wVSSM HELP

About wVSSM

Welcome to Web-based Vaccination Supplies Stock Management (wVSSM) version 2.0

Web-based Vaccination Supply Stock Management (wVSSM) version 2.0 is a web-based computer application for
managing supplies chain of items related to different PHC components. wVSSM has only one data file for the whole
program and connects all users together.

The earlier versions of wVSSM were developed with financial support from WHO Iran Country Office based on the
success of VSSM stand-alone now installed and it is used in approximately 21 countries. wVSSM has been field
tested in Iran and now being used successfully and connected the National Vaccine Store to 8 regional, 46
provincial and approximately 380 district vaccine stores.

The database of the wVSSM will be installed on a web server and all authorized recipients, such as regional,
provincial and district staff, will have access to their own data. Any dispatch from the national store will appear on
the screen of the related province as a new shipment. At the province level, they have options of confirming,
rejecting the shipment or request for adjustment from the higher level.

wVSSM similar to VSSM stand-alone is a source free application and it is fully customizable. Users are able to code
items, storage equipment, recipients, reason for adjustments and all other parameters and fields the way they like
and in the language of their choice.

wVSSM is now available in English, French, Arabic and Russian and there is a plan to for translating it to
Spanish. There is a possibility of translating wVSSM into any other languages and the translation should not take
more than 3 hours.

Mojtaba Haghgou

Principal Developer

Related links:

wVSSM goes online in Tunisia, Technet21, Op.ti.mize, April 2012

http://www.technet21.org/index.php/forum/technet21/logistics-management-information-systems-software-
and-tools/2923-wvssm-goes-online-in-tunisia.html?p=1#p4180

Global Immunization News (GIN) 31 Jan 2012, page 11

http://www.who.int/immunization/gin/en/
http://www.gavialliance.org/library/publications/other-publishers/who/
Volume XXXII, Number 6 edition for the month of December 2010, Page 7

http://new.paho.org/hq/index.php?option=com_content&task=view&id=6187&Itemid=2400&lang=en

VSSM article on Featured Software Tool, 11 Jan 2009

http://www.technet21.org/index.php/jan-2011/featured-software-tool.html

Experiences with VSSM in Paraguay

http://www.technet21.org/index.php/tools/view-document-details/1058-experiences-in-the-implementation-of-
vssm-in-paraguay.html

VSSM stand-alone versus web-based VSSM

From VSSM stand alone to a web-based VSSM

An update

Vaccination Supply Stock Management (VSSM) stand-alone version 4.8 and the similar web-based (wVSSM)
version 1.31 are open-source computer applications developed by the WHO to assist immunization program
managers and vaccine store staff to manage vaccines and other related supplies efficiently.

VSSM standalone is now used by 21 immunization programs in 4 regions. VSSM is an inventory management tool
its goal is to improve management of the supply chain in order that vaccines and diluents and other related
commodities neither suffer from being over stocked and nor being out of stock. It provides over 46 different
reports to help program managers planning ahead and have up-to-date information about all stock levels for all
items in the store. It also provides the managers with a remaining net capacity for different storage
areas. Although VSSM focus is primarily on vaccine and diluents, other supplies such as injection and cold chain
equipment, essential drugs and all other commodities related to PHC can be accommodated in this application.

VSSM is a multilingual tool and supports switching from English to Spanish, French, Arabic and Russian without
affecting data. VSSM can easily be translated to other languages by users and it has already been translated to
Persian, Mongolian, Vietnamese, Laotian and Armenian.
VSSM is a fully customizable tool and all coding is left to users, as they can select the language of their choice for
coding. VSSM structured based on the existing WHO and UNICEF training on vaccine management in developing
countries and consideration for common field practices.

User Guidelines are available in English, French, Spanish, Arabic and Russian.

Vaccination Supplies Stock Management web-based application (wVSSM), is now ready for use after having been
successfully field tested. This application was developed on the basis of the VSSM stand-alone and it is
recommended by WHO as the software of choice. Field tests for the application were carried out in Iran supported
by the Ministry of Health and Medical Education for approximately one year and in Tunisia supported by WHO
Project Optimize.

In addition to all existing functions and reports of VSSM stand-alone, wVSSM has one shared database file installed
on a server and the central vaccine store and all regional, provincial and district stores are connected to each other
through this single file. In the latest version of wVSSM (version 1.31) the national vaccine store staff can have a
report of each item in all stores and therefore the total current stock at the country level of each item is available at
any given point in time. This applies to the lower levels and they can produce reports from their corresponding
sub-levels.

Similar to VSSM, wVSSM is now translated into French, Russian and Arabic and it is planned to be translated to
Spanish by PAHO. wVSSM can be translated into any language in less than 3 hours. The existing languages can be
modified by users to suit their local need.

The training for users is much easier and shorter now with wVSSM since the major part of the basic data is
arranged by the administrator of the application and the users (store staff) have less access to the basic data
making training both easier and shorter. wVSSM training takes one to two days somehow shorter than the training
on VSSM. Contrary to VSSM stand-alone, installation of wVSSM needs some expertise.

Similar to VSSM stand-alone all coding is done by the users in the language of their choice, wVSSM is friendlier than
VSSM stand-alone and it has more functions. There is no limit of connecting health canters and lower levels of
health providers to wVSSM contingent on the lower level facility’s access to the internet. Once the ministries of
health of any country have an established web-site, wVSSM can be installed on the same server. Otherwise, a
separate website can be specified at the country level for the purpose of wVSSM.

VSSM (stand-alone) Web-based VSSM (wVSSM)

Latest Version 4.8 2.0
Only one standalone
Requirement computer with usual MS A web site
Windows
Easy, requires only
Installation Requires expertise
installation VSSM CD
English, French, Spanish, English, French, Russian and
Existing languages
Russian and Arabic Arabic
Persian, Laotian, Vietnamese,
Other Languages None
Mongolian and Armenian
Translation into other
Takes 6 hours Takes 3 hours
languages
No connectivity between
All stores are readily
stores except by sending data
Connectivity connected to each other in a
files through e-mail or other
single data file in the server
means
Several data files and they One data file for the whole
Data files
cannot be merged program
Full control from the central
No control from the central
Control level level and full control from any
level
level to the subordinate levels
Exist from any level to the its
Request for supplies Not included
corresponding higher level
Number of reports 46 45

Abbreviation and glossory

Abbreviation and Glossary
3D Three-dimensional
Admin Administrator
C Celsius
CCE Cold Chain Equipment
cm3 Cubic centimetres
CVS Central Vaccine Store
D/L Diluents
HIV human immunodeficiency virus
Human Immunodeficiency Virus / Acquired
HIV/AIDS
Immunodeficiency Syndrome
INJ Injection Equipment
jpg Joint Photographic Expert Group
Kg Kilo-gram
Km Kilo-meter
Lit Litres
lit. Litres
LTR Left to right
M3 Cubic meter
m3 Cubic meter
Max Maximum
Min Minimum
MLR Malaria
No. Number
NUTR Nutrition
OS Other Supplies
PHARM Pharmaceuticals
PQS No. Product Quality and Safety Number
REPROD Reproduction Health
RTL Right to left
SDP service delivery point
Sign Signature
TUB Tuberculosis
VAC Vaccines
VSSM Vaccination Supplies Stock Management
VVM Vaccine Vial Monitor

wVSSM Web-based Vaccination Supplies Stock Management

Year to-date (a period, starting from the beginning of the

YTD current year, and continuing up to the present day. The
year usually starts on January 1)
A defined quantity of starting material, packaging
material, or product processed in a single process or
Batch (or lot)
series of processes so that it is expected to be
homogenous
A distinctive combination of numbers and/or letters
Batch number (or lot number) which uniquely identifies a batch on the labels, its batch
record and corresponding certificates of analysis, etc.
A company that carries out operations such as
Manufacturer
production, packaging, labelling any product

Adopted from Annex 3: WHO good manufacturing practices for pharmaceutical products: main principles

TRS N961, 2011 WHO good manufacturing practices

http://www.who.int/immunization_standards/

Communication
 Two-way process of reaching mutual understanding, in which participants not only exchange (encode-decode)
information, news, ideas and feelings but also create and share meaning. In general, communication is a means of
connecting people or places. In business, it is a key function of management--an organization cannot operate
without communication between levels, departments and employees.

Default

Attribute, option, or value assumed by a computer when a user has not chosen or supplied any. Computer’s choice
is based on how the elements of any software or the setting of hardware have been arranged by the manufacturer,
or customized by the user.

Field and Record

Field: a unit of information, as a vaccine name, that combines with related fields, as batch number or expiry date, to
form one complete record in a computerized database. In this example: vaccine names, batch numbers and expiry
dates are fields and the combination of them makes a record. Record is a group of fields treated as a unit in a
database.

Packing equipment

Cold-boxes, vaccine carriers, cartons, cardboard boxes, containers and boxes made of polyethylene.

Shipment

Cargo or a group of items packed together dispatched or transported under the terms of a single bill of
lading or an air waybill or a voucher, irrespective of the quantity or number of containers, packages, or pieces. In
wVSSM shipment is referred to items dispatched from a higher level to a designated lower level.

Storage equipment

Storage equipment is referred to cold-rooms, freezer-rooms, refrigerators and freezers for storing vaccines and dry
stores for storage of diluents, injection equipment and all other items do not need to be kept cool. Dry store is
referred to a storage area at the ambient temperatures.

Transaction

Event or process (such as an input message) initiated or invoked by a user or computer program, regarded as a
single unit of work and requiring a record to be generated for processing in a database.

Transaction period

A period of time (usually 12 months) over which a program budgets its spending or report their stock. A
transaction period does not always begin in January and ends in December; it may run over any period of 12
months or less or more. The transaction period is referred to by the date in which it starts and ends. For example, if
a program's transaction period ends October 31, 2014, then everything between November 1, 2013 and October
31, 2014 would be referred to as Transaction Period 2013. Not using the actual calendar year gives
many programs an advantage, allowing them to close their books at a time which is most convenient for them. In
wVSSM you can arrange any period and name it as it is convenient to the users. Transaction period is sometimes
called “fiscal year” or “fiscal period”.

Getting started

Users

1. The Admin or one level higher should give you username and password together with the level of
authorities. See Basic Data, Users.
2. Log in to the site with your user name and password communicated to you by the Admin or one level
higher.
3. Select the language you like to work in from the top of your computer screen.
4. You may wish to change your password. Go to Basic Data, Users and Edit my profile.
5. Go to Basic Data:
a. Select Recipients, and add all your recipients in Submit New Recipients option. Do not forget to add
the general population for each recipient. Recipients refer to those subordinate stores or facilities
receive and/or collect vaccine and other supplies from your store.
 b. Select Storage Equipment and list all your stores with their net volume in liter. Store refers to all
cold and freezer rooms and dry storage areas.
c. In Basic Data select Minimum and Maximum of Items and specify the max and min level of each and
all items using one of the three available options.
d. Select Recipient Item Annual Quota and specify the annual quota for each item and for
every recipient. You can use manual estimation or Submit Estimation by wVSSM methods.
e. Select Users, Submit New User and specify a user name and password for every recipient.
f. Select Users and then User Permissions and specify the functions each user can have access to. If
any of your recipients at the lower level are not using wVSSM and/or they are not connected to the
network, ignore items e and f for that particular recipient(s).
6. Go to Arrival, Opening Stock and register all the vaccines, diluents and other supplies present in the store
using one of the three options based on your arrangement list of items. If you do not have any item in the
store that is highly unlikely, ignore this step.
7. Go to Reports, Current Stock and check to see whether all vaccines, diluents and other supplies are
correctly registered. If any of them is not according to the real stock, go to Adjustments in the main menu
and select Arrival Adjustment and make corrections and adjustments.
8. From now on all dispatches to the lower level (recipients) and request for supplies to the higher level
should be through wVSSM. See Dispatch and Request for Supplies.

Note:

If you do not buy any item and you do not receive any item from anywhere except one level higher, you should not
use Submit New Arrival menu. All items arrive to your store from a designated higher level are referred to as
shipment.

You only use Arrival when you:

· purchase any item directly

· receive donation or

· receive items from a store that is not your registered higher level store (your wVSSM supplier store).

Similarly, you cannot use Arrival Adjustment for items sent to you or collected from the higher level. In this
case, Arrival Adjustment menu can only be used for making adjustment to Opening Stock. For making adjustments
to items sent to you or you collected from the higher level you should use:

a. Request for adjustment when new shipment arrives and

b. Use Current Stock Adjustment

You will note that some fields’ background have yellow color. These fields are mandatory fields (must be entered)
and some values should be typed or selected in the fields with yellow background color. If you do not enter a value
in these fields, you receive an error message and you cannot submit entries. For example in vaccine and diluents
the following fields are mandatory (must be entered):

· Vaccine name

· Expiry date

· Manufacturer

· Batch number

· Quantity

The fields with white background color are considered to be optional and they can be left blank. For example again
in terms of vaccine and diluents the following fields are optional and they can be left blank:

· Commercial name

· Unit price

· Total price
Main Page

When you log in to wVSSM, you will face with the Main Page or sometimes is referred to as the Home Page. In
wVSSM the Main Page is divided into four parts:

· Message Box

· Warning

· General message to all users

· A photograph or a drawing

The Message Box consists of information about:

· Shipment

· Request for adjustment (Arrival)

· Draft

· Request for supplies and

· Adjustment request responses

The Warning part consists of information about:

· Item(s) Close to Expiry

· Item(s) above Max Stock Level and

· Item(s) below Min Stock Level

The general message to all users is located under the photograph or the drawing. This message is from the Admin
and it is addressed to all users. The Admin can change this message and through this message communicates with
all users. If you wish to set a message for all users you should contact the Admin.

The Admin also manages the photograph or the drawing. You can send any photograph or drawing to the Admin
to be published here. The photograph should be approximately of 510 by 340 Pixels and should be of jpg type.

Message Box

The Message Box consists of information about:

· Shipment

· Request for adjustment (Arrival)

· Draft

 Request for supplies and

· Adjustment request responses

Shipment Information

When a higher level dispatches any item(s) to you, a message will appear in this part that consists of the following
information:

 New Shipment
 Name of the store dispatching items to you and
 Request Number if any
From this message you will know that some shipment has been dispatched to you from your designated higher
level. Since the request is optional, the request number becomes optional too and it may not be there but the store
name where the dispatch has been made will be known to you from this information. You may have more than one
shipment dispatched to you. They are sorted in a way that the oldest one is no the top and newest one is on the
bottom of the list. If there is no new shipment you will see No New Shipment message in the message box.

Normally, this message will be on your screen before the actual and physical shipment reaches your facility. Once
you click on this message, you will see the items dispatched to you through this particular shipment.

The information for each item consists of:

User
Field Description Remarks
control
Name of the item
Item No Always there
dispatched, e.g. BCG
For vaccines and diluents
Manufacturer Manufacturer of the item No
manufacturer is always there.
Batch number of the For other items it may be blank.
Batch Number No
item
Quantity of the item, e.g.
Quantity for vaccines and diluents No Always there
is in doses
Vaccine or diluents vial For vaccines and diluents
Dose per Vial size, e.g. 10 or 20 doses No “dose/vial” is always there.
per vial
Expiry Date Expiry date of the item No For other items may be blank
Refers to the VVM stage
VVM Stage at the
attached to the vial of
time dispatch No
vaccines at the time of Only for vaccines “VVM stage at
was made
dispatch the time of the dispatch” is there if
Refers to the VVM stage the vaccine vial has any VVM
attached to the vial of
vaccines at the time you The VVM stage at the time of
Observed VVM receive the reaching the store is either
Yes
Stage shipment. You should identical to the stage at the time of
select the VVM stage by the dispatch or it may be higher.
examining the vials and
using drop-down menu.
You should select the
Store store from the drop- Yes Store must be selected
down menu
If any of the information
in the above fields is not
correct and does not
correspond to the items
Requires Follow instructions in the new
dispatched in this Yes
Adjustment window!
shipment, you should
check the box and follow
the new window that
will be opened.

Drafts

This part serves as a warning and a reminder to users not to forget drafted arrivals and drafted dispatches. The
digits next to Count Arrivals and Count Dispatches represent the number of drafts made and not yet
confirmed. Users are prompted to refer to these drafts and either confirm them or delete them.

Once you click on either Count Arrivals or Count Dispatches, a new window opens and all drafts are shown. By
clicking on Show, you will see a screen exactly the same as Submit New Arrival or Submit New Dispatch depending
on which one you selected.

You can either:

 · Edit some of the fields and then either:

o Save it a s draft again or

o Confirm it or

o Delete the whole draft

This is very similar to Manage Arrivals (in Arrival menu) and Manage Dispatches (in Dispatch menu).

Request for Supplies

Request for supplies means sending a requisition to a designated higher level for receiving or collecting
supplies. This menu has three options:

· Manage Sent Requests

· Submit Request for Supplies

· Mange Received Requests

If you are in the central store you will not have any information in Manage Sent Requests since you are at the top of
supply chain and you do not send any request to any level. Whereas, if you are at the lowest level you will not have
any information in Manage Received Requests since you do not supply anything to any lower level. At the
intermediate stores you have information and access to all three options since you both receive items from a
higher level and dispatch items to lower levels.

Mange
Manage Sent Submit Request
Supply chain levels Received
Requests for Supplies
Requests
The highest No Information
Central Store Disabled
level information available
Regional
Stores
Intermediate Information Information
District Stores Options available
levels available available
Health
Facilities
The lowest Vaccination Information No
Options available
level Delivery available information

Summary:

Levels Access
The highest level Mange Received Requests
Manage Sent Requests

Submit Request for

Intermediate levels
Supplies

Mange Received Requests

Manage Sent Requests
The lowest levels
Submit Request for
Supplies

Basic Data
When you have access to wVSSM, first step is to complete Basic Data. Compare to VSSM stand-alone, wVSSM has
much less Basic Data since the major part of it has been completed by the Admin. Basic Data are essential part of
VSSM and should be carefully completed and coded.

Basic Data in wVSSM has seven parts to be completed immediately after access to the system:

· Configurations

· Recipients

· Recipient Item Annual Quota

· Minimum and Maximum Stock Level of Items

· Stores

· Bundles

· Users

Configuration

In this menu you select:

· Current Language: You can select a language from the list of existing languages. If the language you
require is not on the list, you should contact Admin and ask for translation of wVSSM into the language of
your request. Translation of wVSSM into any language should not take more than 4 hours. Changing
language will not affect the data. Switching between languages will only change the interface. You can
work in one language and the users in the lower or upper level can work in different languages. You can
always come back to this menu and change the language as many times as you wish.

· Use Bundle: Here you decide whether your store will use bundle or not. See also Bundle in Basic
Data menu. Bundle means that you bundle some items with vaccines such as injection equipment. If the
box is checked, the bundle option will be able during dispatch. If the box is not checked, the bundle option
during dispatch will be disabled. You can always come back to this menu and change the bundle option.

· Do NOT allow change of diluents quantity: Since wVSSM selects right diluents for the corresponding
vaccines, you will not be able to change the quantity of diluents selected (that is equal to the number of
doses of vaccines specified) during dispatch if the box is checked. If the box is not checked, you can change
the quantity of diluents after wVSSM selects the right diluents. You can always come back to this menu
and change this option.

Once you make the arrangement, click on <Edit> and you will receive a message <Edited Successfully>. Click OK.

Recipients

Recipient is referred to those lower level stores or facilities collect or receive items from you. In other words you
dispatch supplies to them. All your recipients are in one level or horizontally distributed. There is no limitation in
adding recipients.

Example:

Central Store (level 1)

Regional Store 1 (2) Regional Store 2 (2) Regional Store (2) ……..

Regional Store 1 (2)

Provincial Store 1A (3) Provincial Store 1B (3) Provincial Store 1C (3) ……..

Provincial Store 1A (3)

District Store 1AA (4) District Store 1AB (4) District Store 1AC (4) ……..

District Store 1AA (4)

 Health Centre 1AAA (5) Health Centre 1AAB (5) Health Centre 1AAC (5) ……..

Health Centre 1AAA (5)

Health Post 1AAAA (6) Health Post 1AAAB (6) Health Post 1AAAC (6) ……..

In this example:

· There is no recipient under Health Posts

· Provincial, Districts and Health Centres are not recipients for the Central Store

Recipients menu has two options:

· Manage

· Submit

When you have access to wVSSM, you should define your recipients using Submit option in this menu. Once your
recipients are defined, you can view them and manage them in Manage option in the same menu.

Submit

You will start with Submit

1. List all your recipients on a piece of paper with

· Distance from your store in Km

· General (total) population for the present year or based on the most recent update you have

2. In Basic Data, Recipients select Submit and Submit Recipient window will be opened

3. From the list you already prepared on paper, complete the following fields:

· Code: Code the first recipient. It is advisable not to use space in the coding (must enter, free
typing, alphanumeric)

· Full Name: Type the full name of the recipient in the language of your choice (must enter, free
typing, alphanumeric)

· Transport Mode: Select from the list the most commonly used transport mode this particular
recipient collect or you dispatch items to (for instance: refrigerated vehicle). If the mode of
transport you commonly use is not on the list, inform the Admin to add to the list for you. You have
no access to change or to add to the Transport Mode at this level (optional)

· Distance (Km): Type the distance between your store and this particular recipient (optional,
numeric)

· Population: Type the general population for this particular recipient (optional, numeric, no
decimal)

· Year: Select the year from list related to population (optional)

· Note: Any note related to this particular recipient (optional, free typing, alphanumeric)

· Status: If you complete all or some of the information above and then deactivate thestatus (by
clicking inside the box), this recipient will be on the list but it will be deactivated. In this case it will
not be shown on the list of recipients during the dispatch. This field is checked by default.

4. Once you complete the list, click on Submit> and you receive a message that your submission has been
successful
 5. Repeat steps 2 to 4 until all the recipients whom you dispatch vaccine to are completed.

Note 1: Note that only two fields are “must enter”. Those optional fields can remain blank and they can be filled
later when you obtain the information. You should NOT stop completion of data entry because all information is
not completely available. You can always come back to this menu from Manage to complete the information in the
optional fields.

Note 2: Once any recipient is successfully submitted, cannot any longer be deleted. It can only be deactivated by
using status option (see Manage).

Summary:

Fields Description Type

Code Recipient code “must enter”, free
Full Name Recipient full name typing, alphanumeric
“must enter”, drop-
Supply chain level There is limit specified by ADMIN
down menu
General population related to this Optional, free typing,
Population
particular recipient numeric only
Optional, drop-down
Year Related to population
menu
Type of the facility whether it is a
Facility type store, vaccination point or both and
Optional, drop-down
other types
menu
Mode of receiving Mode in which supplies, particularly
supplies vaccines, reaches this facility
Distance in km from this store to Optional, free typing,
Distance (km)
this particular recipient numeric only
Distance in terms of time from this Optional, drop-down
Distance (time)
store to this particular recipient menu
The time in days from the date Optional, free typing,
Lead-time (days) request send or order is placed to numeric only, no
receive the item decimal
The most commonly used transport
Transport Mode mode related to this particular
recipient
Optional, drop-down
The type of road for transportation
Type of road menu
of vaccines
The most prevalent type of power in
Power source
this facility
Whether there is a telephone land-
Land-line connection
line connection or not
Check box
Whether there is any internet
Internet connection
connection or not
Type of the prevailing climate such
Optional, drop-down
Climate as cold, temperate, warm, hot, etc. in
menu
this facility
Address 1 Lines 1 and 2 of the address such as
Address 2 the street name, etc
City Name of the city
Optional, free typing,
Province Name of the province or region
alphanumeric
Postal code Postal code (if any)
Phone Phone number (if any)
E-mail Email address (if any)
Any note related to this particular Optional, free typing,
Note
recipient alphanumeric
To make this particular recipient Check box (only two
Status
active or not active options)

Manage

In this window, Edit Recipient, you will see all your recipients. If the list is long, there will be page numbers and
you should click on the page numbers to scroll down.
If you wish to edit and/or to complete the information related to any particular recipient, you should click
on Edit and new window will open very similar to Submit.

The only difference between Submit Recipient and Edit Recipient windows is that in the latter there are two
additional fields: Start up Date and Apply.

It is quite possible that you define a recipient and dispatch supplies to it but the recipient is not yet connected to
the system. Once the recipient is connected and starts to work with wVSSM, all the incoming accumulated
shipments on its Main Page Message Box will be deleted and they will disappear automatically.

In order to delete these messages and to indicate the actual date that this particular recipient started to be
connected, you should click on Apply next to "Start up date". The default of date is today. You can NOT change the
date. In earlier versions you could specify the date in the past or in the future. If you click on Apply, all the
messages of accumulated shipments that have been there before today will be deleted automatically and this
recipient will start afresh. It is important to click on Apply. The shipment sent today will not be deleted.

In version 4.0:

When you click on “Submit”, the Recipient is defined and you can dispatch items to it. However, the Recipient is
NOT yet able to function until you activate the start-up date for this newly defined Recipient. To activate “start-up
date”:

· go to Basic Data

· click on Recipients

· click on Manage

· select the recipient and click on Edit.

A new screen will open:

· at the bottom of the screen (last field) clicks on Apply in front of the “Start-up date”.

This will connect the Recipient to wVSSM and the recipient can use all functions. This should be done when
the Users for this Recipient are ready for starting wVSSM. Do not forget to define at least one User for
this Recipient!

Recipient Item Annual Quota

Well managed programs usually specify the maximum doses per year of each vaccine for every recipient. The
estimation of the maximum doses of vaccine for every recipient is based on the total target population of each
region or province and other considerations such as coverage of each vaccine, local wastage rates, and other
factors. In wVSSM Recipient Item Annual Quota is not limited to vaccines only and you can specify this quota for all
other items in the store. In addition, wVSSM provides support for automatic estimation of the quota for recipients
(Submit Estimation by wVSSM).

There is no absolute need for establishing this quota for all items and for all recipients. This quota can be
established for some of the items and some of the recipients. If you do not complete this part, you will not receive
any quota warnings when dispatching any quantity of any item to any recipient. VSSM only generates quota
warnings when a vaccine is selected and recipient is assigned to. Once the quota is established, VSSM does not
prohibit you from dispatching an item over the established quota. VSSM only provides a warning if the amount of
dispatch is over the annual quota.

This menu offers three options:

· Manage

· Submit

· Submit Estimation by wVSSM

Click on Basic Data, Recipient Item Annual Quota and you will have to select:
 · Submit (for all items)

· Submit Estimation by wVSSM (only for vaccines and injection equipment)

Estimation by wVSSM

This option is only for vaccines and not other supplies. When you click on this option Submit Recipient Annual
Quota will open. In this window you have the following fields:

Item: List of all vaccine and diluents · Pull-down menu

· must be entered

Recipients: All recipients with the · Pull-down menu

related general population in
brackets. Population is specified · must be entered
inBasic Data, Recipients.
· more than one recipient can be selected
from the list

Select All: This will select all recipients

on the list

· Free typing
Target Population: Target
Population refers to percentage · Percentage only
of population to be covered. It is
usually percentage of under-one · Decimal permitted
children or pregnant women.
· Zero and negative numbers NOT accepted

· must be entered

Number of Doses to be given: This · Free typing

refers to number of doses of each
vaccine to be given to each child. For · Numeric only
instance, for BCG is usually one dose
per child. · No limit

· Zero and negative numbers NOT accepted

· must be entered
· Free typing

Coverage: Coverage refers to coverage · Percentage

of vaccination of a selected
<Item>. Normally it should not be over · Decimal permitted
100%. However, VSSM allows over
100% coverage. · Zero and negative numbers NOT permitted

· must be entered
· Free typing

Wastage factor: It refers to the · Numeric only

wastage factor of the selected
<Item>. This is not a percentage. It can · Decimal permitted
be calculated from wastage rate (%) by
using the following relation: · Less than 1 NOT permitted

Wastage factor = 100 / (100 - wastage · must be entered

rate)

Mode of Administration: Refers to · Pull-down menu

mode the selecteditem is administered
to target population. For instance, BCG · Default is blank
is given through injection and OPV is
orally administered.

The options are:

· Blank

· Injectable

· Prefilled

· Oral

· Nasal

· Suppository

· Ointment

· Others

Injectable: If you select injectable in this pull-down menu, the list of injection equipment
will be opened. Injection equipment is one of the Item Classes. All items that are in this
class (Injection Equipment) will be shown in this pull-down menu.

Injection syringes: Select the syringe

you would like to be used with this
particular item.
· Pull-down menu
Note: If by any chance you do not find
the syringe you are looking for in the · Optional
pull-down menu, inform Admin to add
this particular item to the list. · It opens only if the mode of administration
is “Injectable”

Dose / Vial: All dose per vial specified

for this particular item will be opened.

Mixing syringes: Similar to Injection · Pull-down menu

syringes, the list of all injection
equipment will be opened and you ·
have to select the syringe suitable for
mixing this particular vaccine.
Optional
· It opens only if the mode of administration
of the item selected in <Item> is “Injectable”
and only if the vaccine selected in <Item>
requires diluents (two conditions are
essential and are required)

Safety Box: Safety box is referred to a · Pull-down menu

kind of box or disposable container for
disposing used syringes. Similar to · Optional
Injection syringes, again the list of all
injection equipment will be opened and · It opens only if the mode of administration
you have to select the available safety of the item selected in <Item> is "Injectable"
box from the list.

Safety Box Capacity: User should type · Free typing

the capacity of the safety box here. The
capacity is referred to number of used · Numeric only
syringes this particular box can take.
· Decimal not accepted

· Zero and negative numbers NOT permitted

Submit: Any time you complete this

procedure and click on Submit, the new
estimation will replace the older one.

Once all the information required in this screen is completed and <Submit> is clicked on, wVSSM will use the
following relations to estimate the annual quota of the selected vaccine and all other injection equipment such as
injecting syringes, mixing syringes (if the selected vaccine requires diluents) and safety box if available:

a) Annual quota of number of selected vaccine for all recipients or a particularly selected recipient

= Total population x % Target Population x Number of Doses to be given x % Coverage x Wastage factor

b) Annual quota of number of selected injection syringe if a vaccine selected in (a) is injectable = Number of
vaccines estimated in (a) / Wastage factor

c) Annual quota of number of selected mixing syringes (if the vaccine selected in (a) requires diluents) = Number
of vaccines estimated in (a) / (Wastage factor x Dose per Vial)

d) Annual quota of number of selected safety box for vaccine selected in (a) = Sum of (b) and (c) / Safety Box
Capacity

If you select one particular recipient and use the above procedure for all vaccines, wVSSM estimates all
injection equipment and sum them up together and consider this sum as the quota for this particular
recipient. This quota will be presented in Manage in the same menu.

Manual estimation

Once you click on <Submit>, <Submit Recipient Item Annual Quota> window will be opened and three “must enter”
fields appear:

· Item

· Recipient

· Annual Quota (Quantity)

1. Item: Select the item from the list you intend to specify annual quota for
2. Recipient: Select the recipient from the list
3. Annual Quota (Quantity): Type the quantity as the annual quota for this specific item and for this particular
recipient (numerical only, no decimal, positive number only)
4. Click on <Submit> on the bottom of the screen and you will receive a message for successful submission
5. Repeat four above steps until you complete all items and for all recipients
6. Go to Manage and check the list

Note 1: In step 3 above, you should estimate the quantity manually and outside of wVSSM. For instance, in this
manual estimation if you have 3 recipients and 5 vaccines, then you have to use the pull down menu of Item 5
times (3 x 5) and for each vaccines you have to use the recipients pull down menu 3 times (a total of 15 times).
Problems and solutions:

· You do not find a specific item on the list: Inform the Admin to add this particular item. You do not have
access to add items at this level.

· You do not find a specific recipient on the list: Go to Basic Data, Recipients, Manage and check whether
this specific recipient is active or not. You may wish to activate it if it is deactivated. If you cannot find this
recipient at all, select Submit (still in Recipients menu) and add it as a new recipient.

Minimum and Maximum of Items

Well organized stores usually specify the maximum, minimum and order stock levels for most of items and
particularly for vaccines and injection equipment. When maximum, minimum and order stock levels of any item is
established, VSSM will give warning when the current stock is below minimum, above maximum or reaching order
levels.

In this screen you have 3 options for estimating Maximum and Minimum level for each vaccine and diluents
separately. For Other Supplies rather than vaccines and diluents there is only one option (Option 3). Although you
can use the other two options of the other supplies but you may not obtain appropriate and accurate results. These
three options are mutually exclusive which means that only one option can be active at any given moment.

Option 1 In this option VSSM assumes that the manager knows the amount of annual vaccine requirements. This
knowledge might be from the previous years’ experience. Once the manager specifies the annual vaccine
requirements, the following formula is employed by VSSM for estimation of the minimum and maximum stock
levels:

Max Stock = (Total estimated annual need / NSY) + Safety stock + Lead-time consumption

Min stock = Safety stock

Where:

 Safety stock is a percentage of total estimated annual need divided by number of shipments per year and
 Lead-time consumption is the number of days from placing order to receiving the vaccine multiplied by
estimated annual need divided by 365 days
 NSY: Number of shipment per year

Option 2 In this option VSSM estimates minimum and maximum stock based on:

Max stock = (P x %T x N x %C x WF) / (NSY) + Safety stock + Lead-time consumption)

Min stock = Safety stock

Where:

 P: total population
 T: percentage of total population to be covered or target population
 N: number of doses
 C: vaccination coverage in percentage
 WF: wastage factor
 Safety stock as percentage of (P x T x N x C x WF / NSY) and
 LT: lead-time consumption is the number of days from placing order to receiving the vaccine multiplied
by estimated annual need divided by 365 days.

This option may be appropriate for new vaccines being introduced to the program for the first time.

Option 3 Under option 3 you may estimate the maximum and the minimum by any method (not related to
VSSM) and the result to be entered in the appropriate boxes. The two fields (Min and Max) in this option are both
numeric and no decimal is allowed (integers only).

You may use only one of the three options at any given time. The result box at the bottom will remain blank until
you click on <Calculate>, and then the calculated result of the option that is active will be transferred automatically
to the result box. When Save calculation result is clicked, the results will be automatically used for developing Min,
Max and order level warnings. These warnings will come out when the stock of that item is below minimum or
over maximum. See Main Page, Item(s) above Max Stock Level and Item(s) below Min Stock Level.

Min and Max are also connected to Stock History graph to show when stock has been below minimum and above
maximum. See Stock History in Report menu (Report 16).

· Click on Minimum and Maximum of items in Basic Data

· Select the vaccine from the pull down menu

· Select the option you would like to use for estimation of Min and Max by clicking on the circle next to
the desired option

· Provide data in all the boxes of the selected option

· Click on Calculate

· Check the result

· Click on Save calculation result

Note:

· Lead-time consumption (in days) can be zero which means you receive a particular item as soon as you place
the order

· Safety stock is in percentage and it should be decided by users

· Option 2 is most useful when new vaccines are introduced to the program

Stores

Store equipment refers to compartments (storage facilities) were different items are kept. In relation to vaccines,
cold rooms and freezer rooms for vaccines and dry stores for diluents and injection equipment are consider to
be stores within a facility.

You should list your stores, their net volume (in litres) and their types on paper and then enter the information in
wVSSM. Once the type and the size of the stores are recorded, VSSM will relate this information to the volume of
vaccines and diluents to provide you with a graphic presentation of the volume occupied and the volume still
available in each storage facility/equipment. See reports Store Usage and Total Vaccine Store Usage. You will see
this information in Manage screen too.

The information on stores identification such as Store Codes, Store Names, Store Types and the Net Volume of
the stores in liter is essential and must be provided as accurately as possible.

Since there are only three main store types for storing vaccines and other related supplies, VSSM provides three
options for types of stores:

 Above zero (2 to 8 degrees centigrade)

 Below zero (- 25 degrees centigrade)
 Dry store (usually at ambient temperatures)

This screen has two options:

 Manage and
 Submit

You will start with Submit.

Submit

Once you click on Submit, Submit Store screen will be opened. In this screen you have:
Code:

Every storage equipment should have a unique Free typing

code. VSSM recognizes stores by their codes and not
by their names. VSSM will not accept an identical Alphanumeric
code for two different stores.
Name: Mandatory field

Any name you find it easy to refer to.

Type:

VSSM provides 3 options in this pull down menu:

Mandatory field
 Cold-room (2 –8oC)
 Freezer-room (below 0oC) and
 Dry Store at ambient temperatures

· Numeric only
Net Volume (lit.):
· Decimals are allowed
Net volume of the storage equipment in liters should · Mandatory field
be specified here.
· Default is 1 liter
· Checked box means that the
Active:
store will appear on the
relevant pull down menus
When any storage equipment is no longer available, it
should then be deactivated. This means that
· Empty box means that the store
the equipment is still on the list but will not appear on
will not appear on the pull
the pull down menus.
down menus

· Default is checked
For instance if one cold-room is temporarily out of order, it may then be deactivated. Later
when it is repaired it can be activated again.

You cannot deactivate a storage equipment if there is even one single vial of vaccine or for
that matter any other supply in it. In this case VSSM will not accept deactivation of
the storage equipment and you will receive a message to this regard. If you would like to
deactivate a storage equipment, first you must make sure that it is completely emptied and
all items are moved out and to other storage equipment. For this you should useMove Items
between Stores in Arrival menu.

Note: Any note related to the storage equipment can be typed here.

When you complete the above information for one storage equipment, click on Submit and then go to the
next storage equipment until your list is exhausted.

Manage

Here you will see the list of all your storage equipment. If you wish to change any information related to
any storage equipment, you should click on Edit. You cannot change any information on this screen. Once you
click on Edit, Edit Store similar to Submit Store screen will be opened and you can change any information you
wish. Once your editing is over, click on Edit bottom.

Users

Users are those who have access to wVSSM. By defining the recipient at any level, that facility will be connected to
the system when start-up date is applied. However, without having a certain person/staff responsible for wVSSM,
connecting to wVSSM will not be possible. The process of providing access to a user is as follows:
 1. When a facility defines its recipients, provides also access to one user in each recipient (facility) by
using Submit New User.

2. The person who provides access should also define the functions the subordinate can perform by
using User Permission.

3. The lower levels will follow the same procedure and after defining and coding their recipients, will
provide access to one user in any subordinate store using Submit New User and User Permission.

4. This procedure should be repeated until the level where there is no more subordinate faciliy (the lowest
level in the supply chain).

5. The user has access to wVSSM will be able to provide access to other colleagues at the same level similar
to providing access to lower levels.

6. Anyone has access to wVSSM can change his password in Edit my profile.

7. The higher level can always remove the a user from the list and therefore deny access to him/her in User
Permission.

User menu has 4 options:

· View Users

· Edit my Profile

· Submit New User

· User Permission

After defining recipients, click on Users in Basic Data and select Submit New User.

Version 4.0 and higher versions:

It should be noted that when a user is defined and permissions are given to, he/she will not be able to connect to
wVSSM until the start-up date is applied for that recipient.

View Users

This window is similar to other manage windows. You can only see the detailed list of all users defined at this
level. You will not see users defined by any other levels. You cannot delete or edit any user listed here from this
menu.

· If you want to edit your own profile, you should go to Edit my profile.

· If you want to edit information from any other user listed here, you should ask the user to update his/her
own profile again by using Edit my profile.

· If you want to delete any user from this list, you should go to User Permission by selecting the recipient,
selecting username and clicking on Delete User.

Edit my profile

This option is for users to change their profiles and particularly their passwords. Any user after having access to
wVSSM, should change all his/her personal data. Note that Username, Old Password, Password and Confirm
Password are “must enter fields”.
Submit new user

In Submitting a new user screen follow procedure below:

1. Recipient: Select one of those recipients you have already defined who either collect supplies from you or
you dispatch supplies to them. Must enter.
2. User name: Type a username for the new user in this selected recipient. The user name can be
anything. Must enter, free typing, alphanumeric.
 3. First Name: Type the first name of the new user, free typing, alphanumeric.
4. Last Name: Type the last name of the new user, free typing, alphanumeric.
5. Email: Type the e-mail address of the user. Email has format to be adhered to. It must have @ in it.
6. Phone: Phone number of the user. Numeric only.
7. Fax: Fax number of the new user. Numeric only.
8. Password: Provide a temporary password, Must enter.
9. Confirm Password: Retype the same password, Must enter. If the password typed here is not exactly the
same as it was in 8, wVSSM will not accept and you have to retype both or either of them until they exactly
match each other. Passwords are case sensitive. Make sure not to forge the password
10. Submit: Once all above information is completed, click on this key and you should receive a success
message on the same screen
11. Go to View Users and make sure the user is registered there
12. Go to User Permission and define the functions the new user can perform
13. Inform the new user about his username and his password.

Notes:

 If you do not find the recipient on the list, go to Basic Data, Recipients, Submit code and name the
recipient. It might be the recipient is there but it has been deactivated.
 Recipient, Username, Password and Confirm Password are must enter fields.
 Follow an easy and a systematic pattern for issuing usernames and passwords.
 Make sure to remember the usernames and particularly the passwords and communicate them to
the users clearly. If you forget passwords, there is no way to retrieve it.
 Do not forget step 12 (User Permission)

User Permission

After defining a recipient and then a user for that particular recipient you should define the level of responsibility
for that user. If you do not define the level of responsibility or the activities the user can perform in User
Permission, the user will not be able to perform any task.

1. Click on User Permission in Basic Data, User

1. Select the recipient from the Recipient field (must be selected)

2. Select the user from the Username field (must be selected). The name and the family name of the user will
appear.
3. Check any or all 11 activities you would permit this particular user to perform. If you leave any of the
boxes unchecked, this particular user cannot perform related tasks in wVSSM.
4. Click on Edit and you will receive a message
5. If you click on Delete User, this user will disappear from the list and cannot any longer log in to
wVSSM. For this you will receive a confirmation message. With this confirmation message, you still have
time to change your mind and keep the user on the list.

Note 1: If you do not see either name, family name or both related to the selected user, you must have missed
specifying them in Submit New User. The only way to complete the information, you should inform the user to go
to Edit my profile and complete the information.

Note 2: Increasing current stock is one of the tricky actions in stock management. It is advisable NOT to give
permission to all staff to increase the current stock of any item using current stock adjustment.

Arrivals

Arrival should be used when you receive supplies directly and NOT from your designated higher level. If you do
not buy any item and you do not receive any item from anywhere except one designated higher level, you should
never use Submit New Arrival menu. All items arrive to your store from a designated higher level are referred to
as a shipment.

You only use Arrival menu when you:

· purchasing any item directly

· receiving a donation

· receiving items from a store that is not your designated higher level (your wVSSM supplier store).
 · moving item(s) from one store to another

· managing arrivals (if any)

· submitting "opening stock"

Arrival menu has 6 sub-menus:

· Manage Arrivals

· Shipment information

· Submit New Arrival

· Opening Stock

· Copy Arrival

· Move Items between Stores

Manage Arrivals

When the screen is opened as a default you will see all confirmed arrivals sorted out by the latest one being on the
top of the list. The only option is to select any of the confirmed arrivals and by clicking on Show to see details. You
can NOT change anything. If you would like to modify any confirmed arrival, you should go to Arrival Adjustment.

If you check Draft, the same table will bring to you the drafted arrivals sorted by date. Here, by clicking on Show,
the Submit Arrival screen will be opened with completed fields and you have the options to:

· only view
· edit data
· confirm draft arrival
· save it as a draft again or
· delete the whole drafted arrival

In both cases (confirmed and draft) you can use Search to find your desired Arrival.

Note: If you do not see anything is Manage Arrive, this means that you do not have any arrival and consequently
means that you did not receive anything directly and you always receive items from your designated higher level
through shipments.

Submit new Arrival

This option is used when supplies arrive to the stores directly from the suppliers, manufactures or from
donation. This screen is NOT for regular supplies coming from the designated higher level.

Submit New Arrival screen is divided into three major parts:

· Overall Information about Arrival: Information about the whole shipment

· Details of Arrived Items: Information about each individual item

· Control keys: For submitting, saving as draft or deleting

Overall Information about Arrival

All or some of the fields in this part may be left blank when used for Opening Stock.

Fields Types
Arrival Date: Type the date or leave it in default
form. The system will update stock history even
if the arrival date is in the future or in the past. · Date only

· Default is today and can be changed

both forward and backward

· Mandatory field

Entered by: The name of the user logged-in appears hear.

Arrival Report Number: This field is reserved for

arrival report number and it is not related to any
Alphanumeric
other fields. It can be used for WHO UNICEF
Vaccine Arrival Report (VAR).

Source: Source here means the provider of the

shipment (the organization paid for the items in
this shipment). If filled, it must be from the list in the
pull-down menu
If a particular source is not listed on the pull-
down menu, inform Admin to add it to the list.
Transaction Period: The identifier of the active transaction period appears here.

Packed Volume (lit.): This refers to the total

packed volume of the shipment of all items  Numeric only
together in liter. This may be found from the  Decimal allowed
airway bills. This field is not searchable and
will not appear on any report.

Total Weight (Kg): This field refers to the

total weight of the shipment of all items · Numeric only
together in kilogram. This may be found
from the airway bills. This field is not · Decimal allowed
searchable and will not appear on any report.

Freight Cost: Cost of transportation of the

shipment if available. The freight cost does not · Numeric only
affect the total cost at the bottom of the
screen. Currency will be adjusted to the currency · Decimal allowed
specified by the Admin.

Currency: The symbol of the currency set by the Admin appears here.

Currency of bill: If the currency of shipment is

different from the currency specified for the
Alphanumeric
program by the Admin, then the symbol of the
currency mentioned in the bill should be typed
here. This field is not searchable and will not
appear in any report.
 · Numeric
Exchange Rate: If the currency of the items
arrived is different from the specified currency, · Decimal allowed
the exchange rate can be typed here directly.
· Default is 1
Once the exchange rate is typed here, all the costs entered in the currency of the bill will be
converted to the specified currency by being multiplied to this rate. The exchange rate is not
searchable and does not appear in any report.

Notes: Type any notes that may be useful for

you. Try to make the note relevant to all
Alphanumeric
items you record since later you will have an
option of making a note for every record.
Not searchable

Details of Arrived Items

Arrived Item

Item Class: Select item class from the pull-down menu:

· VAC (vaccines)

· D/L (diluents for vaccines)

· INJ (injection equipment)

· CCE (cold chain equipment)

· REPROD (Reproduction health)

· HIV (human immune deficiency virus)

· TUB (tuberculosis)

· MLR (malaria)

· NUTR (nutrition)

· PHARM (pharmaceuticals)

· OS (other supplies)

Item: Select from the pull down menu. The list of · Only can be selected from the
activated items based on the selected Item Class will pull-down menu
appear and you have to select one. If a particular item is
not listed on the pull-down menu, inform Admin to add it · Mandatory field
to the list.
· Only can be selected from the
pull-down menu
Manufacturers: Select from the pull down menu. The list
of active manufacturers will appear and you have to select · Mandatory field only
one. If a particular manufacturer is not listed on the pull- for vaccines and diluents classe
down menu, inform Admin to add it to the list. s
Batch Number: Type the batch number of vaccines and · Alphanumeric (direct typing)
diluents or serial number of other items. VSSM will not
allow recording any vaccine and diluents without a batch · Mandatory field only
number. VSSM will recognize batch numbers or serial for vaccines and diluents classe
numbers and will use batch numbers to generate reports. s
Tip If you do not have the batch number, just put a “?” in the box and then save the screen
as draft until you have the exact information about the batch number. Make sure you type it
correctly before you make final confirmation since an erroneous batch number may result in
inaccurate reports.
· Only can be selected from the
pull-down menu
Dose per Vial: Select from the pull down menu. The list of
vial sizes (dose/ vial) that are related to the selected · Mandatory field only
vaccine or diluents will appear and you have to select for vaccines and diluents classe
one. If a particular dose per vial is not listed on the pull s
down menu, inform Admin to add it to the list.

Quantity: Type the number of quantity of this · Numeric only (direct typing)
particular item arrived here from the
inventory list. For vaccines or diluents this · Integer (no decimal allowed)
must be in doses (not in vials)
· Mandatory field

Tip VSSM will enforce number of doses to be a multiple of vial size. If the entered number of
doses is not an integer multiple of vial size, VSSM will increase it to the nearest multiple of vial
size.

Number of Vials: This is the number of vials as · Numeric only

the result of the division of number of doses to
the vial size. · Will be filled automatically
Only for vaccines and diluents: If you skip entering Quantity (number of doses) and move the
cursor to Number of Vials and type the number of vials directly in the box, number of doses will
then be automatically filled in the previous box which is the result of the multiplication of Dose
per Vial to Number of Vials.

Commercial Name: It refers to a commercial Only can be selected from the pull-down menu
name of the product. If a
particular Commercial Name is not listed on
the pull down menu, inform Admin to add it to
the list.

VVM Type: User should specify whether the · Pull down menu
vaccine arrived carry VVM or not. If VVM is
attached, either the type is known or not. · There are six fixed options:

If a particular VVM Type is not listed on the 1. No VVM

pull down menu, inform Admin.
2. Type not known

3. VVM 2

4. VVM 7
 5. VVM 14

6. VVM 30

· Pull down menu

VVM Stage: It is related to the previous field · Only four options:

of VVM Type. If No VVM is selected in VVM
Types, this field will be disabled and no VVM Stage 1
stage can be selected.
Stage 2

Stage 3

Stage 4
Unit Price (in the specified
currency): Enter unit price of the item
arrived. If the unit price is different from the · Numeric only
specified currency and you have already
entered the exchange rate in Overall · Decimal allowed
Information about Arrival, VSSM will convert it
to the program’s currency. Other wise, you
have to manually calculated it and enter it
here.
Total Price (in the specified currency): It will · Numeric only
be calculated by VSSM.
· Decimal allowed
When you enter or change Total Price, VSSM
will calculate Unit Price automatically (based
on the quantity). Also when you enter or
change Unit Price, VSSM will calculate Total
Price automatically. When you change number
of doses, VSSM will use Unit Price to
calculate Total Price. Exchange rate applies
too.
Activity: One of the specified activities can be
selected. If a particular activity is not listed on
Can be selected from the pull down menu
the pull-down menu, inform Admin to add it to
the list.
Unit Volume (lit.): It will be generated by VSSM but you can change it. If you think the digit
present is not realistic, inform the Admin and type manually.
Total Volume (lit.): VSSM estimates the total
volume of the item by multiplying
the quantity to the unit volume. This value can
be changed by user. This means that if there is · Numeric only
a great difference between the average
volumes per dose for this particular vaccine, · Will be filled automatically
users can make their own estimation and type
the volume in liter here. This will over-right
VSSM’s calculation.
Store: You have to select the store to place the
· Mandatory field
arrived item.
· To be selected fro the pull-down menu
Two message may come out here when you select a store:

· Store type is not suitable for this item!

Admin has made this decision in the set up. For instance, this message will come up if
select a below –zero cold room for a freeze-sensitive vaccines. This is just a waning and
you may select a wrong store for any item.

· Not Enough Capacity (includes draft arrivals

and draft dispatches)!

The free volume of the selected store is shown in the box (in liters) and the warning
indicates that there is not enough capacity for the quantity of this particular item in the
selected store.

Tip: Sometimes you may note that the volume of the item to be stored is smaller than the free
volume of the store but still this message comes up. The problem is that you might have some
drafted arrivals that have not yet been confirmed. Drafted arrivals although are not virtually in
the store and you can not dispatch them and they will not appear on the current stock report,
they actually take some space and therefore you should either confirm them or delete
them. Once you delete the drafted arrivals or confirm the drafted dispatches, this message may
not come up.

Dates :
Date only
Production Date: Refers to the production date
of the item.
Default is today

Only will apply if Apply box is checked

· Date only

Expiry Date: Enter the expiry date of vaccines · Default is today

and diluents by using pop-up calendar or by
typing directly. · Mandatory field only
for vaccines and diluents. For other Item
Classes applies if Apply box is checked

Note: Type any notes that may be useful for

you. Try to make the note relevant to this · Alphanumeric
particular item.
· Not searchable

Control keys

ADD: Once you complete the above fields, by

clicking on Add, all information about the
arrived item will be transferred to the line Must be clicked on to complete the
below. data entry
Edit: By clicking on Edit, a new screen will open and you can change all field. The new
window should be closed by clicking on “ X “ at the top of the window.

Delete: Clicking on Delete, the whole line will be deleted.

Confirm: If you click here, arrival is submitted, and:

· quantities specified will be added to the current stock of specified store

· the space required will be deducted from the free capacity of the specified store

· related reports will be updated

Draft: If you click here:

· the arrival screen will be saved and can be retrieved from Manage Arrival

· current stock will not be changed

Delete: If you click here

· you will leave the screen

· no arrival will be submitted

· current stock will not be changed

· no record will remain

Opening Stock

When you decide to use wVSSM as a tool for stock management in your store, you should go to Opening
Stock in Arrival menu and to enter current stock of all items in the store. The prerequisite for submit current items
in the store you should have defined your stores. Once you click on Opening Stock, you will have three options:

 Mixed arrangement
 Store based arrangement
 Item based arrangement

These three options are mutually exclusive which means you can only use one of them at a time but you can use
another arrangement in a subsequent use of Opening Stock menu. You would select one of the three options based
on the arrangements in your store.

The Opening Stock screen is exactly the same as Arrival screen.

Mixed Arrangement

Option 1

This option is based on an inventory list of no particular arrangement. It is usually used when your inventory list is
a mixed. You have to select:

· Item Class

· Item and

· Store identification

for each record.

An example of the list of mixed inventory:

Batch Dose/ Store

Vaccines Manufacturer Quantity (doses)
No. Vial Identification
BCG B25 A 20 21,540 CR A
Measles M35 B 10 50,200 CR B
BCG BC24 C 20 41,200 CR A
DPT D26 B 20 100,220 CR A
Measles ME55 B 20 45,020 FR A
DPT DE35 C 20 34,060 CR B
Measles MO 45 D 1 450,100 CR A
OPV OP 34 D 20 152,300 FR A

When you click on Mixed Arrangement, the screen is exactly the same as Submit New Arrival screen. For further
information, go to Help, Submit New Arrival. There is no difference between these two windows.

Store-based Arrangement

Option 2

This option is best used when you make a physical inventory of each and all stores separately and you make a
store-based detail list of all items. For instance, you will go to cold-room A and make a detailed list of all vaccines
in this cold-room. Then, you move to cold-room B and make a detailed list of all vaccines there. When you
complete making detailed lists of all vaccines in cold-rooms and freezer-rooms, then you move to dry stores and
you make a detailed list of all diluents and other supplies in each dry store separately. In this option you have to
select each store’s identification once only.

An example of the store-based inventory:

Store
Vaccines Batch No. Manufacturer Dose/Vial Quantity (doses)
Identification
BCG B25 A 20 21,540
Measles M35 B 10 50,200
Cold room A BCG BC24 C 20 41,200
DPT D26 B 20 100,220
Measles ME55 B 20 45,020
Cold room B DPT DE35 C 20 34,060
Measles MO 45 D 1 450,100
Freezer room A
OPV OP 34 D 20 152,300

The screen is the same as Submit New Arrival screen with the exception that the store field is disabled since you
have already selected the store on the previous screen. For further information, go to Help, Submit New Arrival.

Item-based Arrangement

Option 3

This option is best used when you have a detailed list of all supplies sorted by type of items. For instance, each
item is in a separate list such as all BCG’s in one list and all DPT’a on another list, separately. You will see that in
this option you have to select each item once only.

An example of the item-based inventory:

Vaccines Batch No. Manufacturer Dose/Vial Quantity (doses) Store

B25 A 20 21,540 CR A
BCG
BC24 C 20 41,200 CR A
M35 B 10 50,200 CR A
ME55 B 20 45,020 CR B
Measles MO 45 D 1 450,100 FR A
DE35 C 20 34,060 CR B
DPT
D26 B 20 100,200 CR B
OPV OP 34 D 20 152,300 FR A
Based on your store arrangements you may select this option.

The screen is the same as Submit New Arrival screen with the exception that the Item Class and Item fields are
disabled since you have already selected these items on the previous screen. For further information, go
to Help, Submit New Arrival.

Copy Arrival

In order to save time, you can bring up a confirmed arrival and change some fields and reconfirm it as a new
arrival. Once you click on this option, you will see the list of all confirmed arrivals in a pull-down menu.

· Select arrival you would like to make a copy of from the pull-down menu

· Click on Copy Arrival, a new window opens that is exactly the same as Submit New Arrival

· Change any field in Overall Information about Arrival

· For changing any field in Details of Arrived Items, in the table detailed items at the bottom of the screen,
click on Edit and in the new window change any fields you like

· Click on Edit in the new window and then close the window from the top corner by clicking on x

· You can also delete any item by clicking on Delete key

· When your new arrival is completed you can either save it as draft or confirm it

See Manage Arrival in Arrival menu since the above procedures are very similar to each other.

Move Items between Stores

In all stores it happens that you physically move items between the cold rooms and between dry stores. Since
VSSM is a store based application, any physical movement of items between stores and within the same facility
should immediately be transferred to VSSM. Failure to reflect the physical movement of items to VSSM, will result
in inaccurate reports and confusion particularly during dispatches.

For reflecting physical movement of items to VSSM you should use this menu. Once you click on Move Items
between Stores, a new widow will be opened that is devided into two parts:

· From : The store item(s) are moving out

· To : The sores item(s) are moved to

In this screen there are following fields:

Fields Types
From :
Store: The name of the store item(s) will be · Mandatory field
moved out and to another store
· To be selected from the pull-down
menu
Net Volume (lit.): Once the store is selected, the net volume in liter will be appear in this box
Free Volume (lit.): Free volume of selected store will appear in the box
Two options:
Move Item by Item Move All Items

You can select any item from the table Moving all the items in the store out to
below, one by one, and move them out and another store
to the other store(s)
Quantity to move: You can type the number · Numeric
or the quantity of the selected item in box. If
you select Move All Items, this field will be · No decimal allowed
disabled.
· Mandatory field if Move Item by Item is
selected
Net Volume Moved (lit.): This represents the net volume of the selected item and the
quantity moved
To :
Store: The name of the store item(s) will be · Mandatory field
moved to
· To be selected from the pull-down
menu
Net Volume (lit.): Once the store is selected, the net volume in liter will be appear in this box
Free Volume (lit.): Free volume of selected store will appear in the box

Dispatches

Dispatch is the most used menu in wVSSM. Here dispatch means issuing supplies to leave the store and to reach
the intended recipient from a defined list. Any item sent out of the store or collected from the store is considered
to be a dispatch.

This menu is used when vaccines and diluents and other supplies are dispatched (sent out) to
different recipients. VSSM generates automatically a voucher for each completed and confirmed dispatch.

Dispatch menu has the following sub-menus:

· Manage

· Submit New Dispatch

· Copy Dispatch

· Manage Vouchers

When you decide to dispatch (send out) supplies to a specific recipient, click on Dispatch and then Submit New
Dispatch.

Manage Dispatch

In this screen you see all dispatches in 3 categories:

· Confirmed

· Draft

· Deleted

When you open this screen, the default is on Draft. Draft dispatches are those you already prepared
the dispatch but saved them as draft but actual dispatch has not yet happened and the items in this draft dispatch
are still in the store.

Deleted dispatches are those dispatches have been deleted through using Dispatch Adjustment and Cancel the
Whole Dispatch. The cancelled voucher number is registered in Cancelled Voucher Numbers Report.

In 3 categories the most important identifier is the Voucher Number and the Date.

You can also see dispatches made, confirmed and the shipment left the store (not drafts and not deleted
dispatches) by going to Reports, Transaction Reports and clicking on Dispatch by Recipient or Dispatch keys.
Manage Dispatch option is an alternative way to return to drafted dispatches. Once you select Draft in this menu,
you will see a table of all drafted dispatches. You can select any draft dispatch and by clicking on Edit, you will see
the details.

You can either:

· Edit some of the fields and then either:

o Save it a s draft again or

o Confirm it or

o Delete the whole draft

The other way to return to drafted dispatches is to click on Count Dispatch: on the Main Page (see Main
Page, Message Box, Draft).

Submit New Dispatch

Fields Types
Voucher Number: This is unique number
for your store composed of two parts. One
is the name of the active transaction Automatically generated
period and the second part is a counter. The
counter is reset whenever a new
transaction period is started.

The voucher number should be looked and referred to in conjunction with the store or the
facility’s name. For instance you may have voucher number 2012 – 31 repeated for all
stores. Therefore, the voucher number should be referred to with the store name.
Date: This date refers to the date items are  Date only
leaving the store and not necessarily the  Default: Today’s date
date voucher is prepared.  Can be changed by typing directly in
the box
 Mandatory field
 Any date is accepted (past and
future dates)

Request Number: This field is for those

programs that receive request from
recipients which have numbers
(identifiers). Request Numbers are only
related to reports. Search can be made Alphanumeric
by Request Numbers. This means that you
can find a dispatch by its Request Number.
Recipient: Recipients are those stores or
facilities where receive or collect items
from your (this) store. Mandatory field from the pull down menu

If a new recipient is not on the list, you should go to Basic Data, Recipients, Submit and
code a new recipient.
Transport Mode: Once the recipient is
selected, the preferred mode of transport
will appear in this box. You can change it · Can be selected from the pull
by selecting from the pull down menu. down menu

· Default is what was specified in

Recipients menu
If a particular transport mode is not on the list, inform Admin to add it to the list.
Notes: Any note related to the
whole dispatch can be typed here. Keep
this space for general notes related to the Alphanumeric
whole dispatch. There is another
“note field” specific to each item to be
dispatched.
Item Class: Select any of 11 item classes
from the pull down menu:
Mandatory field from the pull down menu
· VAC (vaccines)

· D/L (diluents for vaccines)

· INJ (injection equipment)

· CCE (cold chain equipment)

· REPROD (Reproduction health)

· HIV (human immune deficiency

virus)

· TUB (tuberculosis)

· MLR (malaria)

· NUTR (nutrition)

· PHAM (pharmaceuticals)

· OS (other supplies)
Item: Once you click on the pull
down menu, depending on item class you
selected, all list of supplies categorized in one item at the time Mandatory field from
the selected item class, will appear in the the pull down menu
box.
The list may be long and not all the items can be seen in one screen. You may have to
scroll down the list to see all items. Then, you have to select one item at a time.
Item Details: Once you select the item you
would like to dispatch from the previous
field (Item), all the stock of this item will Mandatory field from the list in the pull
appear in the box, line by line sorted by down menu
their expiry dates.
The selected item to be expired first is on the top of the list and the one to be expired last is
on the bottom of the list. In compliance with the Early Expires First Out (EEFO) VSSM
prompts you to select the first to be expired. The second criterion for sorting out the list
for vaccines is VVM stage. Vaccines with the highest VVM stage will appear before those at
the lower stages.

However, you may select any item from the list. VSSM will give you the choice and there is
no limitation in selection of items.

Note that the details related to each line of similar items provided in the list are as follows:

· Summary contains:
 o Item (name)

o Manufacture

o Expiry date

o VVM stage

o Batch number

o Store Identification

o Dose per Vila

o Stock not Drafted

· Stock not Drafted: VSSM will deduct the amount that is to be dispatched by
the current dispatch and place here the net result. This amount is what is
available for a new line in this dispatch. After you add a few dispatch lines,
stock not drafted will be reduced by the amounts to be dispatched. This is
mainly used to help the users from being mixed up with multiple batches of the
same item. Once the user decides to dispatch some item, available balance will
be updated. This number however does NOT include other saved drafts; it only
applies to the current dispatch. Once you select the line you would like to
make dispatch from, you have to type the number of dose or quantity you
would like to dispatch. The only essential typing in this screen is the number of
doses or quantity. The rest of the information is from pull down menus.

Doses/Quantity: Here you have to directly

type the number of doses or quantity of the
item you selected. Note that you cannot  Numeric only
type a decimal number her.  Decimal not allowed
 Only larger than zero are allowed
(zero and negative digits not
In case of vaccines and diluents, VSSM will
allowed)
adjust the number to match the vial size.  Mandatory field
 In case of vaccines and diluents: if
For instance, if the vaccine you selected is you type a number of doses that is
in 20-dose vial, and you type 9 doses, VSSM not an exact multiple of the vial size,
will increase the quantity to 20 doses. If for VSSM will increase the number to
the same vaccine you type 25 doses, then match the vial size.
VSSM will increase it to 40 to match to two
vials. In other words VSSM will not allow
you to dispatch a fraction of a vial
VVM Stage: The stage of VVM at the time of
arrival will be repeated here and the user
can change the stage if necessary. For  Can be selected from the pull
instance, if a certain vaccine arrives with down menu
VVM at stage 1, this will be appeared  Only 4 VVM stages are available
o Stage 1
here. Now, the user can examine the VVM
o Stage 2
stage and can leave it at stage 1 or can o Stage 3
change it to stage 2 or higher. o Stage 4

However, if vaccine arrives with VVM at stage 2, the user cannot change it to stage 1 at the
time of dispatch. VSSM will not accept this and a message will come up to warn the user. If
the vaccines arrived at stages 3 and 4 and user decides to dispatch vaccines with VVM
stage 3 or 4, a message will come up to warn the user that vaccines at these two stages
should not be dispatched. However, user may decide to dispatch vaccines at VVM stages 3
and 4.
Activity: One of the specified activities can
be selected.
Can be selected from the pull down menu
If a particular transport mode is not on the
list, inform Admin to add it to the list.
Bundles: VSSM will place here all
applicable bundles. Bundles are defined for
vaccines and number of doses (and Can be selected from the pull down menu
optionally for recipientand
different activities).
VSSM may find multiple bundles to match the current dispatch item, and it will list all of
them here. The user may select any (or none) to be applied.

ADD: Once you complete the above fields,

by clicking on Add, all information about
the selected item will be transferred to the Must be clicked on to complete the selection
line below. of item
Edit: By clicking on Edit, a new screen will open and you can change Dose/Quantity, VVM
Stage and Activity but the other fields are fixed and cannot be changed. In case other
fields, with the exception of Quantity, VVM Stage and Activity have to be changed, then you
have to delete the whole line and start the data entry from the beginning for this line of
item. Once you complete editing, close the window from the top corner of the screen

Delete: Clicking on Delete, the whole line will be deleted.

List of dispatched line entered

The following information will be automatically shown:

 Item
 Manufacturer
 Batch Number
 Quantity
 Unit Price
 Dose/Vial (only for vaccines and diluents)
 VVM Stage
 Expiry Date
 Activity
 Note

 Doses/Quantity:

Number of doses or quantities specified above is automatically moved to

here. Here, you have the choice to change doses or quantity. You can both increase
or decrease the number as long as the number you type is larger than
zero. However, if you type a number that is larger than the stock in this store, you
will receive a warning and you have to decrease the number to match the current
stock of this item in this particular store. VVSM will not allow you to dispatch
quantity that is larger than the current stock at this particular store

 Unit Price in the specified currency

 Note: any note related to this item

can be typed here. This field is not
searchable. Alphanumeric

VVM Stage: The new field VVM stage will appear on the bottom row. This field is related
to vaccine arrival and like batch numbers and other specifications will be part and parcel
of the vaccine. If vaccine arrived with no VVM, this field will be disabled and no stage can
be selected.
However, if vaccine arrived with VVM and the VVM stage was specified during arrival data
entry, the stage in which vaccine arrived with will appear here. You will have a choice to
keep the same stage or to change the stage to a new stage using the pull down menu.

Users cannot select a lower stage than the stage in which vaccine was arrived in. VSSM
will not accept this selection. For instance, if vaccine arrived with VVM at stage 2,
in dispatch user cannot select stage 1. In such cases, a message will come up.
Confirm: If you click here, dispatch is made, and:

· quantities specified will be deducted from the current stock and from the store
where they are kept

· a voucher will be generated

· The recipient will receive a message that a new shipment has arrived from your
store

Draft: If you click here:

· the dispatch will not be made

· current stock will not be changed but the screen will be saved and you can find
the information and the drafted dispatch in Manage

· no voucher will be generated

· The dispatch draft will be saved and you can retrieve it from Manage
Delete: If you click here:

· you will leave the screen

· no dispatch will be made

· current stock will not be decreased

· no voucher will be generated

Copy Dispatch

When you wish to dispatch similar items to different recipients and to save time in data entry, you may copy one of
the existing confirmed dispatches and change some of the fields only. Then you can save the new dispatch
as draft or you may confirm it.

· In Dispatch menu, click on Copy Dispatch, Copy Dispatch window will be opened with all dispatches so far
made and sorted out by date (the most recent one on the top).

· Select dispatch you would like to make a copy of by clicking on Copy Dispatch. The selected dispatch
window will be opened that is exactly the same as a Dispatch window.

· Change any field you wish and click on Draft or Confirm.

The following fields can be modified directly on the screen:

· Date

· Request Number

· Recipient
 · Transport Mode

· Note (related to the general condition of the shipment)

For making any modification to other fields, you should select required dispatch line and click on Edit. If you wish
to delete any item from the dispatch, you should click on Delete.

Once you confirm:

· A new voucher number will automatically be generated

· The new dispatch is no longer related to the original one that was copied

· The quantities dispatched will be deducted from the related store(s)

· The recipient will receive a message that a new shipment has arrived from your store

Copy dispatch is very similar to Copy Arrival.

Manage Vouchers

In this screen you see all dispatch vouchers in 3 categories:

· Original (Not Printed)

· Copy (Already Printed)

· Drafted

You can select one of the above categories at the time and review the table of generated dispatch vouchers.

After selecting the desired voucher, the only option here is to click on Print Voucher and have a hard copy of the
selected voucher. Make sure that your computer is connected to a printer.

If you select one of the vouchers in Original (Not Printed) category, Original is printed on the right corner of the
heading of the voucher. Similarly, if you select one of the vouchers in Copy (Already Printed) category, Original is
replaced by Copy. This means that the selected voucher has already been printed once or more times.

If you select one of the vouchers in Drafted category, Drafted Voucher replaces Original and Copy on the corner of
the heading of the voucher. You can print Drafted Vouchers as many times as you wish. Once the draft dispatch is
confirmed in Manage Dispatch, the related voucher will disappear from the Drafted category and will jump
to Original (Not Printed) category.

The voucher format is configured by the Admin. The name of the facility on the voucher heading is the same name
as was given to the facility by one level higher (see Basic Data, Recipients).

If you have any suggestion and/or you are not happy with the way vouchers are configured, contact the Admin.

Adjustments

There are mainly three types of adjustments in VSSM:

1. Current stock adjustment

2. Dispatch adjustment
3. Arrival adjustment

About Adjustments in wVSSM

In VSSM one of the most complicated actions is making adjustment.

You normally make adjustment to arrivals and dispatches when you make mistake and you need to correct it. In
wVSSM there are fewer possibilities of making mistake and therefore occasions for making arrival and dispatch
adjustments have greatly been reduced.

Unlike arrival and dispatch adjustment the occasion for making adjustment to current stock is not always for
correcting mistakes. The following occasions may require making adjustment to current stock:

 Physical inventory: when the result of the physical inventory is not corresponding to the current
stock shown in VSSM. For instance when you count the number of one item (physical inventory) and the
quantity is either less or more than what you have in VSSM.

Damage to vaccines:

o when some of the vaccine vials are broken

o when VVM color changes to stages 3 and 4 and you need to discard them
o when some vaccines are expired and they have to be discarded
o when freeze-sensitive vaccines are exposed to sub-zero temperatures and you need to discard them

The above-mentioned occasions and some other similar occasions justify making adjustments to the current stock.

Most of the adjustments (in three main categories) require providing an adjustment reason. If you do not provide
any reason for adjustment, the adjustment cannot be submitted and wVSSM will adamantly not allow you
to submit adjustment.

Adjustment reasons are defined by the Admin and you can not alter them. If you think there are not enough
adjustment reasons on the list and/or the present reasons are not satisfying your needs when you try to make
some particular adjustment, inform the Admin and request for adding a new adjustment reason to the list.

Each adjustment reason has some characteristics:

1. does not increase or decrease current stock ( )

2. decreases the current stock only (-)

3. increases the current stock only (+)

4. both decreases and increases current stock (- +)

5. decreases current stock and affects wastage (- W)

It should be noted that if an adjustment reason increases the current stock, will not affect wastage. Only
reasons decrease the current stock may also affect wastage.

Current Stock Adjustment

This type of adjustment is usually done when you:

· make physical inventory and the result is less or more than what is on VSSM reports

· discard any item for:

o reaching their expiry dates particularly for vaccines, diluents and pharmaceuticals
o VVM’s on vaccine vials reach stages 3 and 4
o any other reasons require discarding any item

· have some broken vials and damaged items in the store

· miss any items for any reason

As a result of physical inventory:

 · if the result is less than VSSM current stock

o find out:

§ the quantity arrived might be less than what you submitted during arrival: use Arrival
Adjustment

§ the quantity dispatched to some of the recipients might be more than what you
submitted: use Dispatch Adjustment provided that the corresponding recipient has not
confirmed receipt of the item

§ some of the items might be stolen or lost: Use Current Stock Adjustment and specify an
appropriate adjustment reason based on the nature of the loss

· if the result is more than VSSM current stock

o find out:

§ the quantity arrived might be more than what you submitted during arrival: use Arrival
Adjustment

§ the quantity dispatched to some of the recipients might be less than what you registered:
use Dispatch Adjustment provided that the corresponding recipient has not confirmed
receipt of the item

§ do not increase current stock by using Current Stock Adjustment since it may create
problem

Prior to make any current stock adjustment, make sure you have access to this function. Access to this function has
been given to you by your higher level or your supervisor in your store (User Permission). Note that you may have
access to decrease current stock but you may not have access to increasecurrent stock. Since increasing current
stock entails some problems, supervisors should not give permission to increase current stock to all staff.

Click on Current Stock Adjustment if you can justify adjustment considering above conditions.

Fields Types
Item Class: Select from the pull-down menu.
Item group: Filtered based on Item Class selection · Mandatory field
Item: Filtered by Item Group selection. Select the
item you would like to make adjustment to its · From Pull-down menu
current stock.
Batch number (Serial Number): will appear here for the selected item.
Stock level at this store: the quantity of the selected item in this particular store.
· Numeric only

· No decimal

· No negative number

New Stock: You can type a number that usually

· Less the current stock not
should be smaller than the Stock level at this store
allowed

· For vaccines and diluents

VSSM will adjust the digit to the
higher number of vial size
multiplication
 · Numeric only

· No decimal

· For vaccines and diluents

VSSM will adjust the digit to the
higher number of vial size
Changed Stock: You can type the number of items to
multiplication
be discarded or is missing using negative singe ( - )
in front of it. If you do not use ( - ) singe, the current
· You can use negative singe to
stock will be increased. Although theoretical you
decrease the current stock
are allowed to increase the current stock, you have
to be careful.
· The value of negative number
should not be more than the
current stock

·
No negative singe ( - ) means
that the current stock will be
increased
You can either type the New Stock or type the Changed Stock in their related fields and the
result will be the same.
Adjustment reason: An appropriate adjustment
reason should be selected from the existing reasons
in the pull-down menu. If you decrease or
carefully increase the current stock by using current
stock adjustment, you should select the · Mandatory field
right adjustment reason that
allows increase or decrease of current stock. Note · To be selected from the pull-
that in decreasing current stock, the selected reason down menu
can affectwastage.

If you do not find the appropriate adjustment

reason in the pull-down menu, inform Admin.

Dispatch Adjustment

For dispatch adjustment you do not have to satisfy several conditions as it was the case in Arrival Adjustment. At
the same time, dispatch adjustment is limited to canceling the whole dispatch or adjusting the quantity sent
out. This means that you can not change the other fields such as batch numbers, manufacturers, unit price, etc. For
changing such fields you should virtually bring back the quantity dispatched and then re-dispatch them with
corrected information.

A. Canceling the Whole Dispatch

If you decide to cancel the whole dispatch which means all the items sent out through any particular
dispatch, you need to specify a reason. Without selecting a reason from the list, the adjustment will not be
successfully submitted. Once you select an appropriate reason and click on Cancel the Whole Dispatch, all
the items on this dispatch will return back to the same stores that have been taken from. The current
stock of the stores will be increased and the quantity sent out to the corresponding recipient will be
zeroed. In this case the voucher number will be saved as a cancelled voucher number.

B. Applying adjustment to a particular item in one particular dispatch

In this case you have to select an item from the list by clicking on Edit (on the left-side of the table). You
will see that you can only increase or decrease the quantity of that item. For decreasing the quantity, the
limitation is zero. However, to increase the quantity, the limitation is the remaining amount in the
 store. For instance, if you already sent 200 doses of a certain vaccine and they report back to you that
they received 450 doses. Therefore, you should attempt to increase this amount to 450 and the condition
is that there must at least 250 doses of this vaccine in the same store. In this case the voucher number
will remain the same but a note will be added to this particular dispatch and the old and new quantities
will be in the related transaction reports.

Trouble shooting

In the case of canceling the whole dispatch:

When you select a dispatch and you try to cancel the whole dispatch but you can not submit it, the only problem
can be in selecting an inappropriate adjustment reason. Since canceling the whole dispatch will inevitably increase
the current stock, therefore you should select a reason that allows increase of the current stock. If the adjustment
reason is appropriate, there should be no more problem in canceling the whole dispatch.

In the case of applying adjustment to a particular item in a particular dispatch there can be two problems:

a) Since the adjustment will inevitably increase or decrease the current stock, then selecting an
inappropriate reason will prevent you to submit the adjustment successfully. You should change the
adjustment reason.

b) In increasing the quantity you should be careful not to exceed the existing amount in the store. Obviously
you cannot increase the quantity beyond what is in the store.

Arrival Adjustment

Amongst three different adjustments in VSSM, arrival adjustment has more conditions to satisfy than the others.

When to apply Arrival Adjustment?

The function of “Arrival Adjustment” can only be used in the case you purchase or receive items directly and not
from one level higher. This adjustment might be used frequently at the Central Store level.

If in your level you do not purchase any item directly and you always receive items from one level higher, you do
not need and you can not use Arrival Adjustment. In this case you have to request one level higher (the level sends
you the items to make adjustment for you. See Shipment Information and Request for Adjustment.

Types of Arrival Adjustment:

Generally you can make three types of adjustment to items you purchase in your level or you receive them
directly:

A. Adjustment to common information of any specific arrival:

a. Source
b. Report Number
c. Freight cost
d. General notes about the shipment

There is NO need to specify any reason for making adjustment to these above-mentioned fields. There is no
condition to satisfy for this adjustment either. Once you make changes to the above fields and click <Edit>, the
adjustment will be made.

B. Canceling the whole arrival: This means that you cancel all items in one particular arrival. This type of
adjustment needs 3 conditions:
a. You need to specify a reason
b. No dispatch should have been made of any of the items arrived in this particular arrival (the
quantity of all items arrived must be equal to the current stock of those items)
c. All items should be present in the same store as when they arrived
 If you do not specify a reason and the other 2 conditions are not present, you will receive a message that
canceling the whole adjustment failed.

C. Making adjustment to one or some of the items one by one in one particular arrival:
a. You need to specify a reason
b. No dispatch should have been made to this particular item (the quantity of the item arrived must be
equal to the current stock of the item)
c. The item(s) should be present in the same store as when they arrived

The reasons for adjustment are the same as those explained in About Adjustment in wVSSM.

Trouble shooting

When you can not make adjustment to items you purchase and/or you receive them directly, there might be one or
some of the following problems in order of frequency:

a. When you click on <Arrival Adjustment> the menu opens but you do not see any arrival list and search
does not give you any result.

Solution: This means you do not have any arrival and you have always received items from one level
higher. You can not use this operation. It is already too late to ask one level higher for adjustment since you
have already confirmed the arrival. You may use Current Stock Adjustment or you may inform the staff at one
level higher to advise you.

b. You find the arrival you want to make adjustment to but adjustment cannot be submitted.

Solution: You might have already dispatched some quantity of this item and therefore the quantity arrived and
the current stock is not exactly the same. Carefully look at the top of the Adjustment to Arrived Item. You will
see that Arrived Quantity and Current stock may not the same. In this case you can not make any
adjustments. You have to virtually bring back all items dispatch through using Dispatch Adjustment until the
quantity arrived and current stock become equal, then you may use the Arrival Adjustment.

c. You find the arrival you want to make adjustment to but adjustment cannot be submitted and you are sure
you have not dispatched any of this particular item. However, you see that Arrived Quantity and Current
Stock are not equal.

Solution: You should check whether you moved some quantity of this item from the store originally arrived to
another store. In this case virtually bring all the quantity back to the original store until the Arrived Quantity
becomes equal to current stock.

d. Both above conditions b and c combined. Means that you dispatch some quantity of this particular item
and you moved some quantity from to another store.

Solution: Apply solution in cases b and c above.

e. The last problem might be due to selection of the Adjustment Reason. If the adjustment you intend to make
is increasing or decreasing the current stock and you are selecting a reason that is not specified for
increasing or decreasing the current stock, then you can not make this adjustment.

Solution: Select an appropriate reason for adjustment.

Warnings

On the main page the warning area is divided into 3 parts:

· Item(s) Close to Expiry

Count: 0

· Item(s) above Max Stock Level

 Count: 0

· Items below Min Stock Level

Count: 0

“Count” represents number of warnings. If zero, means you have no warning. Clicking on Count will bring details
of the related warning.

VSSM updates warnings automatically.

VSSM provides a number of other warnings to make the user aware of all possible situations and prevent them
from making errors. The main warnings are related to the above 3 main issues.

Items close to Expiry

If you see a number in front of a warning about Item(s) Close to Expiry and click on the number, a new window will
open and it gives you the detail of all items closely approaching their expiry date.

The admin has globally defined the number of days to expiry for each item in the system. For instance if the global
number is set at 60 days by Admin, any item in the store it’s expiry is equal or less than 60 days, will be shown on
the list. This screen is only for your information and you can only make a print of it.

You should discuss the global setting for number of days to expiry with the Admin. Users can not change this
number.

Note: If the Admin did not specify any “days to warn before expiry”, VSSM default is 90 days and the warning will
be issued 90 days prior to the expiry of any item. See also report How long a Vaccine will last.

Items above Max Stock Level

This is similar to Item(s) below Min Stock Level with the only difference that the warning will be issued when any
item is above the maximum stock level.

In Basic Data, Min and Max of Items, you should have already specified the maximum stock level for both vaccines
and diluents and other supplies, above which a warning will be issued. Once the stock level of any item goes above
the maximum level, this warning will be issued and you can see which item(s) are above the maximum level by
clicking on Item(s) above Min Stock Level.

This warning may help the program managers to consider the situation and not to order this particular item for the
time being. If some items are over stocked, particularly those items with an expiry date, there is a danger that they
will reach their expiry dates before being dispatched. See also report How long a Vaccine will last.

Items below Min Stock Levels

In Basic Data, Min and Max of Items, you should have already specified the minimum stock level for both vaccines
and diluents and other supplies, below which a warning will be issued. Once the stock level of any item goes below
the minimum level, this warning will be issued and you can see which item(s) are below the minimum level by
clicking on Item(s) below Min Stock Level.

This screen is only for your information and you can only make a print of it. This warning prompts program
managers and helps them to avoid shortage of items.

About Reports in wVSSM

There are 21 major reports in wVSSM that are lumped in five major groups as follows:

1 Stock Reports 8
reports
2 Storage Reports 3
 reports
3 Financial Reports 4
reports
4 Wastage Reports 3
reports
5 Vaccination Reports 2
reports
6 Cancelled Voucher Numbers 1 report

Each report provides several options of display and gives users the option of filtering fields. You can select only
those fields that you are interested in. Most of the reports have a unique number printed on the top of the screen
or on the top of the page when printed.

All reports can be printed in their original form. For printing any report use Control P (Ctrl P). Make sure your
printer is on and connection to the PC is secured.

The reports can be exported to MS Excel and MS Word. Make sure you have Microsoft Excel and Microsoft Word in
your PC.

Stock Report

Stock Reports consists of a group of eight different reports all related to stock and stock levels:

Stock Reports Report Number

1 Current Stock 1
2 Transaction Reports 4
3 Monthly Dispatches 2
4 Stock History 16
5 All Adjustments 21
6 Bin Card (Batch Card) 22
7 Recipient Item Year 17
8 How long a vaccine will last? No report number

Cancelled Voucher Numbers

In wVSSM when a dispatch is confirmed a unique voucher number will be generated automatically. Later on a
dispatch can be completely cancelled for several reasons. When you cancel any dispatch, that unique dispatch
number will be listed in this report.

Request for Supplies

Request for supplies means sending a requisition to a designated higher level for receiving or collecting
supplies. This menu has three options:

· Manage Sent Requests

· Submit Request for Supplies

· Mange Received Requests

If you are in the central store you will not have any information in Manage Sent Requests since you are at the top of
supply chain and you do not send any request to any level. Whereas, if you are at the lowest level you will not have
any information in Manage Received Requests since you do not supply anything to any lower level. At the
intermediate stores you have information and access to all three options since you both receive items from a
higher level and dispatch items to lower levels.

Supply chain levels Manage Sent Submit Request Mange Received

 Requests for Supplies Requests
The highest No Information
Central Store Disabled
level information available
Regional
Stores
Provincial
Intermediate Information Information
Stores Option available
levels available available
District Stores
Health
Facilities
The lowest Vaccination Information
Option available No information
level Delivery available

Summary:

Levels Access
The highest level Mange Received Requests
Manage Sent Requests
Intermediate
Submit Request for Supplies
levels
Mange Received Requests
Manage Sent Requests
The lowest levels
Submit Request for Supplies

Submit Request for Supplies

This option should be used when you want to send a request to one level higher where is your supplying facility:

Click on <Submit Request for Supplies>

Select <Item Class> from the list

Select <Item> from the list

You will see that the following information appears on the screen:

 Total current stock

 Total quantity has arrived to your store from the beginning of the year to the present date in <Arrived
YTD> (year to date)
 Total quantity dispatched or used from the beginning of the year to the present date in <Dispatched/Used
YTD>

When you click on the box in front of <Requested for the period of:>, you have the following options:

Less than one month

1 month
 2 months

3 months

……

……

11 months

12 months

More than one year

Not Specified

If you select <Less than one month>, <More than one year> and < Not Specified> from the list, you will see no
change on the screen. However, if you select any of the options from 1 to 12 months, suggested quantity for the
selected period will be calculated by VSSM and will appear in front of <Suggested quantity for this period>. Once
you see the suggested quantity for this period, then you may type the same figure in <Request to Higher Level> or
you may type any quantity you require. There is no limitation.

<Item Class>, <Item> and <Request to Higher Level> are all must enter fields. <Requested for the period of:> is an
optional field.

Then, click <Add>.

You will see that all the above information is presented in a table format.

Now, if you need to request for more items, you should repeat the same above steps until your required list is
exhausted.

Then click on <Send>. Your request will be transmitted to your designated higher level and a message will appear
on the main page, Message Box and Request for Supplies of the designated higher level. If you do not want to send
this request, you may click on <Delete>.

Note: At the central store, this option is disabled since this store is at the highest level.

Problem:

If you select from <Requested for the period of:> for instance “1 month”, but you still do not see any quantity in
<Suggested quantity for this period>, the problems are not here at yuor level. At your designated higher level,
either they have not entered the total population in Basic Data, Recipients and/or they have not specified the quota
for this item for you level in Basic Data, Recipient Item Annual Quota. Either or both of these situations hamper the
calculation for Suggested quantity for this period.

Solution:

You have to inform the responsible staff at your designated higher level.

Manage Received Requests

In this screen, similar to Manage Sent Requests, you will see the list of all requests you have received from all your
subordinate stores where you supply them (those stores where you are acting as the designated higher level).

Request Confirmation
Select Date Status Sender Entered by
Number Date
 The
Automatically
· New (you have not name of
generated Date The users’ Date you
yet confirmed it) the
request request identification (staff confirmed the
facility
number was sent who prepared the receipt of the
· Confirmed (seen and sent
you request) request
confirmed) request
to you

Request Number: Automatically generated sequential request number. See Manage Sent Requests.

Date: Date request was sent to you.

Status: There are 2 possibilities here:

· New: The requests you have not yet confirmed them

· Confirmed: When you confirm a request from a lower level, the status of the request will change
from New to Confirmed.

Entered by: This is the username of the staff prepared the request at the lower level.

Confirmation Date: It is the date you confirm the request received from the lower level.

Select: Once you select one of the received requests by clicking on the hand, the detailed list of all requested items
on this particular request will appear in a table format as follows:

Recipient Suggested Request

Requested
Item Arrived Dispatched/Used Current quantity to
Item for period
Annual YTD YTD Stock for this higher
of
Quota period level

Notes: ………………..

· Item: The name of the item requested, e.g. BCG.

· Recipient Item Annual Quota: The quota of the annual quantity of the store established by you. If you see
zero or the box is blank, this means that your (designated one level higher) have not established the quota
for this particular item. If this is zero or blank, the Suggested quantity for this period will also be blank.
You may wish to establish a quota for this specific item for this specific recipient. See Basic Data, Recipient
Item Annual Quota.

· Arrived YTD: Total quantity of this particular item has arrived to the store from the beginning of the year
to the present date.

· Dispatched/Used YTD: Total quantity of this particular item dispatched from the store to lower levels or
used from the beginning of the year to the present date.

· Current Stock: Total current stock of this particular item at the time request was prepared.

· Requested for the period of: Request for this particular item for a specific period. See Submit Request for
Supplies.

· Suggested quantity for this period: It is specified by wVSSM for this particular period selected by
user. See Submit Request for Supplies.

· Request to higher level: Specified by user as a requested quantity to you.

 · Confirm: This option exists only for New requests. Once you click on Confirm, the status of the request
will change to Confirmed and at the same time the status of the request will change
from Sent to Confirmed in the requesting store (one level lower) and the date of confirmation will appear
at your level and the requesting store level.

· Note: Any note written here will appear at the lower level. This note serves as a communication channel
with the requesting store (one level lower).

Manage Received Requests

Secondary
Status Option Result
Options
Review contents Review details of the Request
After confirmation, the note will appear at the
New Select Type notes
lower level
It will change the status at this level and the
Confirm
lower level

Confirmed Select None Only to review Details of the confirmed Request

Received requests cannot be deleted or modified. They can only be reviewed and confirmed.