| Table of Contents |
|---|
Project Information
Support Contact Details for SVS_Covid19
General Information | Detail |
|---|---|
Solution | Stock Visibility Solution |
Deployment Country | South Africa |
Mobile and Web Training Manual | |
Reporting Definitions | |
| Reporting Requirements: Updating SVS Correctly |
What's New Update
Technical Information
Technical Information | Detail |
|---|---|
Helium/Journey | Journey Application |
URL | |
APK Link | https://za-zerorated-journey.mezzanineware.com/static/svs_covid/SVS_Covid-19-21.2.1.apk |
NDoH SVS Shortlink | |
| SVS Covid-19 Vaccines Change Request form | SVS Covid-19 Vaccines Change Requests |
App details | Zero Rated |
Devices Used | Samsung Android |
First Line support
Organisation/ District | Role |
|---|---|
SVS Champions Directory List Private Sector Group Lead/Champions | |
| Western Cape public sector champion |
Second Line support
Third Line Support Contact Details
Frequent Ask Questions
| Question | Answer | |||||||||||||
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| 1. | My facility doesn’t have an SVS device, what are my options? | You can use the desktop app, or use your own mobile device if it is Android | ||||||||||||
| 2. | I don’t have an Android phone can I use my iPhone? | No, unfortunately you can only enrol with an Android mobile phone, or you can use the desktop app | ||||||||||||
| 3. | I’m not on the Vodacom network, how does this affect me? | You can still use the application but it will use a small amount of Mobile Data in order to sync the device | ||||||||||||
| 4. | I tried to enrol on the mobile application but it said “Failed to authenticate” |
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| 5. | I enrolled on the desktop application but I don’t want to use it anymore, I would like to use a mobile application instead? |
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| 6. | Am I reporting in vials or doses? | Vials, for all fields | ||||||||||||
| 7. | What if there is wastage of half a vial, can I capture it as 0.5? | No, the system only accepts whole numbers, therefore you must round it up to a full vial. | ||||||||||||
| 8. | How do I report on SVS for pharmaceutical and SVS-Covid19? |
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| 9. | The phone won’t let me proceed if I haven’t entered data in eg. Stock lost, but I didn’t lose any stock? | You have to submit something, it cannot be left blank. If you did not lose stock, it needs to be captured as a Zero. The same applies for other fields | ||||||||||||
| 10. | How often do I need to report? | Daily at the close of business | ||||||||||||
| 11. | Why is the "Scan Barcode" option not working when scanning the barcode on the box? |
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| 12. | My facility doesn’t stock some of the items, what should I do? | The district pharmacy manager role on the SVS Covid19 Helium web, has access to customise the facility formulary and either add or remove items | ||||||||||||
| 13. | How to enroll the SVS Covid 19 application on the web or mobile? | Web Mobile
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| 14. | We are receiving a database error after installing the application on the desktop. We have already checked all settings on the computer, uninstalled the APP and re-install but still get the error message "Database key is invalid or the database is corrupted".
| This is not an error with the application, this is caused by the app's metadata that got corrupted on the user's device. To resolve this, you will need to uninstall and clear all app metadata, and then perform a fresh install. To do this, please ask the users (or their system admin) to follow the steps listed below: Uninstall the existing app: 1. On your keyboard, press the Windows icon and the 'R' button simultaneously. This will open the Windows Run Dialog application. The application has now been uninstalled, but you will still need to remove the AppData folders before reinstalling. To do this, again follow the steps below: 6. On your keyboard, press the Windows icon and the 'R' button simultaneously. This will open the Windows Run Dialog application. | ||||||||||||
| 15. | Can sites report on both diluent and vaccines once a day? Or should diluents specifically be reported on once a week and vaccines once a day. | It is NOT compulsory to report daily on the diluent or ancillary items. If sites have the resources and the capacity to report on diluent and ancillaries daily, they can do so. However, weekly reporting is still acceptable. | ||||||||||||
| 16. | What time is close of business? | This is determined by the operating hours specified for each site and governed independently within each organisation or entity. | ||||||||||||
| 17. | Please advise how to update when a site goes multiple days without network? | For the first update after reporting has been skipped for one or more days, the stock received, lost, issued and transferred fields should reflect the total of all the transactions since the last time the app was updated. Please refer to the SVS Covid-19 Reporting Requirements* job aid for more information. | ||||||||||||
| 18. | What is the cut-off time for reporting? | It is midnight 23h50 daily for the Covid-19 vaccines and 23h50 every Friday for the diluent and ancillary items. | ||||||||||||
| 19. | How should contaminated vials, already issued to the vaccination site (diluted), be reported? | If the contaminated vial is not partially used and/or cannot be used for vaccination related activities, it should be reported under the ‘stock lost’ field on SVS. | ||||||||||||
| 20. | If reporting errors occurred with initiation of reporting e.g. vials issued instead of being transferred, can that be corrected? | Yes this can be corrected if the error is picked up within the reporting period (before the end of day for the vaccine and end of the week for the diluent/ancillary items). If the error is picked up after the reporting window has been passed, this cannot be corrected. Please notify your SVS champion for the public sector, and SVS group point of contact for the private sector to notify them of the issue | ||||||||||||
| 21. | How do I go about the updates if I have multiple batches at any given time? | Capture all vials in the cold room/freezer/refrigerator for vaccines, or the storage area for diluent/ancillary items and update the earliest occurring expiry date linked to the stock. SVS Covid-19 does not allow capturing of details for multiple batches. | ||||||||||||
| 22. | Is it possible for District and Provincial Managers to get the Demo SVS as it will make it easier to support institutions? | Yes. Forward requests to the SVS Covid-19 project manager at NDoH via the provincial champions. | ||||||||||||
| 23. | In the event that a site hasn’t administered vaccines on a certain day, are they still expected to update the stock levels? | Yes. The expectation is that facilities report daily. If stock submissions are missed for a particular day, the site will be marked as non-reporting | ||||||||||||
| 24. | Where can I access the recording of the SVS training materials? | If you have access to the SVS Covid-19 web portal you can access the recordings and other support materials on the platform under the Information Repository. Alternatively, forward requests to the SVS Covid-19 project manager at NDoH via the provincial champions for public sector or SVS group point of contact for the private sector. | ||||||||||||
| 25. | What happens if I am the only one doing the updates and have to go on leave? | All sites should always have a back-up individual with access to the SVS Covid-19 reporting device on site to ensure continuous reporting when the designated person is not available. Failure to do this and ensure continuity in reporting will result in sites being marked as non-compliant. | ||||||||||||
| 26. | The minimum basket for reporting compliance is calculated with one item. What is that one item? | The minimum basket for reporting is based on one stock category, not item. That is the vaccine category. If only one vaccine is loaded on the site formulary on the web platform, then reporting compliance will be based on that one vaccine. If more than one vaccine is on the site formulary, reporting compliance will be based on the total number of vaccines found on the site formulary. | ||||||||||||
| 27. | If a site vaccinates Monday to Thursday, does it need to report on Friday as well? | Yes, because reporting compliance looks at data submitted from Monday to Friday assuming that all sites are operational from Monday to Friday. If you skip any day you will be marked as non-compliant on that day. | ||||||||||||
| 28. | If stock levels are at zero, and the site is waiting to receive more stock, are they expected to update the daily stock levels? | Yes. The expectation is that facilities report daily. If stock submissions are missed for a particular day, the site will be marked as non-reporting. | ||||||||||||
| 29. | Is it possible to have two SVS platforms per site (mobile and desktop)? | No. Facilities can only have the SVS app active and functional on one device at a time. Facilities can interchange between the two (i.e. unenroll on the mobile device, and enroll on a desktop device), however they cannot enroll the app on two devices at the same time. | ||||||||||||
| 30. | If a site is unable to report at the close of business on a particular day (due to network issues, load shedding etc.), and they report first thing the following day, will they still be considered as non-compliant? | Yes. If sites don’t report within the reporting window for the day, they will be marked as non-compliant. If you miss your particular reporting window, data cannot be captured retrospectively. In the event that you skip reporting, the stock received, lost, issued and transferred fields should be updated to reflect the total of all the transactions since the last time the app was updated. Please refer to the SVS Covid-19 Reporting Requirements* job aid for more information | ||||||||||||
| 31. | If a vaccination site does not vaccinate on a Saturday or Sunday, the site is also closed on those days and the SVS app is on the desktop (therefore the Pharmacist cannot update from home), will a site be marked as non-compliant? | No. At the moment, reporting compliance will be calculated from Monday to Friday. Facilities that don’t open on weekends will not be disadvantaged. | ||||||||||||
| 32. | In the event where a site administers vaccines past 21h00, is it acceptable to update the stock levels first thing the following morning? | No. If sites update the following morning, the system will reflect that the update was not submitted within the reporting window. It’s important that sites stick to the reporting cut-off period, which is 00h00 to avoid being marked as noncompliant. | ||||||||||||
| 33. | If a site administers vaccines only on Saturday and Sunday, will they still be expected to report on stock levels from Monday to Friday (even if there was zero stock movement)? | Yes. It is important for sites to adhere to the daily reporting even if a site only operates on a weekend and even if there’s no stock movement from Monday to Friday. | ||||||||||||
| 34. | How can private sector stakeholders get visibility of SVS Covid-19 information being submitted by their respective sites? | For the private sector, specific reports will be automated to the inboxes of the SVS group point of contact. The group of contact will then be expected to disseminate the reports to the relevant stakeholder within their group. | ||||||||||||
| 35. | If I make a mistake with transferring and issuing, how do I correct the error (i.e. issuing to a site instead of transferring)? | You can correct it as soon as you pick up the mistake provided this is done within the reporting window. The information that is last updated on the device, is what is considered to be the summary of transactions on site. If you realise your mistake after the reporting window, this cannot be corrected. It is essential to ensure correct reporting with each update. In this event, please notify your SVS champion for the public sector, and SVS group point of contact for the private sector to notify them of the issue. | ||||||||||||
| 36. | The facility was only reactivated on Friday so yes it is correct that they reported and should do so going forward. However, the issue is that they were deactivated the days before so they should not appear on the report at all; they should not be penalized or penalised or reflect false considering they were not even activated. | So there's a few variables to consider but ultimately compliance is calculated at the end of the week even if you're reporting daily on the covid instance, so they will show as non compliant only because there's no data for the other day of the week. In reality though, they're actually compliant from a reporting perspective. So next week they will be listed as compliant. | ||||||||||||
| 37. | We have closed some vaccination sites and would like them removed from SVS. Kindly assist as to how we go about this. | Kindly note for facilities that need to be removed for the dashboard, please note that we are not authorised to make any changes on the system. You need to forward your request to the SCTA group as they have authorisation to make changes on the system. The emails are as follows: Heunis Pretorius: heunis.pretorius@za-scta.com Buhle Mngomezulu: buhle.mngomezulu@za-scta.com Stuart Murray: stuart.murray@za-scta.com | ||||||||||||
| 38. | Please find attached proof of capture on SVS for Saturday 5 Feb which doesn’t reflect on the SVS compliance report. See screenshot attached.
| The compliance report is updated at 00:17 am on every day-of-week from Monday through to Saturday based on scheduled execution time. Consequently, the report is not refreshed on Sundays. Therefore, if you submits stock updates on Saturday after 00:17 am, the reporting status will be false since the report is not refreshed after Saturday 00:17 am up until the time it's sent to the client on Monday. As a result, compliance reports sent to the client on Monday mornings won't reflect compliance based on stock updates submitted on Saturday after 00:17 am |
