IWeb 5.17.5 User Guide |
Business Logic for Orders
The application uses different business logic methods (workflows) depending
on certain criteria. This section details the business logic used for
approval queues and manual reviews.
Business Logic for Approval Queues
If a provider is under the umbrella of a local approver and places either
a depot order or a distributor order, the order displays on the local
approver's Approval queue. The Order Type displays on the Approve Order
screen.
NOTE: A vaccine
does not appear on an order as available if the vaccine is
not defined on the VACMAN
vaccine settings, even if it is included in the Order Set. |
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If the Order Set is Manufacturer Order,
the order never queues for approval.
Once the order is submitted, it displays as Approved. This logic is
used when the state places an order with the manufacturer for adult vaccines.
The order serves as a placeholder for incoming vaccines and when the vaccines
arrive from the manufacturer, they can be received in full or in part.
Business Logic for Manual Review
There are two business logic methods or workflows used for manual review:
Pre-4.10 logic and new logic for version 4.10 and later.
Pre-4.10 Logic
The pre-4.10 logic for manual review is as follows:
- The Recommended Quantity calculation is based
on either Order History or Vaccines Administered.
- It is specified at the Facility or Organization
(IRMS) level (the
location of the VFC
PIN).
- It assumes a three-month supply is required.
- It uses the average of the amount of vaccine
used over the past three years.
- The current inventory is subtracted.
- The CDC recommends five weeks of safety stock.
For example, if the order was placed on 07/19/2015:
- Avg
use (08/01/14 - 10/31/14) + Avg use (08/01/13 - 10/31/13) + Avg
use (08/01/12 - 10/31/13) / 3
- If no
data exists for any year, the denomination is changed to match
the number of years with data. In the above example, if the data
only went back to 2013, the average would be calculated based
on two years, not three.
- Order amount: Avg 3 month use - doses on
hand
- Manual review exception reasons (all reasons
that apply will be listed):
- Have
the minimum number of days passed since the last order?
- Has
the order met the accountability submission requirements?
- For
depots, does the depot have inventory available for that vaccine?
- Does
the order exceed the +/- range of the recommended quantity?
- Relevant settings:
- Administration
properties: Minimum days between orders, and Order Threshold Percent
- Accountability
requirements for IRMS/Facility: Minimum days between orders, and
the recommended quantity calculation is based on Administered
Doses or Order History.
New 4.10+ Logic
The new logic for manually reviewing and approving orders is as follows:
- On hand quantity:
- If the
site does not manage inventory in the registry and manually enters
on hand, the Recommended Quantity does not display until the On
Hand Quantity is populated. The system calculates the Recommended
Quantity by subtracting the current inventory, and populates the
value dynamically.
- If the
site does manage inventory in the registry, the Recommended Quantity
is calculated based on the existing inventory and is displayed.
- The equation for Recommended Quantity is
modified from three months of stock to: Order frequency length + 1
month. The number of months of inventory required will vary based
on how frequently the provider places orders.
- The Recommended Order Quantity field is visible
to local and state approvers.
- The Order Threshold Percent field displays
on the Facility Maintenance screen. If the field is blank, the registry's
global setting is used.
- If the provider's orders are outside of the
Order Threshold Percent (checked when the Submit
button is clicked), a pop-up window displays with the message One or more of your vaccine orders is
outside the recommended order quantity. Your LHJ
will have to approve this exception. Click Submit to place this order.
Three buttons are available on the pop-up window:
- Cancel - Closes the pop-up window
and returns the user to the Create Order screen.
- Save - Saves the order (without
submitting it for approval).
- Submit - Submits the order for
approval.
- The exception reason is visible to both local
and state approvers and is saved as part of the order history.
- The submitted order is queued for manual
review.
- A new exception reason of Outside
Recommended Order Quantity is added.
- Manual review exception reasons:
- If the
local approver has reviewed the exception, the exception displays
on the order for the state approver.
- All
orders are queued to Manual Review at the state approver level,
even if an order was reviewed by the local approver.
- The
provider's exception reason is captured and becomes part of the
order history. The order line has been modified to hold the exception
reason and whether or not it has been resolved.
NOTE: For state
approvers, when the order has a status of In
State Manual Review and is in the Reviewed for Approval
queue, the Order Details page has two buttons: Cancel
and Approve. The Cancel button returns the
user to the previous screen. The Approve
button changes the Order Status to Pending
State Approval and moves it to the Ready for State
Approval queue. |
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