PHIMS Inventory

Agenda Intro Definitions Key concepts Inventory Functions

Intro Inventory will track vaccine orders from the warehouse, to the vaccine holding points, to the clients and back to the warehouse if they are returned Inventory is linked to Immunization: After vaccine is received it will be visible as a choice when you immunize When vaccine is recorded in PHIMS as a single immunization the vaccine is "auto-decremented" from the inventory stock (this does not occur with mass immunization) Vaccines are identified by lot number and expiry date and can be searched in case of alerts or recalls (both administered vaccine and in stock vaccine)

Inventory Processes In many cases, there is more than one way to achieve the desired result, we are teaching you this way because it has been tested and we recommend that you start with these steps Just follow the steps and you will be fine!

Inventory Definitions Inventory Item Definition Catalogue Items/Product Vaccine available to be ordered from Materials Distribution Agency (MDA) Requisition A vaccine order made by a Public Health Office to be filled by MDA Service Delivery Location (SDL) A physical location where public health services re delivered (e.g. Public Health Office, School) Holding Point (HP) A service delivery location that holds vaccine (e.g. Public Health Office) Holding Point Location (HPL) Specifies the location of the vaccine within the holding point (electronic location e.g. Operations, Quarantine, For Return) These are some of the key terms and in some cases new terminology that you will encounter in Panorama. Will be used in context of the demo/ discussion Holding Point Location (HPL): Specifies the location of the vaccine in Panorama (electronic location not a physical location) e.g. operations, quarantine, for return

Key Concepts Holding Points Holding Point Locations Catalogue SKUs

Holding Point A service delivery location that holds vaccine River East PHO A service delivery location that holds vaccine In PHIMS is represented by the MDA Client ID# (e.g. Selkirk Public Health – 80021 Altona Public Health - 80077)

PHIMS Holding Point Location The electronic location of the vaccine within the holding point Inventory Item Definition Operational (OP) all refrigerated useable vaccine goes here Operational – None (OPN) Non-refrigerated non-vaccine items e.g. STI meds, OCPs Quarantine for review (QR) any item that needs further assessment to determine whether it is usable (e.g. temperature excursion, product recall) Cold Chain Quarantine (CCQ) for items that have had a confirmed cold chain break and cannot be used For Disposal (DIS) For items that are to be returned to MDA (does not require cold chain maintenance) Reserved Stock (RS) place items here if they are to be used for a specific clinic and you do not want anyone else to use them

Stock Keeping Units (SKUs) Stock Keeping Unit (SKU) is the package presentation e.g. 1 vial/box, 5vials/box, 10 vials/box In PHIMS we order in SKUs – same method as MB Health Biologics order form e.g. Gardasil vaccine is packaged 10 vials/box 1 box = 1 SKU = 10 doses Partial SKUs are represented by a decimal point e.g. 8 vials of HPV = 0.8 SKU

Boxes of 10 (e.g. Gardasil,9 Prevnar) 10 vials = 1 sku 9 vials = 0.9 sku 8 vials = 0.8 sku 7 vials = 0.7 sku 6 vials = 0.6 sku

Boxes of 5 (e.g. Pediacel, TdaP) 5 vials = 1 sku 4 vials = 0.8 sku 3 vials = 0.6 sku 2 vials = 0.4 sku 1 vials = 0.2 sku

Catalogue The catalogue contains Organized in 6 levels Products that are available to order Same items as are on the MB Health Biologics order form Organized in 6 levels

Example of levels Level Hep B Pediatric Gardasil 1 Category: Vaccines 2 Product Group: Vaccine type Hepatitis B HPV-9 3 Generic Product Strength: Volume HB Pediatric 0.5ml HPV-9 0.5ml 4 Product Presentation HB Pediatric 0.5ml vial HPV-9 0.5ml vial 5 Generic Product Package Size HB Pediatric 0.5ml vial - 1/box HPV-9 0.5ml vial - 10/box 6 Trade Product Engerix B Junior HB 5 mcg - 1/box Gardasil 9 - 10/box

Catalogue Item Codes Biologics Order form PHIMS Product Code Product Alternate ID (Catalogue Item Code)

Inventory Functions Searching the Catalogue Searching a Requisition Creating a Requisition (Ordering) Receiving a Requisition Viewing Inventory Adjusting Products Moving Inventory

Searching the Catalogue Option 1 – Broad Search Click on Search catalogue – and Click Search Will display the entire catalogue Useful for ordering and other times when you want to see the entire catalogue Demo - Option 2 - Defined Search Select each level or use Catalogue Item Code Used for finding a specific vaccine Demo –

PHIMS: Inventory – Searching a Catalogue QRC 4.1 Option 1: Performing a Broad Search Select the Inventory tab (top nav) Select Inventory Setup (L nav) Select Catalogue Item (L nav) The Catalogue Item Information page appears Click Search All Catalogue items appear in the Search Results Returned factory table Option 2: Performing a Defined Search Select the Inventory tab (top nav) Select Inventory Setup (L nav) Select Catalogue Item (L nav) The Catalogue Item Information page appears Select the desired Level 1 – Category from the drop-down list Select the desired Level 2 – Product Group from the drop-down list The Catalogue Item Information page appears Click Search Select the desired Level 6 – Trade Product from the drop-down list Select the desired Level 5 – Generic Product Package Size from the drop-down list Select the desired Level 4 – Generic Product Presentation from the drop-down list Select the desired Level 3 – Generic Product Strength from the drop-down list Inventory: Searching a Catalogue November 2018

Searching Tips When doing a broad search of the catalogue, alphabetize the items by clicking on the triangle in the top column Catalogue search QRC 4.1 shows vaccine up to level 6 – Trade name Order search QRC 4.2 shows vaccine up to level 5 – Generic name

Search catalogue Demo Practice You are a nurse or clerk at a Public Health Unit. You are planning your upcoming clinics and you want to know what vaccine is available to order from MDA. How many items are in the inventory search results? What is the Catalogue Item Code for Pediacel? What is the Catalogue Item Code for Gardasil 9?

Creating a Requisition (Ordering vaccine) Similar process to using the Biologics Order Form Orders will be in SKUs or packages There will be preset quotas that will give limits to orders – “pre-approvals” Approvals – will be required from MB Health if ordering above the set quotas Emergency orders – can be done by phone after hours or by MOH Requisitions can be Saved if you want to recheck, revise or have a second person check it before it is submitted Ship To Instructions – are specific to the order and will be included on the Manifest Shipping instructions that apply to all shipments are recorded in the Holding point profile

Ordering Tips Take note of the requisition ID number for future reference Save requisition if you are not finished, or you want to recheck or you want someone else to recheck the order before submitting Submit requisition can be done without saving if you wish Remember to select check boxes before submitting Initially you will receive “yellow banner” notifications about PH work groups, monthly demands etc – ignore them for now, just look for the message about “successfully submitted”

PHIMS: Inventory – Creating a Requisition QRC 4.2 Select the Inventory tab (top nav) Select Inventory Replenishment (L nav) Select Product Requisitions (L nav) Select Manage Requisitions (L nav) The Manage Requisitions: Search page appears Click Create Requisition Select Urgent if required and choose a Reason, Requested date and a Comment* Required delivery will default to Next Scheduled The page will auto-populate several fields (e.g. Ship To, Bill To, Requestor) Click the Refresh hyperlink Enter a Holding Point name in the Ship To Holding Point The Manage Requisitions: Create New Requisition page appears Click Save Requisition A yellow bar displays at the top of the page: Requisition successfully saved Note requisition ID number Click Add Catalogue Items The Catalogue Item Information: Search page appears Click Search All catalogue items related to that Holding Point appear Click all the check boxes for the catalogue items to be ordered Click Save Requisition Enter the Requisition Quantity to be ordered for each item The selected catalogue items appear in the Requisition Item Summary View Click Add Catalogue Items Click the Checkbox for each Catalogue item to be added to the Requisition Order Click Submit Requisition A warning dialog box appears stating “Only selected will be submitted...” Click OK A Requisition successfully submitted message appears in the yellow banner Click Save Requisition A Requisition successfully saved message appears in the yellow banner Inventory: Creating a Requisition November 2019

Create Requisition Practice Demo Practice Create an order for Selkirk Public Health Holding Point (HP) <Main HP> (<HP number>) Choose “Next scheduled” Order 5 SKUs of: User 1 – DTaP-IPV-Hib User 7 – Hep B pediatric User 2 – Pneumo23 User 8 – MMRV User 3 – Rota-5 User 9 – HPV9 User 4 - Tdap User 10 – Tdap - IPV User 5 - PCV 13 User 11 – Inf-Intramuscular User 6 – Men C User 12 – MMR Region SDL HP – Main & default HP – Secondary PMH Brandon Brandon 80071 Killarney 80072 Southern Altona Altona 80077 Portage 80050 Northern Thompson Thompson 80008 Lynn Lake 80090 IEHR Selkirk Selkirk 80021 Stonewall 80019 FN Fisher River Fisher River 20012 Sagkeeng 20055 Cross Lake Cross Lake 20023 South Indian Lake 20009 WRHA River East River East 80068 Seven Oaks 80041

Searching for a Requisition Can search by: Requisition ID number Status (pending pick, shipped etc) Date Ship to Holding Point

PHIMS: Inventory – Searching For a Requisition QRC 4.3 Select the Inventory tab (top nav) Select Inventory Replenishment (L nav) Select Product Requisitions (L nav) Select Manage Requisitions (L nav) The Manage Requisition: Search page appears Enter the desired Search Criteria (e.g. Requisition ID Or Ship to Holding Point And Ship from Holding Point) Review the Catalogue items displayed in the Requisition Item Summary View factory table The Manage Requisitions: View/Edit page appears Click the hyperlink Requisition ID number The requisition appears in the Requisition/Product Search Results factory table Click Search Inventory: Searching for a Requisition November 2018

Searching For a Requisition QRC 4.3 Demo Practice Search by Ship to Holding Point: <HP number> How many results? Search by status: Shipped Search by ID number: _____ What is the status? Search for Requisition ID ____ What is the product on order? How much? Region SDL HP – Main & default HP – Secondary PMH Brandon Brandon 80071 Killarney 80072 Southern Altona Altona 80077 Portage 80050 Northern Thompson Thompson 80008 Lynn Lake 80090 IEHR Selkirk Selkirk 80021 Stonewall 80019 FN Fisher River Fisher River 20012 Sagkeeng 20055 Cross Lake Cross Lake 20023 South Indian Lake 20009 WRHA River East River East 80068 Seven Oaks 80041

Receiving a Requisition QRC 4.4 This is a new activity for PH users When vaccine is received, it must be documented into PHIMS to complete the shipping cycle When receiving your order, the destination holding point location (HPL) is required. Unless the vaccine is damaged or had a known temperature excursion, choose Operational (OP) HPL e.g 80077-OP

Panorama: Inventory – Receiving a Requisition QRC 4.4

Receiving a Requisition QRC 4.4 Demo Practice Search for the requisition #______

Viewing Inventory QRC 4.5 Viewing allows you to see what products are in your holding point (HP) including: HPL details (what is in operational, quarantine etc.) Product details (lot number, expiry date etc.) SKU or dose In View Inventory, if the lot # is not visible, there is more than one lot # present. Individual lot numbers will display in the Adjust page. The quantities displayed on the Product Inventory: Search results page are for all HPLs, including unusable vaccine in disposal and quarantine. Best practice is to view the HPL locations by clicking on the quantity hyperlink or selecting HPL details.

PHIMS: Inventory – View Inventory Items QRC 4.5 Select the Inventory tab (top nav) Select Inventory Maintenance (L nav) Select View Inventory (L nav) The Product Inventory: Search Holding Point Inventory page appears Enter the correct Holding Point in the type ahead field Click Search Click Close View the details as required The Product Inventory: Holding Point Location Details page appears Click Show HPL Details ** Click the desired Radio Button for the product that is to be viewed *The Product Inventory: Search results appear in the factory table *Optional Step: Press Print Screen to print a Physical Count sheet (move the screen to the right so that you can see all the required columns before printing) Click Close View the details as required The Product Inventory: Product Details page appears Click Show Product Details OR Click Close View the details as required The Product Inventory: Quantity in Doses page appears Click Show Qty in Doses **The quantities displayed on the Product Inventory: Search results page are for all HPLs, including unusable vaccine in disposal and quarantine. View the HPL locations by clicking on the quantity hyperlink or selecting HPL details. OR Inventory: View Inventory Items November 2018

View Inventory QRC 4.5 Demo Practice You are a PHN or clerk from <secondary HP> Office (<HP number>) View your inventory in stock How much of each vaccine is in stock? SKUs Doses Region SDL HP – Main & default HP – Secondary PMH Brandon Brandon 80071 Killarney 80072 Southern Altona Altona 80077 Portage 80050 Northern Thompson Thompson 80008 Lynn Lake 80090 IEHR Selkirk Selkirk 80021 Stonewall 80019 FN Fisher River Fisher River 20012 Sagkeeng 20055 Cross Lake Cross Lake 20023 South Indian Lake 20009 WRHA River East River East 80068 Seven Oaks 80041

PHIMS: Inventory – Physical Count QRC 4.8 Physical Count Steps: Create Count & Print Count Sheet Create a new count Print a count sheet Activity outside of PHIMS - Perform the count and record it on the count sheet Entering & Submit Physical Count Data Enter physical count data Save count Recount Count Complete June 4, 2015

Freeze Inventory Movement PHIMS: Inventory – Physical Count Creating a Count & Printing a Physical Count Data Sheet QRC 4.8 Select the Inventory tab (top nav) Select Inventory Maintenance (L nav) Select Physical Inventory to open the Sub Menu Select Manage Count The Physical Inventory Count: Search/Add Physical Inventory Count
page appears Click Create New Count Select the checkbox for the desired Holding Point and click Add Holding Points The Holding Point appears in the Holding Point Profile Results factory table Type the HP number in the Holding Point field and click Search Select the Add Holding Point hyperlink to search for the desired HP Set the Count Date (Note the date is defaulted to todays date) The Physical Inventory Count: Create/Edit Count Parameters page appears The Physical Inventory Count: Create/Edit Count Parameters page appears Select Cycle from the Count Type field Select Catalogue Item Name/Walk Order Sequence/HPL from the Tag/Sheet Sort Sequence field Ignore Freeze Inventory Movement Select the required HPLs from the Holding Point Location(s) field if desired (Default is set to all HPLs) Click Save (Note the Count Number) Select File Print The CrystalReportViewer window appears with the report details Click Open to view Physical Count Sheet Another browser window opens and the File Download dialog box appears OR a pop-up box appears with “Do you want to open or save CrystalReport.pdf” Click Print Count Sheet/Tags The Count Parameters Successfully saved confirmation message appears in the yellow banner at the top of the screen The Print dialog box appears Click Print Perform the physical count and record it on the count sheet ------------------ Inventory: Physical Count November 2018

Panorama: Inventory – Entering Physical Count Data and Completing Physical Count QRC 4.8 Select the Inventory tab 
(top nav) Select Inventory Maintenance (L nav) Select Physical Inventory to open the Sub Menu Select Manage Count The Physical Inventory Count: Search/Add Physical Inventory Count
page appears Enter the Count Number for the inventory that is to be counted, in the Count Number field Click Expand All (optional - see points to Remember) The Physical Inventory Count: Maintain Count/Line Item Details page appears Click Enter Physical Count Data Select the Checkbox for the count number item The Count Number item appears in the Search Results factory table Click Search The Line Items expand to display the details of the products Enter the Physical Count accordingly, for each line item, in the Physical Count field (Ignore Partial Count and Partial Unit of Measure) Enter Comment & Select Reason if desired Click Save Count The Count successfully saved message appears in the yellow banner at the top of the screen Note Count Number Select Inventory Maintenance (L nav) Select Physical Inventory to open the Sub Menu Select Enter Recount Data (L nav) Click Count is Complete Is the count correct? Enter the Count Number in the Count Number field The Physical Inventory Count page appears with factory table display Click Search The Physical Inventory Count: Recount page appears The Recount successfully completed message appears in the yellow banner at the top of the screen Yes Enter recount data into Revised Count field (s) as required No Inventory: Physical Count November 2018

PHIMS: Inventory – Physical Count Points to Remember QRC 4.8 Monthly is the minimum frequency for Inventory Physical count recommended by Manitoba Health Count will default to select all HPLs for the Count. If you wish to select certain HPLs, click on one or use Ctrl-Click to select multiple HPLs Expand All on the Physical Inventory Count page is not required, but it allows the user to see the current Quantity on Hand When entering physical count data, do not leave any physical count boxes blank Reason for Adjustment and Comments are optional Enter Recount Data is required for each count for the vaccine Holding Point inventory to be adjusted. Recount data completes the count activity. When entering recount data, you can leave the Revised Count box empty if count is correct Count number is displayed on your printed PHIMS Physical Count Sheet September, 2016

Counts are always entered in SKUs or packages. Vaccines documented with the mass clinic functionality are not auto-decremented so need to be adjusted manually In View Inventory, if the lot# is not displayed, there is more than one lot#. Individual lot #s will display in the Adjust page. Counts are always entered in SKUs or packages. Part boxes are represented by a decimal point. Box of 5 vials 5 vials 1 sku 4 vials 0.8 sku 3 vials 0.6 sku 2 vials 0.4 sku 1 vial 0.2 sku Box of 10 vials 10 vials 1 sku 9 vials 0.9 sku 8 vials 0.8 sku 7 vials 0.7 sku 6 vials 0.6 sku

Physical Count QRC 4.8 Demo Practice You are a PHN or clerk from <secondary HP> Public Health Office (Holding Point <HP number>) Create and complete a count with these amounts: Vaccine Alternate Product ID Amount Pediacel 1715001 8 full boxes Engerix B junior 1715112 35 full boxes Flulaval 1715079 53.5 full boxes NeisVacC (10 syringes /box) 1715009 9 boxes Pneumovax 23 1715012 55 boxes Priorix-Tetra (10 vials/box) 1715040 13 boxes and 6 vials Region SDL HP – Main & default HP – Secondary PMH Brandon Brandon 80071 Killarney 80072 Southern Altona Altona 80077 Portage 80050 Northern Thompson Thompson 80008 Lynn Lake 80090 IEHR Selkirk Selkirk 80021 Stonewall 80019 FN Fisher River Fisher River 20012 Sagkeeng 20055 Cross Lake Cross Lake 20023 South Indian Lake 20009 WRHA River East River East 80068 Seven Oaks 80041 Region SDL HP – Main & default HP – Secondary PMH Brandon Brandon 80071 Killarney 80072 Southern Altona Altona 80077 Portage 80050 Northern Thompson Thompson 80008 Lynn Lake 80090 IEHR Selkirk Selkirk 80021 Stonewall 80019 FN Fisher River Fisher River 20012 Sagkeeng 20055 Cross Lake Cross Lake 20023 South Indian Lake 20009 WRHA River East River East 80068 Seven Oaks 80041

Physical Count Vaccine Alternate Product ID Amount: Boxes & Vials SKUs Pediacel 1715001 8 full boxes 8 Engerix B junior HB 1715112 35 full boxes 35 Flulaval 1715079 53.5 full boxes 53.5 NeisVacC (10 syringes /box) 1715009 9 boxes 9 Pneumovax 23 1715012 55 boxes 55 Priorix-Tetra (10 vials/box) 1715040 13 boxes and 6 vials 13.6

Adjusting Products Adjusting is used to manage the count of existing inventory: Corrects errors Adjusts quantities after physical count shows a discrepancy Accounts for vaccine delivered at a mass clinic Reflects quantity changes when vaccine has been received from or sent to another holding point Adjustment Reason – important for tracking and reporting Deviation Value Comment – please include if relevant – this is important for tracking and reporting During go-live – there will be a lot of discrepencies QOH adjustments

Adjusting Products Adjusting is used to manage the count of existing inventory: Corrects errors Adjusts quantities after physical count shows a discrepancy Accounts for vaccine delivered at a mass clinic Reflects quantity changes when vaccine has been received from or sent to another holding point Adjustment Reason – important for tracking and reporting Deviation Value Comment – please include if relevant – this is important for tracking and reporting During go-live – there will be a lot of discrepencies QOH adjustments

Adjustment Reasons Menu item When to Use Ad hoc Stock Issued use when moving vaccine from quarantine into operational Ad hoc Stock Received received from MDA e.g. emergency stock Administered Vaccine vaccine used at a mass clinic Count Discrepancy based on physical count Disposal due to lot expiry Previous data entry error Shrinkage/breakage Spoiled by Adverse Storage Conditions not likely to be used, we should be moving to returns HPL Transfer from HP if you have received vaccine from another HP Transfer to HP if you have sent vaccine to another HP

PHIMS: Inventory – Adjust Inventory Items QRC 4.6 Select the Inventory tab (top nav) Select Inventory Maintenance (L nav) Select Adjust Inventory (L nav) The Inventory Adjustments and Reconciliation page appears Enter the correct Holding Point in the type ahead field Select Quantity on hand adjustment from the Reconciliation Type drop-down list Click Add Catalogue Item(s) Select a single Product by clicking the checkbox for that item All Catalogue items appear in the Search Results Returned factory table Click Search The Catalogue Item Information page appears Click the *Search Catalogue hyperlink The Inventory Adjustments and Reconciliation: Inventory Item Search page appears Click New Adjust The Inventory Adjustments and Reconciliation: QOH Adjustment Details page appears Select Checkbox in first column for the catalogue item that is to be adjusted Click on the + Radio Button in second column Radio button will change from + to - Detail box will open below the factory table Click Adjust Enter a Comment, if required Select the Adjustment Reason from the drop-down list Enter the Adjusted QOH Click Confirm The Inventory Adjustments and Reconciliation: Post-Adjustment page appears The Transaction successful confirmed message appears in the yellow bar

Adjust Inventory Tips “Adjusted Quantity on Hand” = actual amount of vaccine in your fridge After you enter the Adjusted QOH, the page refreshes with the Deviation Quantity when you click on any other part of the page When adding a new lot number, click on Add Product and select new lot number from drop down. If you try to select a lot number that already exists in your HP, the OP HPL will not display. Cancel button takes you back to the previous page

Adjust Inventory Demo Practice Working in pairs in <secondary HP>, Adjust your product up 5 and then down 5 User 1 and 2 –Pediacel User 3 and 4 – Engerix B User 5 and 6 – Flulaval User 7 and 8 – Neis VacC User 9 and 10 –Pneumo 23 User 11 and 12 –Priorix-Tetra Region SDL HP – Main & default HP – Secondary PMH Brandon Brandon 80071 Killarney 80072 Southern Altona Altona 80077 Portage 80050 Northern Thompson Thompson 80008 Lynn Lake 80090 IEHR Selkirk Selkirk 80021 Stonewall 80019 FN Fisher River Fisher River 20012 Sagkeeng 20055 Cross Lake Cross Lake 20023 South Indian Lake 20009 WRHA River East River East 80068 Seven Oaks 80041

Moving Inventory This function is used to move inventory within your holding point From one HPL to another HPL Example – move vaccine from operational to quarantine for review if there has been a hold put on a vaccine lot until you are advised that it is safe to use or needs to be returned

PHIMS: Inventory – Moving Inventory Items Within a Holding Point (HPL to HPL) QRC 4.7 Select the Inventory tab (top nav) Select Inventory Maintenance (L nav) Select Move Inventory (L nav) The Move Inventory Items within a Holding Point page appears Click the Add Holding Point hyperlink The Holding Point Profile search page appears The Move Inventory Items within a Holding Point page appears Click Add Holding Points Select Checkbox for the Holding Point The Holding Point appears in the Holding Point Profile Results factory table Click Search Enter the desired Holding Point Select From Holding Point Location from drop down menu Click New Move The Move Inventory Items within a Holding Point page appears Select the checkbox for the vaccine to be moved Enter the desired QTY to Move Select the To Holding Point Location Click Move Items Click Override Warnings If quantity is less than the full amount a warning will appear in the yellow banner Click Move Items Enter the Comment for the move, if required Select the Reason for Move from the drop down list Click Save Transaction successfully saved with transaction ID ## will appear in the yellow banner

Move Inventory Practice Demo Practice Working in the same pairs – move your product (5 skus) from Operational to Cold Chain Quarantine and back User 1 and 2 –Pediacel User 3 and 4 –Engerix B junior User 5 and 6 –Flulaval User 7 and 8 –NeisVacC User 9 and 10 –Pneumo 23 User 11 and 12 –Priorix-Tetra Region SDL HP – Main & default HP – Secondary PMH Brandon Brandon 80071 Killarney 80072 Southern Altona Altona 80077 Portage 80050 Northern Thompson Thompson 80008 Lynn Lake 80090 IEHR Selkirk Selkirk 80021 Stonewall 80019 FN Fisher River Fisher River 20012 Sagkeeng 20055 Cross Lake Cross Lake 20023 South Indian Lake 20009 WRHA River East River East 80068 Seven Oaks 80041

PHIMS: Inventory – Returns QRC 4.9 Select the Inventory tab (top nav) Select Inventory Replenishment (L nav) Select Product Returns (L nav) Select Returns from External (L nav) The Return Product: Return Product From External Customer Search page appears Enter the correct Holding Point in the Ship From Holding Point type ahead field Select Return waste for disposal from the Return Type field Add comments in Return Comments field if desired The Return Product page displays with Ship From details auto-populated The Return Product: Return Product From External Customer page appears Click Create New Return From External Customer Select “10000” in the Ship To Holding Point field ***Click Add Catalogue Item Click Search Select the Check Boxes for all items that are to be returned Click Add Catalogue Item(s) The Return Product: Return Product From External Customer Search page appears Select Appropriate Lot Number for each item from the drop list The Catalogue Item Information: Catalogue Item Search page appears The Message from webpage Dialog box appears, Click OK If you have additional lot#(s) to return Save As Draft and go to ***Add Catalogue Item Uncheck the Cold Chain Required field for each item Select Reason for Return from the drop list for each item The Product Return has been submitted successfully message appears in the yellow banner at the top of the screen. Click Submit Return Enter a Return Quantity for each item Note the Return ID Click Print The Return Product From External Customer report window appears Click Print Include the printed page in the Return that is sent as per the local procedure. Notify MDA. Adjust the HP vaccine inventory to account for the returned vaccine as per QRC 4.6 Inventory: Returns November 2018

PHIMS: Inventory – Returns Points to Remember QRC 4.9 All unusable vaccine that is part of the publicly-funded immunization program and was initially ordered by MDA is to be returned to MDA In some cases, MB Health, Healthy Living and Seniors (MHHLS) can receive credit for vaccines that are returned to the manufacturer within 12 months of expiry (4 months for influenza vaccine) Reports on returns will improve order patterns and decrease wastage The most current MHHLS policy and procedure for returns can be found at: http://www.gov.mb.ca/health/publichealth/cdc/div/docs/vbrpp.pdf. However, the PHIMS printed report  Return Product From External Customer replaces the current MB Health Vaccine and Biologics Return form Best practice is to move any product that needs to be returned  (e.g. expired, damaged by ASC) to the Disposal (DIS) HPL as soon as it is no longer usable so that it is not available in your Operational stock. Always use Returns from External This is a much simpler process than Returns from HP but does not auto-decrement from your HP inventory You must adjust your HP Inventory  (QRC 4.6) to reflect the Return Call or email MDA to advise them of the Return # Ph: 204-948-1333/855-683-3306 Email: vacmda@gov.mb.ca ) Inventory : Returns November 2018

Return Inventory Practice QRC 4.9 Demo Practice Working alone: Create a return for <Main HP> User 1 and 2 –Pediacel – 5 SKUS User 3 and 4 – Engerix - 5 SKUs User 5 and 6 –Flulaval - 5 SKUs User 7 and 8 –NeisVacC - 5 SKUs User 9 and 10 –Pneumo 23 - 5 SKUs User 11 and 12 –Priorix-Tetra - 5 SKUs Adjust step is optional in training but is required in Production Region SDL HP – Main & default HP – Secondary PMH Brandon Brandon 80071 Killarney 80072 Southern Altona Altona 80077 Portage 80050 Northern Thompson Thompson 80008 Lynn Lake 80090 IEHR Selkirk Selkirk 80021 Stonewall 80019 FN Fisher River Fisher River 20012 Sagkeeng 20055 Cross Lake Cross Lake 20023 South Indian Lake 20009 WRHA River East River East 80068 Seven Oaks 80041

Follow-up Items Adverse Storage Conditions Instructions for setting up a holding point for go-live can be found in QRC 4.0

PHIMS: Inventory – Adjust Quantity on Hand (QOH) Adding New Inventory QRC 4.0 Select the Inventory tab (top nav) Select Inventory Maintenance (L nav) Select Adjust Inventory The Inventory Adjustments and Reconciliation page appears Enter the appropriate Holding Point into the Holding Point field Select Quantity on hand adjustment from the Reconciliation Type field Click Add Catalogue Item(s) Select a single Checkbox for the catalogue item that to be added The catalogue items appear in the Search Results Returned factory table Click Search The Catalogue Item Information page appears Select the Search Catalogue hyperlink The Inventory Adjustments and Reconciliation page appears Click New Adjust The Inventory Adjustments and Reconciliation: QOH Adjustment Details page appears Click Add Product Select the Checkbox for the Catalogue Item Select the desired Lot Number from the Lot Number drop down field Click Cancel to return to the Inventory Adjustments and Reconciliation page The Product Added Successfully appears in the yellow banner at the top of the screen Click Confirm Enter the desired quantity in the Qty to HPL text box Select the HPL from the Holding Point Location drop down field Inventory: Adjust Quality on Hand (QOH) Adding New Inventory November 2018

Questions?