User Documentation

Stakeholders and Business Objectives

• Hospital Director / Administrator

  • Cost of Goods Sold per Service Unit

  • Cost of Goods on Hand 

  • Indirect Expenses per Service Unit

  • Trending and Projecting

  • Losses from expired, obsolescence, shrinkage

• Inventory Manager

  • Purchasing

  • Product Pricing

  • Inventory Levels

  • Tracking and Transfer Management

  • Waste from expired, obsolescence, shrinkage, damage

  • Trending and Projecting

• Pharmacy Manager

  • Purchasing

  • Inventory Levels

  • Tracking and Quality Controls

Main Strategies

• Inventory tracks by the sales unit. Stock and Order units are used on screen only to aide in display or data entry

• Inventory is tracked by product, location, quantity, and optional unique attributes (lot, manufacturer, serial, NDA, and expiration)

• Unit Cost is updated either manually or calculated based on previous purchase order unit cost.

Actors and Use Cases

An actor is a type of job role, usually correlating to goals, responsibilities, access, and privileges. A use case is a written description of how users will perform tasks. It outlines, from a user’s point of view, a system’s behavior as it responds to a request. Each use case is represented as a sequence of simple steps, beginning with a user's goal and ending when that goal is fulfilled.   

• Inventory Manager

  • Create a Purchase Order (PO) manually

  • Generate POs based on products list, multiple vendors

  • Receive a Purchase Order (Purchase Order Screen)

  • Receive inventory, with or without a pre-existing Purchase Order. - Support multiple workflows of barcode scanner and check list

  • Update status of a Purchase Order (sent, cancelled, delivery dates, shipping & handling, etc.)

  • Manage Backorders and other product alerts

  • Create/update vendor information

  • Create/update product information, including vendor information for the product

• Inventory Staff

  • Find inventory location

  • Inventory Management

  • Stock inventory

  • Pull Inventory

  • Inventory Counts

  • Record waste

  • Search Inventory Transactions

• Tech

  • Inventory Management

  • Create a transfer request

  • Stock Inventory

  • Pull Inventory

  • Inventory Counts

  • Record waste

• Pharmacy Tech

  • [All of the use case as the Tech]

  • Update inventory details, sperate inventory by details, expiration, lot serial

  • Use inventory in filling prescriptions

  • Creating compounds

  • Return prescription

  • Drug Disposal

• Cashier

  • Returns

• API – Automated Jobs

  • Decrementing inventory based on order items

  • E-PO interface based on vendor

Big Changes

1. Inventory PAR (Min Stock) levels down to the Location Area and Location.

2. Unit Cost removed from Inventory on Hand, captured on transactions/sale.

3. Purchase Orders - Separate the events (Deliveries and Stocking) with better logging.

   Open

   

4. Transfer Requests - Separate the events (Inventory Pulls and Stocking) with better logging.

   Open

   

5. Inventory Counts is a snapshot in time.

6. Inventory Searching and Management

7. Inventory Count Back, during events.