SVS Client Information

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Stock Visibility Solution - An Overview

The Stock Visibility Solution (SVS) makes a smartphone and application bundle available to dispensing facilities to capture stock levels on a daily basis. The information synchronizes in real time to a cloud-hosted server that automates alerts and reports for the benefit of various levels of supply chain management.

Real-time access to stock level information from medicine dispensaries allow low-stock levels to be pro-actively replenished and out-of-stock facilities to receive priority attention. The National Department of Health can monitor critical supply chains and compare centrally purchased volumes with medicine actually available on the shelves of dispensaries.

SVS enables governments to migrate from a pull model to an informed pushed model.

Our Video explaining the Stock Visibility Solution

Key Features

Medicine catalog management
- Enable mid-level managers to control items per facility.
- Add and remove items centrally and synchronize to facility level in real time.
- Upload full description, bar code and supplier details.
Clinic profile and registration
- Complete clinic profile with staff contact details and GPS coordinates for geo-spatial mapping which includes the geographic location and characteristics of the clinic.
Mobile stock level capturing
- Identify stock by scanning a barcode (or QR code) or selecting from an approved list.
- Capture stock levels per facility through a lightweight Android application.
Data Security and Access
- Applications synchronize in real time to cloud-hosted data warehousing to ensure data is always accessible but still secure.
Reporting
- Schedule SMS notifications and automated alerts for low and no stock levels.
- Visualize stock levels through graphs and heat maps.
- Download reports in any format and configure automated e-mail reports to different stakeholders.
- Access real-time reports through the internet and mobile apps.
Stock-out report analysis
- Instantly compare the number of facilities that stock a particular item with the number of facilities that are out of stock of a particular item.

Service Level Agreement

The technical specifications as detailed in this document will be delivered and supported through the service level as stipulated below. This enables our clients and authorized staff to contact one consolidated point of support for all services related to the deployment.

Priority	Customer impact	Resolution target
P1 Critical	A fault resulting in the majority of users unable to use the service . No workarounds available. Note: Regardless of the time of day or day of the week. If it is logged by 13:00 Saturday it has to be fixed in production by 13:00 PM Sunday.	24 hours
Incident Reports	Incident Report SLA Interim (within 24 hours of identification) Final (within 72 hours of resolution)
P2 Major	A fault resulting in multiple users unable to use the Service sufficiently. Workarounds are available. Note: Business hours measured from 08:00 to 17:00	16 business hours
P3 Minor	Customer reports repeated quality problems, intermittent faults or degraded service. Workarounds are available. Note: Business hours measured from 08:00 to 17:00	80 business hours
P4 Not Urgent	Request for Information or request to update system feature or function. Business impact negligible. To be agreed between parties based on sprint allocation. Note: Ideally we should not have any of these. A long standing P4 should rather be a Maintenance Story.	Best Effort

Web Portal FAQ's

	Link/Question	Description/Answer
1.	How do the system calculate Facilities as non reporting?	This is a handy document to see how the calculation work for a facility to achieve 100% for reporting. SVS_How reporting facilities are being calculated_LV.pdf
2.	How do I log unto the WebPortal?	You can download the pdf document on how to login to the web portal. SVS Web portal.pdf The file contains the following information: The URL you should use to login to the SVS web portal How you should start you number and where to sign in. Who to contact should you experience any problems.
3.	What does the Colour codes mean?	Please download the document to have SVS Colour Status Explained. SVS Color status.pdf
4.	How Do I reset my password?	How to reset a password on Helium.pdf
5.	How to see what items is assign to facility/district?	How to see which items are assigned to a facility.pptx
6.	How to check if facilities have reported for the week/previous weeks	How to check if a facility has reported for the week.pdf
7.	How to view low and overstock reports	How to view low and overstock reports.pdf
8.	Adding or removing stock items takes slow on web portal	The addition/removal of stock items in a district/facility does take some time because it needs to sync through on all records of the item. It also depends what time you are performing these actions, for example on a Friday there is a lot of traffic on the servers due to all the stock updates performed before 12:00. Early mornings and late afternoons Mon-Wed are the best times to facility formulates as there are not many stock updates performed at these times.
9.	How does 'outstanding facility stock level submission' report calculate a facility to be listed on this report?	The outstanding stock submissions report Lists facilities which did not submit stock levels on 80% of the stock assigned to their facilities by the cut-off reporting time (24:00 Friday). The facility stock level status report Shows the stock status indicator colour of the facilities in the district. It does not have anything to do with whether a facility performed stock updates (except the purple indicator). Green means a facility does not have any stock-outs and a facility would only be red if they have one or more items out of stock. Therefore in the case where the clinic appear on the outstanding stock submission report, this means that the facility did not report on 80% of the stock assigned to the facility last week and they reported a stock-out of at least one item (therefore red on facility stock level status)
10.	We have noted that the expiry dates appearing on the SVS web portal seem to be changing by one date every week. We have checked with the facilities, they are not changing the expiry date week to week. They are merely clicking on ‘done’ if there is no change to the expiry date.	The facility/clinic have to select the expiry date every-time they do a stock update. This is the standard operating procedure. If the facility/clinic do not confirm the expiry date, it will increase with a day every new day.
11.	One of our clinics is appearing on the outstanding list. We with the clinic, checked the phone and the website. All four categories were reported on by 10am on Friday. See screenshot below showing the date and time of last update.	When a clinic appear as non-reporting they need to make sure that their mobile data is enabled and that they have a strong network connection at all times. As soon as the clinics mobile data has been enabled, the updates will come through to the system. E.g. On the screenshot attached it shows that Groutville clinic were only modified 3 hours ago. They didn’t have mobile data enabled on Friday when they reported. The device and system will always show the update date when the facility submitted their date, but the date they synched (had mobile data and send to the server) are today only. To make sure that the data is coming through the server successfully the following test can be done: - Synchronise the application every week after you have submitted you stock, this way the clinic will see whether the updates are send to the system in time and this will also ensure that the clinic switch mobile data on if they see the sync test fails.
12.	Why is the system slow when updating items? e.g. It will take 5 minutes to add and remove a single item.	The addition/removal of stock items in a district or facility does take some time, because it needs to synchronise through on all records of the items. It also depends what time you are performing these actions, for example on a Friday there is a lot of traffic on the serves due to all the stock updates performed before 12:00. Early mornings and late afternoons Monday - Wednesday are the best times to customise facility formularies as there are not many stock updates performed at these times.
13.	I am trying to register/update a user's details onto the system, but it is not going through - keep getting a message - Probem encountered. See screenshot below.	You need to make sure that when you want to register/update a user's details that you start with the country code infront of the mobile number e.g. 27. E.g. 278212345678
14.	How can I check if facilities did indeed report on SVS and see what they reported as out of stock for a specific period? e.g. Jan 2017 to Jan 2018	On the dashboard go to Facility Stock Updates > and then filter per facility and per date range.
15.	I am having a problem with the PHC Dashboard, the system is not showing the latest reports - it is outdated.	This needs to be rectified on National office side; they need to upload the latest reports. This is not a fault on Mezzanine's side. Should National office experience problems to upload reports onto the system, they will inform Mezzanine.
16.	How do I add items on a clinic/facility's list?	SVS - How to assign stock to a facility inventory list.pptx
17.	Please can you check the GPS coordinates of my facility it is not correct.	This document explains how to change a facility's coordinates. How to change a facility's coordinates.pdf
18.	Which report can I use in the SVS Reporting Dashboard to confirm the number of items that a clinic has submitted for their SVS report?So far I have only been able to identify a report that gives an average number of items across all the clinics for a specific period, but I want to check in real time the number of items submitted on the day the report was done. Is this possible without going to the “Facility Stock Updates” menu and counting each item for a specific date?	The document below explains where you can see on how many items a facility reported on for the week, but this is only for facilities that have not reported on more than 80%. How to check the sub-distrtict outstanding facility stock submission report.pdf
19.	Please assist to remove the facility from the SVS reporting as their device is lost, stolen or broken etc. They are currently not doing stock updates as they are waiting on a new device.	How to deactivate a facility .pdf
20.	The province received reports such as the one attached. It seems to be puzzling to some of us though. Can you please assist in explaining the above-mentioned report. Example:	The report shows the number of facilities in each district that did perform stock updates for the previous week. For example - John Taolo Gaetsewe District has 40 facilities. 34 facilities submitted stock updates and therefore the response rate = 34/40 = 85% The report is sent on a Monday and refers to data from previous week.
21.	I have a clinic that was listed as non-compliant on the 24th of June 2019 as they only reported 14 of the 68 items. However when I checked their records they have reported all items on the 19th of June 2019. This non reporting also has an impact on their stock availability. Please clarify why the clinic was listed as non-compliant (14 of 68 items) while they have reported all items on Wednesday 19 June.	/wiki/spaces/SUP/pages/6652042
22.	How do I change a facilities details on the web portal?	SVS How to edit facilities details.pptx
23.	How do I place an order?	SVS - How to place an order.pptx
24.	Why is update date not the same as date synced?	The explanation is basically the time zone differences. It might be 8:00am, but due to the fact that the database use a different time zone time format that will be 2+ hours ahead of out current SA time.
25.	How to create a district on SVS?	SVS - How to create a district.pptx
26.	How to add stock to a district inventory?	How to add stock to a district inventory.pptx
27.	How do I activate a facility again on svs?	SVS - How to activate a facility.pptx
28.	How do I do a bulk stock assignment?	SVS - Bulk Stock Assignment.pptx
29.	How to remove items on a facilities inventory list?	SVS -How to remove an item.pptx
30.	How do I access the district stock report: disaggregated per facility?	District Stock item Quantities Disaggregated by Facility.pptx
31.	How often is the SVS system updating?	The SVS system is updating every 2 hours. If you have submitted within that two hours the system will indicate that you didn't report. Time updating: start at 6:31, 8:31, 10:31,12:31, 14:31, etc. On Sunday night midnight the previous weeks date is put into reports and it clear the previous weeks reporting. Monday morning you should have zero facilities reported. You can only get the full picture of availability after the system closed at Sunday night and when reports are received on Monday.
32.	Is there a reason why last weeks data has not been reset yet? As we are still seeing updates that was done for the previous week and the updates for the current week are not yet appearing.	This is not a fault, we are now giving the champion a chance to go through the stats on Mondays, as some don't get the time to go through it on Fridays especially because the reports on clinics reporting compliance are looked at on Mondays, but every Tuesday the data will be refresh. But the clinics who report Mondays can still do so, the data will only be seen on Tuesdays though.
33.	How to trigger all hospitals PPE compliance report?	SVS - How to trigger hospitals PPE compliance report.pptx
34.	Please assist we are having challenges with the attached report it was downloaded from the web portal. The challenge is that the data on the CSV file split in a number of columns making it difficult to shift information accordingly (i.e. text to columns) The data is split in columns A,B, C and D. This makes it time consuming to split the values into the correct columns. We can make a mistake and assign the incorrect values.	This is not a fault on the system - this is due to regional excel settings that have default list separator options where files will either be read with a comma separator or semicolon separator. In (Europe for example) the default is for the semicolon to be a delimiter instead of a comma. Below are methods for both Windows and MacOS to change the default separator: Windows Open the Windows Start Menu and click Control Panel. Open the Regional and Language Options dialog box. Click the Regional Options tab. Click Customize/Additional settings (Windows 10). Type a comma into the 'List separator' box (,). Click 'OK' twice to confirm the change. MacOS Go to System Preferences. Open the Language & Region pane and go to the Advanced option. Change the 'Decimal Separator' tp one of the below scenarios For MacOS, if the decimal separator is a period (.) then the CSV separator will be a comma. If he decimal separator is a comma (,) the the CSV separator will be a semicolon. Alternative method to open CSV files If you do not want to change the default list separator or decimal symbols, the. the below method will be an alternative: Open the CSV file spreadsheet. Highlight the first column (Column A) Go to the Data tab and select 'Text to columns' Choose the 'Delimited' option and click Next Select the correct delimiter which will display the metadata correctly in the preview pane below. Make your changes to the file and save as .TXT (tab delimited) so that the file is delimited by tabs instead of a variable character.
35.	There seems to be a problem with the clinics reporting report. e.g. The counters are showing that there are 87 items assigned to the facilities but they have 148 items assigned on their inventory list. See screenshot attached.	This is not an issue. The system is only displaying the minimum basket, this are you seeing only 87 items assigned to the facilities. The minimum basket items are the items that facilities need to report on, but users should still report on all their stock. So if users have reported on this then they will show 100% reporting. The amount that you are currently seeing is based on the minimum basket items, but if you click on "Clinics Stock Updates" it is going to show you all the (e.g.148) items that the clinics reported on.
36.	What is the minimum basket items?	The minimum basket is the smaller list of medicines that belongs to the Ideal Clinic tracer medicine list that must be reported on, on a weekly base. The stock items in the database have been flagged as minimum basket yes or no. Reporting clinic defined as: 80% of "minimum basket = yes" items reported, versus total minimum basket items assigned to the facility. Numerator = total min basket items reported Denominator = total min basket items assigned to the specific facility Compliance = 80% or higher reporting rate The PPE separate calculation will remain the same - as separate columns.
37.	I need the stock quantity updated for a specific item for a specific clinic from e.g. May to Aug 2020. Is there away to get this data on the system?	SVS - Facility Stock Updates Report Steps.pptx
38.	My hospitals appear grouped under my clinics and not under the hospital tab. How can this be rectified?	The hospitals only showing under Facilities under 'Manage Facilities' has always been the case. Hospitals and facilities are separated just not on this specific view.
39.	SVS web reports distribution per user role.	Click on the link to open the report distribution per web role: System roles analysis_REPORTS vs SYSTEM ROLE_v0.2_2018_LB15May.xlsx
40.	How do I deactivate a facility on svs?	SVS - How to deactivate a facility.pptx
41.	How to create a clinic/hospital on the web portal?	SVS - How to create a facility.pptx
42.	If you unsubscribe using the link in one of the automated email, will you be automatically unsubscribed from receiving all the reports/other emails?	Thats correct - if you unsubscribe from one report you will automatically be unsubscribed from all other reports.
43.	I see there are a number of facilities that have a letter - D. What does that mean?	The letter D means "Deactivated" and TD means "Temporary Deactivated"

Mobile Application FAQ's

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