Inventory Management and Tracking System Training
What is IMATS? A Centers for Disease Control and Prevention web based Inventory Management and Tracking System (IMATS) A National countermeasures tracking tool born out of feedback/lessons learned from the 2009 10 H1N1 response Developed as a partnership between the CDC s Division of Strategic National Stockpile (DSNS) with the CDC s Office of Surveillance, Epidemiology and Laboratory Services (OSELS) Countermeasure Tracking Systems (CTS) program.
Overall Goal of CDC s IMATS To increase the capacity of all levels of public health to track and manage inventory of medical and non medical countermeasures during daily operations or an emergency response event This solution tracks quantities of inventory, monitors reorder thresholds, and facilitates warehouse operations including receiving, staging, and storing of inventory Features a line of sight for inventory (i.e., what is available and on hand) at state and local levels
Capabilities of IMATS: Creating a line of sight for inventory, i.e., what is available and on hand at all levels (state, regional, local and/or point of delivery) Identifying point of delivery facilities where product is shipped (i.e., hospitals, county health departments, etc.) Determining how much of the product is used/dispensed at the point of delivery location, therefore extending the line of sight Facilitating warehouse operations including receiving, staging, and storing of inventory
IMATS Features Map to Nine High level Inventory Management Business Processes Mobilization Order/Request Resources Approve Request Receive Inventory Store Inventory Pick Order Ship Inventory/Order Dispense Medical Countermeasures Demobilization
Illinois Implementation of IMATS Purpose: during a deployment of SNS assets IMATS will be used to receive and track all emergency MCM associated with that deployment. Use Benefits: Resources can be tracked from the Federal Stockpile through to use at local PODs and hospitals. Resupply can be initiated within IMATS
Configuration of Illinois System Facility Administrators: Additional facilities Additional users (must be verified and authenticated with CDC SAMS) Customize roles of user s Add inventory Accept inventory Track and dispense supplies Custom Users: Configured based on the needs of the Agency/facility Examples Pick Team Leader, Pharmacist, Dispenser, IC, etc..
Adding Facility to IMATS
Step 1: Adding Facility 1. Select Setup, under Facility, Click Add Facility
Step 1: Adding Facility 2. Fill required fields: Facility Name, Status, Type of Distribution Site, RSS Site Priority, Facility Type, POD, Closed Type, Address and Coordinates, and Primary and Secondary Contacts
Adding Users to IMATS
Step 1: Check Users 1. Confirm the user is not already added into IMATS
Step 2: Add User 2. Click Setup tab, under User, select Add User
Step 3: Enter User s Information 1. Fill required fields: First and Last Name, Role, and Contact Information, telephone and email address 2. Confirm user s information 3. Click Next
Adding Inventory to IMATS
Step 1: Adding Inventory 1. Click under Inventory Management tab, under Inventory, Add Inventory Item
Step 2: Enter Inventory Order into IMATS 2. Select your correct Facility 3. Enter Inventory Name and select correct inventory name 4. Required Fields for the inventory should be filled out: storage location type, storage location, funding source type, Quantity, and Unit of Measure
Step 2: Enter Inventory Order into IMATS continued 2. Select your correct Facility 3. Enter all Required Fields: Product Item Number, National Drug Code (NDC) or Stock Number, Product Name, Package Type, Package Size 4. Check entered fields for correctness and click Add
Reports
Reports
Inventory Management and Tracking System Workshop
Objectives Discuss the purpose of Illinois implementing the CDC s Inventory Management and Tracking System (IMATS). Describe how IMATS is set up for State and local use. Demonstrate Basic IMATS Functions: Creating Storage Locations; Adding Users; Searching Existing Users; Adding Inventory; and Running Inventory Reports. Describe the next steps in ensuring that IMATS is operational for a public health emergency.
Drill setup *Please Use the IMATS Training Site: https://imatstrain.cdc.gov 1.All endpoints locations (LHDs) and users must be loaded in IMATS 2.Users will receive an electronic inventory order for antiviral, Tamiflu 3.Users must enter their product into their IMATS 4.Users will enter an additional 3 product order of antiviral, Tamiflu, into different locations
Module 1: Adding Products to IMATS
Step 1: Receive Product Order 1.Verify the items you will be receiving from the inventory order
Step 2: Enter Product Order into IMATS 1.Click under Products tab, Add Products
Required Fields for Add Products Field Product Item Number Product Name Package Type Package Size Description Product identifier; select National Drug Code or Stock Number/Model Number Name of Product The lowest unit that represents how the product is packaged i.e., antibiotic is packaged as capsules in a bottle, the package type is Bottle Number of items contained in the package type i.e., antibiotic bottle packaged with 50 capsules, the package size is 50
Module 2: Receiving Inventory
Step 1: Receive Inventory 1. Go to Inventory Management >Receive > Add Receipt (without PO) 2. Enter required fields: Facility, Funding Source and Type, and Supplier 3. Enter Product Name 4. Enter required fields: Date received, Receipt Status, Storage Location and Type, Lot Number, Product Expiration Date, and Quantity and Unit of Measure 5. Take note of the product numbers you receive; they are needed during the Pick Process 6. After adding the receipt and clicking Done note the number assigned to the receipt will be displayed in a green message bar at the top of the page
Step 2: Verification of Inventory Receipt 1. Go to Reports > Inventory Audit Trail 2. Select Report Time Period, start and end date 3. Select Facility and Report Type 4. Click View Report
Module 3: Create a Pick List for Antiviral Tamiflu
Step 1: Create Pick Sheets 1. Go to Inventory Management > Pick > Add Pick List 2. Enter all required fields: Facility, Date Ordered, PO Number (that was noted in the previous step), PO Date, and Ship To 3. Click Done
Required Fields of Pick Sheet Field Project Area Facility Date Ordered PO Number PO Date Ship To Description Project area where the items will be picked Facility within the project area where the items will be picked Date the items were ordered Number listed on the purchase order Date listed on the purchase order Facility to which the picked items will be shipped
Step 2: Pick Process (The pick process is a two step process. It first must be marked as picked then verified in order for a shipment to be created) 1. Go to Inventory Management > Pick > Search Pick List 2. Select Facility and enter PO number noted as before 3. Select Order create beforehand with the corresponding PO number 4. Enter Pick Date and Select the Product being picked 5. Click Verify Picked 6. Again Select the Picked Product and Click Verified
Step 3: Delete Orders 1. Go to Inventory Management > Receipts > Search Receipts 2. Select Facility and Enter PO Number and Search 3. Select Purchase Order 4. Click Delete
Step 4: Remove Inventory from Stock 1. Go to Inventory Management > Inventory > Search Inventory 2. Select Facility and Product Name 3. Click Search 4. Select the Inventory Item 5. Enter the Quantity of Inventory Item 6. Click Delete
Step 5: Verify Inventory Balance is Zero 1. Go to Reports > Count Inventory 2. Select Facilities and Product 3. Enter Date Range 4. Click View in PDF or Excel 5. Verify Inventory Balance is zero
Inventory Audit Trail Inventory Audit Trail can be used to verify all transactions that were done during the exercise Go to Reports > Inventory Audit Trail Enter Date Range, Select Facility and Click View Report
IMATS Resources: IMATS: Getting Started (User s Guide) IMATS SAMS Training Presentation (Sept 7, 2011 webinar) Inventory Management Insider (quarterly newsletter) CDC Public Health Information Network (PHIN) tools: www.cdc.gov/phin/tools/imats/index.html IDPH webinars (April and June) on LMS