Device Management¶

Overview¶

Like the training data entry, the system supports manual data entry and importing using standardized templates for device distribution. The Device Distribution Log and Device Inventory Changes modules are auto-calculated, and no actual data entry takes place in these submenus.

Key Features¶

• Manual device distribution data entry
• Bulk import via standardized templates
• Auto-calculated inventory tracking
• Real-time stock monitoring
• Distribution history logging
• Facility-level tracking
• Donor and transaction recording

Device Distribution Data Entry¶

Device Distribution¶

The system allows users to add new records, perform inline adding, and update existing information when required by selecting the existing record. These features enable users to capture and manage different variables, including surgical volume at the health facility level and the status of use at the receiving facility.

Devices¶

The Devices module captures information about: - Device type - Model and specifications - Available quantity - Total quantity at warehouse level - Manufacturer details - Warranty information - Pricing

Figure 8. Device distribution and devices data management

Device Parameters and Settings¶

In order for a device to be distributed, the device must first be added under the Devices module.

Devices List¶

Devices List Interface

Steps to Add a New Device¶

1. Click on Devices menu from the left sidebar menu under Device Management
2. Click on Add New
3. Enter the following device information:
4. Device Type
5. Model
6. Description
7. Serial Number (SN)
8. Manufacturer
9. Production Date
10. Warranty Date
11. Price (if available)
12. Quantity in Stock Balance
13. Total Quantity
14. Status (check to make it available)
15. Warehouse Location (if applicable)
16. Click on Save so that the device will be available for distribution

Adding a New Device

Device Distribution – Add New¶

Overview¶

The Device Distribution – Add New page allows administrators and authorized users to record new medical device distributions within the system.

This page is used to track:

• Device allocations
• Distribution locations
• Quantities distributed
• Receiving status
• Usage status
• Donor and transaction information

Navigation¶

To access the page:

Device Management → Device Distributions → Add New

Device Distribution Form Interface¶

Device Distribution Add New Form

Purpose of the Page¶

The Add New Device Distribution form is used to:

• Register distributed medical devices
• Track facilities receiving devices
• Monitor device usage and delivery status
• Maintain donor and transaction records
• Support monitoring and evaluation activities

Device Distribution Form Sections¶

1. Location Information¶

Region¶

Select the region where the device is being distributed.

Country¶

Select the country receiving the device.

Facility¶

Select the healthcare facility receiving the device.

2. Device Information¶

Device Type¶

Select the type of medical device being distributed.

Quantity¶

Enter the number of devices distributed.

Order Reference¶

Enter the purchase order, shipment, or reference number associated with the distribution.

3. Distribution Information¶

Distribution Month¶

Select the month the devices were distributed.

Distribution Year¶

Select the distribution year.

Transaction Type¶

Select the transaction category.

Payment Method¶

Select the payment method used.

Donor¶

Select the donor or supporting organization.

4. Facility Activity Information¶

Monthly Surgical Volume¶

Enter the average number of surgeries performed monthly at the facility.

5. Contact Information¶

Contact Name¶

Enter the name of the primary contact person at the receiving facility.

Contact Email¶

Enter the contact person's email address.

6. Receiving Status¶

Is Received¶

Indicates whether the facility has received the devices.

Receiving Date¶

Select the date the devices were received.

7. Usage Status¶

Started Using¶

Indicates whether the facility has started using the distributed devices.

Date Started Using¶

Select the date the facility began using the devices.

8. Notes Section¶

Notes¶

Use this field to enter additional comments or observations.

9. System Fields¶

Created At¶

Displays the date the record was created.

Updated At¶

Displays the date and time of the most recent update to the record.

Adding Related Records¶

Several dropdown fields include an Add new option. This allows users to create related records directly from the form without leaving the page.

Supported Quick Add Fields¶

• Region
• Country
• Facility
• Device Type
• Transaction Type
• Payment Method
• Donor

Example Workflow: Adding a New Device Distribution¶

1. Select the region and country
2. Choose the receiving facility
3. Select the device type
4. Enter quantity and order reference
5. Select distribution month and year
6. Choose transaction type and payment method
7. Select donor information
8. Enter contact details
9. Mark whether devices were received
10. Add usage status and notes
11. Save the record

Additional Modules under Device Management¶

Device Distribution Log¶

The Device Distribution Log tracks all device distribution transactions and inventory changes within the system.

Uses¶

• Monitor device distribution activities
• Track inventory deductions
• Maintain audit history
• Identify stock movement
• Support reporting and accountability

Device Distribution Log Interface¶

Device Distribution Log Interface

Access¶

Device Management → Device Distribution Log

Main Information Displayed¶

Example Log Entry¶

Device Inventory Changes¶

The Device Inventory Changes module provides a summary of current inventory levels and device availability.

Uses¶

• Monitor available inventory
• Track stock balances
• Support procurement planning
• Prevent stock shortages
• Review distribution impact on inventory

Device Inventory Changes Interface¶

Device Inventory Changes Interface

Access¶

Device Management → Device Inventory Changes

Main Information Displayed¶

Example Inventory Record¶

Inventory Calculation Formula¶

Available Stock = Total Quantity - Total Distributed

Example Calculation:

Available Stock = 100 - 37 = 63

Module Summary¶

These modules help maintain accurate inventory records and support Monitoring & Evaluation (M&E) reporting.

Device Management Workflow Diagram¶

flowchart TD
    A[Add Device to Inventory] --> B[Device Available in Stock]
    B --> C[Create Distribution Record]
    C --> D[Select Recipient Facility]
    D --> E[Enter Distribution Details]
    E --> F[Save Distribution Record]
    F --> G[Auto-Calculate Inventory]
    G --> H[Update Distribution Log]
    H --> I[Update Inventory Changes]
    I --> J[Monitor Usage Status]
    J --> K[Generate Reports]

Best Practices¶

Data Entry¶

• ✅ Verify facility information before submission
• ✅ Ensure quantities are accurate and match physical distribution
• ✅ Record receiving dates immediately after confirmation
• ✅ Update usage status when devices become operational
• ✅ Include detailed notes for tracking and reporting

Inventory Management¶

• ✅ Regularly reconcile physical inventory with system records
• ✅ Set up low stock alerts for critical devices
• ✅ Review distribution logs monthly for accuracy
• ✅ Document any discrepancies immediately

Reporting¶

• ✅ Generate monthly distribution summaries
• ✅ Track device utilization rates by facility
• ✅ Monitor donor contributions and allocations
• ✅ Prepare quarterly inventory reports

Troubleshooting¶

Unable to Save Record¶

Possible causes:

• Required fields are missing
• Invalid email format
• Quantity field contains non-numeric values
• Required dropdown selections not completed

Solutions:

1. Review all required fields (marked with *)
2. Verify email address format: name@example.com
3. Ensure quantity is a positive number
4. Complete all dropdown selections

Facility Not Found¶

If the facility does not appear in the dropdown:

1. Click Add new next to the Facility field
2. Create the facility record with all required information
3. Return to the distribution form
4. Refresh the Facility dropdown
5. Select the newly added facility

Inventory Discrepancy¶

If the calculated inventory doesn't match physical stock:

1. Review the Device Distribution Log for recent transactions
2. Verify all distributions have been properly recorded
3. Check for any manual adjustments needed
4. Contact system administrator if issue persists

Device Not Available in Dropdown¶

If a device type is not available for selection:

1. Navigate to Device Management → Devices
2. Verify the device exists and status is "Available"
3. Check if quantity in stock is greater than zero
4. Add new device if needed using the Add New button

Monitoring and Reporting Use¶

The Device Distribution module supports:

• ✅ Device tracking across all facilities
• ✅ Donor reporting with detailed distribution records
• ✅ Facility-level monitoring of equipment
• ✅ Equipment utilization analysis
• ✅ Distribution audits and compliance
• ✅ Monitoring & Evaluation (M&E) activities
• ✅ Supply chain optimization
• ✅ Procurement planning

Related Documentation¶

• Facility Management Guide

Frequently Asked Questions¶

Q: Can I import device distributions in bulk? A: Yes, the system supports bulk import using standardized CSV/Excel templates.

Q: How often is the inventory automatically updated? A: Inventory is updated in real-time as distribution records are saved.

Q: Can I edit a distribution record after saving? A: Yes, you can edit existing records, which will automatically update inventory calculations.

Q: How do I track devices that are returned or replaced? A: Use the Transaction Type field to record returns, replacements, or repairs.

Q: Can I generate reports by donor or time period? A: Yes, the reporting module allows filtering by donor, date range, facility, and device type.