Health Commodity

Management Information
System Training Workbook
Facility Edition

For Supervisors, store

managers & IT /HIT
persons

January , 2018
 Acronyms
AMC – Average Monthly Consumption
DBEI – Days Before Expiry during Issuing
DBER – Days Before Expiry during Receiving
DU - Dispensary Units
HCMIS – Health Commodity Management Information System
HP - Health Post
HPMR - Health post monthly report
IFRR - internal facility report and requisition
IPLS-Integrated Pharmaceutical Logistics System
RRF - Report and Resupply Form
SOH- Stock On Hand
SOP- Standard Operating Procedure
PFSA – Pharmaceutical Fund and Supply Agency
PPPF – PFSA Preferred Pack Size
VEN – Vital Essential and Non essential
VRF – Vaccine Requisition Form

2
Introduction to Health Commodity
Management Information System
The Health Commodity Management Information System
(HCMIS) is a locally developed warehouse (Vitas) and facility
(Dagu) management information system built by the USAID|
DELIVER PROJECT.

HCMIS, is designed in such a way that a systematic record-

keeping system, which can help efficiently to manage daily
transactions at facilities

Moreover, HCMIS provides a mechanism by which essential

and standard working procedures can be enforced in the
pharmaceutical settings.

Some of the standards that are better supported by the

system include First to Expire, First Out (FEFO), batch, and
expiry tracking.

HCMIS also helps managers at warehouses and/or facilities

to generate appropriate and timely stock reports that help
them to make sound decisions.

3
Introduction to Health Commodity
Management Information System
It consists of two components
– Inventory Management
– LMIS – Logistics Management Information System

HCMIS is a simple and user friendly tool that improves the

whole pharmaceutical operation like inventory control, LMIS,
scheduling and reporting system also it manage all
pharmaceuticals including chemical reagents and supplies.

4
Users Types
•Primary users: uses HCMIS day to day to manage health
commodities
– Store Manager - utilize HCMIS in order to
mange their inventory and LMIS
•Secondary users: use outputs generated from HCMIS for
decision making
– Health Facility Administrator/
Management Units - system monitoring and
short/long term decision making
– PFSA: resupply decisions and stock out/wastages
monitoring

5
Login
Once HCMIS is updated (if needed) and open, you will see a login
screen:
• write appropriate user name and password and click on Login
button

6
Menus
Through a series of menus, you can use HCMIS to select the action
you require to manage commodities. Menus are located in two
places:

1 Bar across the top of HCMIS

2 Left side of HCMIS screens

By clicking on a menu option, you will find sub-menus. These sub-

menus contain screens that allow you to manage commodities.

7
 Menus – Left Sidebar
Menus on the left side of the screen are comprised of two parts:

1 Sub Menus
(Located at the top left of
the screen) – specific
activities and categories
with in a management
functions

2 Menus
(Located at the bottom
left of the screen) - these
are commodity
management functions

When you click on the Menu options on the bottom screen menu, then
the Sub Menu, or top screen, menu will change to activities specific to
the menu management function selected.

8
Menus – Top Sidebar
Menus are also located across the top of the screen. These menus
coordinate with the left bar menus.

Click on any of the top bar menu option and you will get a drop-
down menu with activities specific to that top bar menu option.

1 2

9
Menus – Drop-down

Some fields have a drop-down menu which are indicated with a

black arrow:

Click on the arrow to open a drop-down menu:

All menus work this same way – no matter what screen you are
working in.

10
Menus – Select Item
Each screen requires that you select product for picking during receive, issue and loss/adjustment transaction

To select a product, look for the product you want and then click in the check box on its left.

For example, if you want to select “Amoxicillin – Capsule – 500mg” in the below sample, click the white box to its left:

When you click it, an arrow will appear in the box:

Once clicked, that product has been selected.

11
Menus – the Pin Icon
Many menus have nested kind property, “pop-out” or “drop-down”
menus.

Click on the word at the top of a column and an icon of a pin will
appear

Click on the pin and a drop-down menu will appear:

12
Error Messages
HCMIS is designed to provide instant feedback on the correct way to
enter information into the system.
It will not allow you to process data or confirm data entry if all
required fields are not entered.

If required data is not entered in a field, then it will show this

symbol next to those fields that still need data:

Until you enter data in these fields, it will not leave that screen.

13
Filter by Name
To narrow the list, you can use the “filter by name” option. This allows you to type
the name of the specific item you want into a field thus removing all other items.

Find the data item you want to

1 locate.

Search for specific item , type

2 the first few letter/s of that item
in “filter text” field.

3 After typing the first few letters,

the item you want will appear.

14
Confirmations
In HCMIS there are confirmation windows. You may come across
them at different steps.

Whenever you want to save a transaction or you want to delete a

transaction these confirmation windows appears.

To confirm your decision click on “Yes” or sometimes “Update” but if

you don’t want to cancel your decision click on “No” or “Cancel”

15
Export/ Print
At different pages of HCMIS there are the option of Export/Print

If you want to export the data click on the “Export” button . This will
take you to a file browser window where you select the name and
location of the data to be exported. The system will export it to Excel
format.

If you want to print the data click on the “Print” button. This will
display a preview window that will enable you to select a printer.
Also it will show you what your printout preview will look like.

16
Change Password
You can change your password any time you want. To change your
password, you must:

•Click “utilities”
•Click “change password”
•Enter the old password
•Enter the new password you want
•Click “save”

17
Logout
When you are finished working in HCMIS, you should always logout.
You can logout by:

•Click “File”
•Click “Logout”

Remember to logout when you are finished so that someone does

not use HCMIS to manage commodities using your user name and
password.

18
Managing Commodities Using HCMIS
To reduce workflow discrepancies and/or inconsistencies that leads
to inefficiencies, inaccurate management, and/or loss of
commodity, HCMIS has been built to support a common workflow.
This ensures that facility staff follow a common and most efficient
process for store management.

Primary work flow processes supported by HCMIS covered in this

manual include:

•Work flow
•Profile
•Transactions
•Activity Log
•Reports
•Summary Reports

19
Work flow-Receive
Commodities are received Facility
places order
according to the following process to PFSA using
RRF

Truck
arrives

Facility store
manager
inspects
commodities
and verifies
condition

Facility store
manager receive Model 19
the items using receipt is issued
HCMIS and manual Bin
Card updated

Facility store
manager put
products to
their proper Commodity ready
place for issue.
20
Work flow-Issue
Commodities are issued according to the following process:

Health posts
and DUs
report using
HPMR/ IFRR

Facility store
manager
record the
report

Facility store
manager print
pick list
Store manager
update bin card

Model 22
completed
and DUs and
HPs get their
order
21
Profiles

In this section the activities under Profile are discussed. Profile

help you to set the specific facility related information. The tasks
that will be discussed under profile are:

•Facility Settings
•Facility Details
•Customize Drug List
•Pipeline

22
Facility Settings
Click on “Profiles” (bottom menu) and then click on “Facility
Settings” (top)

1 Edit the text fields , “Facility Details”, “Directory

Services Configuration”, “HCTS”, FE setting

2 Check on the ‘HCMIS FE Setting’ check box; it

should be default

3 For vaccine, fill Region, Number of months to

supply, Births (BI) and Surviving infants (SI)
4 Click “Save” or “Cancel”

1 3

2
4

23
Facility Details
Add or Edit Suppliers
Click on “Profiles” (bottom menu) then click on “Facility Details”
(top) and click on “Suppliers”

1 Click on “Add New Supplier”

2 Fill all the fields with supplier detail or edit the

fields for the selected supplier. Company info is a
must
3
Click “Is Active”, “Save/Update” or “Cancel”

24
Facility Details
Add or Edit Bin Location (not applicable to facility level)
Click on “Profiles” (bottom menu) then click on “Facility Details”
(top) and click on “Bin Location”

1 Select Bin Location to edit or click on “Add Shelf”

2 Fill in the details “Store”, “Physical Location”,

“Location Type” and “Bin Code”

3 Click on “Save” or “Cancel”

2
3

25
Facility Details
Add or Edit Issue Locations
Click on “Profiles” (bottom menu) then click on “Facility Details”
(top) and click on “Issue Locations”

1 Select “Issue Location” or Click on “Add Issue Location”

2 Add “Issue Location”, “Phone” set “Min” and “Max”

from drop down menu, Check on “Is Active ” box

3 Click on “Save/Update” or “Cancel”

The min-max system in the HCMIS set for DUs should match with the
one set for the manual system.
26
Customize Drug List
Click on “Profiles” (bottom menu) and then click on “Customize
Drug List” (top)

1 Select “Category” and “Filter by item name”

Double click on selected item or

2

Click on “edit” for the selected item and a dialog box in

3 the next slide will come out to edit item detail

1
3

27
Edit Item Details
Click on “Profiles” (bottom menu) then click on “Customize Drug
List” (top) and click on “Edit”

1 Check and Uncheck “Used at this facility”

2 Check “Need expiry batch” field for all pharmaceuticals, for

supplies and reagents if they have expiry date and batch,
otherwise uncheck it
3 Check “Is Vaccine” if the product is vaccine item or accessary

4 Select “Sub Program” the product is intended to be used for

program item
5 Check and Uncheck “ABC”,”VEN”
6 Click on “Save” or “Cancel”

5
2
3

28
Pipeline
Click on “Profiles” (bottom menu) and then click on “Pipeline”
(top)

1 Set “Lead Time”, “Safety Stock”, “Review Period” and

“EOP”. “Min” and “Max” will populate based on the
above entry. All national standards cannot be changed

2 Set “AMC Calculator modifier” and “Near Expiry

Flag for Dispensaries”

3 Click on “Save” or “Cancel”

1 2

29
Transactions
Under Transactions section all the major transactions that are
undertaken in the facility are discussed. The main data entry
point of the system is under this section and it is the main duty
of the store manager. The main transactions that are discussed
in this section are

•Receive
•Issue
•Loss and Adjustment
•Inventory
•Stock transfer

30
 Use this
screen to
receive items.

Receive
Click on “Transactions” and then click on “Receive”
First … Step 1: Selection
Select “Category” from drop-down menu for type of items
1
to be received.
2 Filter by name the items to be received
3 Select items

4 Click “Pick”

2
1

NB. Select items at once that can be in one page in model 19

31
 Use this
screen to
receive items.

Receive
Then … Step 2: Populate
Select the store , supplier, program from “Store”,
1
“Supplier”, “Program” drop-down menus
2 Enter Reference No/Model 19 No, Received date

Decide to check or uncheck internal code for APTS

Review item details and record “internal code/APTS code”, “Pack

4 Qty”, “Qty/Pack”, “Price/Pack”, “Batch No”, “Expiry Date” in a
format MM/DD/YY

1 2
1 3 1 2
3 2
4
4

32
 Use this
screen to
receive items.

Receive

Then … Step 2: Populate

5 If you need to add a line for additional batch, click the

If you need to subtract an added line, click the

6 Enter “remarks”, if applicable

7 Click “save” or “cancel”

6
33
Try it out!

Practice …
1 Notes:

2 Share …
Do you have any questions,
observations, concerns?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

34
Sample Receiving Data
Field Data

Category Supply

Item Surgical glove

Quantity 6 box of 50 pairs

Batch number ED1297

Expiry Date Sep, 2020

Price per pack 125

Store Budget Store

Supplier PFSA

Program All Program

Model 19 Number 784459

Received Date Current Date

35
 Use this
screen to issue
items.

Issue
Click on “Transactions” and then click on “Issue”
First … Step 1: Selection
1 Select “Store” and “Category” from drop-down menus to decide
the store and type of items to be issued

2 Check the box ”Exclude Stock Out’ to exclude the stocked out items

Use the key to identify the status of each item based on the color
code
4 Key the first letter(s) in “Filter by Name” to filter/search the item
5 Select items
6 Click “Pick” or “step two”

4 2

5
6
36
 Use this
screen to issue
items.

Issue

Then … Step 2: Populate

1 Select the “Issued To” from the drop down menu to select
DU to be issued .
2 Enter Reference No/Model 22 No, Issued Date

Enter DU Remaining SOH from ending balance of the Internal

Facility Report (IFRR) [Must whether there is resupply or not]
Specify the Pack Quantity of the item to be issued from the
4 calculated IFRR or the recommended quantity that the system
already calculated
5 Enter Qty and Qty/ Pack decided to issue

2
1

4 5

37
 Use this
screen to issue
items.

Issue

Step 2 (Cont.): Populate

6 The system calculates the Required Amount as Pack Qty *
Qty/Pack
7 Enter Remarks if applicable

8 Click “Generate” or “Cancel”

8
7
The System will check whether the required amount is available in
the store and continues the process. Make sure that the required
amount is available in the store before issuing.
38
 Use this
screen to issue
items.

Issue

Then … Step 3: Pick List

1 Review the content of Pick List generated by the system to be
issued from the specified Store.

2 Click “Save and Print”

2
39
Try it out!

Practice …
1 Notes:
•Do not forget to record DU
remaining SOH on HCMIS
•Compare the recommended
quantity and QTM in IFRR
•SOH on IFRR should be
agreed up on unit issue
•Do not forget to take the
pick list

2 Share …
Do you have any questions,
observations, concerns?
3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

40
Sample Issue Data
Field Data

Category Supply

Item Surgical glove

Quantity 2 boxes of 50 pairs

Issued to OPD dispensary

Store Budget Store

Model 22 No 234567 as of today

SOH of OPD dispensary 30 pairs of surgical glove

41
 Use this
screen to do
loss and
adjustment.
Loss and Adjustment
Click on “Transactions” and then click on “Loss and Adjustment”
First … Step 1: Selection
1 Select “Category” and “Store” of the items to do loss and
adjustment on.
2 Decide to check or uncheck “Show expiry only”
Select items ( since a product may appear with different batch and
3
expire make sure that you select the appropriate batch and expiry)
4 Click “Pick”

1
2

Do not forget to uncheck ‘show expired

only’ to see all products
42
 Use this
screen to do
loss and
adjustment.
Loss and Adjustment

Then … Step 2: Populate

1 Enter the Reference/Model No and Date

2 Record the loss or adjustment and the reason

Click “save” or “cancel”

You can not record loss and adjustment at the same time for a single
item.
43
Try it out!

Practice …
1 Notes:
E.g. •Negative adjustment
50 vials of Depo-Provera has been or losses should not
given to the neighboring facility be recorded as issues
600 caps of Amoxicillin has •Positive adjustments
expired
should not be
10 pairs of surgical glove are recorded as receives
found damaged •At end of every
2 Share … month do not forget
Do you have any questions, to do loss/adjustment
observations, concerns? transaction for
expired items

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

44
 Use this
screen to do
inventory.

Inventory
Click on “Transactions” and then click on “Inventory”
First … Step 1: Selection
1 Specify Store and Category .Check the ”Exclude Never
Received Items” to filter out items that are never received

2 Click “Print” to Print the Inventory form and conduct physical

inventory using the item’s batch number.
Enter the ‘Physical Inventory quantity’ and ‘Remark’ if
applicable.
4 Click ‘Save’ , ‘Export’ or ’ Cancel’

2
4

Inventory is always done at the end of the year. Hence, the feature
may not be available unless it is the end of the year
45
Inventory (Cont) – Adding new batch during inventory
First … Step 1: Selection
Click on “Transactions” and then click on “Inventory”
1 Identify products which have new batch during physical
inventory.
2 Click on the plus sign parallel to the name of the product and a
dialogue box like below will pop out
Complete all the filed in the dialog box and click on “Add”

4 Click on back to inventory to refresh and get the added batch

5 Then repeat the steps 3 & 4 of inventory

1
3
2

46
During Inventory remember that

Printed Inventory sheet should be provided to

facilities

Inventory should be done from Hamele 1 to

Hamele 30.

If inventory is not done, then the system will take

Zero SOH as a beginning balance for the new fiscal
year (every information to be lost).

For facilities which use HCMIS for the first time,

use the format attached to make physical
inventory and receive all items as per the steps in
“receive transaction”. This time the reference
number should be written as “Inventory”

47
Try it out!

Practice …
1 Notes:
•Do not forget to
record the batch
number and expiry
date of products. For
the same product
with different batch
number use more
2 Share …
than two line.
Do you have any questions,
observations, concerns?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

48
Stock transfer
Click on “Transactions” and then click on “stock transfer”
First … Step 1: Selection
1 Click on “Transactions” and then click on “Transfer”

2 Select a store that stock will be transferred from

3 Select a product with appropriate batch number and expiry

4 Pick the selected product

49
Stock transfer –step 2: populate and save
1 Select a store that stock will be transferred to

2 Decide quantity of stock to be transferred

3 Complete the reference number as “over stock’, “near to expire”

and the like
4 Complete “ transfer requested by” and “transfer reason”

5 Save or cancel

1
3

5
4

50
Activity Logs

In this section all the logs that are found in HCMIS are discussed. HCMIS
will keep a log for all the transactions made. Mainly you can use the
activity log for quality monitoring. The logs that are discussed under
this section are

•Receive Log
•Issue Log
•Loss and Adjustment Log
•Inventory Log
•Stock transfer log

51
 Use this screen
to identify all
received
transactions
Receive Log
Click on “Activity Logs” (bottom menu) and then click on
“Receive Log” (top)
Make sure that all products in
1 Select “Store” model 19 with selected
reference number matches with
2 Select or search by “Ref No or Date”
number of items, quantity of
3 Click on “Show internal code” to see each items and dates in receive
APTS code log
4 Click “export’ or “print”

1 3

52
Receive Log- filtering reference/date
Click on “Activity Logs” (bottom menu) and then click on
“Receive Log” (top)

1 Select “Store”

2 Search or filter “Date or reference number” you are looking for

3 Click on “Show internal code” to see APTS code

Click “export’ or “print”

4

2
1 3

53
Receive Log…Edit Ref No. and Date
Click on “Activity Logs” (bottom menu) and then click on
“Receive Log” (top)

1 Right click on reference number and • This step should not be

date you want to change , then click frequent as it shows
on “edit” work quality when
2 Edit “Reference Number” or “Date” recording transaction

3 Click “update’ or “close”

2
3

54
Receive Log…Delete a transaction
Click on “Activity Logs” (bottom menu) and then click on
“Receive Log” (top) • This step is important
to delete all transaction
1 Right click on reference number or associated with the
date you want to delete selected reference
number. We use it
2 Then click “Delete” when a transaction is
repeated more than
3 Click “Yes’ or “No” once or entered in a
wrong store.

1
2
3

55
 Use this screen
to edit all
received
transactions
Receive Log… Edit a Receive
Select one Reference Number, Right Click on one item and then
click on “edit” or double click on the item

1 Edit the fields that need to be edited

2 Click “Change” after editing Received Date

3 Click “Update’ or “Cancel”

You can not edit store, pack and qty per pack of a drug if there
is issue transaction made from it. Other wise, all information
provided during receive are editable. 56
 Use this screen
to Delete all
received
transactions
Receive Log…Delete a Receive
Select one reference number, Right Click on one item and then
click on “Delete”

1 Right click on one item from selected reference

2 Click “Delete”

3 Click “Yes” or “No”

1
2

You can only delete a product from a transaction if there is no

issue transaction made from it.
57
 Try it out!

1 Practice … Notes:
•Edit the log based on the
following cases.
•E.g
• There is mistake in
registering expiry date of
Medroxy Progesterone
Acetote which is July
2018 instead of January
2019
• Diclofencac 50 mg 10x10
of 8 boxes was received
wrongly as 12000 tabs
2 Share …
Do you have any questions?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

58
 Use this screen
to identify all
issued
transactions
Issue Log
Click on “Activity Logs” (bottom menu) and then click on “Issue
Log” (top)
Make sure to cross check
number of items, quantity
1 Select “Store” and date of model 22 and
issue logs are matching.
2 Select or search “reference number”

3 Click “export’ or “print”

59
 Use this screen
to view detail of
issue or delete
transactions

Delete whole Issue Transaction

Right Click on one transaction and then click on “Delete”

1 Right click on “reference number” to “delete” or “edit” the

transaction
2 Click on “Delete or edit ” to delete or edit all items in a
transaction
3 Click on “Yes” or “No”

60
 Use this screen
to view detail of
issue or delete
transactions
See Issue Detail
Select specific reference no. and right Click on one item and
then click on “Detail”

1 Click “Summary”, “Bin Card”, “SOH Trend”, ”AMC

Trend”, ”MOS Trend ”, ”Activity Trend”, ”Stock Expiry
Status” to view the detail of the item./ Bin card and
others
2 Click on “Print” or “Close”

2
1

61
 Use this screen
to delete sinle
item from
transactions
Delete single item from Issue transaction

1 Right Click on one transaction and then click on “Delete”

2 Click on “Yes” or “No”

62
Try it out!

1 Practice … Notes:
•Open this log.

2 Share …
Do you have any questions,
observations, concerns?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

63
 Use this screen
to identify all
Loss and
Adjustments
Loss and Adjustment Log
Click on “Activity Logs” (bottom menu) and then click on “Loss
and Adjustment Log” (top)

1 Select “Store”

2 Select “Ref No/reason” and “Date”

3 Click “export’ or “print”

64
Try it out!

1 Practice … Notes:

2 Share …
Do you have any questions,
observations, concerns?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

65
 Use this screen
to identify all
Inventory
Inventory Log
Click on “Activity Logs” (bottom menu) and then click on
“Inventory Log” (top)

1 Select “Store”

2 Select “year”

3 Click “export’ or “print”

1
2

66
Try it out!

1 Practice … Notes:

2 Share …
Do you have any questions,
observations, concerns?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

67
Transfer log
click on activity log and then on transfer log
Select store

1
s

2 Click on Reference number/reason

3 Click on “print” or “Export”

s
1

s 2

68
Reports
One of the good features of HCMIS system is its capability to
generate a range of timely reports that are necessary for sound
decision making. These reports are generated based on the data
mainly gathered while mainlining the different transactions which
includes receives, issues, loss/adjustment, stock transfer and
inventory.

In the HCMIS software all the reports are grouped based on their
functionality in the Reports and Summary Reports menus.

This section, therefore, shows you how you can work on the
different reports that the system generates.

69
Stock Status Report
Click on “Reports” (bottom menu) and then click on “Stock
Status” (top)

1 Select “year”, “month”, “store”

Enter “category”, “status”, “program” This key will visually

2
display SOH levels:

3 Decide to “exclude never received…” or

“exclude never issued…” based on that
check or uncheck the boxes.
4 Click “print” or “export”

2
3
1
4

70
Why do we need Stock Status Report?

We can use it to notify prescribers available

stock in the facility

We can use it to identify stock near or below

emergency order points (EOP)

We can use it to assess stock status to make

critical decisions like placing emergency order

Used to provide regular stock status report on a

monthly basis to the pharmacy head.

71
Try it out!

1 Practice opening this report … Questions:

•Open this report using the following
information
– store = budget
•How many products are
– Category = Pharmaceuticals
over stocked?
• Which product have the
highest MOS and lowest
MOS?
2 Share … •How many products are
Do you have any questions, normal?
observations, concerns? •How many products are
How would you use this report to stock out?
make decisions? •How many products are
below EOP?
3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

72
Over Stocked Items Report
1 Select “store”, “Category”, “Item”, “Year”, “Month”
Use the columns “SOH”, “AMC”, “MOS”, “Min”,
2
“Max”, “Issued”, “Status”, to review the report

3 Click “print” or “export”

1
3
2

Click on “Reports” (bottom menu) and then click on “Over

Stocked Items” (top)

73
Try it out!

1 Practice opening this report … Questions:

•Which products are

likely to expire and
should be distributed?
•How many can be used
before expiry?
2 Share … •How many should be
Do you have any questions, distributed?
observations, concerns?
How would you use this report to
make decisions?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

74
Why do we need Report about Over Stocked
Items?

Important for redistribution, substitution and

exchanging of products as per procedure

Guides procurement decision like redirecting of

funds
•Months of stock (MOS) and expiry date are
important variables to be considered when
decisions are made

Make your professional judgment to identify

things like true over stock.

Can be used every two month and any time

75
Stock Out Items Report
Click on “Reports” (bottom menu) and then click on “Stock Out
Items” (top)
1 Select “store”, “Category”, “Year”, “Month”, “item” and
decide to include or exclude “Never received items
Use the columns “SOH”, “AMC”, “MOS”, “Min”, “Max”,
2 “Issued”, “Status”, and “Days on Stock out” to review the
report
3 Click “print” or “export”

1 3
2

76
Try it out!

1 Practice opening this report … Notes:

•Review stock out at
different months?
•Which products are
stocked out for more than
two months?
•Check customization if
2 Share … products which are not
Do you have any questions, used in the facility are
observations, concerns?
customized
How would you use this report to •Remove items which are
make decisions?
not used in the facility to
reduce stock out rate
3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

77
Why do we need Report about Stock Out
Items?

Essential for decisions of placing immediate

orders and during procurement

It is an output indicator of system

implementation

Should be used every time and during high

consumption periods

78
Near Expiry Report
Click on “Reports” (bottom/top menu) and then click on “Near
Expiry”

1 Select “store”, “Category”, “Year”, “internal code” or “ filter

by name”
2 Use the columns “Batch”, “Expiry Date”, “Quantity”, “Amount in
Birr”, “AMC”, “MOS” and “Redistribution Quantity” to review the
report
3 Click “print” or “export”

1
3
2

79
Try it out!

1 Practice opening this report … Questions:

•How much should be
redistributed?
•How much should be
retained?

Notes:
2 Share … •The more time elapsed the
Do you have any questions, more difficult to
observations, concerns?
redistributed because it
How would you use this report to may be difficult to
make decisions?
exchange with other
facilities as expiry date will
3 Teach … be too short and even
Turn to your neighbor and show product may get expired
them how to use HCMIS to
complete this task.

80
Why do we need Near Expiry Report?

Stock redistribution and exchange according to

the procedure

Procurement plan

Designing ways to use stock before expiry

Can be reviewed every month and any time

Shared with PFSA during RRF report

81
Expired Products Report
Click on “Reports” (bottom menu) and then click on “Expired
Products” (top)

1 Select “store”, “Category” and “year”

Use the columns “Expiry Date”, “Quantity”,

2
“Expired Amount in Birr” to review the report

3 Click “print” or “export”

3
82
Why do we need Report about Expired
Products?

Used to separate or quarantine expired products

It is an important report during disposal

Should be reviewed at least every month

Performance indicator

N.B. The list will be moved to los/adjustment

report if we made los/adjustment transaction.

83
Try it out!

1 Practice opening this report … Notes:

•How much is worth

expired product? Is that
significant for the health
facility

2 Share …
Do you have any questions,
observations, concerns?
How would you use this report to
make decisions?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

84
Viewing RRF
Click on “Reports” (bottom menu) and then click on
“RRF” (top)

1 Click on “Current RRF”

85
Viewing RRF (Cont.)
1 Select “store”, and “Program” and “Category” if
necessary
2 Select “From” to “to” Date to decide RRF period. (If you fix “From”
the “To” will be automatically fixed)
3 Then click on “Generate RRF” and you will get RRF as
depicted in the next slide

2 3
1

86
Generating RRF
1 You can edit the “Quantity ordered “ before changing to
pack size or getting RRF print preview
2 Select “ calculate in packs to change basic units to PPPS
(or packs)
NB: All product categories of a program will populate in
different pages when the program is selected

87
Why do we need RRF?

It is an important report for resupply decision

Should be reported to PFSA every two month

for program products for resupply

Can be shared with management units (Regional

Health Bureau , Zonal Health Department,
Woreda Health Office)

88
Try it out!

1 Practice opening this report … Notes:

2 Share …
Do you have any questions,
observations, concerns?
How would you use this report to
make decisions?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

89
Loss / Adjustment Reporting View
Click on “Reports” (bottom menu) and then click on “Loss/
Adjustment Reporting View” (top)

1 Select “store”, “category”, “filter by name” and “internal code”

2 Select “store”, “Year ” and “Adjustment reason”

3 Use the columns “Quantity”, “Amount in Birr”, ‘expiry date’ and

“Reason” to review the report
4 Click “Print” or “Export”

2
1

4
3

90
Why do we need Loss / Adjustment Report
View?

Helps to identify reasons of loss (expiry, loss,

data entry error, damage etc), amount of
product expired, damaged, transferred in/out,
lost in a given year

Shows system performance in minimizing

wastage

Should be used at least quarterly

91
Try it out!

1 Practice opening this report … Notes:

2 Share …
Do you have any questions,
observations, concerns?
How would you use this report to
make decisions?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

92
Activity log report- receive log
Click on “Reports” and then click on “Activity log report”

1 Click on “Receive log”

2 Select “store”, “From”, “To”, date filter”, “supplier” and

“internal code”
3 Use the columns “batch”, “Received Qty”, “Total price”, “DBER”,
and “Balance left quantity” to review the report

4 Click “Print” or “Export”

1
3

4
93
Activity log report- Issue log
Click on “Reports” and then click on “Activity log report”

1 Click on “Issue log”

2 Select “store”, “From”, “To”, date filter”, “” and “internal code”

3 Use the columns “batch”, “Issued Qty”, “Total price”, “DBEI”, and
“Issued to” to review the report

4 Click “Print” or “Export”

2
1

4
94
Why do we need Activity log report?

Shows amount of product received/issued in a

given period.

Receive log helps to do ABC analysis

Helps to know amount of product received from

a given supplier in a specified period

Helps to know amount of product issued to a

specific Dispensing Unit in a specified period

Helps to Know DBER and DBEI

95
Cost Report
Click on “Reports” (bottom menu) and then click on “Cost” (top)

1 Select “store”, “From”, “To”, date filter, Category

2 Use the columns ‘Beginning balance Qty”, “Beginning balance

amount”, “Received Qty”, “Received Amount…”, “Issued Qty”,
“Issued Amount…”, ‘Balance left amount ’and Balance left
quantity’ to review the report
3 Click “Print” or “Export”

96
Why do we need Cost Report?

Shows budget utilization with in the specified

period

Should be reviewed quarterly and when ever

necessary

97
Try it out!

1 Practice opening this report … Notes:

2 Share …
Do you have any questions,
observations, concerns?
How would you use this report to
make decisions?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

98
Consumption Trend
Click on “Reports” (bottom menu) and then click on
“Consumption Trend” (top)

1 Select “Store”, “Type”, “Year” and “Exclude Never

Received Items”
2 Use the columns each month to review the report

3 Click “Print” or “Export”

99
Why do we need Consumption Trend Report?

Shows monthly consumption of products

Indicate consumption pattern and performance

of facilities

Important in forecasting decisions

It is an indicator for system performance

• Short supplies
• Quality of IFRR
• Unusual consumptions
Used to intervene internal system
improvements

Should be reviewed quarterly

100
Try it out!

1 Practice opening this report … Notes:

2 Share …
Do you have any questions,
observations, concerns?
How would you use this report to
make decisions?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

101
Consumption By Dispensary Unit Report
Click on “Reports” (bottom menu) and then click on
“Consumption By Unit Report” (top)

1 Select “store”, “Type”, “Year”, ”Dispensing Units”

2 Use the columns to review each month report

3 Click “Print” or “Export”

3
1

102
Try it out!

1 Practice opening this report … Notes:

2 Share …
Do you have any questions,
observations, concerns?
How would you use this report to
make decisions?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

103
Why do we need Consumption by Dispensary
Unit Report?

Shows consumption of products by dispensing

units

An important report to see internal system

performance ( IFRR data quality, stock out,
enforcement of schedule)

Should be used quarterly

104
AMC Report
Click on “Reports” (bottom menu) and then click on “AMC
Report” (top)

1 Select “store”

2 Click “Export to Excel”

105
AMC report

Used to calculate other report’s (stock

status, near to expire, overstock, MOS, etc)

Used for forecasting and quantification

To know AMC of a specific product

106
Price only report
Click on “Reports” (bottom menu) and then click on “Price only
Report” (top)

1 Select “store”, “category, “Month”, or “year” or filter

by name
2 Click “Export to Excel” or “print”

2
1

107
Why do we need price only report

• Store mangers and dispensaries will get

the price of every product along with their
batch number for routine decision making

108
Try it out!

1 Practice opening this report … Notes:

2 Share …
Do you have any questions,
observations, concerns?
How would you use this report to
make decisions?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

109
Viewing VRF
Click on “Reports” (bottom menu) and then click on
“VRF” (top)

1 Click on “Current VRF”

110
Viewing VRF
1 Select “store”, and “Program” and “Category” if
necessary
2 Select “From” to “to” Date to decide VRF period

3 Then select “Generate VRF” and you will get VRF as

depicted in the next slide

2 3
1

111
Generating VRF
1 You can edit the “Quantity released/ordered “ before
getting VRF print preview

2 Fill properly the columns “Dose”, Wastage factor”,

“Target”, Requirement for next period” and “vaccine
given” in VRF form
3 Then print VRF

2 2 1

4
112
 Opening electronic bin card (eBC)
Click on “Reports” (bottom menu) and then click on “stock status
report” (top)

1 Filter the product you need

2 Double click on the product you filtered/selected and bin card

will pop out

3 Select “Bin card” to view the electronic bin card of the product
you are interested. Appearance of electronic bin card is
displayed in next page

113
Electronic Bin Card (eBC)
You can review the BC using parameters such as date, Refe. No.,
quantity received or issued, price, etc

114
Summary Reports
This report provides summary information about Stock status,
stock expiry status and cost in a graphical form. In this sections the
summary reports that will be discussed are

•Summary Report
•Summary Chart
•Stock Expiry Status
•Cost Summary

115
Stock Status Summary Report
Click on “Summary Reports” (bottom menu) and then click on
“Summary Report” (top) and click on Stock Status Summary tab

1 Select “store, “year” and “category”

This key will visually
display SOH levels:
Decide to “exclude/include never
2
received…”
Click on “list” to see “Number in
3 Stock”, “near emergency point”,
“overstocked”, “below EOP” or
“Number Stocked Out”
4 Print the grid, chart or export the list

1 4
2
4
3

116
Receive Summary
Click on “Summary Reports” (bottom menu) and then click on
“Summary Report” (top) then click on “Receive Summary" tab

1 Select store, year and category

Click on “list” to view Never Received Items

2
Click on “Top 10 Most Received Items” to view top 10
most received items or
3 Click on “Top 10 Least Received Items” to view top 10
least received items
4 Print the grid, chart or export the list

1 1 4

4
23

117
Issue Summary
Click on “Summary Reports” (bottom menu) and then click on
“Summary Report” (top) then click on “Issue Summary" tab

1 Select store, year and category

Click on “list” to view Received But Never Issued Items

2
Click on “Top 10 Most Issued Items” to view top 10 most
3 issued items or
Click on “Top 10 Least Issued Items” to view top 10
least issued items
4 Print the grid, chart or export the list

1
4
4

2
3

118
Summary Chart
Click on “Summary Reports” (bottom menu) and then click on
“Summary Chart” (top)

1 Select “year” , “category “and “store”

This key will visually

2 display SOH levels:
Click “Print”

3 Decide to exclude never

received items

1
3

119
Stock Expiry Status
Click on “Summary Reports” (bottom menu) and then click on
“Stock Expiry Status” (top)

1 Select “store”, “year” and “category”

This key will visually

2 display SOH levels:
Click “Print”

1
2

120
Cost Summary
Click on “Summary Reports” (bottom menu) and then click on
“Cost Summary” (top)

1 Select “year” and “store”

2 Click “Print”

121
Try it out!

1 Practice opening this report … Notes:

2 Share …
Do you have any questions,
observations, concerns?
How would you use this report to
make decisions?

3 Teach …
Turn to your neighbor and show
them how to use HCMIS to
complete this task.

122
Why do we need Summary Report?

It is a visual representation of all reports in the

earlier sections

It is a descriptive report for facility managers to

communicate with top level management units
in terms of budget and system performance

Should be communicated every quarter and

whenever necessary

123
HCMIS View

It is a report selected for management of the

facilities so as to view those reports in their
office through local area network (LAN) or
internet connection.

The selected reports are:

• Activity Log
• Activity log report
• Stock status report
• Los/adj report and
• Near to expiry report

124
Problem Solving

This section is important to address common

possible software or hardware problems
related to computers and problems related to
HCMIS software

It is very important to fix problems as early as

possible to avoid possible delays in using
HCMIS tool

So, this section is generally divided in to two

as common problems and more IT related
problems. The former can easily be solved by
any supervisors and the later will be
communicated to FIT support

125
1.3. Profile
A. If a product was not available for receiving
first customize that product:
Follow the steps for “Customizing drug list”

N.B. Used at this facility should be checked

126
B. Add new supplier: Profiles -> Facility Details
-> Suppliers
If a supplier is not available on the Suppliers drop
down list while receiving, we need to the new
Supplier Information to the suppliers list.
N.B:- Company Name & Company Info is
mandatory. Also we need to make sure the Is
Active check box is Checked.

127
C. Add new issue location: Profiles -> Facility
Details -> Issue Locations
If an Issue location is not available on the Issue
Location drop down list while issuing, we need
to add the new Issue Location Information to
the Issue locations list.
N.B:- Issue Location, Min and Max are
mandatory. Also we need to make sure the “Is
Active” check box is Checked.

128
1.5. Activity Log
This tool is used to check, edit and delete errors
made while making Transaction.
A. Activity Log -> Receive Transaction Log
i. By right clicking on the targeted model 19
Reference No., we can edit Reference no, date or
delete the entire received transaction.

N.B. Maximum precaution should be taken as we

can delete the whole inventory once. No undo.
129
ii. By right clicking on a specific item from a targeted
model 19 reference no., we can edit the whole attributes
or delete the specified item.

N.B:- If the item was partially issued we can edit some of the features
in the dialogue box (the white fields only).

130
B. Activity Log -> Issue Transaction Log
i. By right clicking on the targeted model 22
Reference No., we can edit Reference No., Date or
delete the entire issued transaction.

131
ii. By right clicking on a specific item from a targeted
model 22 Reference No., we can get different reports
for that item along with the E-Bin Card(with detail) Or
delete the specified item (with delete).

N.B. Delete will be done for the specific product for the
reason of wrong inclusion in that model or if we want to
edit receive log for this specific product.

132
1.6. Help
i. Help -> About HCMIS
This tool is used to check the version of HCMIS FE that
we are currently using.

133
ii. Help -> Check For Update
This tool is used to check for an update and
installing the latest version of HCMIS FE.

NB: If internet connection is available HCMIS FE

automatically updates to the latest version when we
you double click to the HCMIS icon in order to start
the application.

134
2. None HCMIS related Problems
2.1. Antivirus: Install an antivirus. Once you have an
antivirus program you will need to update the virus
definitions to ensure your system is protected
against the latest threats.
2.2. Printing problem:
– USB Interface cable replacing
– Printer Ink & Tonner refilling

135
II. IT related problems (for IT staffs)
• Hardware related possible problems and
their troubleshooting techniques
– Hard Drive replacement: There might be a case
the computer’s Hard Drive might fail and need
to be replaced with a new one.
– At such cases, we have to oversee the Hard
Drive’s cable arrangement; weather it is a SATA
interface or IDE interface to buy the
appropriate type.
– RAM replacement and upgrade: RAM
replacement might be a must if is
malfunctioning.
– If the computers responding speed is slow
RAM upgrade will be the first step to enhance
its processing speed.
– Power Supply replacement: In case the power
supply becomes defective, it’s will be a must to
buy with the same model or get it fixed at a
repair house

136
• Software related possible problems and
their troubleshooting techniques
– Keep a set of backup rescue disks for the
operating system and driver for different
devices like Printer, Sound, and Graphics.
– Disk Cleanup (for freeing hard drive space)
– Disk Defragmenter (for freeing hard drive
space)
– Frequently taking a backup of important files
including the HCMIS FE database.
– Software updates (Service Pack, Security
Patches)
– System Restore

137
• Error pop up during issuing some items
– run sql server management studio and attach
the database, update receivedoc table by
setting QuantityLeft column the current
balance.
• Balance Error
– If beyond the system solution, run sql server
management studio and attach the database
– update receivedoc, issuedoc, disposal and
yearend tables based on the requirement
– Difference in batch during inventory
• Balance Error
– If beyond the system solution, run sql server
management studio and attach the database
– update receivedoc, issuedoc, disposal and
yearend tables based on the requirement
– Difference in batch during inventory

138
System monitoring
• This activity is done by supervisors to
monitor if HCMIS is done properly or not
• Guideline for supervisors and IT personnel
have developed to help them to monitor
HCMIS activities
• Data quality
– Manual Bin card with eBin card and physical
count
– Model 19 vs Receive Log
• Expiry date, unit, date of receive, quantity
received
– Model 22 vs Issuing Log
• Expiry date, unit, date of issue, quantity issued
– Schedule
• Consumption trend
– Expiry Date

139
 System monitoring (cont)

• Data for decision making

– Data interpretation and analysis
– Report utilization
• Use of stock status report to notify prescribers
available products in the facility
• Use of RRF every two month
• Use of near to expire report
• Use of overstock report
• AMC trend
• AMC report for forecasting
• ABC analysis

140