Setup Microplan

Step-by-Step Guide to Set Up a Microplan - only for administrators

Roles involved:

• System Administrator

Step 1: Select Language & Log In

1. Select a preferred language:

   • English

   • Portuguese

   • French

   
2. Click Continue to proceed to the login page.

3. Enter the following details:

   • Username

   • Password

   • City

   
4. Click Login.

📌 Note: User accounts for system administrators are created by the implementation team. Login credentials are shared separately.

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Step 2: Access the Home Page

After logging in, you can access the following actions:

• Set Up Microplan – Create and configure a new microplan

• Open Microplans – View drafted or completed microplans

• User Management – Register and manage users and roles

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Step 3: Create Users (Mandatory for First-Time Setup)

Before setting up a microplan, users with the required roles must be created.

3.1 Open User Management

• Click User Management from the home page.

• The dashboard displays registered users with:

  • Name

  • Email

  • Contact Number

  • Assigned Role

  

You can:

• Search users by name or contact number

• Filter users by role

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3.2 Bulk Upload Users

1. Click Bulk Upload Users.

2. Download the user registration Excel template.

Template Structure

• Read Me – Instructions to fill and upload the template

• User Roles – List and description of available roles

• Role-wise Sheets – One sheet per role with fields:

  • Name

  • Contact Number

  • Email ID

  

1. Fill in user details as per the role sheets.

2. Upload the completed file.

3. Submit the file to complete user registration.

3.3 Download User Credentials

After successful submission:

• Download generated user credentials

• View:

  • Uploaded file name

  • Upload timestamp

  • Uploaded by (system admin)

  • Login credentials for each user

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Step 4: Start Microplan Setup

Click Set Up Microplan.

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Step 5: Capture Campaign Details

Enter the following details:

• Disease (default: Malaria)

• Campaign Type (e.g., Bednet, SMC)

• Resource Distribution Strategy

  • Fixed Post

  • House-to-House

  • Fixed Post & House-to-House

  

📌 Assumptions and estimation formulas are auto-configured based on selections.

Click Save and Proceed.

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Step 6: Name the Microplan

• Review selected campaign details.

• Provide a Microplan Name:

  • Auto-suggested format: Disease–CampaignType–DistributionStrategy–MonthYY

  • Editable and mandatory

• Naming rules:

  • Minimum 3 characters

  • Cannot be only numeric

  • Allowed special characters: - _ ( ) &

Click Save and Proceed.

⚠️ Campaign details cannot be edited after this step.

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Step 7: Select Campaign Boundaries

• Select administrative boundaries using hierarchical checkboxes.

• Selection must proceed top-down (country → province → district → village).

• Only pre-configured boundary data can be selected.

Click Save and Proceed.

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Step 8: Upload Population Data

Population data is uploaded at the lowest administrative level.

8.1 Download Population Template

• Click Download Template.

• Each campaign has a separate template.

• Structure:

  • Read Me tab with instructions

  • One sheet per district containing villages

8.2 Populate & Upload Data

Required guidelines:

• Population values must be whole numbers

• No empty or negative values

• Latitude/Longitude must be in decimal format

• Do not modify columns, sheets, or structure

Upload the completed template and click Save and Proceed.

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Step 9: Upload Facility Data

9.1 Download Facility Template

• Existing facilities (if any) are pre-filled.

• New facilities can be added.

Template Sheets

• Read Me

• Facility List

• Boundary Data

Facility fields include:

• Facility Name, Type, Status

• Capacity

• Usage status

• Fixed post flag

• Residing boundary code

• Latitude & Longitude (optional)

9.2 Validate & Upload

Validation rules:

• All fields are mandatory except latitude/longitude

• Dropdown values must be used

• No structural changes to the template

• No negative capacity values

Upload the file and click Save and Proceed.

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Step 10: Configure Microplan Assumptions

1. Answer preliminary questions (based on distribution strategy).

1. Configure assumptions under:

   • General

   • Registration

   • Distribution

   • Commodities

   • Vehicles

   

You can:

• Add new assumptions

• Delete existing assumptions

Click Save and Proceed.

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Step 11: Configure Estimation Formulas

• Review auto-configured formulas based on campaign and strategy:

  • General

  • Registration

  • Distribution

  • Commodities

  • Vehicles

• Add or delete formulas if required.

Click Save and Proceed.

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Step 12: Assign Users

Assign users to the microplan by role:

• National Microplan Estimation Approver

• National Facility Boundary Assigner

• National Population Data Approver

• Microplan Estimation Approver

• Facility Boundary Assigner

• Population Data Approver

For each role:

1. Click Assign

2. Search and select users

3. Assign or unassign as needed

Click Save and Proceed.

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Step 13: Review & Finalise Microplan

• Review all configuration tabs in the summary screen.

• Make final edits if required.

• Finalise the microplan.

⚠️ Once finalised, the microplan cannot be edited.

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Step 14: View Microplans

Click Open Microplan to view all microplans.

Microplan Statuses

• Drafted – Setup incomplete

• Completed Setup – Ready for execution

• Validation in Progress

• Microplan Finalised

Available Actions

• Edit Microplan: Edit the microplan while it is in Draft status.

• View Summary: View the microplan details once setup is complete; editing is not allowed.

• Download: Download the finalised microplan estimation in Excel format.