Facility Management¶

Overview¶

The Facility Management module allows authorized users to manage healthcare facilities, regions, and countries within the Lifebox M&E System. This module is essential for tracking device distributions, training sessions, surgical cases, and other M&E activities at specific locations.

Key Features¶

• Hierarchical location management (Regions → Countries → Facilities)
• Facility information tracking (name, type, address, coordinates)
• Integration with Device Distribution, Training, and Surgical Case modules
• Real-time facility status monitoring
• Relationship mapping between facilities and distributed data

Access Control¶

User Permissions¶

⚠️ NOTE: Only Data Managers and System Admins are allowed to access and modify Regions, Countries, and Facilities modules.

Navigation¶

To access the Facility Management modules:

Settings → LB Variables

From there, you can access:

• Regions
• Countries
• Facilities

Location Hierarchy¶

┌─────────────────────────────────────────────────────────────────┐
│                        Location Hierarchy                       │
├─────────────────────────────────────────────────────────────────┤
│                                                                 │
│                    ┌──────────────────┐                         │
│                    │     Region       │                         │
│                    │  (e.g., Africa   │                         │
│                    │   -E&S)          │                         │
│                    └────────┬─────────┘                         │
│                             │                                   │
│                             ▼                                   │
│                    ┌──────────────────┐                         │
│                    │     Country      │                         │
│                    │  (e.g., Rwanda,  │                         │
│                    │   Ethiopia)      │                         │
│                    └────────┬─────────┘                         │
│                             │                                   │
│                             ▼                                   │
│                    ┌──────────────────┐                         │
│                    │    Facility      │                         │
│                    │  (e.g., Kibogora │                         │
│                    │   Hospital)      │                         │
│                    └──────────────────┘                         │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

Regions Management¶

Overview¶

Regions represent the highest level in the location hierarchy. Each region can contain multiple countries and facilities.

Regions List Interface¶

Figure 1: Regions List Interface

Regions Table Columns¶

Example Regions Data¶

Related Data Accessible from Region¶

From each region record, you can view related:

• Countries
• Device Distributions
• Lifebox Staff
• PMI Data Values

Adding a New Region¶

Steps to Add a Region¶

1. Navigate to Settings → LB Variables → Regions
2. Click on Add New button
3. Enter the following information:
4. Region Name (required)
5. Description (optional)
6. Click Save to create the region

Figure 2: Adding a New Region

Editing a Region¶

Steps to Edit a Region¶

1. Navigate to Settings → LB Variables → Regions
2. Locate the region you want to edit
3. Click the Edit button (pencil icon)
4. Update the necessary fields
5. Click Save to apply changes

Figure 3: Editing a Region

Deleting a Region¶

⚠️ WARNING: Deleting a region will also affect all associated countries and facilities. Only delete if absolutely necessary.

Steps to Delete a Region¶

1. Navigate to Settings → LB Variables → Regions
2. Locate the region you want to delete
3. Click the Delete button (trash icon)
4. Confirm the deletion when prompted

Countries Management¶

Overview¶

Countries are linked to specific regions and contain multiple facilities. Each country record stores essential information including ISO codes for international identification.

Countries List Interface¶

Figure 4: Countries List Interface

Countries Table Columns¶

Example Countries Data¶

Related Data Accessible from Country¶

From each country record, you can view related:

• Clean Cut Implementations
• Device Distributions
• Facilities
• Surgical Cases
• Training Sessions
• Training Participants
• Venues
• PMI Data Values

Adding a New Country¶

Steps to Add a Country¶

1. Navigate to Settings → LB Variables → Countries
2. Click on Add New button
3. Enter the following information:
4. Country Name (required)
5. Region (select from dropdown)
6. ISO Code (3-letter code, e.g., ETH, RWA)
7. Country Code (2-letter code, e.g., ET, RW)
8. Click Save to create the country

Figure 5: Adding a New Country

Editing a Country¶

Steps to Edit a Country¶

1. Navigate to Settings → LB Variables → Countries
2. Locate the country you want to edit
3. Click the Edit button (pencil icon)
4. Update the necessary fields
5. Click Save to apply changes

Figure 6: Editing a Country

ISO Code Reference¶

Facilities Management¶

Overview¶

Facilities represent individual healthcare institutions (hospitals, clinics, health centers) where Lifebox programs are implemented. Each facility is linked to a specific country and region.

Facilities List Interface¶

Figure 7: Facilities List Interface

Facilities Table Columns¶

Example Facilities Data¶

Related Data Accessible from Facility¶

From each facility record, you can view related:

• Clean Cut Implementations
• Device Distributions
• Follow Ups
• Surgical Cases
• Training Sessions
• Ward Rounds
• Training Participants
• Venues
• PMI Data Values

Facility Edit Interface¶

The facility edit page allows you to view and modify all facility information.

Edit Page Fields¶

Figure 8: Facility Edit Interface

Adding a New Facility¶

Prerequisites¶

Before adding a facility, ensure that:

• The Region exists in the system
• The Country exists in the system
• You have Data Manager or System Admin permissions

Steps to Add OR Edit a Facility¶

1. Navigate to Settings → LB Variables → Facilities
2. Click on Add New button or Click the Edit button (pencil icon) or click on the facility name
3. Complete the following required fields:
4. Facility Name (e.g., "Kibogora Level Two Teaching Hospital")
5. Region (select from dropdown)
6. Country (select from dropdown)
7. Facility Type (select from dropdown)

8. Is Active (toggle to active)

9. (Optional) Fill in additional fields:

10. Address
11. City
12. Latitude (e.g., -2.123456)

13. Longitude (e.g., 30.123456)

14. Click Save to create the facility

Figure 9: Adding a New Facility

Facility Types¶

Common facility types include:

Activating/Deactivating a Facility¶

To Deactivate a Facility¶

1. Edit the facility record
2. Toggle Is Active to OFF
3. Click Save
4. The facility will no longer appear in active dropdown selections

To Activate a Facility¶

1. Edit the facility record
2. Toggle Is Active to ON
3. Click Save
4. The facility will reappear in active dropdown selections

ℹ️ NOTE: Deactivating a facility does not delete historical data. All associated records (device distributions, training sessions, etc.) remain for reporting purposes.

Data Relationships¶

Facility Relationship Diagram¶

flowchart TD
    R[Region] --> C[Country]
    C --> F[Facility]

    F --> DD[Device Distributions]
    F --> TS[Training Sessions]
    F --> SC[Surgical Cases]
    F --> TP[Training Participants]
    F --> CCI[Clean Cut Implementations]
    F --> FU[Follow Ups]
    F --> WR[Ward Rounds]
    F --> V[Venues]
    F --> PMI[PMI Data Values]

    style R fill:#e1f5fe
    style C fill:#e8f5e9
    style F fill:#fff3e0

Related Data Counts¶

From the Facilities list, you can see counts of related data:

Bulk Operations¶

Importing Facilities via CSV¶

The system supports bulk import of facilities using standardized CSV templates.

CSV Template Format¶

Facility Name,Region,Country,Facility Type,Address,City,Latitude,Longitude,Is Active
Kibogora Hospital,Africa-E&S,Rwanda,Teaching Hospital,123 Main St,Kibogora,-2.123456,30.123456,Yes
Kirehe Hospital,Africa-E&S,Rwanda,District Hospital,456 Market Rd,Kirehe,-2.234567,30.234567,Yes

Steps to Import¶

1. Navigate to Settings → LB Variables → Facilities
2. Click on Import button
3. Select the CSV file
4. Map columns to system fields
5. Click Import to begin the import process

Figure 10: Bulk Import Interface

Exporting Facilities¶

Steps to Export¶

1. Navigate to Settings → LB Variables → Facilities
2. Apply any desired filters
3. Click on Export button
4. Select export format (CSV, Excel, PDF)
5. Save the exported file

Facility Management Workflow¶

flowchart TD
    A[Start] --> B{Region Exists?}
    B -->|No| C[Create Region]
    C --> D[Create Country]
    B -->|Yes| D

    D --> E{Country Exists?}
    E -->|No| F[Create Country]
    F --> G[Create Facility]
    E -->|Yes| G

    G --> H[Enter Facility Details]
    H --> I[Set Geographic Coordinates]
    I --> J[Set Active Status]
    J --> K[Save Facility]
    K --> L[Link to Related Data]
    L --> M[Monitor Activity]
    M --> N[End]

Best Practices¶

Data Entry¶

• ✅ Verify facility names match official records
• ✅ Use consistent naming conventions across all facilities
• ✅ Always select the correct region and country
• ✅ Include accurate geographic coordinates for mapping
• ✅ Keep facility contact information up to date

Data Management¶

• ✅ Regularly review and update facility information
• ✅ Deactivate facilities that are no longer operational
• ✅ Document facility type changes
• ✅ Maintain audit trails of facility modifications
• ✅ Backup facility data before bulk operations

Geographic Data¶

• ✅ Use decimal degrees for latitude and longitude
• ✅ Verify coordinates before saving
• ✅ Test coordinate links to mapping services
• ✅ Include city and address for physical location

Troubleshooting¶

Cannot Add Facility¶

Possible causes:

• Region not yet created
• Country not yet created
• Insufficient permissions

Solutions:

1. Verify you have Data Manager or System Admin permissions
2. Create the required region first
3. Create the required country within the region
4. Then create the facility

Facility Not Appearing in Dropdowns¶

Possible causes:

• Facility is deactivated (Is Active = OFF)
• Facility not saved properly
• Cache issues

Solutions:

1. Check if "Is Active" is toggled ON
2. Verify the facility exists in the Facilities list
3. Clear browser cache and refresh
4. Contact system administrator if issue persists

Duplicate Facilities¶

Prevention:

• Search for existing facilities before adding
• Use consistent naming conventions
• Implement periodic data quality reviews

Resolution:

1. Identify and deactivate duplicate facility
2. Migrate related data to the correct facility
3. Delete or archive the duplicate record

Region or Country Missing¶

Solution:

1. Navigate to Settings → LB Variables → Regions
2. Add the missing region
3. Navigate to Settings → LB Variables → Countries
4. Add the missing country
5. Return to facility creation/editing

Reporting and Analytics¶

Available Reports¶

Generating Reports¶

1. Navigate to Reports → Facility Reports
2. Select report type
3. Apply filters (region, country, status)
4. Click Generate
5. Export or print as needed

Integration with Other Modules¶

Device Distribution¶

Facilities are the primary recipients of device distributions. The Device Distribution module uses the Facility list to identify distribution locations.

Training Management¶

Training sessions, participants, and venues are all linked to specific facilities for location tracking.

Surgical Cases¶

Each surgical case is associated with a facility where the procedure was performed.

PMI Data Values¶

M&E data values are collected at the facility level for program monitoring.

Frequently Asked Questions¶

Q: Can a facility belong to multiple regions? A: No, each facility is associated with one country, which belongs to one region.

Q: What happens to historical data when a facility is deactivated? A: Historical data remains intact and accessible for reporting. Only new selections are affected.

Q: How do I update a facility's location? A: Edit the facility record and update the latitude/longitude fields.

Q: Can I track facility closures? A: Yes, set the facility status to "Inactive" when it closes. Historical data remains for analysis.

Q: How do I get coordinates for a facility? A: Use tools like Google Maps to find latitude and longitude, then enter them in the facility edit form.

Q: Is there a limit to how many facilities I can add? A: No, the system can accommodate any number of facilities.

Related Documentation¶

• Device Management
• Training Management

Document Version: 1.0 Last Updated: May 2026 Maintained by: MERQ Consultancy