USER MANUAL

Department of Medical, Health & Family Welfare

Swasthya Bhawan, Tilak Marg, Jaipur

Rajasthan

Contents S.No. Particular Page

No.

1.0 About e-Saadhan

2.0 Flow chart of e-Saadhan use points

3.0 Salient Features of e-Saadhan

4.0 List of commodities

5.0 Free Supply & ASHA Supply

6.0 Dash Board Indicators

7.0 Users of e-Saadhan

7.1 For Monitoring & Decision Making

7.2 For Indenting and supply

8.0 Role of state/district/facility level officials

9.0 Flow of use of e-Saadhan

Services

1.0 Login Process

2.0 Drug Inventory

3.0 Add Inventory

4.0 Indent Generation

5.0 Issue

5.1 Issue Desk

5.2 Issue to sub store off line

6.0 Acknowledgment of supply

Reports

7.0 Stock in Hand Report

8.0 Expiry Detail Report

9.0 Issue Report

e-Saadhan

About e-Saadhan e-Saadhan is a web based Contraceptive Logistics Management Information System which deals with collection, processing and reporting of family planning commodities‟ data to ensure the tracking of supply chain accurately and on a real time basis, which reduces supply imbalances and regulate the flow of contraceptives at different levels. e-Saadhan provides accurate, timely and appropriate data to the decision makers at all levels of the supply chain of FP commodities. It will also be useful to regulate supply chain operations and flow of products from State to the last depo.

Requirement of e-Saadhan in Rajasthan In Rajasthan presently it is a challenge to get real time information of the stock position

of family planning commodities either from warehouse or facility, as the system is

manually operated. Hence a system is needed for logistic management of FP

Commodities, as the availability and accessibility are vital for adequate use of

contraceptives in community.

e-Saadhan use points- Flow chart

Open Counter

/ In-house

State Store

MOHFW

Store

District Store

CHC Store

UPHC/Dispns.

Sub Center ASHA

PHC Store

Sub Center ASHA

Med. Col./DH / SH/ SDH

ASHA/ANM

Open Counter

/ In-house

In-house Open Counter

/ In-house Store

Beneficiary Distribution

DHP ASHA/ANM

Free Supply ASHA Supply

FP Commodities which are supplied to

Facilities(MC/Sate/SDH/CHC) for the clients visiting the facility

Distribution of FP commodities through ASHA

under “Home Delivery of contraceptives” scheme

Note: There is a difference between ASHA and Free supply in terms of packaging and the quantity.

Salient Features of e- Saadhan Web based application designed for managing contraceptive supply

chain

Instant access to stock information of all public health facilities &

warehouses.

Facility of segregation of FP commodities ( Free & ASHA Supply)

Auto information for indenting

Auto forecasting of contraceptives based on Population / ELA

Tracking of contraceptive supplies from State ware house to District

Ware House, Health Facilities- Medical College attached hospitals,

District Hospitals, Satellite Hospitals, UPHC, Dispensary, SDH, CHC,

PHC, Sub Center and ASHAs

Facility of tracking in regard to availability of a particular item with

batch no.

Provision of inter facility transfer of FP commodities

E-Mail alert on Minimum and Maximum Stock level with a copy to

their respective supervisors

Alert message for short expiry for freeze or issue with a copy to their

respective supervisors

Auto generated graphical reports for program review.

Transfer of Reports to Excel files for analysis.

List of FP Commodities

1. Nirodh**

2. OCP (Mala-N) **

3. ECP**

4. Copper-T 380A* 5. Copper-T 375*

6. Tubal Rings*

7. Nischay Kit (PTK)**

8. Contraceptive

Injection (ANTARA)*

9. Weekly Pill

(Chhaya)**

*Only Free Supply

**Both Free Supply and

ASHA supply

Dash Board Indicators Level of Official

Senior Health Department officials -

Principal Secretary /Mission Director

NHM

State Level Official - Directorate

District Level Official

Facility Level Official

Dash Board

Indicator

Stock Out 1. % and Number of

the Districts having

stock out of FP

commodities in the state

2. % of the Facilities ( type of institutions

wise ) stock out in the state

3. % of the Districts having highest

stock out of FP

commodities in the facilities

4. % of type of FP commodities that

are being stock out in the descending

order

5. % of the districts that shows

consistent overutilization of

any type of commodities

Stock Out 1. Name of the

Districts having

stock out of FP

commodities in the state

2. Name of the Facilities having (

type of institutions wise ) stock out in

the state 3. Name of the

Districts having

highest stock out of FP commodities in

the facilities 4. % of type of FP

commodities that are being stock out

in the descending

order

5. Name of the

districts that shows consistent

overutilization of

any type of commodities

Stock out 1. Name of the

Facilities

having ( type

of institutions wise ) stock

out in the district

2. Name of the facilities

having highest stock

out of FP

commodities 3. % of type of

FP commodities

that are being stock out in

the

descending order

4. Name of the facilities that

shows consistent

overutilizatio

n of any type of

commodities

Stock out 1. % of type of

FP

commodities

that are being stock out in

the descending

order 2. Quantity of

all type of FP commodities

supplied to

inhouse, Open Counter

SC & ASHA on monthly

basis 3. Name of the

commodity

that shows consistent

overutilization

Expired stock

1. % and Number of

the Districts having expired stock of FP

commodities in the state

2. % of the Facilities ( type of institutions

wise ) having

expired stock 3. % of type of FP

Expired stock

1. Name of the

Districts having expired stock of FP

commodities in the state

2. Name of the Facilities ( type of

institutions wise )

having expired stock

Expired stock

1. Name of the

Facilities having

expired stock of FP

commodities in the district

2. % of type of FP

Expired stock 1. Name and

quantity of

the FP commodities

having expired stock

in the facility

Level of Official

Senior Health Department officials -

Principal Secretary /Mission Director

NHM

State Level Official - Directorate

District Level Official

Facility Level Official

commodities that are expired in the

state

3. % of type of FP commodities that

are expired in the state

commodities that are

expired in the distrct

Near expiry stock 1. % of type of FP

commodities that are going to expire

in 90 days

2. % and Number of districts having

stock that are going to expire in 90 days

Near expiry stock

1. Name and quantity of FP commodities

that are going to expire in 90 days

2. Name of districts

having stock that are going to expire

in 90 days

Near expiry stock

1. Name and quantity of FP

commodities that are going

to expire in 90

days 2. Name of

facilities and type of stock

having stock that are going

to expire in 90

days

Near expiry stock 1. Name and

quantity of FP commodities

that are going

to expire in 90 days

Graphical presentation

of demand and Supply (from state to district)

Name of District

warehouses not indented since last 3

months

Facilities not

indented since last 3 months

Short

Stock(Commodity wise)

Graphical presentation of demand and Supply

(from state to district)

Graphical presentation of

demand and

Supply (from District to Facility)

Graphical presentation of

month wise

Supply (from Facility to ASHA)

Name of Districts with

type of FP commodity

already indented 80% of Annual Requirement

Name of facility

with type of FP

commodity already indented

80% of Annual Requirement

Name of

commodity

already indented 80% of Annual

Requirement

Users of e-Saadhan 1. For Monitoring & Decision Making

The reports and dash board indicators will be visible to each program managers/official from State to field to review the status and movement of commodities from State Warehouse to ASHA. Level of Official State Level Official District Level Official Block/Facility Level

Official

Use of software

State level dash board

indicators

District level dash board

indicators

Facility level dash board

indicators

State level reports District level reports Facility level reports

1.1 Role and Responsibilities of State level officials-

i. Monitoring the state level dashboard indicators for analyzed reports on FP commodities

ii. Assessing the gaps in supply channel iii. Analyzing demand versus supply at all levels. iv. Analyzing the frequency of raising indent by district to state v. Frequency of supply from GOI to State vi. Ensuring the availability of the buffer stock at ware houses

1.2 Role and Responsibilities of District level officials (CMHO, Add. CMHO)-

i. Monitoring the state level dashboard indicators for analyzed reports on FP commodities

ii. Assessing the gaps in supply channel iii. Analyzing demand versus supply at all type of facilities iv. Ensuring the availability of the buffer stock at all type of facilities v. Ensuring the availability of logistics for operationalizing of software vi. Ensuring the software is operational and the stock at the facility level is

entered in the initiation of software vii. The analyzed report of commodities is shared with state on monthly basis viii. Ensuring that warehouses continue to maintain all the records and

registers as done previously ix. The status of stockout, expired stock and commodities already indented

80% of annual requirement has to be intimated to state

1.3 Role and Responsibilities of Facility level officials (MOIC)- i. Ensure the availability of logistics and manpower for operationalization of

software ii. Ensuring the software is operational and the stock of the facility is entered at the

time of initiation of software iii. Ensure the supply as per the requirement iv. Assessing the gaps in supply channel v. Analyzing demand versus supply vi. Ensuring the availability of the buffer stock in facility vii. The analyzed report of commodities is shared with district on monthly basis viii. Ensuring that facility continue to maintain all the records and registers as done

previously ix. The status of stockout, expired stock and commodities already indented 80% of

annual requirement has to be intimated to district x. Monitor the utilization of the commodities through ASHAs and open counter xi. Monitor the regularity of the indenting 2. Use for Supply Chain Management

Level of warehouse/ facility

State FP Warehouse

District FP Warehouse

MC/SH/DH SDH/CHC PHC/UPHC/DISP.

Use of software

Stock

Upload of the supply

received from GOI

(Always)

Stock

upload From

Private agencies

(if any) Stock

Upload as a result of

interstate transfer

Stock

upload (only once

at the time of

initiation of

software)

Stock upload

fom Private

agency (if

any)

Stock Upload from

RSACS

Stock upload

(only once at

the time of initiation of

software)

Stock upload

(only once at

the time of initiation of

software)

Stock upload (only

once at the time of

initiation of software)

Receive Indent Indent raise to Indent raise to Indent raise to Indent raise to

Level of warehouse/ facility

State FP Warehouse

District FP Warehouse

MC/SH/DH SDH/CHC PHC/UPHC/DISP.

from DWH SWH DWH DWH DWH

Issue to DWH against

received indent

Acknowledge the supply

received from

SWH

Acknowledge the supply

received from

DWH

Acknowledge the supply

received from

DWH

Acknowledge the supply received

from DWH

Receive indent from facility

Issue supply to Open counter

and In-house

Issue supply to Open counter,

In-house, SC and ASHA

Issue supply to In-house, SC (for

PHC only) and ASHA

Issue supply to facility

Flow of use of e-Saadhan

1. Log In

1.1 Log in Process

1.2 Errors while logging in

1.3 Forgot Password

2. Services 2.1 Inventory Management 2.1.1 Stock Upload 2.1.1.1 FP commodity Inventory

2.1.1.1 Add Inventory 2.1.1.2 View uploaded stock 2.1.1.3 Modify uploaded stock

2.1.2 Demand 2.1.2.1 Indent Generation 2.1.2.1.1 Indent Desk

2.1.2.1.1.1 Generate Indent 2.1.2.2 Modify Indent 2.1.2.3 View Indent 2.1.2.4 Print Indent

2.1.2.5 Cancel Indent 2.1.3 Issue

2.1.3.1 Issue Desk-Online 2.1.3.1.1 Issue FP commodity 2.1.3.1.2 Modify Issue 2.1.3.1.3 View-Issue

2.1.3.1.4 Cancel-Issue 2.1.3.2 Issue to sub store-Offline 2.1.3.2.1 View Issue

2.1.3.2.2 Modify/Cancel-Issue 2.1.4 Receive

2.1.4.1 Acknowledgment Desk 2.1.4.1.1 Acknowledgment of FP supply received

3. Reports 3.1 Inventory Management 3.1.1 Stock in hand report

3.1.2 Expiry Details Report 3.1.3 Issue Report (Commodity outward register report)

1. Log In 1.1 Login Process:-

i. Switch on the Computer System.

ii. Connect/check for the Internet connection.

iii. Open the Mozilla Firefox browser.

iv. Type URL as http://220.156.189.149/eSadhan/startup/loginAction

Every store is given an individual „User id‟ and ‟Password‟. Enter „user Id‟ and

„Password’ then click on „Log In‟ button.

1.2 Errors while logging in:-

User Login Expired

This error occurs when the user Id of an individual expires. Each user Id is assigned a specific expiry time period by the

system administrator, after which the user Id does not work. Please contact the system administrator for further

assistance.

Network / Server failure

This error occurs when your system is unable to establish a network connection with the designated server. Please

contact the administrator for further assistance.

Incorrect User Id or Password

This error occurs when you are typing in a wrong user Id or a wrong password. Please check the user Id or password

entered or click on „forgot password‟ link at the bottom of the page.

In case of, any of the above mentioned errors, the system will display „invalid user Id‟ or password‟ error message

1.3 Forgot Password

Note: - If Password is forgotten then please follow steps given below-

2. Services After successful login, the menu screen will appear where the user will select service tab, where another tab named as Inventory Management appears, when user will select inventory management tab other services like-Demand, Issue, Receive Stock upload will appear on the screen

Step 1:- Click on „Forgot Password‟ option at the bottom of the login page

Step 2:- Enter User Id, select a hint question from the list box and then enter the answer in the respective field as

mentioned in figure below

Step 3:- Click on the „Go’ button.

Step 4:- A new screen will appear. In that screen enter new password and re-enter the password in „confirm

Password‟ field and then click on „Save‟ button to save the password.

Once the user has clicked on the Save button a new window will pop up stating „Your password has been changed’

which will indicate that the password has been changed successfully.

Step 5:- Click on „OK‟ button to return to the „Login Page‟

2.1 Inventory Management 2.1.1 Stock upload

2.1.1.1 FP commodity Inventory:-

Path: -Services->Stock Upload-> FP commodity Inventory

Path Description:- Click on the Services, then click on Stock Upload and then click on FP commodity Inventory and then a new window will come up as shown below

Description:

Here we can check the Stock of an Item, Batch number and Expiry Date of FP

Commoditiess. In this Desk we can also add the FP Commodities Stock through offline

by ADD button.

Stock upload (Drug Inventory) will be done at

SWH every time when supply received from

GOI

Stock upload (Drug Inventory) will be done at DWH

and Facility level only once, when software will be

initiated

2.1.1.1.1 Add inventory

Working Process:

Step 1: Select Commodity Name from the Combo Box

Step 2: After Selecting Commodity Name, Stock Detail and Issue Details will display, if

exists.

Step 3: Select Supplier Name , Manufacturer Name, PO No & Date and

Consignment No. & Date.

Step 4: Enter Count for Number of batches for Particular Commodity in the Text and

press Enter.

Step 5: Enter Batches details like Batch, Received Stock Qty, Consignee Qty, Sample

Drawn Qty, Manufacturing & Expiry date And Approved Remarks to Complete

the Entry.

2.1.1.1.2 View for Entry Details

Step 1: Click on View Check Box given on right side of the Entry Form.

Step 2: A Pop-up Window will display. Select From and To Date then click on GO Button.

2.1.1.1.3 Modify for Entry Details

Step 1: Click on Modify Check Box given on right side of the Entry Form.

Step 2: Select Drug Name and Batch Number from the combo.

Step 3. All Details of selected Batch will automatically display in the field. Modify any

of the field needs to be modified, and then Save.

2.1.2 Demand/Indent

2.1.2.1 Indent Generation

Indent Indent

Path: - Services->Inventory Management->Demand-> Indent Generation

Path Description: - Click on the Services, then click on Inventory Management, then

click on Demand and then click on Indent Generation and then a new window will

come up as shown below

State FP Warehouse

Dis trict FP Warehouse

Health Facili ties (Medical college hospital, Set. Hospital, DH,SDH,CHC,PHC,UPHC,Disp.)

Working Process

Step1: Select the Store name of your Store.

Step2: Select the Indent Status

Step3: Click on Generate.

Following Screen will appear

Step 4: Select the Indent Type (Normal/urgent).

Step 5: Select issuing Store from which you are going to Indent. And then press Go

button, then following screen will appear

Step 6: Enter Request Quantity of the items/FP Commodities.

Step 7: Click on Save Button to send the indent.

2.1.2.2 Modification in Indent

Step 1. Select the indent from the home page of Indent Generation Desk. Step 2. Click on Modify Button.

Step 3. Change the request Quantity then Click on Save Button.

2.1.2.3 View of Indent

Step 1. Select the indent from the home page of Indent Generation Desk. Step 2. Click on View Button.

Step 3. Indented Quantity and details will display as follows:

2.1.2.4 Print Indent Step 1. Select the indent from the home page of Indent Generation Desk. Step 2. Click on Print Button.

Step 3. Indented Quantity and details will display as follows:

2.1.2.5 Cancel Indent Step 1. Select the indent from the home page of Indent Generation Desk. Step 2. Click on Cancel Button.

Step 3: After Click on Cancel Button, System will ask for the remarks of cancelation. Step 4: Enter Cancel Remarks and Click on OK Button. Indent will be cancelled.

2.1.3 Issue

When we click issue then two options appear –

i. Issue to sub store off line- This feature is used when supply is issued without

indent

(a. For State and District level stores this feature is conditional, for example- if lower

level don’t raise indent then supply is issued by this feature.

(b. Facility level stores (MC,SH,DH,SDH,CHC,PHC,UPHC,DISP. etc) can issue

supply to other levels (ASHA,SC, In-house, Open counter) through this feature only.

ii. Issue desk- This feature is used when supply is issued against indent raised by

lower facility/warehouse

2.1.3.1 Issue Desk (Issue to sub store online) Path: - Services->Inventory management->Issue ->Issue Desk.

Path Description: - Click on the Services, then click on inventory management and

then click on Issue and then click on Issue Desk and then a new window will come up

as shown below.

In this window when we select status issue-pending then the indents raised from

facility/store appears on the screen

Working Process:

Step 1. Click on “Issue Desk” Under Issue Head. Step 2. Pending Voucher will show on the list page, Select any record to issue. Step 3. Click on Issue Button.

Step 4. Enter Issue Quantity, for which single Batch Exists in stock. Step 5. Click on “Select Batch”, to select the batch, where multiple batch exists in stock.

Step 6: Enter Issue Quantity of the FP Commodities.

Step 7. Selected Batch Details will display as below.

Step 8. Enter the remarks and Click on Save button.

Step 9: Click OK button.

After Click OK Button the following Screen will appear.

Step11: Select Received By.

Step 12: Click on Save Button.

After click on save (reference step 12) then the following Voucher Appears

Store in charge have to take printout of this voucher and give one copy to receiver and keep another with him for record keeping purpose. 2.1.3.1.2 Modification in Issue

Step 1. Select the Status as Ack-Pending in the Issue Form.

Step 2. List of all issue vouchers for which acknowledgment is pending will display.

Select the record to Modify. Step 3. Click on Modify Button.

Step 4. whole voucher detail will display. Modify any batch or quantity.

Step 5. Click on Save Button.

2.1.3.1.3 View of Issue

Step 1. Select the Status as Ack-Pending in the Issue Form.

Step 2. List of all issue vouchers for which acknowledgment is pending will display.

Select the record to View.

Step 3. Click on View Button.

Step 4. Voucher will be viewed as below.

Step 5. Viewer can also take the print of old voucher by clicking on Print Button.

2.1.3.1.4 Cancel- Issue

Step 1. Select the Status as Ack-Pending in the Issue Form.

Step 2. List of all issue vouchers for which acknowledgment is pending will display.

Select the record to Cancel.

Step 3. Click on Cancel Button.

2.1.3.2 Issue to Sub store offline:-

Path: - Services->Inventory Manangement-> Issue->Issue to sub store offline.

Path Description:- Click on Services, then click on Inventory Management and then

click on Issue, then click on Issue to sub store offline and then a new window will

come up as shown below.

Description:

Through this Desk, Facility can issue FP commodities to ASHA, Sub Center, In House,

Open Counter and Camp.

After you click the Issue to sub store offline link in menu the following screen will

display.

Working Process

Step 1:- Select Store Name from where FP commodities are being issued.

Step 2:- Select Store Type of Indenting Store for e.g. DH,CHC,PHC,ASHA,SC etc.

Step 3:-Select name of Indenting Store (i.e. Name of health facility/Name of ASHA)

In this option when we select store type as ASHA, then ASHA name will appear as

“Anganwari ID/ASHA Name &ASHA id” (e.g. JHL-MNH-AKL-001/Kanchan Pareta

17693)

When we select store type as DH, CHC,PHC etc. , then name of health facility will

appear, as shown below-

Step 4:-Enter Issue Date.

Step 5 : Click FP commodity Name (For selecting the commodity) to Indent after this

After you click the FP commodity name following screen will Appears.

Step 6: After you fill Type and Name of Commodity then it asks for requesting quantity

as per screen given below-

Step 7: When you fill request quantity, then you need to fill the quantity to be issued

and this quantity should not be greater than requested quantity.

Step 8. Click on “Selected Entry Only”

Step 9: Click OK After Click OK following screen appears

Step 10. Enter Approved Remarks and Name of Receiver. Step 11: Click on Save

Following Screen Appears when Saved

Store in charge have to take printout of this voucher and give one copy to receiver and another with him for record keeping purpose. 2.1.3.2.1 View for Issue Details Step 1: Click on View Check Box Given on right side of the Issue Form.

2.1.3.2.2 Modify/Cancel for Issue Details Step 1: Click on Modify/Cancel Check Box Given on right side of the Issue Form.

Step 2: Select Indenting Store Name and Click on Search Button.

Step 3: All Issued Details will display, Select particular record to modify.

Step 4: After Selecting, all issue details will display.

Step 5: Modify the record if required and click on Save Button.

Step 6: If Issue Needs to be cancelled , then click on Cancel button to cancel the record.

Step 7: Modified Issue Voucher will display.

2.1.4 Receive/Acknowledgment

2.1.4.1 Acknowledge Desk: Path :-Services->Inventory Management-> Receive->Acknowledge Desk

Path Description:- Click on the Services, then click on Inventory Management, then

click on Receive, then click on Acknowledge Desk and then a new window will come

up as shown below.

Description:

After FP Commodities Issued from the Issuing store to Indent Raising Store, that record

will visible at Acknowledge Desk of the store who receives supply, store need to

acknowledge the supply received by it.

Working Process:

Step1: Select the Record which you are going to be acknowledged.

Step2: Click Acknowledge button.

After you click the Acknowledge button then the following screen will display

Step 4. Issued Detail will be shown.

Step 5: Check the Physical Quantity, verify it and Click on Save Button

Step 6: If Short Quantity Received, Enter the Short qty in the text Box.

After you click save button (Reference Step 5) the following Print Format will appear.

Take a print of it for record keeping purpose 2.1.4.2 View & Print of Acknowledged Voucher

Step 1. Select Closed from Status Combo.

Step 2. Select the Record to view.

Step 3. Click on View Button.

Step 4. Following Screen will display. Step 5. Click on View Button.

Step 6. Following voucher will display.

3. Reports

3.1 Inventory Management

3.1.1 Stock in Hand Report:- Path: - Reports>Inventory Mnagement->Stock on Hand Report

Path Description: - Click on the Reports, then click on Inventory Management and

then click on Stock in Hand Report

Description: Through this Report we can check status of any FP commodities in the

stock.

A new window will come up as shown below.

Step 1: First select store name

Step 2: Select type of commodity

Step 3: Select FP commodity name as per the window given below

Step 4: Click Generate for report, the report will appear as given in the screen below

3.1.2 Expiry Details Report:- Path :-Reports>Inventory Mnagement>Expiry Details.

Path Description: - Click on Reports, then click on Inventory Mnagement and then

click on Expiry Details and then a new window will come up as shown below.

Description: Through this Report we can check FP commoditiess which are Expired or Near Expiry in the stock.

Working Process: Step 1: Select the Option Button of Expired(If you want to see Detail of Expired FP

commodities) or Near Expiry(If you want to see Detail of FP commodities which are

Near Expiry).

Step 2: Select the Store name of your Store.

Step 4: Enter Days /Date under this FP commodity being Exipred.

Step 5: Select Report Format(Html/PDF) .

Step 6: Click on Genrate Button.

After you click Generate button (Reference Step 6) the following expiry report will

appear

3.1.3 Issue Report (Commodity outward register report):-

Path: - Reports->Inventory Mnagement-> Commodity outward register report

Path Description:- Click on Reports, then click on Inventory Management and then

click on Commodity outward register report and then a new window will come up as

shown below.

Description: Displays batch wise Issued FP commodities to facilities/store Working Process:

Step 1: Select the Store name of your Store.

Step 2: Select the FP commodity name.

Step 3: Select Batch No.

Step 4: Enter From Date and To Date .

Step 5: Select Report Format (Html/PDF) .

Step 6: Click on Genrate Button.

After you click Generate button (Reference Step 6) the following Report will appear.

For queries Contact:

Mail id-e.saadhan@gmail.com

Mobile No.-8094101383