September 2021

WEARHOUSE INVENTORY
MANAGEMENT IMPLEMENTATION
REQUIREMENTS

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Table of Contents
1 USER PERSONAS & USER STORIES 1

2 PROCESS FLOWS 7
2.1 CURRENT PROCESS 7
2.2 OVERALL TO-BE OPENLMIS PROCESS 8

3 REQUIREMENTS 9
3.1 CONFIGURATION - SCHEDULES 9
3.2 CONFIGURATION - REQUISITION TEMPLATE 10
3.3 REQUISITIONS - CREATE REQUISITION 11
3.4 REQUISITIONS - CALCULATE REQUISITION 11
3.5 REQUISITIONS - PRINT REQUISITION 13
3.6 REQUISITIONS - SUBMIT REQUISITION 13
3.7 REQUISITIONS - AUTHORIZE REQUISITION 13
3.8 REQUISITIONS - AGGREGATE REQUISITIONS 14
3.9 REQUISITIONS - REJECT REQUISITION 15
3.10 REQUISITIONS - APPROVE REQUISITION 16
3.11 REQUISITIONS - VIEW REQUISITIONS 17
3.12 REQUISITIONS - EMERGENCY REQUISITION 18
3.13 ORDERING - CONVERT TO ORDER 18
3.14 INVENTORY MANAGEMENT 19
3.15 REPORTS - VIEW REPORTS 20

4 STANDARD REPORTS 23
4.1 ADJUSTMENT SUMMARY REPORT 23
4.2 CONSUMPTION REPORT 24
4.3 DISTRIBUTION LIST 25
4.4 MONTHLY LOGISTICS REPORT SUMMARY 26
4.5 STOCK IMBALANCES REPORT 27
4.6 STOCK STATUS BY FACILITY REPORT 28
4.7 LOT AND EXPIRY DATES REPORT 29
1 User Personas & User Stories
The requirements are captured in the form of user stories, an agile software development methodology.
A story is a description of system functionality and requirements from the user’s perspective. It aims to
identify what the user aims to accomplish in each component and the desired outcome of each action.

User-centered design is important to the definition of requirements and subsequent development of

OpenLMIS. A user persona is depicted as a specific person but is not a real individual; rather, the
persona is a representation of the user synthesized from observations and input from various
stakeholders and users.

User stories use the personas to define requirements and note where requirements differ between
users. To most effectively capture requirements for all users, the personas represent users in different
roles and different levels of the supply chain: those who support the system, those who use the system
to support a business process. Table 1 presents the user personas.

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Figure 1: Roles/Titles Organizational Chart

State
Management

State
State Nodal
Officer
Funder State Logistics
Personnel
Other

Administrator
District Nodal
Officer
Implementer
Subordinate
Officer
District

Storeroom
District Centre
Manager
Storeroom
District Centre
Manager
Warehouse
District Manager
Warehouse Storeroom
Manager

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Table 1: User Personas

Context, Characteristics,
Level Goals System Role Pain Points
Comments, Quotes
Title: Storeroom Manager
Role: Complete basic paper logistics forms/Stock Management
 Stock out,
over stocks  Tech aptitude: Low
 Minimize stock outs
Level  Plays technical skills
 Ensure timely ordering/issuing of the
District  Perform Stock multiple roles  Has limited / poor
right books in the right quantity
Warehouse movements  Time spent internet connectivity
 Have the right stock at the right time
 Update Inventory on  Some training in
at the facility by ensuring the right
State Centre  Issues physical reporting/data logistics management
stock is being ordered
stock to lower entry  Individual responsible
 Receive verified quantity of books into
District levels  Managing for issuing stock to those who
store and determine need for
Centre multiple are dispensing and/or
remedial action when necessary
programs' dispensing
reporting needs
Title:  Warehouse Manager
Role: Reviews and Confirms Response & Recovery
Level  Manage the orders for the  Reviews and  Responsible  Well educated
District warehouse confirms for a lot of  Medium – high
Warehouse  Maintain chain of custody and distribution plans paperwork technical skills
appropriate environmental conditions (orders) (managerial work)  Logistician
for stock and inventory  Signs off on  Lack of time
 Visibility into stock levels Proof Of  Late/lack of
 Visibility into central warehouse Delivery(PODs) reports and
stock levels  Procures orders from
 Oversees staff (Warehouse Books from third- municipalities
Clerks) party suppliers  Does not
 Reports on receive enough
his current stock products from

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 levels
 Aggregates
reports requisitions
upper levels
from State/District
centre and book
stores
Title: Central Logistics Personnel
Role: View data/orders → Order fulfillment
 Have 100% reporting rate
 View reports
 All orders fulfilled
 Reporting
Level  Ensure timely delivery of commodities  Medium – high technical skills
rate
State /  Create monthly/quarterly reports for  Low stock  Sits at the central/national
 View orders
Central stakeholders and officials availability /regional warehouse
 Issues
Warehouse  Long term supply and program  Some Logistics training
products to lower
planning based on stock and
levels
requisitions data
Title: State Nodal Officer
Role: Reviews and Confirms Requisitions
Level  Visibility into province’s supply  Approves  Reports are  Has internet
District chain performance and facilities’ stock requisitions late/not reported connectivity, though
levels  Approves  Stock out, unreliable
 Ensure timely ordering/issuing of Orders over stocks  Medium technical skills
the right commodities in the right  Reviews  Managing  Would need to see
quantity budget and adjusts multiple budget and allocations
 Ensure timely reporting order quantities as programs'  Would want to see data
 I want my facilities to have the needed reporting needs from lower facilities
right stock at the right time. I want to  Reviews  Would like an easy to
ensure the right stock is being ordered. procured product use and intuitive system
I want to minimize stock outs or from third-party  Wants to see current
overstocks suppliers on his stock levels at the provincial
 Manages the orders for the program. warehouse and/or provincial
warehouse  Drafts hospitals
distribution plan
 Aggregates

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 reports from
municipalities
Title: National Program Management
Role: Views data and reports
 Late  Tech aptitude: varies
 To have the right stock available
 View reports reporting  Likely a medical
for the needs of the service delivery
Level  Data analysis (requisitions professional (MD or Pharm.)
point and own storeroom
Central for quality submitted) with limited logistics
 Review the requested quantities
-Ministry of improvement, KPI  Stock out, knowledge
to ensure the appropriate amount of
Health tracking, and supply over stock  Would want a system
stock is being requested/ordered
planning  Data quality to view reports and access
 Review Budgets
and visibility data

Title: Provincial Medical Officer (PMO)

Role: Reviews and Approves R&R

 Signs-off on
 Has limited internet
distribution plans
connectivity
 Signs-off on
 Medium-High technical
requisitions from
 Busy skills
 Manages province health programs Central or third-party
 Not Enough  Would want to see data
 Manages budget for warehouse suppliers
Level Budget from lower facilities
maintenance and equipment  Signs-off on
Provincial  Non-  Would like an easy to
 Signs off on any major decision at PODs
Reporting use and intuitive system
provincial level  Receives
Facilities  Wants to see current
reports on current
stock levels at the provincial
stock levels and
warehouse and/or provincial
usage
hospitals
Funder
 Verify compliance / impact of
 Data quality
programs and projects via indicators  Limited time
 Receives reports and visibility
measured in OpenLMIS  Very high-level,
and aggregate data  Timely
 Confidence in the supply chain aggregated data
reporting
through transparency

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 Administrator
 Basic technical skill set
(create CSV file imports)
 Responsible
 Must have all data
for ongoing  Intuitive
 Assist users in their use of the needed for configuration of
administration of navigation
system the system
the system  Robust con-
 Ensure system operation  Has internet
 Monitoring figuration
 Maintains the system (backups, connectivity
and maintenance  Global
performance, data)  Most likely a national of
 System permissions
the host country with a local
configuration
degree in information
systems
Implementer
 Basic technical skill set
 To set up OpenLMIS to the country's  Configures
(create CSV file imports)
specifications the system
 Must have all data
 Ensure all the appropriate  Uploads/adds
needed for configuration of
configurations are made so that the facilities,
the system
OpenLMIS users can appropriately programs, periods,
 Has internet
manage stock levels schedules
connectivity

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2 Process Flows
2.1 Current Process
Figure 2: Current Process

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2.2 Overall to-be OpenLMIS Process
Figure 3: OpenLMIS To-Be Process

*OpenLMIS scope in blue

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3 Requirements
Currently, periodic logistics reporting includes Essential Meds as well as other programs' supply chains
(Malaria, Family Planning, HIV, TB, Nutrition, and more). Facilities complete various logistics forms to
report on commodities for all programs. The reporting process is considered separate, however, from
the ordering process. Additionally, the programs may have parallel or additional reporting, data
collection and/or supervision.

Functional requirements for OpenLMIS based on the current processes are detailed in the sections that
follow. Each requirement, in user story format, is labeled with a title, importance, and notes about
whether or not this is existing functionality. The importance of the requirement is intended to reflect
the prioritization of the requirement based on the assessment:

o Must have – indicates that this requirement is part of the minimum viable product for
deployment. “Must have” indicates that the requirement is critical for users to complete their
duties and for a system deployment to be successful. Any “must-haves” that are not existing
functionality would be top priority for development prior to deployment.
o Should have – indicates that the requirement is important and would, ideally, be met for a
deployment, though the deployment could be successful if it was not (or not fully) met.

o Nice to have – indicates that the requirement is not critical to a deployment. “Nice to have”
requirements would be implemented (if not existing) if there are additional time and resources
after addressing higher priority requirements.

As is harmonizing the multiple reporting and requisition forms and standard operating procedures for
logistics management, requirements may change as the discussions and the implementation of new,
standardized forms and SOPs progress. Further, the changes may generate new requirements.

3.1 Configuration - Schedules

3.1.1 Goals
 Configure report and requisition schedules to fit program needs

3.1.2 Background

Periodic reporting occurs on a monthly or quarterly basis. The reporting schedules can vary by program.

3.1.3 User Stories

Importanc
# Title User Story Notes
e

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 As a system administrator, I need to configure
Configure
reporting/ordering schedules for each program so Existing
1 schedule per Must have
that I can accommodate variations in program functionality
program
processes.

3.2 Configuration - Requisition Template

3.2.1 Goals
 Ensure that relevant data is collected for all programs
 Prevent additional data entry burden by removing any unnecessary data elements
 Enable system administrators to update templates to reflect updates to paper forms.

3.2.2 Background

All health facilities complete their logistics forms each month; this data is aggregated at each level and
used to create requisitions at the province level. Requisition templates will be configured to have the
same information and data elements in OpenLMIS as the paper logistics forms. As is harmonizing the
multiple reporting and requisition forms from different programs, some specific needs might not be
met. Requirements may change as discussions and the implementation of standardized forms is still
underway.

3.2.3 User Stories

# Title User Story Importance Notes
As a system administrator, I need to select
Configure data which of the available elements should Existing
1 Must have
elements for inclusion display on the requisition so that functionality
unnecessary data is not included.
 As a system administrator, I need to be able
Configure order of to specify the order of columns so that I can Existing
2 Must have
columns ensure data entry mirrors the paper forms functionality
and proceeds in a logical order.
As a system administrator, I need to select
whether fields should be calculated or user
Select calculations or input so that I can minimize work and Existing
3 Must have
user input opportunity for data entry error and/or functionality
ensure that all fields reported data are
entered.

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 As a system administrator, I want to
customize the labels for each column so Existing
4 Define labels Must have
that they are consistent with the paper functionality
forms.
As a System Administrator, I need to be able
to enable or disable validation in Nice to New
5 Toggle validation
requisitions as appropriate for programs have functionality
and SOPs.

3.3 Requisitions - Create Requisition

3.3.1 Goals
 To enable the user to create a requisition for their facilities so that they can report on usages for
the past month and request for additional stock for the following month.

3.3.2 Background

As is harmonizing the multiple reporting and requisition forms, as well as schedules, from different
programs, some specific needs might not be met. Requirements may change as standardization is
implemented.

3.3.3 User Stories

# Title User Story Importance Notes
As a Storeroom Manager, I need to be
able to create a requisition for my
Create
facility for a specified reporting period Existing
1 requisition for Must Have
so that I can report on usages for the functionality
my facility
past month and request stock for the
subsequent month
 As a Health Program Officer, I need to
be able to create a requisition for the
Create
facilities in my municipality or province
requisition for
(my supervised facilities) for a specified Existing
2 supervised  Must Have
reporting period so that I can report on functionality
facilities and/or
their usages for the past month and
program
request stock for the subsequent
month

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3.4 Requisitions - Calculate Requisition

3.4.1 Goals
 Reduce data entry errors by providing calculations and validation
 Reduce data entry burden through automatic calculations
 Provide appropriate and relevant information to users to inform data-based decision making

3.4.2 Assumptions
 PMOs will approve orders posted in OpenLMIS

3.4.3 User Stories

# Title User Story Importance Notes
As a Health Program Officer, I need the system to
Arithmetic provide arithmetic validation so that I do not Should Existing
1
validation make errors in data entry and use incorrect have functionality
figures on my requisitions.
As a Health Program Officer, I need the order
Calculate order quantity to calculate automatically so that I order Existing
2 Must have 
quantity  the correct quantities based on my SOH and functionality
replenishment quantity
As a Health Program Officer/Warehouse Manager,
Calculate total I need to see the total cost per product on the Existing
4 Must have
product cost requisition so that I know what products are the functionality
biggest cost drivers.
As a Health Program Officer/PMO, I need to see
Calculate total the total requisition cost (for aggregated Existing
5 Must have
requisition cost requisitions) so that I can ensure it is within the functionality
budget.
As a Health Program Officer, I need the calculated
Request
order quantity to be the "requested" quantity Should Existing
6 calculated order
unless I manually override the value so that I don't have functionality
quantity
have to type in information that already exists.
As a Health Program Officer/PMO/Program
Alternative Supervisor, I need to be able to define alternatives
calculations for for the standard AMC and/or calculated order Nice to New
7
AMC and order quantity so that I can account for variations in have functionality
quantity resupply policies and other factors like seasonality
or number of patients.

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 As a PMO I need the approved quantity to auto-
Auto-populate
populate with the requested quantity so that I Should Existing
8 approved
don’t have to re-enter the quantity that is already have functionality
quantity
specified unless I want to make changes.
As a PMO, I want to define the number of periods
Define the
to consider when calculating the average monthly Should Existing
9 periods used for
consumption so that I ensure accuracy and have functionality
AMC
adherence to the program SOPs
As a PMO, I want the system to adjust the
calculated consumption based on the number of
Adjusted Existing
10 stock out days so that I know my order quantity is Must have
consumption functionality
not based off of lower consumption than I would
have seen if I were not stocked out.

3.5 Requisitions - Print Requisition

3.5.1 Goals
 Allow for printing for records or review by multiple people and/or while offline and/or without
access to a computer.

3.5.2 User Stories

# Title User Story Importance Notes
As a Health Program Officer. I want to print a
Print
completed requisition so that I can use hard Existing
1 completed  Must have
copies for review while offline or when the functionality
requisition
computer is unavailable.

3.6 Requisitions - Submit Requisition

3.6.1 Goals
 Streamline process of submitting the completed requisition

3.6.2 User Stories

# Title User Story Importance Notes
As a Health Program Officer, I need to enter all
Enter my Existing
1 relevant and required LMIS data into the Must have
requisition functionality
requisition form for my facility

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 Enter As a Health Program Officer, I need to enter all
Existing
2 supervised relevant and required LMIS data into the Must have
functionality
requisitions requisition form for facilities in my district
Submit As a Health Program Officer. I need to be able
Existing
3 requisition to submit completed requisitions so that they Must have
functionality
form progress to the authorization/approval stage.
As a Health Program Officer, I need the system
Validate to include validation checks to ensure no Existing
4 Must have
submission required information is missing so that I only functionality
submit completed requisitions.

3.7 Requisitions - Authorize requisition

3.7.1 Goals
 To allow review of the submitted requisition for data quality and accuracy
 To allow a PMO to review and edit the requisition originally created

3.7.2 Background

After program officers or hospital Storeroom Managers draft their needs for the month, these
requisitions are reviewed and approved by multiple people: the Provincial Medical Officer or hospital
management and then the Warehouse Manager.

3.7.3 User Stories

# Title User Story Importance Notes
As a Health Program Officer, I need to be able to
Authorize Existing
1 adjust the LMIS form that was submitted for a Must Have
Requisition functionality
facility to ensure data quality and accuracy

As a Logistician or PMO, I need to be able to

Authorize Existing
2 adjust the requested quantity prior to presenting  Must have
requisition functionality
an aggregated request to Central Medical Stores.

3.8 Requisitions - Aggregate Requisitions

3.8.1 Goals
 Provide summary information on the order quantities and total cost per municipality (or
geographic/administrative area)

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  Allow for review of requisitions from all facilities within a geographic/administrative area

3.8.2 Background
In some cases, at the province level (though not regularly and not by all provinces) aggregated
requisitions are created after review of individual municipalities’ data and order quantities. A committee
comprised by the PMO, Health Program Officers (for different programs), and the Warehouse Manager
reviews the disaggregated data in such cases to ensure the total is within the budget and that facilities
request sufficient products.

3.8.3 User Stories

# Title User Story Importance Notes
As a Health Program Officer/Warehouse
Partially existing
Manager, I need to be able to see the total order
Province (limit to number
1 quantities and cost for all the municipality health Nice to have
totals of facilities that
facilities so that I can ensure the total is within the
can be selected)
province budget.
As a Health Program Officer, I need to see what
 Partially existing
each municipality or provincial hospital is
Facility (limit to number
2 requesting per commodity so that I can make Must have
requests of facilities that
adjustments to ensure the total is within the
can be selected)
district budget.
As a Health Program Officer/PMO, I need to see
an updated order total and cost for the province
Updated
after the Health Program Officer makes changes Existing
3 order Should have
so that I know the Health Program Officer’s functionality
total
adjustments have been made and the requisition
is within the budget.
As a Health Program Officer/PMO, I need to Partially existing
Aggregate
create a single, aggregated requisition from the – implemented
4 Requisitio Must have
facilities or municipalities within the municipality with a report in
n
or province (respectively). Malawi instance

3.9 Requisitions - Reject Requisition

3.9.1 Goals
 Allow for requisitions that are inaccurate/unacceptable for approval to be reverted in status for
further editing

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 3.9.2 Country Background

The requisition workflow will move to the approval stage after the Health Program Officer at the
province level has submitted the requisition. After this point, the PMO will review the requested
quantities and cost and make further adjustments as necessary, or reject the requisition for significant
adjustments. These quantities will be captured as the approved quantities.

3.9.3 Requirements
# Title User Story Importance Notes
As a PMO I need to be able to reject a
Reject requisition if the quantities approved by the Existing
1 Must have
requisition Health Program Officer are not acceptable and functionality
need significant further review.
As a PMO I need to be able to provide
Comment on feedback to the Health Program Officer about Existing
2 Must have
a requisition why I am rejecting a requisition and what functionality
changes need to be made.
As a Health Program Officer, I need to be
E-mail alerted when a requisition is rejected and Existing
3 Must have
Notification needs further attention so I can update and functionality
address whatever issues caused the rejection.
As a Health Program Officer, I need to be
alerted in the system when a requisition is
In-application
4 rejected and needs further attention so I can Should have New functionality
Notification
update and address whatever issues caused
the rejection.

3.10 Requisitions - Approve Requisition

3.10.1 Goals
 Allow PMO to review requisition and approve the order before it is sent to be fulfilled

3.10.2 Country Background

The requisition workflow will move to the approval stage after the Health Program Officer, at the
province level has submitted the requisition. After this point, the PMO will review the requested
quantities and cost and make further adjustments as necessary. These quantities will be captured as the
approved quantities. Once complete, the PMO will approve the requisition so it may be converted to an
order.

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 3.10.3 User Stories
# Title User Story Importance Notes
As a PMO I need to enter/accept the
Enter approved Existing
1 approved quantity for each facility so Must have
quantity Functionality
that I can make any adjustments.
As a Health Program Officer/PMO I
Edit approved need to edit the approved quantity for Existing
2 Must have
quantity a requisition to ensure the order is Functionality
correct and within budget.
As a PMO I need to approve
multiple/all requisitions in the queue so
that I don’t have to spend extra time Existing
3 Batch approval Should have
clicking through each order that had Functionality
the appropriate information AND/OR
already been reviewed or updated.
Users (Health Program
Notify users of order Officer/Warehouse Manager) should be Existing
4 Should have
approval notified via email whenever a relevant Functionality
requisition is approved.

3.11 Requisitions - View Requisitions

3.11.1 Goals
 Find and view a requisition in any stage of processing once initiated

3.11.2 User Stories

# Title User Story Importance Notes
As a PMO/Warehouse Manager, I want to be
View able to see the requisitions that were entered in Existing
1 Must have
requisition my province so that I can see all those that have functionality
been completed.
As a PMO/Warehouse Manager, I want to be
View
able to select and open a requisition so that I can Existing
2 requisition Must have
review the specific data and requested/approved functionality
form 
quantities that were included in the requisition

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 As a PMO/Warehouse Manager/Health Program
Partial – selecting
Display Officer I want to see the status of all requisitions
the location is
3 requisition from my province so that I can track the progress Must have
required, then
status of the requisitions and follow up with the
status is available
necessary people if there are any delays
As a PMO/Warehouse Manager/Health Program
Filter
Officer I want to be able to filter the list of
requisition Should Existing
4 requisitions by health program so that I can find
list have functionality
the information I am looking for quickly and
(program)
easily.
Filter As a PMO/Warehouse Manager/Health Program
requisition Officer I want to be able to filter the list of Should Existing
5
list requisitions by location so that I can find the have functionality
(program) information I am looking for quickly and easily.
Filter As a PMO/Warehouse Manager/Health Program
requisition Officer I want to be able to filter the list of Should Existing
6
list requisitions by date so that I can find the have functionality
(program) information I am looking for quickly and easily.
Filter As a PMO/Warehouse Manager/Health Program
requisition Officer I want to be able to filter the list of Should
7 New functionality
list requisitions by status so that I can find the have
(program) information I am looking for quickly and easily.

3.12 Requisitions - Emergency Requisition

3.12.1 Goals
 Support process for ordering between standard reporting periods

3.12.2 User Stories

# Title User Story Importance Notes
As a system administrator, I need to
Enable programs specify which programs will support an
Existing
1 for emergency emergency requisition so that the Must have
functionality
requisitions programs have emergency requisition
access where appropriate.
As a Health Program Officer, I need to be
Create able to create a requisition outside of the
Existing
2 emergency standard reporting periods so that I can Must have
functionality
requisition place orders for resupply if a facility has a
shortage or stock out of commodities.

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 As a Health Program Officer, I need to be
Submit able to submit a completed emergency
Existing
3 emergency requisition so that the request proceeds Must have
functionality
requisition through the appropriate channels for
review and the order can be placed.
As a PMO, I need to be able to review,
Authorize edit, and authorize an emergency
Existing
4 emergency requisition so that I ensure the request is Must have
functionality
requisition completed appropriately and it is ready for
review by the appropriate approver.
As a Warehouse Manager, I need to be
able to review, edit, and approve
Approve
emergency requisitions so that I can fulfill Existing
5 emergency Must have
my oversight duties and ensure the functionality
requisition
request is complete and ready to be
converted to an order.

3.13 Ordering - Convert to Order

3.13.1 Goals/Scope
 Create an order from a completed and approved requisition
 Make the order available to the warehouse (staff or ERP) for fulfillment

3.13.2 Background

Central Medical Stores is the central warehousing and procurement agency in the country. It handles all
programs, including the Essential Medicines, TB, Malaria, Family Planning, etc. Central Medical Stores
works in close connection with the Ministry of Health. Central Medical Stores also maintains the catalog
of commodities and prices that are available to fulfill orders.

3.13.3 User Stories

# Title User Story Importance Notes
As a Central Logistics Personnel, I need to
Convert to Existing
1 export order information so that I can enter Nice to have
order functionality
it in the auctioning system and fulfill orders.
As a Central Logistics Personnel, I want to
Specify
see which requisitions each warehouse will Existing
2 fulfillment Must Have
fill so that I convert only requisitions for functionality
location
which I am responsible.

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 Limit As a Central Logistics Personnel, I don't want
requisitions to see requisitions past a certain date to
3 Nice to have New functionality
available to convert to order so that I have a
be converted manageable list.

3.14 Inventory Management

3.14.1 Goals/Scope
 Track stock movements throughout the facility, including receiving, issuing and losses.

3.14.2 User Stories

# Title User Story Importance Notes
As a Storeroom Manager/Warehouse Clerk,
View Stock Logistician, I want to be able to view Existing
1 Must have
Card electronic stock cards in order to guarantee functionality
stock quantity and integrity.
As a Storeroom Manager, Warehouse Clerk,
or Logistician, I want to be able to make
Make stock stock adjustments to my inventory when Existing
2 Must have
adjustments necessary so that I can accurately record functionality
losses and adjustments to track stock on
hand and inform resupply needs.
As a Warehouse Manager, Storeroom
Manager/ Warehouse Clerk I want to have This would be used
Receive Stock
stock quantities updated as I receive stock for deliveries from
3 from Must have
and approve proof of deliveries so that my Central Medical
Requisition
stock levels are accurate, up to date, and I Stores orders
have less data-entry burden.
As a Warehouse Manager, Storeroom
Manager/Warehouse Clerk I want to be able This would be used
to add stock quantities per product to my for third party
4 Receive Stock Must have
current stock without an associated order so supplier purchases,
that I can record incoming stock from donated items, etc.
external sources.
As a Warehouse Manager, I want to be able
to transfer stock to other facilities (or in
Transfer from other facilities) indicating the reason Existing
5 Must have
Stock for such movement so that transfers are functionality
accurately recorded and can be reported to
inform stock on hand and stock needs.

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 As a Warehouse Manager, Storeroom
View Manager/Warehouse Clerk I want see the
Existing
6 Inventory inventory available at my facility so that I Must have
functionality
(my facility) know can make decisions based on the
information.
As a PMO, Warehouse Manager, or CLP I
View want see the inventory available at all my
Inventory supervised facilities and my supervising Existing
7 Must have
(supervised facility so that I know what stock is available functionality
facility) and where, and can make decisions based
on the information.
As a store room manager, I want to record
issues from my stock room to a dispensary, Existing
8 Issue Stock Must have
wards, or others person/department so that functionality
my stock on hand is correct

3.15 Reports - View Reports

3.15.1 Goals/Scope
 Provide visibility of data entered in OpenLMIS
 Allow immediate access to reports, indicators, and feedback from reporting at various levels of
the health system
 Provide supply chain programs with data for appropriate planning and supervision 

3.15.2 Assumptions
 Reports are available within OpenLMIS

3.15.3 User Stories

Importanc
# Title User Story Notes
e
As a user, I need to access and view frequently
View standard used standard reports so that I have quick, easy Existing
1 Must have
reports access to the information I need for decision- functionality
making.
As user, I need to be able to print standard
reports so that I can easily share with other Existing
2 Print reports Must have
people and have access to the reports even when functionality
there is a lack of power or connectivity.

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 As a manager (warehouses or programs)/PMO I
need to be able to export reports in various Existing
3 Export reports Must have
formats (CSV/excel etc.) so that I can perform functionality
additional analysis with the data as needed.
As a user, I need to be able to view standard
View reports reports offline so that I have access to the Nice to New
4
offline information I need without being dependent on have functionality
connectivity.
As a PMO/Health Program Officer/Warehouse
Manager I need to be able to filter reports to the
Existing
5 Filter Reports relevant data, processing period, program, Must have
functionality
geographic area, etc. so that I can see the
appropriate information.
As a Program Supervisor/CLP/Funder I need to be
able to view national-level aggregate reports so I
Existing
6 Aggregate Reports can provide stakeholders with the necessary Must have
functionality
information and provide support or supervision
to districts/facilities where needed.
As a Program Supervisor/CLP/Funder, I need to
be able to create ad-hoc reports, add indicators, Integration
Data Analysis & and create visualizations of data so that I can Should with external
7
Visualization monitor supply chain performance and provide have reporting tools
stakeholders with the necessary information for possible
decision-making.
As a PMO/health program officer need to be able
to access the underlying data for the central Integration
reports so that I can drill down and investigate Should with external
8 Data Access
the source of any indicators that are off or have reporting tools
underperforming and take action to possible
improve/correct the issue.

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4 Standard Reports
4.1 Adjustment Summary report

As a central level Logistician/Program Supervisor, I need to see a summary of the

stock adjustments conducted at the facility level.
Summary
As a PMO/Health Program Officer, I need to see the adjustments made to each
product at all the facilities in my province/ program so that I can review
performance and stock movements for facilities that I supervise.
Tracking adjustments will identify the main reasons for stock movement within the
Rationale
country and thus inform key supportive supervision visits.
 The system must have a functionality to track and store the losses and
Requirements adjustments types and quantities at the facility per reporting period.
 Adjustments types must be configured
Report Name Adjustments Summary
 Program (required)
 Reporting period (required)
Initial filters
 Province/Municipality (required, including "all" option)
 Adjustment type (including "all" option)
The adjustment summary report provides a list of all products with adjustments
recorded for the selected reporting period. There will be reports for 2 levels:
Report
definitions
 Province level - listing each facility/municipality in the province
 Central level - listing aggregate numbers for each province
 The data that appears on this report includes only for those R&Rs that have
status = Authorized
 Data from non-active facilities are not included
 Filters are required inputs to run the report
 Data returned meets all parameters set by the filters
Acceptance
Criteria
 Can be viewed/printed as a PDF

 Can be exported as XLS and CSV

 Only products with adjustments/the selected adjustment type are displayed
on the report

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  Each facility in the province/aggregate numbers for the provinces listed
with the following columns:

o Product code
Report output
o Product name
and layout
o Adjustment type

o Adjustment quantity

4.2 Consumption Report

As a PMO, Health Program Officer or Logistician, I need to see consumption for

Summary facilities and provinces so that I can identify consumption trends and provide
appropriate support and supervision.
It is useful to know which provinces and municipalities have the highest consumption,
Rationale the most-used commodities, or if consumption is abnormally low. The consumption
information can help identify issues and enable better support and supervision.
Requirements  System must collect consumption per facility/municipality
Report Name Consumption Report
 Program (required)
Initial Filters  Reporting period (required)
 Municipality (required, including "all")
 Percent of total consumption = the percentage of overall consumption in the
district for which an individual facility is accountable for
o EX. Total consumption of amoxicillin is 10,000 units for the March
Report reporting period in a given municipality. A facility within the
definitions municipality consumed 4000 units in the March period. The facility,
therefore, represents 40% of the total consumption of amoxicillin
((4000/10000) *100)
 Consumption = Total Consumed Quantity

25
  The data that appears on this report includes only for those R&Rs that have
status = Authorized
 Data from non-active facilities are not included
 Filters are required inputs to run the report
Acceptance  Data returned meets all parameters set by the filters
criteria
 Can be viewed/printed as a PDF

 Can be exported as XLS and CSV

 For each product, the following information is listed for each facility, by
municipality
o Facility name
Report output
o Quantity Consumed (total consumed quantity)
and layout
o % of total consumption
 For each district, a sub-total/aggregate is included with total quantity
consumed per district and % of total (will always =100%)

4.3 Distribution List

As a Program Supervisor, I need to have access to consumption data for program

commodities per facility so that I can ensure facilities are resupplied with the
Summary
appropriate quantity of commodities at the appropriate time and to inform
procurement.
Planning for distributions and resupply requires access to consumption and other
Rationale
related data for the commodities to ensure they are planned appropriately.
 The system must have a functionality to collect and report on consumption
Requirements  System must be able to calculate AMC
 System much be able to access data from past reports
Report Name [PROGRAM] Distribution List
 Program (required)
Initial filters  Reporting period (required)
 District (required, including "all" option)
 Closing balance
Report filters  Consumption
 AMC = average of total consumption of a particular period

26
  The data that appears on this report includes only for those R&Rs that have
status = Authorized
 Data from non-active facilities are not included
 Filters are required inputs to run the report
 Data returned meets all parameters set by the filters

 Can be viewed/printed as a PDF

Acceptance
 Can be exported as XLS and CSV
Criteria
 AMC calculations does not include period where a facility did not report
o Ex. If AMC typically based on 3 reporting periods (monthly schedule),
and the report is being run for the March reporting period, AMC
generally will be calculated as follows: (Facility A Jan. consumption +
Facility A Feb. consumption + Facility A. March consumption) / 3. If
Facility A did not report for the February period, the AMC will be
calculated as follows: (Facility A Jan. consumption + Facility A. March
consumption) / 2 rather than taking Feb.'s value as 0.
 Each facility in the municipality (name and code), with the following
columns:

o Product code

Report output o Product name

and layout
o Closing balance (selected reporting period)
o Consumption (selected reporting period)
o Consumption (1 reporting period ago)
o Consumption (2 reporting periods ago)
o AMC

4.4 Monthly Logistics Report Summary

As a PMO, Program Supervisor, or Health Program Officer I need to be able to quickly

and easily access a summary of the LMIS data for all facilities in the municipalities
and the province overall to review performance and other key indicators so that I
can ensure problems are addressed and ordering is appropriate.
Summary
As a central level Logistician, I need to be able to quickly and easily access a
summary of the LMIS data for all provinces and national aggregates to review
performance and other key indicators so that I can ensure problems are addressed
and ordering is appropriate.

27
 Data reported on the logistics forms each month include key indicators related to
performance and consumption that province and central level officials need to
review to provide support and/or supervision when needed, and to make decisions
Rationale
regarding ordering or rationing of commodities. It is not efficient to review each of
the requisitions, so the data is needed in a more easily digestible and accessible
report.
 System collects and stores all LMIS form data
Requirements
 System can aggregate facility level information per province
Report Name [National/Provincial] LMIS Summary
 Provincial level:
o Program (required)
o Reporting period (required)
Initial Filters o Municipality (required, including "all" option)
 Central level
o Program (required)
o Reporting period (required)

The logistics summary report provides a summary of logistics reporting data for the
selected period. There will be reports for 2 levels:
Report
definitions  Province level - listing each municipality in the province with aggregate
numbers for each province
 Central level - listing aggregate numbers for each Province
 The data that appears on this report includes only for those R&Rs that have
status = Authorized
 Data from non-active facilities are not included
 Filters are required inputs to run the report
Acceptance  Data returned meets all parameters set by the filters
criteria
 Can be viewed/printed as a PDF

 Can be exported as XLS and CSV

Each facility in the province/aggregate numbers for the province listed with the
following columns:

 Product ID
Report output  Product name
and layout  Unit of issue of product
 Closing balance
 Quantity consumed
 Quantity received
 Quantity required

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4.5 Stock Imbalances Report

As a PMO, Program Supervisor, Health Program Officer I need to see key logistics
Summary indicators for the facilities in my province so that I can take action to address stock
imbalances.
To ensure that stock and budgets are used efficiently and all facilities have adequate
stock, Health Program Officers can review stock imbalances to know when and how to
redistribute stock amongst facilities in the province or municipality rather than just
Rationale
ordering more. Additionally, the Health Program Officer needs visibility into stock outs
and stock on hand to know the urgency and feasibility of redistribution and/or if there
is a need for an emergency order.
 System must collect or calculate and store:
o Closing balance/stock on hand
o Adjusted consumption
Requirements
o Average monthly consumption
o Months of stock (MOs)
 System must calculate overstock, understock, and stock out indicators
Report Name Stock Imbalances
 Program (required)
 Reporting period (required)
Initial Filters  Province
 Municipality (required, including "all" option)
 Stock status (required)
 MoS = SOH/AMC
 Stock status:
Report
o Stocked out = 0 MoS
definitions
o Understocked = less than 3 MoS (0.01 - 2.99 MoS)
o Overstocked = 6+ MoS (6.00 MoS or greater)

 The data that appears on this report includes only for those R&Rs that have
status = Authorized
 Data from non-active facilities are not included
 Filters are required inputs to run the report
 Data returned meets all parameters set by the filters
Acceptance
criteria
 Can be viewed/printed as a PDF

 Can be exported as XLS and CSV

 Only products not adequately stocked/with the selected stock status are
displayed on the report

29
 For the selected program, district, and status:

 Facility code & name with the following columns:

o Product code
Report output
o Product name
and layout
o Closing balance/SOH
o AMC
o MoS
o Stock status

4.6 Stock Status by Facility Report

As a Health Program Officer or PMO I need to be able to see the stock status at
Summary each facility in the province so that I can provide supervision if/when necessary and
know when to redistribute stock, and use data to inform ordering.
To ensure that stock and budgets are used efficiently and all facilities have
adequate stock, PMOs or Health Program Officers can review stock imbalances to
know when and how to redistribute stock amongst facilities in the province rather
Rationale
than just ordering more. Additionally, the PMOs or Health Program Officers need
visibility into stock outs and stock on hand to know the urgency and feasibility of
redistribution and/or if there is a need for an emergency order.
 System must collect or calculate and store:
o Closing balance/stock on hand
Requirements o Adjusted consumption
o Average monthly consumption
o Months of stock (MoS)

Report Names Stock Status

 Program (required)
Initial Filters  Reporting period (required)
 District (required, including "all" option)
Report
 MoS = SOH/AMC
definitions

30
  The data that appears on this report includes only for those R&Rs that have
status = Authorized
 Data from non-active facilities are not included
 Filters are required inputs to run the report
Acceptance  Data returned meets all parameters set by the filters
criteria
 Can be viewed/printed as a PDF

 Can be exported as XLS and CSV

For the selected program, district, and status:

 Facility code & name with the following columns:

Report output o Product code
and layout o Product name
o Closing balance
o Average monthly consumption
o MoS

4.7 Lot and Expiry Dates Report

As a Logistician or Storeroom Manager I want to be able to review my stock by lot

Summary
according to expiry date.
 Stock Status
Requirements  Lot number
 Expiry date
Report Names Stock Status by Lot
 Program (required)
Initial Filters  Province (not required, including "all" option)
 Product
The stock status by lot report provides a list of all products with all active lots and
Report their respective expiration dates. The lots are color coded by expiry date:
definitions  Red: expires in 2 months or less (from date of report generation)
 Green: expires in 3 months or more (from date of report generation)
Acceptance  Data from non-active facilities are not included
criteria  Data returned meets all parameters set by the filters
 Facility code & name with the following columns:
Report output o Product code
and layout o Product name
o Lot numbers

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