery persoel records. -

87 8. DISTRIBUTION RESOURCE PLANNING Delivery Vehicles I the DRP meu, click the Vehicles optio. The Delivery Vehicles form (Figure 8.11) is displayed. Figure 8.11 Delivery Vehicles form. Addig Delivery Vehicles To add delivery vehicles, follow these steps: 1. Click Add. A blak Delivery Vehicles form (Figure 8.12) is displayed. Figure 8.12 Blak Delivery Vehicles form. 2. The Truck field lets you eter a brief descriptio of the delivery vehicle (example: Half-to pickup). Type a brief descriptio of the delivery vehicle ad press <Eter>. -

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