COLUMBUS Project
Columbus Blueprint
Version 2.4
Date: April 2015
DUE NOW High Level Process
This End to End process manages the stock requirement calculation based on the product demand,
product cost, stores needs, stores and patients product preferences, seasonal forecast and
provider/delivery services. The process purpose is customizing and calculating the stock to reorder
ensuring the stock availability at the store and decreasing the warehousing loss (e.g. expiration date)
Diagram
The list below indicates the steps performed to complete this process. The Activity field refers to the
squares in the diagram above and the description field explains what action is performed.
ID
Activity
Description
Determine Ranging
Review Frequency
The Job of Due Now determines for each
store if the Frequency Review is Weekly or
Daily based on the number of owings.
The weekly review is the frequency set for
Products with a constant dispensing
frequency.
The Product with a dispensing frequency
suddenly increased (it will be measured by the
number of owings) will need to be reviewed on
a daily basis for a certain number of days.
Determine Product
Demand and Ranging
The Due Now job determines for each Product
the number of prescription and quantity
dispensed in a certain period and based on
these data will evaluate if the Product has to
be ranged (considered) or not in the Due now
calculation.
Calculate Min and Max
Quantity
Based on the rules set by the user, the Due
now Job will calculate the Min and Max stock
level Quantity for each product included in the
review.
Replenishment
Parameters Management
The application provide the option to set and
customize the parameters values.
The user will be able to set the parameter
values at Global, Store and Product Level and
he will be also able, for each of the
Parameters involved in the Job (more than 40
Parameters), to set a plan by entering values
to use immediately or to be applied in the
future.
The Replenishment Parameters Management
feature has been introduced also to give the
option to the user to view the value calculated
by the Replenishment job.
5.
Replenishment
Parameters Report
In order to improve the replenishment
calculation will be strategic having the option
to run reports by store to verify for all products
the parameters value combined with the other
available data (sales, stock orders, etc)
7.
Columbus Prescription
Entry
The Replenishment will use the dispensing
Data available
8.
Extract Dispensing Data
In the replenishment calculation will be also
1.
2.
3.
4.
Parameters
from External System
considered the dispensing data coming from
an external system.
9.
Calculate Stock
Requirement
Based on the Min Stock Values, Max Stock
Values and the whole Stock available the
system is able to evaluate the Stock to Order.
In this calculation will be also considered the
available Overstock.
10.
Review and update
Orders
If the store is enabled, the user will be able to
review and update the Orders prior to
transmission
11.
Store User Data Entry
The User enters prescription data
12.
Store User Completes
Data Entry
The User completes the prescription data
entry
13.
Send Stock Order
Automatically or requested by the user, the
system sends the Orders
14.
Order Monitoring
The user is able to view all Columbus
generated Orders
15.
Process Order Status
Update
The system manages the Order status based
on the updates received from AHDL
16.
Order Acknowledgement
AHDL sends an Acknowledgement message
to Columbus
17.
Special Order Identified
AHDL identifies that the Order is Special
18.
Special Orders
Confirmed as Sent
AHDL advices Columbus that the Special
Order has been sent to the External supplier
19.
Special Orders Final
Confirmation
Special Order has been Sent to Columbus
20.
Order Well Load
AHDL sends a message to Columbus to
inform that the order has been load
21.
Order Well Release
AHDL sends a message to inform Columbus
that the order is ready for picking
22.
Pick Adjustment
AHDL sends a message to inform Columbus
that the Pick Adjustment is in progress
23.
Generate or
ReGenerateInvoice
AHDL generates or regenerates the invoice
24.
Consolid Drop Sheet
AHDL sends a message to inform Columbus
that the order is ready to be sent
25.
Final Despatch
The order has been sent
26.
Check Goods In
User confirms the stock received entering
manually the details or assisted by the article
scanning.
The system performs the stock adjustment.
27.
Receive Deliveries
The user matches the Stock received with the
Stock ordered
28.
Printing Label
The system prints the labels
29.
Stock Assembly
The User assemblies stock
30.
Clinical and Accuracy
Check
The user perform a clinical and accuracy
check
31.
Bag Assembled Item and
place in retrievial
The user prepares the bag with the items
32.
Hand-Out
The user dispenses the bag to the patient
33.
Bulk Scanning to request
Claim
The user performs Bulk Scanning of electronic
prescription to send dispense notifications to
NHS spine
34.
Put Away
The User allocates the received stock on the
shelves
35.
The User requests
Manually Replenishment
Calculation
The User can request manually the
Replenishment Calculation
DUE DATE High Level Process
Diagram
The list below indicates the steps performed to complete this process. The Activity field refers to the
squares in the diagram above and the description field explains what action is performed.
ID
Activity
Description
1.
Due Date Order Initiated
The system collects the Due Date Prescription
to order
2.
PMS Consolidate and
Order Stock
The System aggregates in Replenishment
Order Line all the Quantities relating to the
Product in order to fulfill the Due Date
prescriptions that will be dispensed.
Then the System orders the required stock
3.
Store User Data Entry
The User enters prescription data
4.
Store User Completes
Data Entry
The User completes the prescription data
entry
5.
Due Date Reports
The user on the Due Date Report is able to
monitor the Orders status
6.
Order Monitoring
The user is able to view all Columbus
generated Orders
7.
Process Order Status
Update
The system manages the Order status based
on the updates received from AHDL
8.
Order Acknowledgement
AHDL sends an Acknowledgement message
to Columbus
9.
Special Order Identified
AHDL identifies that the Order is Special
10.
Special Orders
Confirmed as Sent
AHDL advices Columbus that the Special
Order has been sent to the External supplier
11.
Special Orders Final
Confirmation
Special Order has been Sent to Columbus
12.
Order Well Load
AHDL sends a message to Columbus to
inform that the order has been load
13.
Order Well Release
AHDL sends a message to inform Columbus
that the order is ready for picking
14.
Pick Adjustment
AHDL sends a message to inform Columbus
that the Pick Adjustment is in progress
Parameters
15.
Generate or
ReGenerateInvoice
AHDL generates or regenerates the invoice
16.
Consolid Drop Sheet
AHDL sends a message to inform Columbus
that the order is ready to be sent
17.
Final Despatch
The order has been sent
18.
Check Goods In
User confirms the stock received entering
manually the details or assisted by the article
scanning.
The system performs the stock adjustment.
19.
Receive Deliveries
The user matches the Stock received with the
Stock ordered
20.
Printing Label
The System prints the labels
21.
Review and Transmit
Orderpad
The user can review and Transmit the Orders
(one for one ordering)
22.
Stock Assembly
The User assemblies stock
23.
Clinical and Accuracy
Check
The user perform a clinical and accuracy
check
24.
Bag Assembled Item and
place in retrievial
The user prepares the bag with the items
25.
Hand-Out
The user dispenses the bag to the patient
26.
Bulk Scanning to request
Claim
The user performs Bulk Scanning of electronic
prescription to send dispense notifications to
NHS spine
27.
Put Away
The User allocates the received stock on the
shelves
28.
Extract Dispensing Data
from Esternal System
In the replenishment calculation will be also
considered the dispensing data coming from
an external system.
29.
Columbus Prescription
Entry
The Replenishment will use the dispensing
Data available
Stock Management High Level Process
The stock management is the process dedicated to maintain an accurate stock file making system and
manual stock quantities adjustments, capturing and recording stock movement reason.
This process includes the stock enquiry functionality to make the user able to verify the product
availability. This will also allow improving management of customers either in store or on the telephone
where stock is not available in store. It is also possible to verify the stock availability at the service
centre of the wholesaler.
Diagram
The list below indicates the steps performed to complete this process. The Activity field refers to the
squares in the diagram above and the description field explains what action is performed.
ID
Activity
Step Description
1.
Prescription Data
Entry
A PMS User enters a Prescription that will be stored
in a Prescription repository
2.
Review Orders
The PMS User has the option to review order prior
transmission
3.
Send Product file
to Third Party
Provider
When a major event occurs (such as flood/fire in
Store) a full Stock Take is required.
A list of Product is sent to Third Party Provider to
count all product stocked by Columbus
4.
Extract Dispensing
Data from External
System
The dispensing data coming from an external
system are extracted and put in a Prescription
repository
5.
Hand-out
The drug are dispensed to the Patient
6.
Stock Levels
Update
The Stock figures are updated according to the
dispensing
7.
Pack Scan
The PMS User can scan the Articles to dispense
When a Prescription is dispensed but there is No
Stock of product or an Owing is created but Stock
exists,
or
8.
Exception Count
Management
When a User updates an order quantity reviewing
Due Now Orders,
an Exception Count is created automatically by the
system and added to the Count List with automatic
Reason.
The PMS User has the option also to create an
exception manually.
The created Exception can be managed and
completed by entering the counted value.
9.
Calculate Stock
Requirement
The System determines the Products to order and
calculates the related quantities by applying the
Replenishment algorithm.
Parameters
10.
Send Stock Order
The System transmits the Purchase Orders created
(both for Due Now and Due Date order type)
11.
Due Date
Dispensing
Aggregation
Replenishment
Order Lines
At a specified time, the system execute a job to
aggregate the replenishment order lines to send
12.
Order Monitoring
The PMS User has the option to search a Purchase
Order and view the related details
13.
Special Orders
Final Confirmation
Special Order has been Sent to Columbus
14.
Consolid Drop
Sheet
AHDL sends a message to inform Columbus that
the order is ready to be sent
15.
Final Despatch
The order has been sent
16.
Generate or
ReGenerateInvoice
AHDL generates or regenerates the invoice
17.
Order
Acknowledgement
AHDL sends an Acknowledgement message to
Columbus
18.
Order Well Load
AHDL sends a message to Columbus to inform that
the order has been load
19.
Order Well
Release
AHDL sends a message to inform Columbus that
the order is ready for picking
20.
Pick Adjustment
AHDL sends a message to inform Columbus that
the Pick Adjustment is in progress
21.
Special Order
Identified
AHDL identifies that the Order is Special
22.
Special Orders
Confirmed as Sent
AHDL advices Columbus that the Special Order has
been sent to the External supplier
23.
Adjust Stock
The counted Stock values are received from 3rd
Party and used to adjust Stock levels
24.
Stock Enquiry
With Stock Enquiry subprocess the PMS User can
search for a Product and view its Usage, the
associated Order History and Availability in AHDL
(he can also submit a manual order)
25.
Process Order
The system manages the Order status based on the
26.
27.
Status Update
updates received from AHDL
Stock Levels
update
When the PMS User "Completes" an exception (i.e.
entering the counted values) the system updates
the related Stock
Stock Amendment
With Stock Management process the PMS User by
selecting the Stock Adjustment reason (to
determine if the incoming adjustment will be positive
or negative) and by entering the total number of
whole packs and/or the total number of units
contained in any split packs can maintain the Stock
levels always updated.
Stock Adjustment reason can be maintained by the
User
28.
Goods Receiving
At receive deliveries, the system checks goods.
29.
Put Away
The received goods are put on the shelf