F.T. Software Kanban Manager MMSlog (EN) · 2019-02-20 · Medical Modular System S.A. - C/ Llacuna 110-112 – Local 1 - 08018 – Barcelona Telf. (34) 933.098.593 - Fax (34) 933.003.974

Medical Modular System S.A. - C/ Llacuna 110-112 – Local 1 - 08018 – Barcelona Telf. (34) 933.098.593 - Fax (34) 933.003.974 - [email protected]

MMSlog® KANBAN MANAGER SOFTWARE

MMSlog® KANBAN MANAGER SOFTWARE FOR RFID READING DEVICES MANAGEMENT • The MMSlog® Kanban Manager Software helps managing on a hierarchical level the service stores

of healthcare centers which use the Kanban (“Double drawer”) management system

• The entire process of replenishments can be controlled very easily from beginning to end through a location catalogue linked to a master catalogue

• The solution allows managing the whole fleet of reading devices combining several technologies such as active & passive RFID, bar-codes, etc…

• The user can choose from a total manual management of the process to full automatic daily replenishment processes. The orders would be automatically processed in a clear & seamless way, and would be integrated to the ERP or other software of the hospital

• The MMSlog® Kanban Manager Software is developed using the latest Web-programming technologies & can be accessed locally or remotely with any standard Internet browser with no need to install any additional software on the user’s computer

B.03


1. Introduction The MMSlog® Kanban Manager Software for the double drawer management system of orders & stocks for service warehouses allows to remotely monitor & control the replenishment of products located in the health center warehouses. This Software is compatible with different types of Reading hardware and technologies (RFID, Bar-codes, etc.). The Software solution allows:

• Manage on a hierarchical level a single Health center or a network of hospitals

• Recreate & update a Master catalogue of references from which the several warehouses to be managed will be created

• Create, edit & erase the different Reading devices in an easy and agile way

• Differentiation between Ordinary & Urgent orders with reading programs that can be setup daily or hourly

• Monitor & update the warehouse references individually or in bulk

• Control the replenishment system through an powerful & practical interface

• Manage replenishment order history on-screen or Export them to an spreadsheet (Excel)

• Monitor the status of reading devices from a number of alarms & continuous control systems

• Parameter the initial software setup according to the architectonic characteristics of the room & systems where the devices will be located and integrated

• Manage the software solution through pre-defined roles & user profiles which can be linked to to users according to their responsibility & position

• Place orders even in case of power breakdown or collapsing of the connection between reading devices and systems using portable backup devices

• Follow-up of replenishment orders and reference search through the web-interface designed for mobile terminals (tablets)

• Integration with the hospital ERP or other Administrative management software

• Editing, publishing & printing of product reference ID, service, department, quantity, location and bar-code on labels, to name a few options


B.2. Technical & functional specifications

The MMSlog® Kanban Manager Software for order & reading devices management allows the Health center to organize on a systematic way the service warehouses which use the kanban system, mainly allowing the input & output of orders from each Cost Center to the central warehouses (Pharmacy Department warehouse, Purchase dept.). This process is made fast and secure since the system retrieves data from the tags read from remote reading devices like RFID panels or RFID Keypads, or bar-codes. The software also enables the user to publish labels to identity products and to have information regarding product, orders, and warehouses (ex: location of a specific product and usual stock quantity…) B.3 General features

Ø WEB-BASED SOFTWARE- The software was totally developed in Java and works fully in a web

environment. All the data is hosted under Micrsoft SQL Server engines and depending on the scope of the project, the installation is scalable without limits

Ø Basic requirements on the user’s computer – Since this is a web-based software, the user only needs a standard Internet Browser (IE, Firefox, Chrome) to accessthe system and perform all the tasks enabled for his user role & profile


Scalability – The system is ready to grow in terms of reading device number and in terms of the products master catalogue database.

User management – The software can be used and controlled at several levels of pre-defined roles. The users assigned to these roles can be created manually or automatically imported from external systems such as LDAP.

ERP Integration – The process of readings from Reading devices and the creation of replenishment orders can be totally automated. Once setup this way, the software will execute tasks from a Schedule programmer accessible to users and all the necessary processes to send the order to the management software of the centre will be performed automatically.

Ø Structure of the settings – The MMSlog® Kanban Manager software enables a hierarchic management of a structure composed by health centres, from a 1st level that can encompass a specific number of centres with the possibility of managing individual centres or even the services, departments, warehouses or individual locations.


Details of the hierarchic structure

This capacity to organize the structure in a hierarchy enables using search functions or perform tasks according to the desired level, and as a consequence savings in efforts and time.

Hospital 2

Hospital n

Hospital 1

Servicio de Salud

Servicio 2

Servicio n

Servicio 1

Almacen n

Almacen 1

Sección n(columna)

Sección 1(columna)

Ubicación 2(nivel + posición)

Ubicación n(nivel + posición)

Ubicación 1(nivel + posición)

Compartimiento de picking

Compartimiento de reserva


B.4 Main Modules

The MMSlog® Kanban Manager Software has a modular structure. This system ensures that each set of necessary operations to perform a specific task is located in a single module, avoiding a complex search navigation which saves time. The information and options displayed in each module or department is designed to minimize the necessary training time to use the software. B.4.1 Logging into the system Through a dedicated URL, the users and administrators have access to the software using a user & password provided in advance

This is the access screen where the user data must be filled in:

• User name or code • Password • language

The user enters this data and confirms to log in B.4.2 Warehouse map This menu includes the different screens for the initial setup of the software and the later queries of the system structure


The initial setup is structured in three hierarchy levels :

• Hospitals • Services • Warehouses

And a last hierarchy level in which the locations of each warehouse is defined. These screens allow to look-up the hierarchy structure and also create, edit, erase any element.

Besides, 2 additional options allow to download a setup template file to be filled with each warehouse location information and then be imported in the system.

Hospital: H1 (center)

Service: ICU (cost centre = xxxx)

Warehouse: ICU01 (4302201)

Compartment 1 tagID:xxx (ordinary) Product A Location: 01-04-01

Level 07 nivel = 1

Compartment 2 tagID:xxx (urgent) Product A Location: 01-04-01

Compartment 1 tagID:xxx (ordinary) Product B Location: 01-04-02

Compartment 2 tagID:xxx (urgent) Product B Location: 01-04-02

Compartment 1 tagID:xxx (ordinary) Product C Location: 01-04-03

Compartment 2 tagID:xxx (urgent) Product C Location: 01-04-03

Department: 01 (column) Replenishment order

Reading device

Level 06 nivel = 1

Level 05 nivel = 1

Level 04 nivel = 1

Level 03 nivel = 1

Level 02 nivel = 1

Level 01 nivel = 1

Level 4

Location

Position 1

Position 2

Position 3


a. Hospital query A query of the existing hospitals of the healthcenter network or independent health centre can be performed. The records of all existing hospitals in the sorftware will be displayed with the following information:

• Hospital Identification Code • Hospital Description • Hospital Status : enabled/ disabled • Link column to the available options at record level

b. Service query A data search of existing services can be performed for the several hospitals: The user enters the search criteria selecting tree nodes: HospitalàService and all services matching the query will be shown.


c. Warehouse query A data search of existing warehouses can be performed for the several services: The user enters the search criteria selecting tree nodes: HospitalàServiceà and all warehouses matching the query will be shown.


d. Location query A data search of existing locations can be performed for the several warehouses The user enters the search criteria selecting tree nodes: HospitalàServiceà and inputs the text to be looked for. The user can add the following search criteria:

• Location Code • Product Code • Product Description • Bar-code

Onces the selection criteria are selected, the location which match the query will be displayed:


e. Print location labels The software allows to print location labels for all locations (ticking the box on the header) or choose locations manually ticking the box for each location to be printed. Once the locations are selected, an Acrobat PDF report will be created with all the labels The data which can be setup for the location labels are:

• Cost Centre • Product Code • Product Description • Location • Warehouse • ERP Warehouse • Quantity • Batch • Container Code in Bar-code format

The layout and fields to be inserted is designed in the label designer module. Example of an Acrobat PDF page format:


B.4.3 Products The following actions can be applied to products:

- Product query - Product creation - Product edition

a. Product query Query from the product catalogue available for all hospitals of the hierarchy structure. The user can enter a product code to look for a specific one:

B.4.4 Orders This menu shows the different screens which allow replenishment orders setup & transmission to the ERP.


To schedule the transmission of replenishment orders, it is necessary to first setup the days & hours when these orders will be sent to the ERP for all products & all warehouses. The warehouses scheduled for the present day will appear in such way the person responsible for sending the order to the ERP will have a clear view on the pending orders for this day. All operations related to products that need to be replenished and all related actions are performed from the software’s replenishment dashboard. Eventually, the orders sent to the ERP can be checked and sent again in case necessary. a. Replenishment query A data search of pending replenishment orders to the ERP for each warehouse can be performed The user enters the search criteria selecting tree nodes: HospitalàServiceàWarehouse Once the search criteria are selected, the summary information of the pending replenishment orders will be displayed for each warehouse:


b. Check replenishment order details It is possible to check the details for all replenishment orders that will be sent to the ERP and their status. The information displayed can be filtered on a warehouse level.

The replenishment orders can be checked prior to sending to the ERP in order to perform actions such as deleting product lines or changing order quantities.


c. Replenishment order export In case it has been decided not to automate the process of sending orders to the ERP, it is possible to manually export these orders selecting each warehouse individually.


d. Order Programning This screen shows the weekly schedule setup to manage the product replenishment orders. The user can input the search criteria for the query selecting tree nodes: HospitalàServiceàWarehouse. Once the selected the selection criteria, the schedule for orders transmission for each warehouse will be displayed

e. Order history The replenishment orders are stored for query, downloading, forwarding in case necessary. The user can even print the labels of the products included in these orders.


f. Check order details The replenishment order can be seen on screen for inspection.


B.4.5 Devices Using the hierarchy structure displaying, the user can check the information of the reading devices related to the warehouses. This screen displays the different screens which allow device setup & management and also a screen to perform queries of the alarms that go off for each device.

a. Device query

The user can input the search criteria for the query selecting tree nodes: HospitalàServiceàWarehouse. Once the selected the selection criteria, the devices which match the query are displayed:

This screen shows the operative status of each device, its setup and link with the warehouse where it is located. b. Auxiliary/ Backup reading system In case of device breakdown or connection failure between the device and software, the user can use mobile devices such as ‘Terminal Batch’ able to read the products bar-codes from the labels which need to be replenished for later download on a workstation. The system will import the file and process it like a standard order.


B.4.6 Setup The MMSlog® Kanban Manager Software has a menu where a large number of features and actions can be setup. The setup will depend on the customer’s needs regarding structure, format of the data to be processed, bar-code information, system options etc… a. General parameters After compilation of all the necessary data from the logistics & IT departments of the centre, a set o parameters and rules are defined at installation level.

Documents

F.T. Software Kanban Manager MMSlog (EN) · 2019-02-20 · Medical Modular System S.A. - C/ Llacuna 110-112 – Local 1 - 08018 – Barcelona Telf. (34) 933.098.593 - Fax (34) 933.003.974