VOMS
2.16.12
User Guide |
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VOMS
2.16.12
User Guide |
The Properties settings allow authorized users to configure various aspects of the VOMS application.
To configure these settings, click the Admin & Settings menu link and then Properties (under System Settings). The Properties page opens. There are four tab sections on the Properties page:
Note that each set of settings on each tab section can be collapsed or expanded by clicking on the setting header (such as General Settings or Cold Storage).
This tab section includes general configuration settings, cold storage settings, and import settings. Enter or update the settings as needed and click Save.
| Setting | Description | |
General Settings |
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| Days Between Required Physical Inventory (Reconciliation) | Enter the number of days between orders before a user is required to conduct inventory reconciliation. For example, if an inventory reconciliation is required every 60 days, enter 60. | |
| Do Not Allow Facility Client to Add New Inventory Using "Lot Number - Search/Add" | Select this option to prevent Registry Client users from adding new inventory from the Search/Add Inventory page. | |
| Enable Local Approver | Select this option to allow authorized users to approve local
orders.
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| Enable Track Funding Source at Public/Private Only | Select this option to limit funding sources to public and private only. | |
| IWeb Address (URL) | Enter the URL for the IWeb application. | |
| Number of Days Before Lot Expiry to Display a Warning | Users are notified when a vaccine lot is due to expire. Enter the number of days before the event that users should receive the notification. For example, to notify users 90 days before a lot is due to expire, enter 90. Only users with the correct access level and permissions will see the notification. | |
| Number of Days Before Provider Agreement Expiry to Display a Warning | Users are notified when a provider agreement is due to expire. Enter the number of days before which users should be notified. For example, to notify users 60 days before a provider agreement is due to expire, enter 60. Only users with the correct access level and permissions will see the notification. | |
| Only Allow Registry Clients to Inactivate Lots | Select this option to require only Registry Client users can inactivate lots. | |
| Restrict Public Lot Creation | Select this option to restrict the ability to create public lots. | |
| VOMS Grantee Code (for VTRckS File Integration) | Enter the number of miles or kilometers (and then select either km or miles from the drop-down list) to restrict vaccine advertisements to a specific distance from a requesting organization/facility. A null/blank value indicates no distance restriction. See Vaccine Advertisement. | |
Cold Storage |
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| Default Time of Morning (AM) to Use for Temperature Log Imports in Twice Daily Mode | Select from the drop-down list the default time of morning (AM) to use for temperature log imports in twice daily mode. | |
| Default Time of Evening (PM) to Use for Temperature Log Imports in Twice Daily Mode | Select from the drop-down list the default time of evening (PM) to use for temperature log imports in twice daily mode. | |
| Range of Acceptable Temperatures for a Freezer Cold Storage Unit | Enter the low and high temperatures for the acceptable range for freezer cold storage units and select either Celsius or Fahrenheit from the drop-down list. | |
| Range of Acceptable Temperatures for a Refrigerator Cold Storage Unit | Enter the low and high temperatures for the acceptable range for refrigerator cold storage units and select either Celsius or Fahrenheit from the drop-down list. | |
Import Settings |
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| Allow Only Valid Lot Number Imports for Auto-Decrement | Select this option to restrict auto-decrementing to only lots with valid lot number imports. | |
| Private Lot Number Matcher for DTT | Enter a unique string. This is a statewide setting. The unique string should be different enough that it does not appear as if it is part of a manufacturer-issued lot number. If there is a value in this field and it matches the incoming lot number, this lot number is designated as Private.
This only affects the "is_publicly_supplied" flag on the vaccination as it relates to the lot and decrementing inventory. It does not set the VFC Eligibility field on the vaccination. |
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| Use Dose Size to Calculate Dose Decrement Quantity | Select this option to allow the dose size to change and decrement
by decimals.
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This tab section includes order workflow settings and organization/facility custom vaccine selection settings. Enter or update the settings as needed and click Save.
| Setting | Description | |
Order Workflow Settings |
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| Add Quantities Rejected During Receipt to Inventory | Select this option to add rejected inventory quantities received
to the provider's inventory regardless of the rejection reason.
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| Allow Only One Brand Selection per Vaccine | Select this option to require users to select only one brand per vaccine for the registry. This option can also be set at the Organization (IRMS)/Facility level in IWeb, which overrides this setting. | |
| Direct Ship Maximum Total Order Value (per Ordering Intention) | To set a maximum total order value that applies to all direct ship order items within a single order set, enter the amount here. If a user's order has a total value that is equal to or above this amount, a warning appears: Order Exceeds Direct Shipping Limit (with details included). | |
| Display Accountability Report Links on Order | Select this option to enable the Accountability reports to
appear on the Approve Orders page. The following report links
appear when this option is enabled:
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| Enable Editing of Contact Name on the Order Screens | Select this option to allow users to edit the contract name on the Order pages. | |
| Hide Recommended Quantity | Select this option to prevent the Recommended Quantity column from appearing in vaccine management (Create Order and Approve Order). This may assist in slow response times by increasing performance. | |
| Move Rejected Shipment to In-Transit | Transit Select this option to allow stock to be removed from inventory or reconciled out to be available for return when the current rejection reasons of Wasted and disposed or Not properly stored are selected. The Reason for Rejecting a Shipment is defined in the lookup settings and can be modified. The edit option for this lookup is disabled when the Move Rejected Shipment to In-Transit option is enabled. When the option is disabled, the defined lookup is still active. When this option is enabled, the process for the rejected orders changes. When the orders are in the shipped status, and when the provider goes to receive the order, the drop-down list for Reason for Rejecting changes to include the following:
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| Order Threshold Percent | Enter a numeric value to represent the order threshold percentage. This defines the percentage that differs from the order quantity and the recommended quantity before an approval warning is generated. For example, if the recommended quantity is 100 and the threshold percent is 10, an order of 105 does not need special approval, but one for 115 does. | |
| Ordering Frequency | Select the provider's ordering frequency and timing from the drop-down list. Examples:
If the organization/facility does not have an ordering frequency set in IWeb, the ordering frequency is derived from this registry setting. If there is an organization/facility setting, it overrides this registry setting. If the provider orders more frequently than their configured ordering frequency, when the user clicks Submit, a dialog box appears with a message. |
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| Require Cold Chain Reporting Before Ordering | Select this option to require the user to complete the cold chain reporting before creating a new order when there are empty field values for temperature(s) between the date of the order and the last day of the ordering frequency or the last order submitted date, whichever is earlier. For example:
If this option and the Require Inventory Reconciliation before Ordering option are both enabled, cold chain reporting is required first, and then inventory reconciliation. Based on this option, there is no need to have an exception reason for no cold chain reporting because all users are forced to report. Either a temperature is required for each cold storage unit, or the option must be enabled that the facility is closed before an order can be placed. The time of the temperature recording can be different for each cold storage unit, but can only vary by just a few minutes. The following are acceptable temperature ranges:
Any temperature entered outside of this range is considered as too warm or too cold. Temperature range is validated when the cursor moves from each textbox. After entering all temperatures and clicking Save, a warning message displays if any temperature entry is out of range. However, the temperatures are saved. An error message is also displayed on the Create Order page if any temperature textboxes are left blank. Note that the required field validation and error message appear only when this option is enabled. |
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| Require Inventory Reconciliation Before Ordering | Select this option to require a physical inventory before placing an order. The user is required to complete the inventory reconciliation before being allowed to start the order. This option works with the Days Required Between Physical Inventory option and requires reconciliation if the days since the last reconciliation exceeds the days defined. If this option and the Require Cold Chain Reporting option are both enabled, cold chain reporting is required first, and then inventory reconciliation. | |
| Shipping Invoice Expiration Date | Select this option to allow the vaccine's expiration date to display/print on the Vaccine Shipping Invoice report. | |
| Shipping Invoice PPD Lot Number | Select this option to allow the vaccine's PPD to display/print on the Vaccine Shipping Invoice report. | |
| Show Additional Shipping Times | Select this option to show additional shipping times to allow for closure during lunch hours. | |
Organization/Facility Custom Vaccine Selection Settings |
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| Enable Custom Order Set for Date Range | Enter the From and To dates to allow users to create a custom order set using this date range. The Orders & Returns > Vaccine Selection link should be available to users for the specific time period. See Vaccine Selection for more information. | |
| Enable Custom Order Set for PIN Range | Select the From and To PINs from the drop-down lists to allow a custom order set to be created for this specific PIN range. See Vaccine Selection for more information. | |
| Regular Expression for Custom Order Set Name | Enter the regular expression for this field. Default is ^STATE SUPPLIED \d({3}$
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This tab section includes configuration settings related to transfers. Enter or update the settings as needed and click Save.
| Setting | Description | |
| Enable Vaccine Advertisement | Select this option to enable advertisement of vaccines. See Vaccine Advertisement. | |
| Limit Organizations and Facilities to Receive Transfer | Select this option to allow the Click here to select Receiving Organizations (IRMS)/Facilities link on the Organization and Facility Maintenance Edit/Update pages in IWeb. This link is located directly below the Allow Vaccine Transfers option on the page. Once the link is clicked, the Select Receiving Transfer Facilities page appears so that the provider can select which organizations/facilities can receive vaccine transfers. This option works with the Allow Vaccine Transfers option on the Organization and Facility Maintenance pages in IWeb. | |
| Require Transfer Approval | Select this option to require transfers be approved prior to transferring. Transfer approval goes to the local approver if the organization or registry is configured for local approvals.
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| Transfer Distance Restriction | Enter the number of miles or kilometers (and then select either km or miles from the drop-down list) to restrict vaccine advertisements to a specific distance from a requesting organization/facility. A null/blank value indicates no distance restriction. See Vaccine Advertisement. |
This tab section includes configuration settings related to returns and wastage. Enter or update the settings as needed and click Save.
| Setting | Description |
| Vaccine Return Adjustment Notification Report Introduction Text | Enter the text to be displayed on the Vaccine Return Adjustment Notification report. |
| Vaccine Return Workflow | Select State Depot Workflow or McKesson Workflow from the drop-down list. See Vaccine Returns. |
| Wastage Threshold Percent | Enter a numeric value to represent the threshold percent to be used for wastage. |