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USER MANUAL
Department of Medical, Health & Family Welfare
Swasthya Bhawan, Tilak Marg, Jaipur
Rajasthan
Contents S.No. Particular Page
No.
1.0 About e-Saadhan
2.0 Flow chart of e-Saadhan use points
3.0 Salient Features of e-Saadhan
4.0 List of commodities
5.0 Free Supply & ASHA Supply
6.0 Dash Board Indicators
7.0 Users of e-Saadhan
7.1 For Monitoring & Decision Making
7.2 For Indenting and supply
8.0 Role of state/district/facility level officials
9.0 Flow of use of e-Saadhan
Services
1.0 Login Process
2.0 Drug Inventory
3.0 Add Inventory
4.0 Indent Generation
5.0 Issue
5.1 Issue Desk
5.2 Issue to sub store off line
6.0 Acknowledgment of supply
Reports
7.0 Stock in Hand Report
8.0 Expiry Detail Report
9.0 Issue Report
e-Saadhan
About e-Saadhan e-Saadhan is a web based Contraceptive Logistics Management Information System which deals with collection, processing and reporting of family planning commodities‟ data to ensure the tracking of supply chain accurately and on a real time basis, which reduces supply imbalances and regulate the flow of contraceptives at different levels. e-Saadhan provides accurate, timely and appropriate data to the decision makers at all levels of the supply chain of FP commodities. It will also be useful to regulate supply chain operations and flow of products from State to the last depo.
Requirement of e-Saadhan in Rajasthan In Rajasthan presently it is a challenge to get real time information of the stock position
of family planning commodities either from warehouse or facility, as the system is
manually operated. Hence a system is needed for logistic management of FP
Commodities, as the availability and accessibility are vital for adequate use of
contraceptives in community.
e-Saadhan use points- Flow chart
Open Counter
/ In-house
State Store
MOHFW
Store
District Store
CHC Store
UPHC/Dispns.
Sub Center ASHA
PHC Store
Sub Center ASHA
Med. Col./DH / SH/ SDH
ASHA/ANM
Open Counter
/ In-house
In-house Open Counter
/ In-house Store
Beneficiary Distribution
DHP ASHA/ANM
Free Supply ASHA Supply
FP Commodities which are supplied to
Facilities(MC/Sate/SDH/CHC) for the clients visiting the facility
Distribution of FP commodities through ASHA
under “Home Delivery of contraceptives” scheme
Note: There is a difference between ASHA and Free supply in terms of packaging and the quantity.
Salient Features of e- Saadhan Web based application designed for managing contraceptive supply
chain
Instant access to stock information of all public health facilities &
warehouses.
Facility of segregation of FP commodities ( Free & ASHA Supply)
Auto information for indenting
Auto forecasting of contraceptives based on Population / ELA
Tracking of contraceptive supplies from State ware house to District
Ware House, Health Facilities- Medical College attached hospitals,
District Hospitals, Satellite Hospitals, UPHC, Dispensary, SDH, CHC,
PHC, Sub Center and ASHAs
Facility of tracking in regard to availability of a particular item with
batch no.
Provision of inter facility transfer of FP commodities
E-Mail alert on Minimum and Maximum Stock level with a copy to
their respective supervisors
Alert message for short expiry for freeze or issue with a copy to their
respective supervisors
Auto generated graphical reports for program review.
Transfer of Reports to Excel files for analysis.
List of FP Commodities
1. Nirodh**
2. OCP (Mala-N) **
3. ECP**
4. Copper-T 380A* 5. Copper-T 375*
6. Tubal Rings*
7. Nischay Kit (PTK)**
8. Contraceptive
Injection (ANTARA)*
9. Weekly Pill
(Chhaya)**
*Only Free Supply
**Both Free Supply and
ASHA supply
Dash Board Indicators Level of Official
Senior Health Department officials -
Principal Secretary /Mission Director
NHM
State Level Official - Directorate
District Level Official
Facility Level Official
Dash Board
Indicator
Stock Out 1. % and Number of
the Districts having
stock out of FP
commodities in the state
2. % of the Facilities ( type of institutions
wise ) stock out in the state
3. % of the Districts having highest
stock out of FP
commodities in the facilities
4. % of type of FP commodities that
are being stock out in the descending
order
5. % of the districts that shows
consistent overutilization of
any type of commodities
Stock Out 1. Name of the
Districts having
stock out of FP
commodities in the state
2. Name of the Facilities having (
type of institutions wise ) stock out in
the state 3. Name of the
Districts having
highest stock out of FP commodities in
the facilities 4. % of type of FP
commodities that are being stock out
in the descending
order
5. Name of the
districts that shows consistent
overutilization of
any type of commodities
Stock out 1. Name of the
Facilities
having ( type
of institutions wise ) stock
out in the district
2. Name of the facilities
having highest stock
out of FP
commodities 3. % of type of
FP commodities
that are being stock out in
the
descending order
4. Name of the facilities that
shows consistent
overutilizatio
n of any type of
commodities
Stock out 1. % of type of
FP
commodities
that are being stock out in
the descending
order 2. Quantity of
all type of FP commodities
supplied to
inhouse, Open Counter
SC & ASHA on monthly
basis 3. Name of the
commodity
that shows consistent
overutilization
Expired stock
1. % and Number of
the Districts having expired stock of FP
commodities in the state
2. % of the Facilities ( type of institutions
wise ) having
expired stock 3. % of type of FP
Expired stock
1. Name of the
Districts having expired stock of FP
commodities in the state
2. Name of the Facilities ( type of
institutions wise )
having expired stock
Expired stock
1. Name of the
Facilities having
expired stock of FP
commodities in the district
2. % of type of FP
Expired stock 1. Name and
quantity of
the FP commodities
having expired stock
in the facility
Level of Official
Senior Health Department officials -
Principal Secretary /Mission Director
NHM
State Level Official - Directorate
District Level Official
Facility Level Official
commodities that are expired in the
state
3. % of type of FP commodities that
are expired in the state
commodities that are
expired in the distrct
Near expiry stock 1. % of type of FP
commodities that are going to expire
in 90 days
2. % and Number of districts having
stock that are going to expire in 90 days
Near expiry stock
1. Name and quantity of FP commodities
that are going to expire in 90 days
2. Name of districts
having stock that are going to expire
in 90 days
Near expiry stock
1. Name and quantity of FP
commodities that are going
to expire in 90
days 2. Name of
facilities and type of stock
having stock that are going
to expire in 90
days
Near expiry stock 1. Name and
quantity of FP commodities
that are going
to expire in 90 days
Graphical presentation
of demand and Supply (from state to district)
Name of District
warehouses not indented since last 3
months
Facilities not
indented since last 3 months
Short
Stock(Commodity wise)
Graphical presentation of demand and Supply
(from state to district)
Graphical presentation of
demand and
Supply (from District to Facility)
Graphical presentation of
month wise
Supply (from Facility to ASHA)
Name of Districts with
type of FP commodity
already indented 80% of Annual Requirement
Name of facility
with type of FP
commodity already indented
80% of Annual Requirement
Name of
commodity
already indented 80% of Annual
Requirement
Users of e-Saadhan 1. For Monitoring & Decision Making
The reports and dash board indicators will be visible to each program managers/official from State to field to review the status and movement of commodities from State Warehouse to ASHA. Level of Official State Level Official District Level Official Block/Facility Level
Official
Use of software
State level dash board
indicators
District level dash board
indicators
Facility level dash board
indicators
State level reports District level reports Facility level reports
1.1 Role and Responsibilities of State level officials-
i. Monitoring the state level dashboard indicators for analyzed reports on FP commodities
ii. Assessing the gaps in supply channel iii. Analyzing demand versus supply at all levels. iv. Analyzing the frequency of raising indent by district to state v. Frequency of supply from GOI to State vi. Ensuring the availability of the buffer stock at ware houses
1.2 Role and Responsibilities of District level officials (CMHO, Add. CMHO)-
i. Monitoring the state level dashboard indicators for analyzed reports on FP commodities
ii. Assessing the gaps in supply channel iii. Analyzing demand versus supply at all type of facilities iv. Ensuring the availability of the buffer stock at all type of facilities v. Ensuring the availability of logistics for operationalizing of software vi. Ensuring the software is operational and the stock at the facility level is
entered in the initiation of software vii. The analyzed report of commodities is shared with state on monthly basis viii. Ensuring that warehouses continue to maintain all the records and
registers as done previously ix. The status of stockout, expired stock and commodities already indented
80% of annual requirement has to be intimated to state
1.3 Role and Responsibilities of Facility level officials (MOIC)- i. Ensure the availability of logistics and manpower for operationalization of
software ii. Ensuring the software is operational and the stock of the facility is entered at the
time of initiation of software iii. Ensure the supply as per the requirement iv. Assessing the gaps in supply channel v. Analyzing demand versus supply vi. Ensuring the availability of the buffer stock in facility vii. The analyzed report of commodities is shared with district on monthly basis viii. Ensuring that facility continue to maintain all the records and registers as done
previously ix. The status of stockout, expired stock and commodities already indented 80% of
annual requirement has to be intimated to district x. Monitor the utilization of the commodities through ASHAs and open counter xi. Monitor the regularity of the indenting 2. Use for Supply Chain Management
Level of warehouse/ facility
State FP Warehouse
District FP Warehouse
MC/SH/DH SDH/CHC PHC/UPHC/DISP.
Use of software
Stock
Upload of the supply
received from GOI
(Always)
Stock
upload From
Private agencies
(if any) Stock
Upload as a result of
interstate transfer
Stock
upload (only once
at the time of
initiation of
software)
Stock upload
fom Private
agency (if
any)
Stock Upload from
RSACS
Stock upload
(only once at
the time of initiation of
software)
Stock upload
(only once at
the time of initiation of
software)
Stock upload (only
once at the time of
initiation of software)
Receive Indent Indent raise to Indent raise to Indent raise to Indent raise to
Level of warehouse/ facility
State FP Warehouse
District FP Warehouse
MC/SH/DH SDH/CHC PHC/UPHC/DISP.
from DWH SWH DWH DWH DWH
Issue to DWH against
received indent
Acknowledge the supply
received from
SWH
Acknowledge the supply
received from
DWH
Acknowledge the supply
received from
DWH
Acknowledge the supply received
from DWH
Receive indent from facility
Issue supply to Open counter
and In-house
Issue supply to Open counter,
In-house, SC and ASHA
Issue supply to In-house, SC (for
PHC only) and ASHA
Issue supply to facility
Flow of use of e-Saadhan
1. Log In
1.1 Log in Process
1.2 Errors while logging in
1.3 Forgot Password
2. Services 2.1 Inventory Management 2.1.1 Stock Upload 2.1.1.1 FP commodity Inventory
2.1.1.1 Add Inventory 2.1.1.2 View uploaded stock 2.1.1.3 Modify uploaded stock
2.1.2 Demand 2.1.2.1 Indent Generation 2.1.2.1.1 Indent Desk
2.1.2.1.1.1 Generate Indent 2.1.2.2 Modify Indent 2.1.2.3 View Indent 2.1.2.4 Print Indent
2.1.2.5 Cancel Indent 2.1.3 Issue
2.1.3.1 Issue Desk-Online 2.1.3.1.1 Issue FP commodity 2.1.3.1.2 Modify Issue 2.1.3.1.3 View-Issue
2.1.3.1.4 Cancel-Issue 2.1.3.2 Issue to sub store-Offline 2.1.3.2.1 View Issue
2.1.3.2.2 Modify/Cancel-Issue 2.1.4 Receive
2.1.4.1 Acknowledgment Desk 2.1.4.1.1 Acknowledgment of FP supply received
3. Reports 3.1 Inventory Management 3.1.1 Stock in hand report
3.1.2 Expiry Details Report 3.1.3 Issue Report (Commodity outward register report)
1. Log In 1.1 Login Process:-
i. Switch on the Computer System.
ii. Connect/check for the Internet connection.
iii. Open the Mozilla Firefox browser.
iv. Type URL as http://220.156.189.149/eSadhan/startup/loginAction
Every store is given an individual „User id‟ and ‟Password‟. Enter „user Id‟ and
„Password’ then click on „Log In‟ button.
1.2 Errors while logging in:-
User Login Expired
This error occurs when the user Id of an individual expires. Each user Id is assigned a specific expiry time period by the
system administrator, after which the user Id does not work. Please contact the system administrator for further
assistance.
Network / Server failure
This error occurs when your system is unable to establish a network connection with the designated server. Please
contact the administrator for further assistance.
Incorrect User Id or Password
This error occurs when you are typing in a wrong user Id or a wrong password. Please check the user Id or password
entered or click on „forgot password‟ link at the bottom of the page.
In case of, any of the above mentioned errors, the system will display „invalid user Id‟ or password‟ error message
1.3 Forgot Password
Note: - If Password is forgotten then please follow steps given below-
2. Services After successful login, the menu screen will appear where the user will select service tab, where another tab named as Inventory Management appears, when user will select inventory management tab other services like-Demand, Issue, Receive Stock upload will appear on the screen
Step 1:- Click on „Forgot Password‟ option at the bottom of the login page
Step 2:- Enter User Id, select a hint question from the list box and then enter the answer in the respective field as
mentioned in figure below
Step 3:- Click on the „Go’ button.
Step 4:- A new screen will appear. In that screen enter new password and re-enter the password in „confirm
Password‟ field and then click on „Save‟ button to save the password.
Once the user has clicked on the Save button a new window will pop up stating „Your password has been changed’
which will indicate that the password has been changed successfully.
Step 5:- Click on „OK‟ button to return to the „Login Page‟
2.1 Inventory Management 2.1.1 Stock upload
2.1.1.1 FP commodity Inventory:-
Path: -Services->Stock Upload-> FP commodity Inventory
Path Description:- Click on the Services, then click on Stock Upload and then click on FP commodity Inventory and then a new window will come up as shown below
Description:
Here we can check the Stock of an Item, Batch number and Expiry Date of FP
Commoditiess. In this Desk we can also add the FP Commodities Stock through offline
by ADD button.
Stock upload (Drug Inventory) will be done at
SWH every time when supply received from
GOI
Stock upload (Drug Inventory) will be done at DWH
and Facility level only once, when software will be
initiated
2.1.1.1.1 Add inventory
Working Process:
Step 1: Select Commodity Name from the Combo Box
Step 2: After Selecting Commodity Name, Stock Detail and Issue Details will display, if
exists.
Step 3: Select Supplier Name , Manufacturer Name, PO No & Date and
Consignment No. & Date.
Step 4: Enter Count for Number of batches for Particular Commodity in the Text and
press Enter.
Step 5: Enter Batches details like Batch, Received Stock Qty, Consignee Qty, Sample
Drawn Qty, Manufacturing & Expiry date And Approved Remarks to Complete
the Entry.
2.1.1.1.2 View for Entry Details
Step 1: Click on View Check Box given on right side of the Entry Form.
Step 2: A Pop-up Window will display. Select From and To Date then click on GO Button.
2.1.1.1.3 Modify for Entry Details
Step 1: Click on Modify Check Box given on right side of the Entry Form.
Step 2: Select Drug Name and Batch Number from the combo.
Step 3. All Details of selected Batch will automatically display in the field. Modify any
of the field needs to be modified, and then Save.
2.1.2 Demand/Indent
2.1.2.1 Indent Generation
Indent Indent
Path: - Services->Inventory Management->Demand-> Indent Generation
Path Description: - Click on the Services, then click on Inventory Management, then
click on Demand and then click on Indent Generation and then a new window will
come up as shown below
State FP Warehouse
Dis trict FP Warehouse
Health Facili ties (Medical college hospital, Set. Hospital, DH,SDH,CHC,PHC,UPHC,Disp.)
Working Process
Step1: Select the Store name of your Store.
Step2: Select the Indent Status
Step3: Click on Generate.
Following Screen will appear
Step 4: Select the Indent Type (Normal/urgent).
Step 5: Select issuing Store from which you are going to Indent. And then press Go
button, then following screen will appear
Step 6: Enter Request Quantity of the items/FP Commodities.
Step 7: Click on Save Button to send the indent.
2.1.2.2 Modification in Indent
Step 1. Select the indent from the home page of Indent Generation Desk. Step 2. Click on Modify Button.
Step 3. Change the request Quantity then Click on Save Button.
2.1.2.3 View of Indent
Step 1. Select the indent from the home page of Indent Generation Desk. Step 2. Click on View Button.
Step 3. Indented Quantity and details will display as follows:
2.1.2.4 Print Indent Step 1. Select the indent from the home page of Indent Generation Desk. Step 2. Click on Print Button.
Step 3. Indented Quantity and details will display as follows:
2.1.2.5 Cancel Indent Step 1. Select the indent from the home page of Indent Generation Desk. Step 2. Click on Cancel Button.
Step 3: After Click on Cancel Button, System will ask for the remarks of cancelation. Step 4: Enter Cancel Remarks and Click on OK Button. Indent will be cancelled.
2.1.3 Issue
When we click issue then two options appear –
i. Issue to sub store off line- This feature is used when supply is issued without
indent
(a. For State and District level stores this feature is conditional, for example- if lower
level don’t raise indent then supply is issued by this feature.
(b. Facility level stores (MC,SH,DH,SDH,CHC,PHC,UPHC,DISP. etc) can issue
supply to other levels (ASHA,SC, In-house, Open counter) through this feature only.
ii. Issue desk- This feature is used when supply is issued against indent raised by
lower facility/warehouse
2.1.3.1 Issue Desk (Issue to sub store online) Path: - Services->Inventory management->Issue ->Issue Desk.
Path Description: - Click on the Services, then click on inventory management and
then click on Issue and then click on Issue Desk and then a new window will come up
as shown below.
In this window when we select status issue-pending then the indents raised from
facility/store appears on the screen
Working Process:
Step 1. Click on “Issue Desk” Under Issue Head. Step 2. Pending Voucher will show on the list page, Select any record to issue. Step 3. Click on Issue Button.
Step 4. Enter Issue Quantity, for which single Batch Exists in stock. Step 5. Click on “Select Batch”, to select the batch, where multiple batch exists in stock.
Step 6: Enter Issue Quantity of the FP Commodities.
Step 7. Selected Batch Details will display as below.
Step 8. Enter the remarks and Click on Save button.
Step 9: Click OK button.
After Click OK Button the following Screen will appear.
Step11: Select Received By.
Step 12: Click on Save Button.
After click on save (reference step 12) then the following Voucher Appears
Store in charge have to take printout of this voucher and give one copy to receiver and keep another with him for record keeping purpose. 2.1.3.1.2 Modification in Issue
Step 1. Select the Status as Ack-Pending in the Issue Form.
Step 2. List of all issue vouchers for which acknowledgment is pending will display.
Select the record to Modify. Step 3. Click on Modify Button.
Step 4. whole voucher detail will display. Modify any batch or quantity.
Step 5. Click on Save Button.
2.1.3.1.3 View of Issue
Step 1. Select the Status as Ack-Pending in the Issue Form.
Step 2. List of all issue vouchers for which acknowledgment is pending will display.
Select the record to View.
Step 3. Click on View Button.
Step 4. Voucher will be viewed as below.
Step 5. Viewer can also take the print of old voucher by clicking on Print Button.
2.1.3.1.4 Cancel- Issue
Step 1. Select the Status as Ack-Pending in the Issue Form.
Step 2. List of all issue vouchers for which acknowledgment is pending will display.
Select the record to Cancel.
Step 3. Click on Cancel Button.
2.1.3.2 Issue to Sub store offline:-
Path: - Services->Inventory Manangement-> Issue->Issue to sub store offline.
Path Description:- Click on Services, then click on Inventory Management and then
click on Issue, then click on Issue to sub store offline and then a new window will
come up as shown below.
Description:
Through this Desk, Facility can issue FP commodities to ASHA, Sub Center, In House,
Open Counter and Camp.
After you click the Issue to sub store offline link in menu the following screen will
display.
Working Process
Step 1:- Select Store Name from where FP commodities are being issued.
Step 2:- Select Store Type of Indenting Store for e.g. DH,CHC,PHC,ASHA,SC etc.
Step 3:-Select name of Indenting Store (i.e. Name of health facility/Name of ASHA)
In this option when we select store type as ASHA, then ASHA name will appear as
“Anganwari ID/ASHA Name &ASHA id” (e.g. JHL-MNH-AKL-001/Kanchan Pareta
17693)
When we select store type as DH, CHC,PHC etc. , then name of health facility will
appear, as shown below-
Step 4:-Enter Issue Date.
Step 5 : Click FP commodity Name (For selecting the commodity) to Indent after this
After you click the FP commodity name following screen will Appears.
Step 6: After you fill Type and Name of Commodity then it asks for requesting quantity
as per screen given below-
Step 7: When you fill request quantity, then you need to fill the quantity to be issued
and this quantity should not be greater than requested quantity.
Step 8. Click on “Selected Entry Only”
Step 9: Click OK After Click OK following screen appears
Step 10. Enter Approved Remarks and Name of Receiver. Step 11: Click on Save
Following Screen Appears when Saved
Store in charge have to take printout of this voucher and give one copy to receiver and another with him for record keeping purpose. 2.1.3.2.1 View for Issue Details Step 1: Click on View Check Box Given on right side of the Issue Form.
2.1.3.2.2 Modify/Cancel for Issue Details Step 1: Click on Modify/Cancel Check Box Given on right side of the Issue Form.
Step 2: Select Indenting Store Name and Click on Search Button.
Step 3: All Issued Details will display, Select particular record to modify.
Step 4: After Selecting, all issue details will display.
Step 5: Modify the record if required and click on Save Button.
Step 6: If Issue Needs to be cancelled , then click on Cancel button to cancel the record.
Step 7: Modified Issue Voucher will display.
2.1.4 Receive/Acknowledgment
2.1.4.1 Acknowledge Desk: Path :-Services->Inventory Management-> Receive->Acknowledge Desk
Path Description:- Click on the Services, then click on Inventory Management, then
click on Receive, then click on Acknowledge Desk and then a new window will come
up as shown below.
Description:
After FP Commodities Issued from the Issuing store to Indent Raising Store, that record
will visible at Acknowledge Desk of the store who receives supply, store need to
acknowledge the supply received by it.
Working Process:
Step1: Select the Record which you are going to be acknowledged.
Step2: Click Acknowledge button.
After you click the Acknowledge button then the following screen will display
Step 4. Issued Detail will be shown.
Step 5: Check the Physical Quantity, verify it and Click on Save Button
Step 6: If Short Quantity Received, Enter the Short qty in the text Box.
After you click save button (Reference Step 5) the following Print Format will appear.
Take a print of it for record keeping purpose 2.1.4.2 View & Print of Acknowledged Voucher
Step 1. Select Closed from Status Combo.
Step 2. Select the Record to view.
Step 3. Click on View Button.
Step 4. Following Screen will display. Step 5. Click on View Button.
Step 6. Following voucher will display.
3. Reports
3.1 Inventory Management
3.1.1 Stock in Hand Report:- Path: - Reports>Inventory Mnagement->Stock on Hand Report
Path Description: - Click on the Reports, then click on Inventory Management and
then click on Stock in Hand Report
Description: Through this Report we can check status of any FP commodities in the
stock.
A new window will come up as shown below.
Step 1: First select store name
Step 2: Select type of commodity
Step 3: Select FP commodity name as per the window given below
Step 4: Click Generate for report, the report will appear as given in the screen below
3.1.2 Expiry Details Report:- Path :-Reports>Inventory Mnagement>Expiry Details.
Path Description: - Click on Reports, then click on Inventory Mnagement and then
click on Expiry Details and then a new window will come up as shown below.
Description: Through this Report we can check FP commoditiess which are Expired or Near Expiry in the stock.
Working Process: Step 1: Select the Option Button of Expired(If you want to see Detail of Expired FP
commodities) or Near Expiry(If you want to see Detail of FP commodities which are
Near Expiry).
Step 2: Select the Store name of your Store.
Step 4: Enter Days /Date under this FP commodity being Exipred.
Step 5: Select Report Format(Html/PDF) .
Step 6: Click on Genrate Button.
After you click Generate button (Reference Step 6) the following expiry report will
appear
3.1.3 Issue Report (Commodity outward register report):-
Path: - Reports->Inventory Mnagement-> Commodity outward register report
Path Description:- Click on Reports, then click on Inventory Management and then
click on Commodity outward register report and then a new window will come up as
shown below.
Description: Displays batch wise Issued FP commodities to facilities/store Working Process:
Step 1: Select the Store name of your Store.
Step 2: Select the FP commodity name.
Step 3: Select Batch No.
Step 4: Enter From Date and To Date .
Step 5: Select Report Format (Html/PDF) .
Step 6: Click on Genrate Button.
After you click Generate button (Reference Step 6) the following Report will appear.
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