Table of contents

Table of contents        2

Acronyms        4

1.        INTRODUCTION        5

1.1.        WHAT IS THE SMT?        5

1.2.        WHY USE THE SMT?        5

1.3.        HOW DOES IT WORK?        6

1.4.        ABOUT THE SMT USER GUIDE        6

2.        GETTING STARTED        7

2.1.        SUPPORTED BROWSER AND DEVICES        7

2.2.        SMT INSTALLATION        8

2.3.        HOW TO ACCESS SMT FOR THE FIRST TIME        11

2.4.        HOW TO LOG IN        16

2.5.        HOW TO LOG IN (SMT offline app)        19

2.6.        HOW TO SYNCHRONIZE THE OFFLINE APP        20

3.        OVERVIEW OF USER ROLES        21

3.1.        ADMINISTRATOR ROLES        21

3.2.        STORE OPERATOR ROLES        22

4.        ADMINISTRATOR FUNCTIONS        23

4.1.        MASTER DATA        23

4.1.1.        Viewing the global master data        23

4.1.2.        Adding country specific items to the national master data        25

4.1.3.        Editing country specific items on the national master data        29

4.1.4.        Deleting country specific items from the national master data        30

4.1.5.        Adding country specific target groups        31

4.1.6.        Editing country specific target groups        33

4.1.7.        Deleting country specific target groups        35

4.2.        PROGRAM DATA        37

4.2.1.        Adding national program immunization targets        37

4.2.2.        Editing national program immunization targets        40

4.2.3.        Deleting national program immunization targets        41

4.3.        STORE DATA        42

4.3.1.        Managing the store hierarchy        42

4.3.2.        Managing population and demographics        50

4.3.3.        Managing required storage capacity        54

4.3.4.        Managing expected vaccine coverage        56

4.3.5.        Managing stock level & lead times parameters        59

4.4.        USERS        61

4.4.1.        Viewing the user list        61

4.4.2.        Creating new user accounts        63

4.4.3.        Managing user access requests        64

4.4.4.        Editing user accounts        66

4.4.5.        Deactivating user accounts        67

5.        STORE OPERATOR FUNCTIONS        69

5.1.        STOCK OVERVIEW        69

5.2.        STORAGE AND EQUIPMENT        73

5.2.1.        Understanding the Storage and Equipment screen        73

5.2.2.        Registering storage space        74

5.2.3.        Editing storage space        76

5.2.4.        Deleting storage space        78

5.3.        ARRIVALS        80

5.3.1.        Understanding the arrivals screen        80

5.3.2.        Registering new arrivals (manual process)        83

5.3.3.        Registering new arrivals (automatic process)        87

5.3.4.        Editing arrivals        91

5.3.5.        Deleting arrivals        93

5.4.        ISSUING        95

5.4.1.        Understanding the issuing screen        95

5.4.2.        Registering distribution of supplies to other stores        98

5.4.3.        Printing issue vouchers        102

5.4.4.        Registering wastage        103

5.4.5.        Editing issues        106

5.4.6.        Deleting issues        109

5.5.        TEMPERATURE LOGGING        111

5.5.1.        Registering temperature records        111

5.6.        PHYSICAL COUNT AND ADJUSTMENTS        114

5.6.1.        Registering a physical count        114

5.6.2.        Registering adjustments        118

6.        REPORTS        122

6.1.        ARRIVALS REPORT        123

6.2.        ISSUES REPORT        126

6.3.        PHYSICAL COUNT AND ADJUSTMENTS REPORT        129

6.4.        STOCK MANAGEMENT SUMMARY REPORT        133

6.5.        STOCK STATUS REPORT        137

6.6.        STORAGE STATUS REPORT        141

6.7.        ISC PERFORMANCE REPORT        145

6.7.1.        Temperature and temperature alarm rate        147

6.7.2.        Cold Chain Equipment (CCE) Functionality        149

6.7.3.        Closed Vial Wastage        152

6.7.4.        Full Stock Availability        154

6.7.5.        Stock Out Days        156

6.7.6.        Stocked According to Plan        158

6.7.7.        Forecasted Demand vs Issues        161

6.8.        SUPPLY ADEQUACY REPORT        163

6.9.        COLD CHAIN EQUIPMENT REPORT        167

7.        TROUBLESHOOTING        170

7.1.        TROUBLESHOOTING ACCESS TO SMT        170

7.2.        TROUBLESHOOTING ADMIN FUNCTIONS        176

7.3.        TROUBLESHOOTING STORE OPERATOR        177

7.4.        TROUBLESHOOTING REPORTS        180

Acronyms

AMD64: Advanced Micro Devices architecture, 64-bit

ARM64: Advanced RISC (Reduced Instruction Set Computer) Machine architecture, 64-bit

CBM: Cubic Meter

CC: Cold Chain

CCE: Cold Chain Equipment

EAPR: East Asia and Pacific Region

ECAR: Europe and Central Asia Region

ESAR: Eastern and Southern Africa Region

EVM: Effective Vaccine Management

FSA: Full Stock Availability

GB: Gigabytes

IA-32: Intel Architecture, 32-bit

iSC: Immunization Supply Chain

LACR: Latin America and the Caribbean Region

MB: Megabytes

MENA: Middle East and North Africa

RAM: Random Access Memory

ROSA: Regional Office for South Asia

SATP: Stocked According to Plan

SC: Supply Chain

SIA: Supplementary Immunization Activity

SMT: Stock Management Tool

SSE2: Streaming SIMD (Single Instruction, Multiple Data) Extensions 2

UCC: Ultra-cold chain

UNICEF: United Nations Children’s Fund

VVM: Vaccine Vial Monitor

WCAR: West and Central Africa Region

WHO: World Health Organization

WIC: Walk In Cooler

WIF: Walk In Freezer

1. INTRODUCTION

Contents of this chapter:

1.1. WHAT IS SMT        5

1.2. WHY USE THE SMT        5

1.3. HOW DOES IT WORK        6

1.4. ABOUT THE SMT USER GUIDE        6

1. WHAT IS THE SMT?

The SMT is a Stock Management Tool, developed by UNICEF in partnership with WHO, used in multiple countries to manage immunization stocks and monitor the immunization supply chain.

The tool is intended to be used for stock management in vaccine stores at different levels of the supply chain (e.g. national vaccine store, regional vaccine stores, district vaccine stores, etc.). The SMT can also be used in vaccine stores at health facilities, but the platform does not collect any information on immunization services.

The SMT contains information on various vaccine management areas and cold chain and captures transactions of vaccines and supplies across storage facilities. In addition, SMT provides an overview of immunization supply chain performance through a visual display of key performance indicators.

More information can be found on the SMT information page: https://www.unicef.org/supply/introducing-vaccine-stock-management-tool-smt 

1. WHY USE THE SMT?

• SMT is free for all users. Countries using the SMT do not need to pay for expensive annual licenses.
• Software upgrades as well as regular maintenance of the platform are covered by UNICEF.
• It is ready-to-use, facilitating implementation in countries with limited technical capacity to develop a custom solution.
• It is user friendly. The simple and intuitive interface makes it easy to introduce the SMT at all levels of the supply chain.
• It can be used online and offline. This flexibility enables users to make the most of the SMT functionalities even in locations where internet access is unreliable.
• Includes key performance indicators. Vaccine managers can identify gaps and weaknesses in the vaccine supply chain.
• All data is secured and confidential. Only users in country, authorized by the EPI management, are able access the data.
• Training is provided. Countries wishing to introduce the SMT receive technical guidance from UNICEF and WHO and have access to a variety of training resources and opportunities.
• Help is available. Users can access technical support through a tiered system, ensuring minimum down time when managing essential supplies.

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1. HOW DOES IT WORK?

The SMT is a web-based application that connects a central system at national level with the different vaccine stores in a country. This provides data visibility across supply chain levels and allows users to collect and aggregate data from multiple locations and levels, facilitating monitoring and management of the vaccine supply chain.

For vaccine stores that do not have reliable internet connection, the SMT also offers an alternative desktop application, which can be installed in the users’ computer and used offline. This offline application can be synchronized with the central system when internet connection is available.

The SMT global application is managed by UNICEF Supply Division, who is responsible for the platform maintenance, resolution of technical problems and version updates. Data is stored in Azure Cloud storage. The cost of platform development and maintenance is borne by UNICEF Supply Division, so the SMT is free of charge for user countries.

The data entered on the SMT platform is encrypted and only accessible to users authorized by the platform administrators in each country. Access is provided through a secured username and password. The access level depends on the type of role each user has been allocated in the system (more information about user roles on section 3. Overview of user roles)

1. ABOUT THE SMT USER GUIDE

The SMT user guide is a reference document for SMT users in countries. This guide describes all functionalities available to country users (administrators and store operators) at all levels of the supply chain and provides step-by-step guidance on how to use them.

This document is intended to provide all the necessary information to use the SMT online and offline applications. The document assumes that the reader is well versed with effective vaccine stock management practices.

This user guide applies to the SMT application version released in August 2025.

1. GETTING STARTED

CONTENTS OF THIS CHAPTER

2.1. SUPPORTED BROWSER AND DEVICES        7

2.2. SMT INSTALLATION        8

2.3. HOW TO ACCESS SMT FOR THE FIRST TIME        11

2.4. HOW TO LOG IN        16

2.5. HOW TO LOG IN (SMT offline app)        19

2.6. HOW TO SYNCHRONIZE THE OFFLINE APP        20

This chapter provides relevant information for first time users to get started with the SMT application.

1. SUPPORTED BROWSER AND DEVICES

Online SMT (web app) minimum requirements: 

 Supported browsers: 

• Microsoft Edge (latest version) Note: Internet Explorer and old Edge (not chromium) not supported. 

• Safari (latest version, Mac only). 
• Chrome (latest version). 
• Firefox (latest version). 

Supported devices: 

• Desktops 

• Laptops 
• Tablets 
• Mobiles (landscape mode) 

Internet connection: 

• 2mb download speed minimum 

Offline SMT (desktop app) minimum requirements: 

 RAM: 2GB Minimum 

Storage: 500GB Minimum 

Processor: An Intel Pentium 4 processor or later that's SSE2 capable 

Supported Platforms: 

• macOS  

• Not supported 

• Windows 

• Windows 7 and later are supported, older operating systems are not supported (and do not work). 
• Both ia32 (x86) and x64 (amd64) binaries are supported for Windows (i.e. 32 bit and 64 bit machines). 
• Supports Windows on Arm (arm64) devices. 

• Linux 

• The prebuilt binaries of Electron are built on Ubuntu 18.04. 

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1. SMT INSTALLATION

Online SMT

The online SMT platform is a web-based tool, so it does not require any installation. To access the SMT, simply open a browser from your computer/tablet/phone and go to www.smtplatform.org.

It is necessary to have a password protected account to have access to the data. If you already have a user account, review sections 2.3. How to access SMT for the first time and 2.4. How to login for further information.

Offline SMT

To access the offline version of the SMT, it is required that you have a user account that has been linked to an offline location in the system (refer to section 4.3. Store data for more information). It is not possible to use the online (web app) and offline (desktop app) with the same user settings.

If you have an offline user account, you will be able to download and install a desktop application on your computer. This application can be used offline as needed, and the data can be synchronized with the online system when internet access is available.

To download and install the SMT offline desktop app follow the steps below (internet connection is required for this process):

• STEP 1. Go to section 2.3. How to access SMT for the first time and complete all the steps to set up your new account
• STEP 2. Once your account is set up, you will receive a welcome message and be prompted to download the app. Click on “Download EXE”

• STEP 3. If your computer prompts you to select what to do with this file, select “Save”. Once the download is completed, a file called SMT Setup should be available in your downloads folder.

• STEP 4. Double click on this file to start the installation process.

• STEP 5. Once the installation is completed, the SMT application will open. To synchronize the data for the first time, you will be requested to enter your email address and a 6-character code that you have received by email when downloading the SMT app.

• Find your 6-digit code in your mail inbox. Note that the quotation marks (‘ ‘) are not part of the code, only the numbers/letters.

• Type your email address and 6-character code and click “Sync user data”

• A green pop-up window with the message “Data synchronized successfully” will appear

• STEP 6. Click on the “Login” button on the top right corner to continue.

• STEP 7. You will be prompted to choose a 4-digit pin for your SMT application (a number that you will have to enter every time you want to log in). Write your chosen personal pin and click “Save”.

The installation process has been finalized. For more information on how to log into the app, refer to section 2.5. How to log in (SMT offline app).

1. HOW TO ACCESS SMT FOR THE FIRST TIME

This section describes the process of logging into the SMT for the first time. This process is slightly different depending on the type of email account each user has. Follow the steps 1-3 below, then on step 4, follow the process that corresponds to your email type (e.g. UNICEF, Gmail, etc)

Note: Access to the SMT requires that the user has an account created in the system by one of the administrators of the platform. If an account has been created for you, you should have received a confirmation email from smt@unicef.org with details. If you are unsure whether you have an SMT account or not, contact one of the SMT focal point(s) in your country or get in touch with smt@unicef.org for support.

• STEP 1. Open your browser and go to www.smtplatform.org
• STEP 2. Click on the “Login” button on the top right corner of the screen
• STEP 3. Read the instructions and click on the “Proceed to login” button when you are ready to continue
• STEP 4. The next step will depend on the type of email address associated to your SMT account:

1. UNICEF email address:

Click on the “UNICEF employee” button

Enter your UNICEF email address and click “Next”

Enter your UNICEF password and click “Sign in”

1. Gmail or other Google email address:

Click on the “Google” button

Type your email address and click “Next”, then enter your Gmail password and click “Next”

Write your personal details (name, surname) and click “Continue”

1. Microsoft email address (e.g. outlook.com, hotmail.com, live.com):

Click on the “Microsoft Account” button

Write your email address and click “Next”, then enter your email password and click “Sign in”

If you are using a personal computer, you can choose to stay signed in by clicking the “Yes” button, so you don’t need to sign in again next time. For security purposes, if you are using a shared or public computer, click “No”

1. Other (e.g. Yahoo, gov email, etc)

Click on the “Sign up now” link at the bottom of the page

Write your email address and click “Send verification code”

You should have received a new email with a 6-digit verification code. Go to your email inbox and check the code. (check your spam inbox if you don’t find the email)

Go back to the SMT sign up page, type in or paste the 6-digit code and click “Verify code”

Your email address is now verified. The next step is to create a personal password. Type in your password and personal details and then click “Create”

• STEP 5. Once your new account is set up correctly you will have access to the SMT platform and will see a welcome message. If you have more than one user role (e.g. administrator and store operator), select the role you want to use and click “Apply”

Note: If you have been given an offline user account by the administrator, at the end of this set up process you will see a message prompting you to download the offline app. Refer to section 2.2 SMT Installation to continue

1. HOW TO LOG IN

This section describes the login process that has to be completed each time a user wants to access the SMT platform. It assumes the user has already completed the set-up process described in section 2.3. How to access the SMT for the first time. This process is slightly different depending on the type of email account each user has. Follow the steps 1-3 below, then on step 4, follow the process that corresponds to your email type (e.g. UNICEF, Gmail, etc)

Note: If you are using the SMT offline app, refer to section 2.5. How to log in (SMT offline app)

• STEP 1. Open your browser and go to www.smtplatform.org
• STEP 2. Click on the “Login” button on the top right corner of the screen
• STEP 3. Read the instructions and click on the “Proceed to login” button when you are ready to continue
• STEP 4. The next step will depend on the type of email address associated to your SMT account:

1. UNICEF email address:

Click on the “UNICEF employee” button

Enter your UNICEF email address and click “Next”

Enter your UNICEF password and click “Sign in”

1. Gmail or other Google email address:

Click on the “Google” button

Type your email address and click “Next”, then enter your Gmail password and click “Next”

1. Microsoft email address (e.g. outlook.com, hotmail.com, live.com):

Click on the “Microsoft Account” button

Write your email address and click “Next”, then enter your email password and click “Sign in”

If you are using a personal computer, you can choose to stay signed in by clicking the “Yes” button, so you don’t need to sign in again next time. For security purposes, if you are using a shared or public computer, click “No”

1. Other (e.g. Yahoo, gov email, etc)

In the fields provided, write your email address and the password you have previously created (see section 2.3. How to access SMT for the first time), then click the “Sign in” button

• STEP 5. You will see a welcome message. If you have more than one user role (e.g. administrator and store operator), select the role you want to use and click “Apply”

1. HOW TO LOG IN (SMT offline app)

This section describes the login process that has to be completed each time a user wants to access the SMT offline application.

Note: To use the SMT offline app, the user should have completed the installation and set-up process. Refer to section 2.2 SMT Installation for more information.

• STEP 1. On your desktop, locate the SMT icon and double click to open the application

• STEP 2. Click on the “Login” button on the top right corner of the screen

• STEP 3. Type your 4-digit personal pin and click “Login”

You can now start using the SMT application offline.

1. HOW TO SYNCHRONIZE THE OFFLINE APP

When using the SMT offline application, the data entered will be saved locally in your computer. When you have access to internet connection, you can synchronize your system with the national database (to share your data and have access to the latest data of other locations) by following the steps below.

• STEP 1. Once you are logged into the application, click on your name in the top right corner of the screen. Then click on the “Sync data” button.

• STEP 2. You will be able to see the date and time of the last synchronization. Click on the “Sync data” button to proceed.

Once each data set is synchronized, a green tick mark will appear. The date and time of the synchronization will be reflected accordingly.  

1. OVERVIEW OF USER ROLES

CONTENTS OF THIS CHAPTER

3.1. ADMINISTRATOR ROLES        21

3.2. STORE OPERATOR ROLES        22

Access to the SMT is provided through a password protected personal account. Users have access to different sets of data and functionalities depending on the role that has been assigned to them in the system. User roles can be grouped into 2 main categories, administrators and store operators.

It is possible for one user to have more than one user role (e.g. country administrator AND national store operator)

1. ADMINISTRATOR ROLES

Administrators are users that have the ability to set up SMT the system and all its parameters, such as the master data of vaccines and supplies, immunization program targets for the country, the lists and details of supply chain levels and vaccine stores, and the account details and access rights for other users.

Note: administrator accounts can only be accessed through the SMT web application online. The SMT offline app does not support administrator functions.

• Global administrators: Global administrators are the platform support team at global level. These are staff from UNICEF Supply Division. Their role is to maintain the global database of vaccines and supplies and to provide access and support to country administrators. They do not have access to countries data or reports. To get in touch with the SMT global administrators, users can contact smt@unicef.org.

• Country administrators: Country administrators are responsible for setting up the SMT parameters for their own country. Their role includes management of the country specific master list of vaccines and supplies, setting up immunization targets and vaccine needs in the system, entering population and vaccine store data, and creating user accounts for other users in the country. Administrators can also visualize stock data for all vaccine stores in their country and generate supply chain performance reports.

• Read-only country administrators: This role provides access to all the screens and functionalities of the country administrators but does not allow the user to enter or modify any data, only view the data and generate reports.

• Subnational administrators: Subnational administrators have access to the same functionalities as the country administrators but for a specific subnational area (e.g. region, province), except for managing the master lists and the country immunization targets, which are managed only at national level.

More information on the administrator role and how to use each functionality can be found on chapter 4. Administrator functions.

1. STORE OPERATOR ROLES

Store operators are users that work in a vaccine store and utilize the SMT to record information related to their immunization stocks, transactions, and cold chain equipment. This type of user is always associated with one specific vaccine store (e.g. operator of national vaccine store, operator of vaccine store district A, etc.). Store operators cannot modify SMT parameters.

Note: store operator accounts can be accessed through the SMT web application online or through the SMT offline app, depending on the vaccine store to which the operator is associated. The functionalities are the same in both applications.

• Store operators: This role allows the user to monitor vaccine stocks and supplies, monitor available cold chain equipment and storage space available, record arrivals or issues of stock from/to other facilities, track tracer temperature records and conduct inventory counts. Store operators can also visualize data for other vaccine stores below them in the supply chain and generate reports.

• Read-only store operators: This role provides access to all the screens and functionalities of the store operator but does not allow the user to enter or modify any data, only view the data and generate reports.

More information on the store operator role and how to use each functionality can be found on chapter 5. Store operator functions.

1. ADMINISTRATOR FUNCTIONS

CONTENTS OF THIS CHAPTER:

4.1. MASTER DATA        23

4.2. PROGRAM DATA        37

4.3. STORE DATA        42

4.4. USERS        61

This chapter describes the functionalities available to users with the role of “administrator”. Some of the functionalities, such as 4.1. Master data and 4.2. Program data are only available for Country Administrators (i.e. users with administrator role at national level), while 4.3. Store data and 4.4. Users are available to all administrators, including those at subnational locations.

1. MASTER DATA

Master data is the functionality that allows users to manage the details of vaccines and supplies available in the SMT system. The SMT operates using a global master data, which is managed by the global SMT administrators in UNICEF Supply Division. This master data contains the full list of vaccines and cold chain equipment that have been prequalified by WHO, the list of correspondent manufacturers, and a list of the most common immunization supplies. The global list can be viewed by administrators in countries but cannot be modified by them. However, country administrators can add country-specific products to their own master list.

Note: The global master data follows the standard international names for vaccines found on the prequalification list of WHO. Therefore, the vaccine names and acronyms on the global master data will show in English, even if the administrator uses the SMT platform in any of the other available languages.

1. Viewing the global master data

• STEP 1. Once you are logged into the application as a Country Administrator, click on the “Master Data” tab on the top menu.

• STEP 2. Select the type of item that you want to visualize (e.g. vaccines, supplies, etc.) to view the table of global products.

• STEP 3. Review the full list of items available by using the navigating buttons to change the page,

or search and filter specific items by typing into the blank fields provided.

Note: The “Actions” buttons are disabled as the global master list cannot be edited or deleted by country administrators.

1. Adding country specific items to the national master data

This functionality allows users to add new products and equipment to their master data at country level. Before adding a new product and to avoid duplications, review the global list to ensure the product is not already available. Once a new product is created by the country administrator, it will become visible to all SMT users in that country, but it will not affect the global list.

Note: For details on how to add country specific target groups for immunization, refer to 4.1.5. Adding country specific target groups.

• STEP 1. Once you are logged into the application as a Country Administrator, click on the “Master Data” tab on the top menu.

• STEP 2. Select the type of item that you want to visualize (e.g. vaccines, supplies, etc) and then scroll down until you see the table for “Country specific products”.

• STEP 3. Review the list of country specific products already created to make sure no duplicates are created. If the product you wish to add is not on the list, click the “Add” button.

• STEP 4. Complete the details of the product. Note that all fields with a red asterisk (*) are mandatory. Some fields such as the name of the product or the commercial name are open, so the user must type in the information. Some other fields such as the product type are restricted, and the user must choose from the options available on the drop-down menu.

Follow the examples below depending on the type of item you are adding:

1. Vaccines

Note: If the vaccine manufacturer does not appear on the dropdown menu, add the new manufacturer before adding the new vaccine by following example c below.

1. Other supplies

1. Producers (manufacturers)

1. Cold Chain Equipment (CCE)

• STEP 5. Once the details of the new item have been entered, review that all the information is correct and click the “Save” button. A green pop-up window with the message “Data saved successfully” should appear.

• STEP 6. Verify that the new item is now visible on the list of country specific products.

1. Editing country specific items on the national master data

Once a new country specific product has been created by a country administrator, it is possible to modify the details by using the editing functionality. This process can be carried out by the same user who created the item, or by any other user with country administrator rights.

• STEP 1. On the country specific item list, click on the “Edit” action button on the right column

• STEP 2. A new window will open with all the details of the item. Modify the information as needed, then when finished click “Update”

A green pop-up window with the message “Data updated successfully” should appear.

• STEP 3. Verify that the updated information is now reflected on the list of country specific products.

1. Deleting country specific items from the national master data

Once a new country specific product has been created by a country administrator, it is possible to remove it from the master list by using the delete functionality. This process can be carried out by the same user who created the item, or by any other user with country administrator rights.

• STEP 1. On the country specific item list, click on the “Delete” action button on the right column

• STEP 2. A pop-up will open asking the user to confirm. If you wish to continue with the deletion process, click “Yes”. Otherwise, cancel.

A green pop-up window with the message “Data deleted successfully” should appear.

Note: The delete functionality can only be used if the item has not yet been used. If a SMT store operator has registered any transactions of the item, this product can no longer be deleted from the master data and the following message will show.

• STEP 3. Verify that the item is no longer showing on the list of country specific products.

1. Adding country specific target groups

This functionality allows users to add specific target groups for the country’s immunization program, in addition to the standard groups already existing in the SMT master list (e.g. live births, surviving infants, etc.).

Note: This process will just create the name of a new target group on the master data. To manage the population values associated with each target group, refer to section 4.3.2. Managing population and demographics

• STEP 1. On the master data tab, select the “Master List” option and review the list of available target groups.

• STEP 2. To add a new group, click on the “Edit” button

Then select “Add new”

• STEP 3. On the new window, write the name you want to assign to the new target group, then click “Save”.

A green pop-up window with the message “Data saved successfully” should appear.

• STEP 4. Verify that the new target group shows on the list.

1. Editing country specific target groups

Once a new country specific target group has been created by a country administrator, it is possible to modify the name of the group by using the editing functionality. This process can be carried out by the same user who created the item, or by any other user with country administrator rights.

• STEP 1. On the master data tab, select the “Master List” option and review the list of available target groups.

• STEP 2. To edit one of the country specific groups, click on the “Edit” button

Then select “Edit” again

• STEP 3. On the editing window, modify the details of the target group as needed, then click “Update”.

A green pop-up window with the message “Data updated successfully” should appear.

• STEP 4. Verify that the edits are reflected on the list.

1. Deleting country specific target groups

Once a new country specific target group has been created by a country administrator, it is possible to remove it from the master list by using the delete functionality. This process can be carried out by the same user who created the item, or by any other user with country administrator rights.

• STEP 1. On the master data tab, select the “Master List” option and review the list of available target groups.

• STEP 2. To delete one of the country specific groups, click on the “Edit” button.

Then select “Delete”.

• STEP 3. A pop-up will open asking the user to confirm. If you wish to continue with the deletion process, click “Yes”. Otherwise, cancel.

A green pop-up window with the message “Data deleted successfully” should appear.

Note: The delete functionality can only be used if the item has not yet been used. If this target group is already associated with a vaccine on the program data, the group can no longer be deleted, and the following message will show.

• STEP 4. Verify that the item is no longer showing on the list of country specific target groups.

1. PROGRAM DATA

Program data is the functionality that allows administrators to define the program immunization targets at national level for each year. The user should enter the details of the routine and supplementary immunization plans, and, if desired, the details of other child survival interventions linked to the immunization program, such as vitamin A supplementation. The information needs to be entered annually.

The information entered under the program data tab will be used by the SMT to calculate key parameters needed across the platform, such as the annual needs for each vaccine. Therefore, it is essential that the details of all vaccines that will be used in the country during the current year are reflected on the program data tab.

Store operators at different supply chain levels will still be able to manage vaccines that are not included in the program data, however, the platform will not provide stock alerts and some reports will not generate correctly for those items, as the key data for the calculations will be missing.

1. Adding national program immunization targets

• STEP 1. Once you are logged into the application as a Country Administrator, click on the “Program Data” tab on the top menu.

• STEP 2. From the dropdown menu on the right, select the year for which you want to introduce the immunization program data.  Note that it is possible to enter program data for the current year and for the following one. It is also possible to view program data for past years, but the past data cannot be modified.

• STEP 3. If some program data has already been entered for the year selected, review the list to make sure no duplicates are created. To add a new item, click the “Add” button.

• STEP 4. Complete the details of each program target. Note that all fields with a red asterisk (*) are mandatory. Some fields are open, so the user must type in the information. Some other fields are restricted, and the user must choose from the options available on the drop-down menu.

Follow the examples below depending on the type of item you are adding:

1. Routine vaccinations

1. Supplementary vaccinations

1. Other child survival interventions

Notes:

1. The dropdown menus on the Program Data reflect what is available on the SMT Master Data. If you are trying to add a vaccine, immunization device or target group that does not show on the dropdown list, it will have to be added to the master data first. Refer to chapter 4.1. Master data, sections 4.1.2 Adding country specific items and 4.1.5. Adding country specific target groups.
2. If more than one presentation is used for the same vaccine (e.g. 10 doses per vial, and 20 doses per vial), simply select one of them. Do not enter the same vaccine more than once for the same purpose (e.g. routine), as the calculation of annual requirements will be doubled.
3. The Supply Interval, Safety Stock and Lead time information is optional. These fields can be used to define specific parameters per vaccine, if different from other items. If these fields are left blank, the platform will use the parameters defined for national level under the Store Data tab (refer to 4.3.5 Stock levels and lead times for more information).

• STEP 5. Once all the details have been entered, review that all the information is correct and click the “Save” button. A green pop-up window with the message “Data saved successfully” should appear.

• STEP 6. Verify that the new line is now visible on the Program Data.

1. Editing national program immunization targets

Once a new immunization program target has been created by a country administrator, it is possible to modify the details by using the editing functionality. This process can be carried out by the same user who created the item, or by any other user with country administrator rights.

• STEP 1. On the program data list you wish to edit, click on the “Edit” action button on the right column.

• STEP 2. A new window will open with all the details of the item. Modify the information as needed, then when finished click “Update”.

A green pop-up window with the message “Data updated successfully” should appear.

• STEP 3. Verify that the updated information is now reflected on the program data list.

1. Deleting national program immunization targets

Once a new immunization program target has been created by a country administrator, it is possible to remove it from the program data by using the delete functionality. This process can be carried out by the same user who created the item, or by any other user with country administrator rights.

• STEP 1. On the country specific item list, click on the “Delete” action button on the right column.

• STEP 2. A pop-up will open asking the user to confirm. If you wish to continue with the deletion process, click “Yes”. Otherwise, cancel.

A green pop-up window with the message “Data deleted successfully” should appear.

• STEP 3. Verify that the item is no longer showing on the program data list.

1. STORE DATA

Store data is the functionality that allows administrators to manage the settings for the different locations where the SMT will be used, from creating vaccine stores and supply chain connections in the system, to managing population details and other parameters at each store.

1. Managing the store hierarchy

The store hierarchy is the list and details of vaccine stores in a country. Customizing the store hierarchy in the SMT is a prerequisite to start operating the SMT in the country, as this will be needed to assign store operators to each location and to correctly record stock transactions between stores.

This process consists of 4 actions:

1. Creating a new store hierarchy
2. Customizing SMT supply chain levels
3. Modifying the store hierarchy
4. Exporting the store hierarchy

Follow the steps below to understand each one of the actions.

1. Creating a new store hierarchy

• STEP 1. Once you are logged into the application as a Country Administrator, click on the “Store data” tab on the top menu. The screen “Store Hierarchy” will appear.

• STEP 2. Download a new hierarchy file by clicking on the button “Download template”. An Excel file should start downloading in your computer.

•  STEP 3. On your Downloads folder, locate the file called “Hierarchy import file” and open it

• STEP 4. On the Excel file, click on the “Instructions” tab on the bottom left and carefully read the step-by-step process to fill the data, as well as the Do’s and Don’ts.

• STEP 5. After understanding the hierarchy file instructions, click on the “Locations” tab and start completing the data for your country.

• Columns C (Parent Facility Name), E (Facility Name) and F (Supply Chain Level Code) with red column heading are mandatory.
• Column K (Total Population) with orange column heading is not mandatory but it is advisable to complete it if the population data is available. Note that a data validation rule is in place to ensure that the population entered for a store is not higher than the population of the parent store. The file upload will not go through unless this condition is met.
• The rest of columns with yellow heading are not necessary for the SMT and can be left blank.

Note: the SMT hierarchy template follows the same structure as the hierarchy file for the EVM. If your country has recently completed a EVM assessment, you can simply copy-paste the facility data from one file to another. However, note that the supply chain level coding is different, and the SMT file only accepts numbers from 1 to 5 on column F.

• STEP 6. After completing all the necessary data, save the Excel hierarchy file in your computer.

• STEP 7. Return to the SMT application, Store Hierarchy tab, and click on “Import Hierarchy”.

Select your file, wait until the preview shows on the pop-up window and a green message appears, then click “Submit”

• STEP 8. Once the file finishes uploading (it can take a few minutes, depending on the size of the file and the speed of the internet connection), review the store hierarchy to ensure it displays correctly on the SMT screen and the vaccine stores are showing at the correct supply chain level and under the correct “parent” store.

• STEP 9 (optional). If a mistake was made, and some of the store names, supply chain levels or connections between stores are not correct, utilize the “Delete Store Hierarchy” button to erase the current hierarchy, edit and correct the Excel file, and go back to previous steps to re-upload the corrected file.

Note: The full hierarchy file deletion process can only be completed when creating the store hierarchy for the first time, when store operators and stock transactions are not registered in the system yet. Once the vaccine stores have operators and/or transactions associated with them, the store hierarchy can no longer be deleted.

1. Customizing SMT supply chain levels

• STEP 1. On the Store Hierarchy screen, once the full store hierarchy has been uploaded, review the table on the top left that will display the summary of the supply chain levels and number stores per level. By default, all supply chain levels are active.

• STEP 2. Customize the name of each level by clicking on the action “Edit” button on the right.

Write the name you want to assign to each level (e.g. level 1= national, level 2= regional, etc.) then click the “Save” icon.

• STEP 3. Use the “Is Active” button to determine which supply chain levels will use the SMT application. For example, if at the beginning the SMT will only be used at national and regional levels, deactivate all the other levels. Only the active levels will show across the SMT application. Additional levels can be activated at a later stage if the SMT is rolled out.

• STEP 4. Verify that the store hierarchy correctly shows the updated supply chain level names and that it only displays active stores.

1. Modifying the store hierarchy

Once a store hierarchy file has been uploaded and the supply chain levels customized, the SMT is ready to be used. However, it is also possible to modify the existing hierarchy by following the steps below.

• STEP 1. On the store hierarchy, locate the store(s) you want to modify and click on the relevant action button on the right column. The following actions are available: Add new store / Edit / Delete.

• STEP 2. Follow the examples below depending on the type of action you want to complete:

• Adding a new store:

On the parent store line, click on the “Add new store” button. (For example, to create a new district store under a specific region, locate the regional store, then click “Add new store”)

Enter the details of the new store, then click “Create”

Verify that the new store has been created correctly on the hierarchy

• Editing store details

Locate the store you want to modify, then click “Edit”

On the pop-up window, change the store details as needed:

After editing all the necessary information, click “Update”. Then verify that the updated details show correctly on the hierarchy.

• Deleting a store

Locate the store you want to remove from the hierarchy, then click “Delete”

The SMT will ask for confirmation. To continue with the deletion process, click “Save”, otherwise Cancel.

Verify that the store has been removed from the store hierarchy.

Note: The deletion process can only be completed when the store does not have any store operators associated, does not have store levels underneath, and does not have any recorded transactions. If the store already has data associated, it cannot be deleted, and the following message will appear.

1. Exporting the store hierarchy

Once the store hierarchy is created on the SMT, it is possible to export it in an Excel form. This functionality can serve to facilitate review of the store details, make it possible to share with others and also in cases where the hierarchy is needed for other purposes or platforms outside the SMT (e.g. it can serve for EVM assessment, as it follows a similar format).

• STEP 1. Once you are logged into the application as a Country Administrator, click on the “Store data” tab on the top menu. The screen “Store Hierarchy” will appear.

• STEP 2. Download the full hierarchy file with all the store details by clicking on the button “Export hierarchy”. An Excel file should start downloading in your computer.

•  STEP 3. On your Downloads folder, locate the file called “Store hierarchy dd-mm-yyyy” and open it.

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1. Managing population and demographics

This functionality allows users to set up population data for each one of the locations where the SMT will be used. This data will be used to estimate vaccine needs for each store. The data needs to be updated yearly.

This process consists of 2 actions:

1. Entering total population for each store
2. Setting up demographic details for each target group

Follow the steps below to understand each one of the actions.

1. Entering total population for each store

• STEP 1. Once you are logged into the application as a Country Administrator, go to “Store data” tab on the top menu and click on “Population and demographics”.

• STEP 2. Select the year for which you want to review and/or enter population data. The data can be entered and modified for the current year and the following one. For past years, it can be reviewed but not edited.

• STEP 3. Scroll down to see the store hierarchy details. If the population data has been uploaded as part of the hierarchy import file, the figures will automatically show on this screen. (For more information on this process, refer to section 4.3.1. Managing the store hierarchy)

• STEP 4. If the total population values are blank or are incorrect, it is possible to enter or correct them manually. Click on the “Edit” button on the action column.

• STEP 5. On the pop-up window, enter or edit the total population for the selected vaccine store, then click “Save”.

A green pop-up message saying “Data saved correctly” should appear. Review that the population is now showing correctly on the hierarchy.

Note: To minimize data entry errors and improve accuracy, a data validation is enforced on this process. The population values for parent stores should always be greater than the population values for stores below them. For example, population for a regional store should be higher than the population for each district store within that region. If you see the message below, review your population figures to ensure they are correct and re-enter.

1. Setting up demographic details for each target group

• STEP 1. On the “Population and demographics” screen, review the table on top of the screen displaying the vaccination target groups for the year.

This information is linked to the program data entered for the year. If the table is empty, refer to section 4.2.1. Adding national program immunization targets and complete this information.

If the program data has been entered correctly, the table should display the list of target groups (for routine vaccination) and vaccine names (for supplementary activities).

• STEP 2. To set up the percentage of population that corresponds to each target group, click on the “Edit” button on the right column.

• STEP 3. Enter the % value (numbers only from 0 to 100) then click “Save”.

Repeat for each target group until the table is completed

• STEP 4. Review that the population figures have been recalculated for each location based on these percentages and show correctly on the store hierarchy below.

• STEP 5 (optional). If needed, the population figures for target groups of specific locations can be manually edited. Click the “Edit” button on the Action column.

Edit the necessary values for the location, then click “Save”.

The message “Data updated successfully” will appear. Review that the new values are reflected correctly on the screen.

1. Managing required storage capacity

This functionality allows administrators to set up the required storage capacity for each vaccine storage location. This is a theoretical value that will serve as a reference for the store operators to compare with the actual storage capacity.

This section describes the process for the administrators to enter the required capacity. For more information on how to set up the actual storage capacity refer to the Store Operator chapter of this guide, section 5.2. Storage and equipment.

• STEP 1. Once you are logged into the application as a Country Administrator, go to “Store data” tab on the top menu and click on “Storage capacity”

• STEP 2. From the dropdown menu on the right, select the year for which you want to introduce the storage capacity data. Note that it is possible to enter data for the current year and for the following one. It is also possible to view data for past years, but the past data cannot be modified.

• STEP 3. Locate the store for which you want to introduce the storage capacity data. You can do so by scrolling down the screen, or by selecting from the filtering menus on top of the hierarchy table.

• STEP 4. On the selected store, click on the “Edit” button on the right column.

• STEP 5. Type in the estimated required capacity of this store for each of the temperature categories (+5C / -20C / -70C / ambient). The values need to be expressed in Liters.

When finished, click “Save”. A green pop-up window with the message “Data Updated Successfully” should appear.

• STEP 6. Verify that the data is correctly reflected on the table

Note: The estimated required capacity needs to be manually entered in the SMT. Users must either manually calculate the values or obtain them from a separate tool, such as the WHO Inventory Gap Analysis (IGA).        

1. Managing expected vaccine coverage

This functionality allows administrators to set up the expected vaccine coverage for each routine immunization activity on the national program. This is a theoretical value that will serve for the calculation of annual needs for each vaccine. The information needs to be entered annually.

Note: The key purpose of the SMT is to manage vaccine stocks at storage locations and therefore it does not offer any functionality to record service delivery activities at health facilities or vaccination points. Thus, actual vaccination coverage is not recorded in the SMT platform.

• STEP 1. Once you are logged into the application as a Country Administrator, go to “Store data” tab on the top menu and click on “Vaccine coverage”.

• STEP 2. From the dropdown menu on the right, select the year for which you want to introduce the data. Note that it is possible to enter expected coverage for the current year and for the following one. It is also possible to view data for past years, but the past data cannot be modified.

• STEP 3. On the top table, the list of routine vaccinations for the selected year should appear. This data is linked to the routine immunization targets entered on the Programme Data tab.

If this is blank, review section 4.2.1. Adding national program immunization targets and complete the necessary data for the year.

• STEP 4. If the list of all vaccinations is correctly shown on the table, you can proceed to enter the estimated coverage values for each supply chain level using the “Edit” button on the right column.

• STEP 5. On the pop-up window, enter the expected coverage values for each vaccination. These values should be expressed in percentage (numbers from 0 to 100)

When finished, click “Save”. A green pop-up window with the message “Data updated successfully” should appear.

Repeat this process until the data for all vaccines and supply chain levels is completed.

• STEP 6 (optional). The values entered on the top table will be applied across all storage facilities. However, it is possible to edit values for specific locations as needed.

Locate the store for which you want to introduce the storage capacity data. You can do so by scrolling down the screen, or by selecting from the filtering menus on top of the hierarchy table.

Click on the “Edit” button on the right column

Edit the expected coverage values for that location as needed. Then click “Save”

A green pop-up window with the message “Data Updated Successfully” should appear.

Verify that the updated data for that specific location is correctly reflected on the table.

1. Managing stock level & lead times parameters

This functionality allows administrators to set up the supply intervals, safety stock and lead times for each supply chain level. This value will serve for the calculation of minimum and maximum stock levels and will inform stock alerts. The information needs to be entered annually.

Note: Through this functionality, the user can set up generic values for each supply chain level. It is also possible to customize the values for the national level per vaccine, through the Program Data tab. Refer to section 4.2.1. Adding national program immunization targets for more details.

• STEP 1. Once you are logged into the application as a Country Administrator, go to “Store data” tab on the top menu and click on “Stock Levels & Lead Time”.

• STEP 2. From the dropdown menu on the right, select the year for which you want to introduce the data. Note that it is possible to set up values for the current year and for the following one. It is also possible to view data for past years, but the past data cannot be modified.

• STEP 3. On the table on top of the page, to enter the data for each supply chain level click the “Edit” button on the right column.

• STEP 3. Type the values for each supply chain level.

• Supply interval: Define the frequency of stock procurement or replenishment at each level (in number of weeks)
• Safety stock: Define the minimum quantity that should be always kept in storage as safety stock (in number of weeks) at each supply chain
• Lead time: Define the time (in weeks) that elapses between a store placing a vaccine order and the arrival of the stock, for each supply chain level

When finished, click “Save”. A green pop-up window with the message “Data updated successfully” should appear.

• STEP 4 (optional). The values entered on the top table will be applied across all storage facilities. However, it is possible to edit values for specific locations as needed.

Locate the store for which you want to introduce the data. You can do so by scrolling down the screen, or by selecting from the filtering menus on top of the hierarchy table.

Click on the “Edit” button on the right column.

Edit the parameters for that location as needed. Then click “Save”.

A green pop-up window with the message “Data Updated Successfully” should appear.

Verify that the updated data for that specific location is correctly reflected on the table.

1. USERS

This functionality allows administrators to manage SMT access for other users. Administrators at national level can view and manage access for all users across the country, while administrators at subnational level can only view and manage access for users within their subnational area.

1. Viewing the user list

Administrators can monitor the full list of users that have access to the SMT, including the access level, user role and location of each. The data can be visualized on the SMT user screen and can also be exported in an Excel format.

• STEP 1. Once you are logged into the application as an Administrator, click on the “Users” tab on the top menu.

• STEP 2. From the tabs available on the Users screen, select the type of user list you want to review.

1. Active: List shows all users with current access to the SMT platform in the country (or subnational area)
2. Inactive: List shows users with past access to the SMT platform but currently deactivated by an administrator
3. All users: Full list of active and inactive users
4. Access requested: List of users whose access has been requested by the global administrator and is pending approval by the administrator at country level

• STEP 3. Use the navigation buttons to review the list and user details as needed

• STEP 4. If needed, export the user list in Excel format by clicking the “Export” button. This will export the list that the user is visualizing on the screen (i.e. active / inactive / all users /access requested)

1. Creating new user accounts

Administrators are responsible for creating accounts for other users within their own country, such as store operators and/or additional administrators. Subnational administrators can also create users within their respective locations.

• STEP 1. Once you are logged into the application as an Administrator, click on the “Users” tab on the top menu, then click on “Create new user”. A new user window will open.

• STEP 2. Complete all the details of the user, such as the name, email address and the type of role the person will be assigned in the system, following the example below. You can assign up to 2 roles per user (e.g. national administrator AND national store operator).

• STEP 3. After all the user details are completed, review that everything is correct and click “Submit”. A green pop-up window with the message “Data saved successfully” should appear. The user will receive an email notification with their account details (unless email notifications are deactivated).

• STEP 4. Verify that the new user account is now showing correctly on the user list.

1. Managing user access requests

For some specific types of accounts, such as the “Read-Only Country Administrators”, it is possible to provide access to more than one country for the same user. This type of setup can be useful for WHO/UNICEF staff working at regional level who might need to have access to SMT data to provide technical support to multiple countries.

In this specific case, and under request, a multi-country read-only SMT account can be created at the global level, by the global administrators of the SMT platform. However, it remains the responsibility of the country administrators at local level to approve or reject access to the SMT data of their country, following the process below.

• STEP 1. When a global administrator requests access to your country’s SMT for a regional user, all the country administrators will receive an email notification with the information.

Review the account details and, if relevant, discuss and agree with the other country administrators if the read-only access should be granted to this user.

• STEP 2.  On the SMT platform, log in as administrator, go to the Users tab and click on “Access Requested”. The details of all users pending approval will be listed here.

• STEP 3. Review the details of each account and follow the examples below to Approve OR Reject the access.

1. Approve: If the user should have access to the SMT as a Read Only Country Administrator, the access request can be authorized by clicking on the “Approve” button on the right.

A pop-up will open asking the user to confirm. If you wish to continue with the approval, click “Yes”. Otherwise, cancel.

A pop-up window will show with the message “User approved successfully”.

Review that the user has moved from the “Access requested” to the “Active” list.

1. Reject: If the user should NOT have access to the SMT as a Read Only Country Administrator, the access request can be denied by clicking on the “Reject” button.

A pop-up will open asking the user to confirm. If you wish to continue with the rejection, click “Yes”. Otherwise, cancel.

A pop-up window will show with the message “User rejected successfully”.

Review that the user has disappeared from the “Access requested” list.

1. Editing user accounts

Once a new user account has been created by a country administrator, it is possible to modify some of the details by using the editing functionality. This process can be carried out by the same user who created the account, or by any other user with administrator rights.

• STEP 1. On the user list, locate the user and click on the “Edit” action button on the right column.

• STEP 2. On the user page, edit the account details as needed. To change the type of user role, remove the current role and assign a different one. Note that the email address field is grayed out, as this cannot be changed.

Note: Since the email address is not editable, if a user requests to have access with a different email, a separate account needs to be created.

• STEP 3. Verify that the new information entered is correct and when finished click “Update”. A green pop-up window with the message “Data updated successfully” should appear. The user will receive an email notification with the new details (unless mail notifications are deactivated).

• STEP 4. Verify that the user account with the updated details is showing correctly on the user list.

1. Deactivating user accounts

Once a new user account has been created by a country administrator, it is not possible to delete it. However, it is possible for the administrator to deactivate the account. Once the account is deactivated the user will no longer be able to access the SMT.

• STEP 1. On the user list, locate the user and click on the “Edit” action button on the right column.

• STEP 2. On the user page, click on the “Active” button to change the status.

• STEP 3. Verify that the active status is now gray (inactive), then click “Update”.

A green pop-up window with the message “Data updated successfully” should appear.

• STEP 4. Verify that the user account has been moved from the Active to the Inactive user list.

1. STORE OPERATOR FUNCTIONS

CONTENTS OF THIS CHAPTER:

5.1. STOCK OVERVIEW        69

5.2. STORE DATA        73

5.3. ARRIVALS        80

5.4. ISSUING        95

5.5. TEMPERATURE LOGGING        111

5.6. PHYSICAL COUNT AND ADJUSTMENTS        114

This chapter describes the functionalities available to users with the role of “store operator”. Store operators can only manage the functionalities described within the vaccine store to which they are assigned. All the functionalities are the same for all operators at all supply chain levels.

The functionalities of the store operator can be accessed through the online SMT web application or through the offline SMT desktop application. The processes described in this chapter apply to both systems, except for “Automatic Arrivals” described on section 5.3.

For users accessing the SMT via the offline app, the data registered during each transaction will be saved in their local computer. Offline users must synchronize their data when they have access to an internet connection. For more details on this, refer to section 2.6 How to synchronize the offline app.

1. STOCK OVERVIEW

The stock overview is the functionality that allows store operators to have a general overview of all the items in stock in their vaccine store, at any given time. It is a read-only screen intended to provide information on the current status of stocks, but no data can be entered through this screen. The overview gets updated every time a transaction of supplies is logged from the arrivals, issuing or physical count and adjustment functionalities.

Note: If the stock overview is blank, it means that no transactions have been registered yet for this vaccine store. Refer to the next sections of this chapter to know how to register stock movements.

• STEP 1. Access the SMT as a store operator. The stock overview will be the landing page after you log in. You can return to it at any time by clicking on the “Stock Overview” tab on the top menu.

• STEP 2. On the left table, scroll down to see all products available on the vaccine store. The products are divided into 3 categories (vaccines / diluents / supplies) and arranged alphabetically within each category.

On the third column, the current stock quantity of each item is displayed (in doses for vaccines and diluents, in units or pieces for supplies). This figure represents the total quantity available of that product (i.e. a sum of all available batches of the product).

The red triangle represents a stock alert. There are 3 conditions that trigger stock alerts:

• The expiry date of one or more batches is less than 90 days
• The VVM stage of one or more batches is not initial state
• The total quantity of the product is below recommended safety level

Alerts related to expiry or VVM are displayed next to the product name. If the alert is related to the total stock quantity, the red triangle will display next to the stock level value.

Note: Alerts related to stock quantity will only be calculated if the product has been entered by the administrator as part of the immunization program for the year, and if all necessary parameters such as population data and estimated coverage are completed. Likewise, products with stock zero will only display on this screen if the products are registered as part of the immunization program targets for the year on the Program Data. Refer to chapter 4. Administrator functions for more details.

• STEP 3. To obtain more detailed information of one specific product, use the “Select” button. The details of all batches available for that product will be displayed on the table on the right.

The table on the right allows the store operator to review the details of each batch available, such as batch number, expiry date, VVM type and stage, presentation (in doses per vial), producer or manufacturer, storage location within the vaccine store, and quantities (total received, total issued, current batch balance). This view also includes the details of batch-level alerts.

Example of expiry date alert

Example of VVM alert

1. STORAGE AND EQUIPMENT

This functionality provides information on key stock management parameters and allows operators to manage the space available for the storage of vaccines and other supplies.

1. Understanding the Storage and Equipment screen

The Storage and Equipment screen is divided into 2 main parts. The top part of the screen is read-only and allows the store operator to review some key parameters. The bottom part of the screen is the functionality that allows the user to register storage space.

• STEP 1. Access the SMT as a store operator. Click on the “Storage and Equipment” tab on the top menu.

Part 1: Reference values (read-only)

Part 2: Storage space management (data entry)

Refer to the following sections of this chapter for more information on how to manage storage space on this screen.

1. Registering storage space

To set up a vaccine store in the SMT, the first step for the store operator is to define the storage space available for vaccines and other immunization supplies. This is a pre-requisite for the registration of stock transactions such as arrival or issues.

• STEP 1. Access the SMT as a store operator and click on the “Storage and Equipment” tab on the top menu.

• STEP 2. Scroll down to the bottom of the page to see the list of already registered storage space. If no storage space has been registered yet, the list will be empty and the values on the table above it (available capacity in liters) will show zero.

• STEP 3. To register a new equipment or space, click on the “Add” button on the right corner.

• STEP 4. On the pop-up window, enter the details of the equipment or space, following the example below.

When all the details are completed, click “Create”. A green pop-up with the message “Data saved successfully” should appear.

• STEP 5. Verify that the new equipment shows on the list, and that the table above with the available capacity in liters has been updated accordingly.

• STEP 6. Repeat the process until all the cold chain equipment and dry storage available in your vaccine store has been registered.

1. Editing storage space

Once a cold chain equipment or storage space has been registered, it is possible to modify its details using the editing functionality. Store operators can use this functionality to assign a different identifying name to the equipment, to change the net capacity when baskets or shelves are rearranged, or to change the functionality status when needed, for example.

• STEP 1. Access the SMT as a store operator and click on the “Storage and Equipment” tab on the top menu.

• STEP 2. Scroll down to the bottom of the page to see the list and review the details of already registered storage space. By default, the table will show 5 rows, if needed, use the navigation buttons on the bottom right corner to display more rows or advance to the next page to view more items.

• STEP 3. Locate the item whose details need to be modified and click the “Edit” button on the right column.

• STEP 4. On the pop-up window, edit the necessary details (for example, to change functionality status to “non functional” or to “decommissioned”).

Note that, in order to change functionality status to “decommissioned”, the CCE must not be in use.

When finished, click “Update”. A green pop-up with the message “Data updated successfully” should appear.

• STEP 5. Verify that the new information shows correctly on the list. If the edit involves a change on net capacity or functionality status, verify that the table above with the total available capacity in liters has been updated accordingly.

If the item has been listed as “Decommissioned”, it will completely disappear from the list of available storage space on this screen. However, it will still show on the CCE inventory report.

1. Deleting storage space

Once a cold chain equipment or storage space has been registered, it is possible to remove it from the list by using the delete functionality.

• STEP 1. Access the SMT as a store operator and click on the “Storage and Equipment” tab on the top menu.

• STEP 2. Scroll down to the bottom of the page to see the list and review the details of already registered storage space. By default, the table will show 5 rows, if needed, use the navigation buttons on the bottom right corner to display more rows or advance to the next page to view more items.

• STEP 3. Locate the item that needs to be removed from the list and click the “Delete” button on the right column.

• STEP 4. The SMT will ask for confirmation to continue. If you wish to proceed with the deletion process, click “Yes”, otherwise cancel.

A green pop-up with the message “Data deleted successfully” should appear.

Note: It is only possible to delete storage space when it is not yet in use. For example, if the item has been registered twice by mistake, it is possible to delete the duplicate. However, if the item is already in use within the SMT for the storage of supplies, it can no longer be deleted, and the following message will appear.

• STEP 5. Verify that the deleted item has been removed from the list. Verify that the table above with the total available capacity in liters has been updated accordingly.

1. ARRIVALS

Arrivals is the functionality that allows store operators to register and monitor positive stock transactions (i.e. stock entries) in their vaccine store. Under the screen called “arrivals” on the SMT the user will find 3 types of transactions:

• Entries of available starting balance when setting up the SMT
• Entries of new stock into the store (arriving from the supplier or another store)
• Entries of stock surplus found after a physical count

This section 5.3. describes how to operate in the first and second scenarios. For more information on how to operate  when finding surplus of stock during a physical count, refer to section 5.6. Physical count and adjustments.

1. Understanding the arrivals screen

The arrivals screen allows SMT store operators to review the full log of all arrival transactions registered in their vaccine store.

Note: If the user is accessing the online SMT via the web app, this screen will show in real time all the transactions registered by themselves or any other store operator within the same vaccine store.

For the users assigned to offline stores and accessing the SMT via the desktop app, they will only see their own transactions until they synchronize the data. If multiple operators are working offline in the same location, it is important to coordinate data entry activities and to synchronize the data frequently to avoid duplication of transactions.

• STEP 1. Access the SMT as a store operator. Click on the “Arrivals” tab on the top menu.

• STEP 2. Scroll down to see the list of arrivals. By default, the transactions are arranged by date, but it is possible to sort them by Arrival State (for example, to see first any draft items).

If needed, use the navigation buttons on the bottom right corner to advance to the next page and see more transactions.

• STEP 3. Review the different details of each transaction

If needed, use the search and filter fields on top of the table to look for specific transactions (e.g. by date, by reference number, by type, etc.)

• STEP 4. Use the view button to open the transaction and review each product line within the arrival.

Review the details of each product lines for more information on what was on the arrival.

Note: It is also possible to review the full log of arrival transactions through the reports’ functionality. Refer to section 6.1. Arrival reports for more information.

1. Registering new arrivals (manual process)

The manual arrival functionality allows operators to register the details of new products on their vaccine store. It can be used to:

• Register the starting balance of products when using the SMT for the first time
• Register the physical arrival of products from a store not using the SMT (e.g. arrival of supplies in the national store from the international supplier)
• Register the arrival of products when either the issuing or receiving store is using the offline SMT application.

Note: When both issuing and receiving stores are using the online SMT application, the details of products arriving will be seen automatically by the receiving store once the issuing store has registered the transaction. This process is called “automatic arrivals” and is described in section 5.3.3.

• STEP 1. Access the SMT as a store operator. Click on the “Arrivals” tab on the top menu.

• STEP 2. Review the list of arrivals already registered to avoid creating duplicates. If the transaction is not on the list and you want to register it, click on the “Log New Arrival” button.

• STEP 3. On the new window, complete the transaction details. The fields Receipt Type and Receipt Date are mandatory, the other fields are optional and can be completed for future reference or left blank.

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• STEP 4. After the generic details have been completed, click on “Add Line to Arrival”.

• STEP 5. Enter the details of each product on the arrival, following the example below. Some of the fields such as product type, name etc. are linked to the master data, and the user must select from a given list of options. Other fields like the batch number or quantity are open and the user must type the information.

The fields marked in red are mandatory. The rest of information is optional and can be completed for reference or left blank.

• STEP 6. Once all the relevant information has been completed, click on “Create”. To minimize data entry errors and alert of potential stock risks, a warning message will be shown under certain conditions, such as short expiry date, advanced VVM stage, alert shipping indicator or insufficient storage capacity.

If any of these warning messages are shown, click on the “Cancel” button to go back and review the information to ensure no data entry errors have been made and to make any necessary changes. If all the information is correct, click on “Continue” to register the product line.

• STEP 7. Repeat the Steps 4-6 until all the product lines have been registered. Note that if the arrival contains different batches of the same product, each batch must be registered as a separate product line.

• STEP 8. After entering all the product lines have been correctly registered, the transaction is ready to be saved.  

Click on “Save as a draft and go back” if you wish to save the information but want to be able to edit it at a later stage. The data will be saved on the arrivals screen, but the new products will not be registered on the stock while the transaction is on draft stage.

Click on “Finalize” if you are sure that all information entered on the new arrival is correct and you want the stock levels of your vaccine store to be updated accordingly. Once a transaction has been finalized, the data cannot be edited or deleted.

• STEP 9. On the arrivals main screen, verify that the new transaction that you have registered has been added to the arrivals list with the correct status (i.e. Draft or Completed).

Remember that while the arrival stays in draft mode it can still be modified. However, the stock details will not be updated on the stock overview until the transaction is finalized and marked complete.

• STEP 10. If the transaction is completed, click on “Stock overview” to verify that the arrival of products is correctly reflected on the stock of your vaccine store.

1. Registering new arrivals (automatic process)

The automatic arrival functionality allows operators to review and approve the registration of new products coming from another store using the SMT. It can be used to:

• Register the arrival of products when both the issuing AND receiving store are using the online SMT application.

Note: This process only works for transactions between vaccine stores using the online SMT web app. For other types of transactions, manual processing of arrivals is required. Refer to section 5.3.2 for more detail.

• STEP 1. To review and register an automatic arrival in your online SMT store, another online SMT store must have first issued supplies to you using the SMT Issuing functionality. Refer to section 5.4. Issuing for more information.

Once another online store has issued supplies to your online store, you will see a notification on the top right corner of the screen, next to our username. Click on the bell icon to open.

On the notification panel, the date and reference number of each arrival will be shown. Click on the relevant SMT number to open the arrival and review the details.

Note that the notifications disappear once they have been read. If you cannot find the relevant transaction on the notifications panel, it is also possible to retrieve the automatic arrivals directly on the arrival screen, searching for “pending” transactions and clicking on the “Edit” button.

• STEP 2. Once the transaction is opened, you will be able to see the details completed by the sending store. However, some information needs to be completed by you (the receiving store) before saving the transaction. Select the type of arrival (e.g. regular arrival, emergency, return, others) and, if needed, edit the receipt date.

• STEP 3. Scroll down to see the list of products completed by the sending store. For each product line, click on the “Edit” button to open.

• STEP 4. Verify the information on the screen against the physical product received to ensure that everything matches. In case of any discrepancies, manually correct the information.

After verifying all data, select the Storage Location where the item will be stored.

• STEP 5. Click on the “Update” button to register the changes.

Under certain conditions (i.e. short expiry date, advanced VVM stage, alert shipping indicator or insufficient storage capacity) a warning message will be shown under certain conditions.

If any of these warning messages are shown, click on the “Cancel” button to go back and review the information, or click on “Continue” to register the product line if all the information is correct.

• STEP 6. Repeat the process with each product line, to ensure that the details entered by the sending store match what has been received, and that the storage location of each product is registered correctly. Once finished, the arrival is ready to be saved.

Click on “Save as a draft and go back” if you wish to save the information but want to be able to edit it at a later stage. The data will be saved on the arrivals screen, but the new products will not be registered on the stock while the transaction is on draft stage.

Click on “Finalize” if you are sure that all information entered on the new arrival is correct and you want the stock levels of your vaccine store to be updated accordingly. Once a transaction has been finalized, the data cannot be edited or deleted.

• STEP 7. On the arrivals main screen, verify that the new transaction that you have registered has been added to the arrivals list with the correct status (i.e. Draft or Completed).

Remember that while the arrival stays in draft mode it can still be modified. However, the stock details will not be updated on the stock overview until the transaction is finalized and marked complete.

• STEP 8. If the transaction is completed, click on “Stock overview” to verify that the arrival of products is correctly reflected on the stock of your vaccine store.

1. Editing arrivals

If an arrival transaction has been saved as a “Draft”, it is possible to retrieve it and modify its details. Once an arrival has been finalized and is registered as “Complete” it can no longer be edited. However, it is possible to add notes and comments to it.

Note: For online SMT, store operators can see and edit transactions entered by themselves and other operators from the same store. For offline SMT, each operator will only be able to see and modify their own transactions, until each user completes synchronization with the online system.

• STEP 1. Log in as a store operator and click on the “Arrivals” tab to see the list of previously registered transactions.

• STEP 2. Scroll down, use the page navigation buttons or the filtering option to locate the draft transaction you want to modify. Then click the “Edit” button on the right.

If the transaction is already marked as complete, the edit button will not be available. Click on the “View” button instead.

• STEP 3. On the transaction screen, review the arrival details and modify them as needed. To review and modify specific product lines, click on the “Edit” button of each line.

• STEP 4. Edit the details of each product line as needed, then click “Update” when finished.

For “draft” transactions, all details can be edited and updated. For transactions with status “complete”, only notes and comments can be added.

• STEP 5. After the updates have been made, click on “Finalize” to complete the transaction. (or save again as draft if more modification will be needed).

• STEP 6. On the arrivals main screen, verify that the edited transaction is now showing on the arrivals list with the correct status.

• STEP 7. If the transaction is completed, click on “Stock overview” to verify that the arrival of products is correctly reflected on the stock of your vaccine store.

1. Deleting arrivals

If an arrival transaction has been saved as a “Draft”, it is possible to retrieve it and delete it fully or partly. Once an arrival has been finalized and is registered as “Complete” it can no longer be deleted.

Note: For online SMT, store operators can delete draft transactions entered by themselves and other operators from the same store. For offline SMT, each operator will only be able to see and delete their own draft transactions, until each user completes synchronization with the online system.

• STEP 1. Log in as a store operator and click on the “Arrivals” tab to see the list of previously registered transactions.

• STEP 2. Scroll down, use the page navigation buttons or the filtering option to locate the draft transaction you want to delete.

• STEP 3

1. To completely delete the draft transaction, click the “Delete” button on the right.

Note: if the transaction is already marked as complete instead of draft, the delete button will not be available.

1. To delete only specific product lines, click on the “Edit” button first.

then click the “Delete” button on the product line.

• STEP 4. After clicking on the delete button the SMT will ask for confirmation. Click on the “Yes” button to continue with the deletion process, otherwise cancel.

A green pop-up window with the message “Data deleted successfully” should appear.

• STEP 5. On the arrivals main screen, verify that the deleted transaction has been removed from the list.

1. ISSUING

Issuing is the functionality that allows store operators to register and monitor negative stock transactions (i.e. stock exits) in their vaccine store. Under the screen called “issuing” on the SMT the user will find 3 types of transactions:

• Exits of stock being issued to another store
• Exits of stock due to wastage
• Registration of stock found missing during a physical count

This section 5.4. describes how to operate in the first and second scenarios. For more information on how to operate  when finding missing stock during a physical count, refer to section 5.6. Physical count and adjustments.

1. Understanding the issuing screen

The issuing screen allows SMT store operators to review the full log of all issuing transactions registered in their vaccine store.

Note: If the user is accessing the online SMT via the web app, this screen will show in real time all the transactions registered by themselves or any other store operator within the same vaccine store.

For the users assigned to offline stores and accessing the SMT via the desktop app, they will only see their own transactions until they synchronize the data. If multiple operators are working offline on the same location, it is important to coordinate data entry activities and to synchronize the data frequently to avoid duplication of transactions.

• STEP 1. Access the SMT as a store operator. Click on the “Issuing” tab on the top menu.

• STEP 2. Scroll down to see the list of issuing transactions. By default, the transactions are arranged by date, but it is possible to sort them by Issue State (for example, to see first any draft items). It is also possible to filter by date and issue state.

If needed, use the navigation buttons on the bottom right corner to advance to the next page and see more lines.

• STEP 3. Review the different details of each transaction

If needed, use the search and filter fields on top of the table to look for specific transactions (e.g. by date, by reference number, by type, etc.)

• STEP 4. Use the view button to open and review the products and additional details of the transaction.

Review the details of each product line for more information on what was issued out.

Note: It is also possible to review the full log of issuing transactions through the reports’ functionality. Refer to section 6.2. Issuing reports for more information.

1. Registering distribution of supplies to other stores

The issuing functionality allows operators to register the details of products that have been taken out of their vaccine stock. It can be used to:

• Register the distribution of products to another store (e.g. requisition from a lower store)
• Register products being discarded as wastage (e.g. due to expiry, VVM change, etc)

This section describes the process of sending supplies to another store. The process of registering wastage is described in section 5.4.4. Registering wastage. 

• STEP 1. Access the SMT as a store operator. Click on the “Issuing” tab on the top menu.

• STEP 2. Review the list of issues already registered to avoid creating duplicates. If the transaction is not on the list and you want to register it, click on the “Issue New Stock” button.

• STEP 3. On the new window, select “Requisition” as the issue type and then complete the rest of transaction details. The fields Issue Type, Issue Date and Recipient Store, in red, are mandatory, the other fields are optional and can be completed for future reference or left blank.

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• STEP 4. After the generic details have been completed, click on “Add Line to Issue”.

• STEP 5. Enter the details of each product on the issue, following the example below. The product type, name and batch number are linked to the list of stock available in your store, so you must select from a given list of options.

The fields marked in red are mandatory.

• STEP 6. Once all the relevant information has been completed, click on “Save”. To minimize data entry errors and alert of potential stock risks, a warning message will be shown under certain conditions, such as short expiry date, advanced VVM stage, or low stock.

If any of these warning messages are shown, click on the “Cancel” button to go back and review the information to ensure no data entry errors have been made and to make any necessary changes. If all the information is correct, click on “Continue” to register the product line.

Note: If the user tries to issue stock that is already expired or has VVM stage unusable using  “requisition” as issue type, the transaction will be blocked. Such items can only be registered using “wastage” as issue type.

• STEP 7. Repeat the Steps 4-6 until all the product lines have been registered. Note that if the transaction contains different batches of the same product, each batch must be registered as a separate product line.

• STEP 8. After entering all the product lines have been correctly registered, the transaction is ready to be saved.  

Click on “Save as a draft and go back” if you wish to save the information but want to be able to edit it at a later stage. The data will be saved on the issuing screen, but the products will not be subtracted from the stock while the transaction is on draft stage.

Click on “Finalize” if you are sure that all information entered on the issue screen is correct and you want the stock levels of your vaccine store to be updated accordingly. Once a transaction has been finalized, the data cannot be edited or deleted.

If the lines entered are incorrect and/or you want to completely cancel the transaction and not save any data, click on the ”Delete” button. Note that the data cannot be recovered after this action.

• STEP 9. On the Issuing main screen, verify that the transaction that you have registered has been added to the list with the correct status (i.e. Draft or Completed).

Remember that while the transaction stays in draft it can still be modified. However, the stock levels will not be updated until the transaction is finalized and marked complete.

• STEP 10. If the transaction is completed, click on “Stock overview” to verify that the product exit has been correctly reflected and the stock levels of your vaccine store are updated accordingly.

Note: If you are using the online SMT app and sending supplies to another store using the online SMT app, once the issuing transaction has been finalized, the recipient store will receive a notification with the details you have just registered.

1. Printing issue vouchers

To facilitate preparation of supplies for distribution as well as tracking of goods, the SMT offers the option to print an issue voucher.

For stores with long lists of supplies to be prepared for distribution, it is recommended that the issue vouchers are printed when the transactions are in draft mode, as pick and pack lists. Once the items are prepared and it has been confirmed that the items packed match what was on the list, the draft transaction can be finalized on the SMT and the final issue voucher printed, signed, and attached to the supplies, as a waybill.

• STEP 1. Log in as a store operator and click on the “Issuing” tab to see the list of transactions.

• STEP 2. Scroll down, use the page navigation buttons or the filtering option to locate the draft transaction you want to print. Then click the “Print Issue” button on the right.

• STEP 3. Review the details on the issue voucher and click on the “Print” button on the top right corner of the screen.

1. Registering wastage

The issuing functionality allows operators to register the details of products that have been taken out of their vaccine stock. It can be used to:

• Register the distribution of products to another store (e.g. requisition from a lower store)
• Register products being discarded as wastage (e.g. due to expiry, VVM change, etc)

This section describes the process of registering wastage. The process of issuing supplies to another store is described in section 5.4.2. Registering distribution of supplies to other stores.

• STEP 1. Access the SMT as a store operator. Click on the “Issuing” tab on the top menu.

• STEP 2. Review the list of wastage transactions already registered to avoid creating duplicates. If the transaction is not on the list and you want to register it, click on the “Issue New Stock” button.

• STEP 3. On the new window, select “Wastage” as the issue type and then complete the rest of transaction details. The fields Issue Type, Issue Date and Reason, in red, are mandatory, the other fields are optional and can be completed for future reference or left blank.

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• STEP 4. After the generic details have been completed, click on “Add Line to Issue”.

• STEP 5. Enter the details of each product that has been discarded, following the example below. The product type, name and batch number are linked to the list of stock available on your store, so you must select from a given list of options.

The fields marked in red are mandatory.

• STEP 6. Once all the relevant information has been completed, click on “Save”.

• STEP 7. Repeat the Steps 4-6 for additional products if needed. Note that if different batches of the same product have been discarded, each batch must be registered as a separate wastage line.

• STEP 8. After entering all the product lines have been correctly registered, the transaction is ready to be saved.  

Click on “Save as a draft and go back” if you wish to save the information but want to be able to edit it at a later stage. The data will be saved on the issuing screen, but the products will not be subtracted from the stock while the wastage is on draft stage.

Click on “Finalize” if you are sure that the wastage information entered on the screen is correct and you want the stock levels of your vaccine store to be updated accordingly. Once a transaction has been finalized, the data cannot be edited or deleted.

• STEP 9. On the Issuing main screen, verify that the transaction that you have registered has been added to the list with the correct issue type (i.e. wastage), wastage reason (e.g. expired, breakage, etc.) and transaction status (i.e. Draft or Completed).

Remember that while the transaction stays in draft mode it can still be modified. However, the stock details will not be updated on the stock overview until the transaction is finalized and marked complete.

• STEP 10. If the transaction is completed, click on “Stock overview” to verify that the product wastage has been correctly reflected and the stock levels of your vaccine store are updated accordingly.

1. Editing issues

If an issue (requisition or wastage) has been saved as a “Draft”, it is possible to retrieve it and modify its details. Once the transaction has been finalized and is registered as “Complete” it can no longer be edited. However, it is possible to add notes and comments to it.

Note: For online SMT, store operators can see and edit transactions entered by themselves and other operators from the same store. For offline SMT, each operator will only be able to see and modify their own transactions, until each user completes synchronization with the online system.

• STEP 1. Log in as a store operator and click on the “Issuing” tab to see the list of previously registered transactions.

• STEP 2. Scroll down, use the page navigation buttons or the filtering option to locate the draft transaction you want to modify. Then click the “Edit” button on the right.

If the transaction is already marked as complete, the edit button will not be available. Click on the “View” button instead.

• STEP 3. On the transaction screen, review the details and modify them as needed. To review and modify specific product lines, click on the “Edit” button of each line.

• STEP 4. Edit the details of each product line as needed, then click “Update” when finished.

For “draft” transactions, all details can be edited and updated. For transactions with status “complete”, only notes and comments can be added.

• STEP 5. After the updates have been made, click on “Finalize” to complete the transaction. (or save again as draft if more modification will be needed)

• STEP 6. On the Issuing main screen, verify that the edited transaction is now showing on the list with the correct status.

• STEP 7. If the transaction is completed, click on “Stock overview” to verify that the movement of supplies is correctly reflected on the stock levels of your vaccine store.

1. Deleting issues

If an issuing transaction has been saved as a “Draft”, it is possible to retrieve it and delete it fully or partly. Once an issue (requisition or wastage) has been finalized and is registered as “Complete” it can no longer be deleted.

Note: For online SMT, store operators can delete draft transactions entered by themselves and other operators from the same store. For offline SMT, each operator will only be able to see and delete their own draft transactions, until each user completes synchronization with the online system.

• STEP 1. Log in as a store operator and click on the “Issuing” tab to see the list of previously registered transactions.

• STEP 2. Scroll down, use the page navigation buttons or the filtering option to locate the draft transaction you want to delete.

• STEP 3

1. To completely delete the draft transaction, click the “Delete” button on the right.

Note: if the transaction is already marked as complete instead of draft, the delete button will not be available.

1. To delete only specific product lines, click on the “Edit” button first,

then click the “Delete” button on the product line.

• STEP 4. After clicking on the delete button the SMT will ask for confirmation. Click on the “Yes” button to continue with the deletion process, otherwise cancel.

A green pop-up window with the message “Data deleted successfully” should appear.

• STEP 5. On the Issuing main screen, verify that the deleted transaction has been removed from the list.

1. TEMPERATURE LOGGING

The temperature logging functionality allows SMT users to keep and monitor records of key data points related to their cold chain equipment, such as minimum and maximum temperature and temperature alarms.

It is important to note that this functionality does not allow daily recording of temperatures or continuous monitoring. Store operators must use their temperature logging devices to closely monitor temperature excursions and must use the real time information available in their devices to make operational decisions.

The purpose of the SMT temperature functionality is to keep basic records of temperature excursions and alarms per month, which can be used later to identify trends and potential issues with cold chain functionality and/or management.

1. Registering temperature records

• STEP 1. At the end of each month, collect the necessary 4 key data points from your temperature devices, for each cold chain equipment:

• Minimum temperature recorded during the month
• Maximum temperature recorded during the month
• Number of alarms triggered during the month due to low temperature
• Number of alarms triggered during the month due to high temperature

• STEP 2. Log into the SMT as a store operator and click on the “Temp Logging” tab.

• STEP 3. By default, the screen will show the current year. Click on the “Select Year” dropdown menu to choose a different period. It is possible to enter data for the current year and the one immediately before (e.g. in January 2024 you can register data for December 2023). Additional records from the years before can be visualized but not modified.

• STEP 4. On the first column on the left, the list of cold chain equipment registered for your store will display. Scroll down to find the equipment for which you want to register temperature records.

• STEP 5. On the Actions column on the right, click on the “Edit” button.

• STEP 6. Type in the data for the relevant month: The minimum temperature recorded during the month and total number of low temperature alarms; and the maximum temperature recorded during the month and total number of high temperature alarms.

• STEP 7. When finished, click on the “Save” button under the Actions column on the right.

A green pop-up window with the message “Data saved successfully” will appear.

Note: To reduce data entry errors, the data validation system will warn the user if the data entered does not meet the logic requirements. For example, if the value for minimum temperature is higher than the value entered for maximum temperature.

If this message appears, review your data and enter it again.

• STEP 8. Repeat the process until you have entered the data for all cold chain equipment and storage space in your vaccine store for the corresponding month(s).

1. PHYSICAL COUNT AND ADJUSTMENTS

The physical count & adjustments functionality allows store operators to correct stock balances of supplies in their vaccine store. This functionality can be used to:

• Verify or modify stock balances after conducting a physical count in the store
• Modify stock balances after founding a discrepancy due to a data entry error

1. Registering a physical count

This section describes how to proceed to register in the SMT the results of inventory counts conducted in the vaccine store, using the Physical Count functionality.

• STEP 1. Log into the SMT as a store operator and click on the “Physical Count & Adjustment” tab.

• STEP 2. On the dropdown menu called “Adjustment type”, select the “Physical Count” option.

• STEP 3. On the screen, you will see the full list of vaccines, diluents and supplies available on your store, with the batch numbers and the quantity of each batch. This is the information that you will use for reference while conducting the physical count.

You can use the “Export” button next to your username to download this list in pdf or Excel format. You can print this list and use it to record the count of supplies on paper, if preferred.

• STEP 4. Conduct the count of each item on the list and take note of the counted quantity for each batch of each product. If the counted quantity does not match the SMT quantity, conduct a recount and verify across different storage locations that the full batch has been counted. Take note of any additional relevant information that can justify the count discrepancy.

• STEP 5. After the count is completed, back on the SMT screen, clicking on the “Edit” button for each batch line.

• STEP 6. Enter the counted quantity for each batch on the “Stock Quantity” field. The discrepancy between the SMT quantity and the counted quantity will be automatically calculated.

If the quantities match and the discrepancy is zero, you can proceed to save the value.

If the quantities do not match, the SMT will populate the field “Reason for adjustment” as “missing” or “surplus”, depending on whether the discrepancy is positive or negative.

The user will be required to verify that the data entered is correct by clicking “Accept Adjustment”. The “Comments” field also becomes mandatory in this case.

After all the fields have been verified and completed, you can proceed to save the data. A pop-up window with the message “Data saved successfully” will appear.

• STEP 7. After saving the information, the data will be reflected on the list. Repeat the process with each batch line until the full list is completed.

• STEP 8. Once the full count has been registered on the SMT screen, click the “Finalize” button at the bottom of the screen.

The SMT will ask for confirmation. If you are sure that all the information entered is correct and you want that the stock levels get updated accordingly, click “OK”, otherwise cancel.

A pop-up window with the message “Data updated successfully” will appear.

• STEP 9. Verify that the new values for each batch number are now correctly reflected on the screen.

Notes:

• The new stock balances will also be reflected accordingly on the “Stock Overview” screen.
• The discrepancies registered will also get automatically logged on the Arrivals and Issuing screens depending on whether they are positive or negative quantities (i.e. positive discrepancy = surplus = will show in arrivals screen / negative discrepancy = missing = will show in issuing screen)

1. Registering adjustments

This section describes how to proceed correct stock balances caused by data entry errors using the Adjustment functionality.

• STEP 1. Log into the SMT as a store operator and click on the “Physical Count & Adjustment” tab.

• STEP 2. On the dropdown menu called “Adjustment type”, select the “Adjustment” option.

• STEP 3. On the screen, you will see the full list of vaccines, diluents and supplies available in your store, with the batch numbers and the quantity of each batch. Scroll down to find the item and batch for which you wish to make a correction.

• STEP 4. Click on the “Edit” button for the specific batch line.

• STEP 5. Enter the correct quantity for the batch on the “Stock Quantity” field. The discrepancy between the SMT quantity and the correct quantity will be automatically calculated.

To proceed, click on “Accept adjustment” and add a comment to explain the reason for the correction.

After all the fields have been verified and completed, you can proceed to save the data. A pop-up window with the message “Data saved successfully” will appear.

• STEP 6. After saving the information, the corrected data and comments will be reflected on the screen.

• STEP 7. If another item needs to be corrected, repeat the process, otherwise scroll down, and click the “Finalize” button at the bottom of the screen.

The SMT will ask for confirmation. If you are sure that all the information entered is correct and you want that the data gets updated accordingly, click “OK”, otherwise cancel.

A pop-up window with the message “Data updated successfully” will appear.

• STEP 8. Verify that the new value is now correctly reflected on this screen and on the Stock Overview.

Adjustment screen:

Stock overview screen:

Notes:

• The discrepancy will also get automatically logged on the Arrivals and Issuing screens depending on whether it was a positive or negative quantity (i.e. positive discrepancy = surplus = will show in arrivals screen / negative discrepancy = missing = will show in issuing screen)

• STEP 9. If the discrepancy was caused by a data entry error, identify and locate the erroneous transaction on the arrivals or issuing screen, and add a comment to it (e.g. “disregard this line, duplicated by error”). This will help users filter out wrong data entries on the reports.

Refer to section 5.3.4. Editing arrivals or 5.4.5. Editing issues to learn more about adding comments to transactions.

• STEP 10. (optional) If the error was related to the batch information and the stock quantity was registered as zero, the adjustment process serves only to delete this wrong batch. However, the process of correcting the data has to be completed by re-entering the batch with the correct information through the arrival functionality.

Refer to section 5.3.2. Registering new arrivals (manual process) for more information.

1. REPORTS

Contents of this chapter:

6.1. ARRIVALS REPORT        123

6.2. ISSUES REPORT        126

6.3. PHYSICAL COUNT & ADJUSTMENTS REPORT        129

6.4. STOCK MANAGEMENT SUMMARY REPORT        133

6.5. STOCK STATUS REPORT        137

6.6. STORAGE STATUS REPORT        141

6.7. ISC PERFORMANCE REPORT        145

6.8. SUPPLY ADEQUACY REPORT        163

6.9. COLD CHAIN EQUIPMENT REPORT        167

The “Reports” functionality in the SMT platform allows users to generate and export different types of data sets in multiple formats, such as tables, charts, and graphs. The purpose of this functionality is to support decision making processes by facilitating analysis of stock data and monitoring of different indicators related to supply performance.

This functionality can be accessed by all types of users (i.e. administrators, store operators, read-only users). The number and types of reports that can be generated by each user will only depend on the level of access:

• Store operators and administrators (including read-only users) at national level can generate reports for all stores and supply chain levels across the country.
• Store operators and administrators (including read-only users) at subnational level (e.g. region, district, etc.) can generate reports for stores and supply chain levels within their location.

There are currently 9 different types of reports in the SMT platform, each one described in each of the sections within this chapter. Depending on the data sets managed, some reports can only be generated for individual vaccine stores, while others can aggregate data for multiple stores at a time.

Refer to the specific section for more information on each report type.

1. ARRIVALS REPORT

The arrivals report allows users to generate a historic list of arrival transactions that have occurred at a particular vaccine store during a given time period.

Arrival reports (and transactional reports in general) can only be generated for one vaccine store at a time and cannot be aggregated.

• STEP 1. Access the SMT and click on the “Reports” tab on the top menu, then select “Arrivals”.

• STEP 2. Click on “Select store” and choose the location for which you want to generate the report. You should be able to see your own vaccine store and also all vaccine stores below you.

The dropdown list is arranged according to supply chain level, and alphabetically within each level.

If you place your mouse on top of the name of a store, the name of the corresponding parent store will display (e.g. placing your mouse over the name of a district store, a small window will display which region that store belongs to)

It is also possible to type and search the name of a specific store directly on the “Select store” field.

• STEP 3. Use the “Period Start Date” and “Period End Date” to choose the time period for which you want to generate the report.

Click on the calendar sign to open the calendar, then select the start/end date and click “OK”.

It is also possible to manually type the date in the field provided (dd-mm-yyyy)

• STEP 4. When finished with the selection of stores and dates, click on “Generate Report”.

A table with the list of arrivals at the selected store within the selected time period will display on the screen. The transactions are disaggregated per product line.

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• STEP 5. Use the navigation buttons on the bottom right of the page to view more rows or pages if needed.

To look for specific transactions, use the filter fields to search by date, product, batch number, etc. It is also possible to filter specific types of arrivals.

• STEP 6. (optional) To further analyze or share the information, it is possible to export the report in pdf or Excel form. Click on the “Export” button and select the preferred file format. The file will be automatically downloaded into your computer.

1. ISSUES REPORT

The issues report allows users to generate a historic list of issuing transactions that have occurred at a particular vaccine store during a given time period.

Issues reports (and transactional reports in general) can only be generated for one vaccine store at a time and cannot be aggregated.

• STEP 1. Access the SMT and click on the “Reports” tab on the top menu, then select “Issues”.

• STEP 2. Click on “Select store” and choose the location for which you want to generate the report. You should be able to see your own vaccine store and also all vaccine stores below you.

The dropdown list is arranged according to supply chain level, and alphabetically within each level.

If you place your mouse on top of the name of a store, the name of the corresponding parent store will display (e.g. placing your mouse over the name of a district store, a small window will display which region that store belongs to)

It is also possible to type and search the name of a specific store directly on the “Select store” field.

• STEP 3. Use the “Period Start Date” and “Period End Date” to choose the time period for which you want to generate the report.

Click on the calendar sign to open the calendar, then select the start/end date and click “OK”.

It is also possible to manually type the date in the field provided (dd-mm-yyyy)

• STEP 4. When finished with the selection of store and dates, click on “Generate Report”.

A table with the list of issues at the selected store within the selected time period will display on the screen. The transactions are disaggregated per product line.            (1/2)

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• STEP 5. Use the navigation buttons on the bottom right of the page to view more rows or pages if needed.

To look for specific transactions, use the filter fields to search by date, product, batch number, recipient store, etc. It is also possible to filter specific types of issuing transaction.

• STEP 6. (optional) To further analyze or share the information, it is possible to export the report in pdf or Excel form. Click on the “Export” button and select the preferred file format. The file will be automatically downloaded into your computer.

1. PHYSICAL COUNT AND ADJUSTMENTS REPORT

The physical count and adjustments report allows users to generate a historic list of stock corrections that have occurred at a particular vaccine store during a given time period.

Physical count and adjustments reports (and transactional reports in general) can only be generated for one vaccine store at a time and cannot be aggregated.

Note: Stock corrections can be positive (stock added) or negative (stock subtracted). Depending on the nature of the correction, these transactions can also be found on the arrivals and issues reports described on sections 6.1 and 6.2 respectively.

• Positive stock corrections can be found on the arrivals report.
• Negative stock corrections can be found on the issuing report.
• All stock corrections (positive and negative) can be found at the physical count and adjustments report. Confirmation of stock quantities (i.e. the user verifies that the quantity on the system matches the physical count, correction is zero) will also be shown in this report.

• STEP 1. Access the SMT and click on the “Reports” tab on the top menu, then select “Physical Count & Adjustment”.

• STEP 2. Click on “Select store” and choose the location for which you want to generate the report. You should be able to see your own vaccine store and all vaccine stores below you.

The dropdown list is arranged according to supply chain level, and alphabetically within each level.

If you place your mouse on top of the name of a store, the name of the corresponding parent store will display (e.g. placing your mouse over the name of a district store, a small window will display which region that store belongs to)

It is also possible to type and search the name of a specific store directly on the “Select store” field.

• STEP 3. Use the “Period Start Date” and “Period End Date” to choose the time period for which you want to generate the report.

Click on the calendar sign to open the calendar, then select the start/end date and click “OK”.

It is also possible to manually type the date in the field provided (dd-mm-yyyy)

• STEP 4. When finished with the selection of stores and dates, click on “Generate Report”.

A table with the list of stock corrections at the selected store within the selected time period will display on the screen. The transactions are disaggregated per product line.

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• STEP 5. Use the navigation buttons on the bottom right of the page to view more rows or pages if needed.

To look for specific transactions, use the filter fields to search by date, product, batch number, etc. It is also possible to filter specific types of correction (e.g. physical count vs. ad-hoc adjustment / missing vs. surplus).

• STEP 6. (optional) To further analyze or share the information, it is possible to export the report in pdf or Excel form. Click on the “Export” button and select the preferred file format. The file will be automatically downloaded into your computer.

1. STOCK MANAGEMENT SUMMARY REPORT

The stock management summary report allows users to generate an aggregated summary of transactions that have occurred at a particular vaccine store during a given time period.

Unlike the transactional reports described in previous sections, the stock management summary report does not show individual transaction lines, therefore it does not contain detailed information such as the transaction date or the product details (bath numbers, expiry, etc.). The stock management summary aggregates total quantities per product.

It is possible to generate the stock management summary report for one individual store at a time, or to include lower-level stores (e.g. report for region A can include only the regional store, or the regional store plus all the district stores in that region).

• STEP 1. Access the SMT and click on the “Reports” tab on the top menu, then select “Stock Management Summary”.

STEP 2. Click on “Select store” and choose the main location for which you want to generate the report. You should be able to see your own vaccine store and all vaccine stores below you. The dropdown list is arranged according to supply chain level, and alphabetically within each level.

If you place your mouse on top of the name of a store, the name of the corresponding parent store will display (e.g. placing your mouse over the name of a district store, a small window will display which region that store belongs to)

It is also possible to type and search the name of a specific store directly on the “Select store” field.

• STEP 3 (optional). If you want the report to also include the stores below the main location, tick the box “Include Sub Store(s)”, otherwise leave blank.

• STEP 4 (optional). Use the “Product Category” menu to choose only specific type(s) of product(s) to be displayed on the report. For a full report including all items, leave this field blank.

• STEP 5. Use the “Period Start Date” and “Period End Date” to choose the time period for which you want to generate the report.

Click on the calendar sign to open the calendar, then select the start/end date and click “OK”.

It is also possible to manually type the date in the field provided (dd-mm-yyyy)

• STEP 6. When finished with the selection of store(s), product(s) and dates, click on “Generate Report”.

A table with the summary of stock movements at the selected store within the selected time period will display on the screen. The transactions are grouped per product category and the quantities aggregated per product.

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Note: If sub-stores are included in the report, two additional columns will show on the left of the table, to help the user differentiate which product lines belong to which level and store.

• STEP 7. Use the navigation buttons on the bottom right of the page to view more rows or pages if needed.

To look for specific transactions, use the filter fields to search by level, store, product name or quantity.

• STEP 8. (optional) To further analyze or share the information, it is possible to export the report in pdf or Excel form. Click on the “Export” button and select the preferred file format. The file will be automatically downloaded into your computer.

1. STOCK STATUS REPORT

The stock status report allows users to generate an overview of the current stock situation and potential stock risks at their own supply chain level or stores below.

Unlike other reports that offer the possibility to review and analyze historical data, the stock status report offers a snapshot of the situation at the present time, and a projection for the future,  but does not offer any visibility over past transactions.

It is possible to generate the stock status report for one individual store at a time, or to include lower-level stores (e.g. report for region A can include only the regional store, or the regional store plus all the district stores in that region).

• STEP 1. Access the SMT and click on the “Reports” tab on the top menu, then select “Stock Status”.

• STEP 2. Click on “Select level” to choose the supply chain level of the main store for which you want to generate the report.

After the level is selected, click on “Select Store” to choose the specific vaccine store.

• STEP 3 (optional). If you want the report to also include the stores below the main location, tick the box “Include Sub Store(s)”, otherwise leave blank.

• STEP 4. Use the “Product Category” menu to choose the type of products to be displayed on the report. It is mandatory to select at least one, but it is also possible to select multiple categories.

• STEP 5. When finished with the selection of store(s) and product(s), click on “Generate Report”.

The report generated will have a different format depending on whether it includes a single store or multiple stores, as described below.

1. Single store report

On the right side of the screen, a table with the stock situation of the selected product categories will display.

On the left side of the screen, a stock status chart will display. If the chart does not appear automatically, click on “Display full screen stock status chart” to visualize it.

This chart will show the key information from the stock status table (adjusted weeks of stock and anticipated end of stock) in a visual format, to facilitate interpretation.

1. Multiple store report

If the user selects to include sub-stores in the report, the summary table will look different than the single store report.

For the multiple store report, the columns on the left will indicate the supply chain level and the store name. The data for each store will be displayed across a single line.

• STEP 6. Use the navigation buttons on the bottom right of the page to view more rows or pages if needed.

To look for specific items, use the filter fields to search by product name or quantity.

• STEP 7. (optional) To further analyze or share the information, it is possible to export the report in pdf or Excel form. Click on the “Export” button and select the preferred file format. The file will be automatically downloaded into your computer.

1. STORAGE STATUS REPORT

The storage status report allows users to generate an overview of the current storage availability and potential risks associated with lack of storage space at their own supply chain level or stores below.

The storage status report offers a snapshot of the situation at the present time, but does not offer any visibility over past storage availability or estimated projections into the future.

It is possible to generate the storage status report for one individual store at a time, or to include lower-level stores (e.g. report for region A can include only the regional store, or the regional store plus all the district stores in that region).

• STEP 1. Access the SMT and click on the “Reports” tab on the top menu, then select “Storage Status”.

STEP 2. Click on “Select level” to choose the supply chain level of the main store for which you want to generate the report.

After the level is selected, click on “Select Store” to choose the specific vaccine store.

• STEP 3 (optional). If you want the report to also include the stores below the main selected location, tick the box “Include Sub Store(s)”, otherwise leave blank.

• STEP 4. Use the “Storage Temperature” menu to choose the type of storage to be displayed on the report. It is mandatory to select at least one category, but it is also possible to select multiple ones.

• STEP 5. When finished with the selection of store(s) and storage categories, click on “Generate Report”.

The report generated will have a different format depending on whether it includes a single store or multiple stores, as described below.

1. Single store report

On the right side of the screen, a table with the storage situation of the selected temperature categories will display.

On the left side of the screen, a storage status chart will display. If the chart does not appear automatically, click on “Display full screen storage status chart” to visualize it.

This chart will show the key information from the storage status table (space occupied by each item and space available for each temperature) on a visual format, to facilitate interpretation.

1. Multiple store report

If sub-stores are included in the report, two additional columns will show on the left of the table, to help the user differentiate which product lines belong to which level and store.

• STEP 6. Use the navigation buttons on the bottom right of the page to view more rows or pages if needed.

To look for storage occupied by one specific item, or free capacity, use the filter fields of the product name column.

• STEP 7. (optional) To further analyze or share the information, it is possible to export the report in pdf or Excel form. Click on the “Export” button and select the preferred file format. The file will be automatically downloaded into your computer.