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.

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 Information Request Management System) level (the location of the VFC Vaccines for Children 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 Local Health Jurisdiction 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.