The Microplan Estimation Approver plays a critical role in ensuring the accuracy and approval of resource estimation for health campaigns. This user is responsible for reviewing the resource estimations generated by the system, validating assumptions, and approving or rejecting the final microplan estimations. The goal is to ensure that the estimated resources (e.g., vaccines, bednets, medical personnel) align with the actual needs of the campaign, based on the validated population and facility data.
Review and validate resource estimation formulas.
Approve or reject microplan resource estimations.
Adjust estimation parameters and assumptions if necessary.
Ensure that the approved resource estimation aligns with the campaign's needs.
This section details the steps in the microplan estimation approval process.
Step 1: Log in to the Platform
Actor: Microplan Estimation Approver
Objective: Access the microplan estimation dashboard.
Process: The microplan Estimation Approver logs into the platform using their credentials, granting access to the estimation review and approval module.
Outcome: The system displays a list of microplans that require review, with detailed estimations ready for approval.
Step 2: Review Resource Estimation
Actor: Microplan Estimation Approver
Objective: Review the resource estimations generated by the system for the current campaign.
Process:
The system presents the resource estimation calculations based on the uploaded population and facility data.
The estimations are divided into key resources such as:
Vaccines: Estimated based on population size and target population.
Bednets: Calculated for campaigns like malaria prevention.
Personnel: Estimated based on the required workforce for each facility and catchment area.
Outcome: The microplan estimation approver has a comprehensive overview of the resources estimated for the campaign, with breakdowns by resource type.
Step 3: Review and Validate Assumptions
Actor: Microplan Estimation Approver
Objective: Ensure that the assumptions used for resource estimations are accurate and reasonable.
Process:
The system displays key assumptions that drive the resource estimation formulas, such as:
Target Population: Number of people eligible for the intervention (e.g., children aged 3-11 months for SMC campaigns).
Resource Allocation: Number of resources (e.g., bednets, vaccines) per person or household.
Distribution Strategy: House-to-house, fixed post, or a combination of both.
The approver cross-checks these assumptions with known data and campaign requirements.
If any assumptions seem inaccurate or unreasonable, the Microplan Estimation Approver can modify assumptions for list of specific boundaries
Outcome: The assumptions used for resource estimation are validated, and any necessary corrections are made.
Step 4: Approve or Reject the Microplan Estimation
Actor: Microplan Estimation Approver
Objective: Make the final decision to approve or reject the resource estimation for the campaign.
Process:
After reviewing the resource estimation, the Microplan Estimation Approver selects Approve or Reject.
Approve: Confirms that the estimation is valid and the required resources are accurately calculated. Once approved, the estimation becomes final and is locked for campaign execution.
Reject: If the estimation is inaccurate, the approver provides feedback and requests a re-evaluation of the data or assumptions.
The system prompts the approver to provide reasons for rejection, which are communicated to the appropriate team for corrections.
Outcome: Once approved, the resource estimation is finalized, and the required resources are allocated for the campaign. If rejected, the estimation returns to the appropriate team for review and modification.
The Data Approver is responsible for validating population data collected by data collectors. The role primarily ensures that population data used for microplan resource estimation is accurate and consistent with predefined rules. Data approvers play a crucial role in identifying discrepancies and ensuring the validity of population numbers before final approval.
Validate population data collected from the field.
Identify discrepancies in population estimates.
Approve or flag data for further review and corrections.
Note : In the current version we are not including data collectors. Population data uploaded in the system admin flow will be sent for approval
The following describes the step-by-step workflow for the Data Approver:
Step 1: Log in to the Platform
Actor: Data Approver
Objective: Access the data review dashboard.
Process: The Data Approver logs into the microplanning platform with their credentials.
Outcome: The system displays all pending data that needs to be validated.
Step 2: Review Submitted Population Data
Actor: Data Approver
Objective: View population data collected by Data Collectors.
Process:
The Data Approver navigates to the population data review section.
The system presents the population data per administrative level (village, district, etc.).
Data is compared against previously uploaded data or other authoritative sources for discrepancies.
Outcome: The Data Approver views all population-related information for selected regions, including:
Total Population
Target Population (e.g., children aged 3-11 months and 12-59 months for SMC campaigns)
Latitude and Longitude (if available)
Step 3: Identify Discrepancies
Actor: Data Approver
Objective: Identify and highlight any discrepancies in the population data.
Process:
The Data Approver can manually review records to ensure the accuracy of the data.
Outcome: The system flags any discrepancies for further review, such as:
Significant deviations from earlier data (e.g., a village's population is reported as 5,000 when the previous figure was 2,000).
Step 4: Modify and Correct Data (If necessary)
Actor: Data Approver
Objective: Make necessary corrections to flagged data before approval.
Process:
If the Data Approver identifies errors or discrepancies, they may either:
Request corrections from the Data Collector.
Manually correct the data in the system, if they have the necessary authority and information.
Corrections may involve:
Adjusting total population numbers.
Updating target population estimates.
Correcting missing or incorrect geographic data (e.g., coordinates).
Outcome: The flagged data is corrected and updated in the system, ready for re-validation.
Step 5: Approve Population Data
Actor: Data Approver
Objective: Final approval of population data for use in resource estimation.
Process:
Once all discrepancies are resolved, the Data Approver selects the data records for final approval.
The system allows bulk approval or individual record validation based on user preferences.
Outcome: Approved population data is locked and made available for further processes, such as microplan resource estimation.
Step 6: Monitor Data Changes
Actor: Data Approver
Objective: Continuously monitor any changes to population data during the campaign.
Process:
The system provides alerts if any new data is submitted or if there are significant changes to previously approved data.
Data Approvers can review and re-approve any updates or revisions during the campaign.
Outcome: All data changes are tracked, ensuring continuous data integrity throughout the microplanning process.
Create/Update Microplan
The System Administrator is responsible for setting up the entire microplanning platform, which includes defining campaign boundaries, configuring facilities, and assigning roles. This user operates at the national or country level and ensures all configurations align with campaign objectives.
Capture Campaign Details:
Actor: System Administrator/Program Manager
Objective: Configure campaign information.
Process:
Select Disease: Choose the disease for the campaign (e.g., malaria).
Campaign Type: Select from options like Bednets or SMC (Seasonal Malaria Chemoprevention).
Resource Distribution Strategy: Choose between Fixed post, House-to-House, or a combination of both.
Next/Back: Proceed to the next screen or return to the previous step.
Validation:
All fields are mandatory before proceeding.
Naming the Microplan:
Actor: System Administrator/Program Manager
Objective: Assign a unique name to the microplan.
Process:
Auto-Suggested Name: The system provides a default name based on the format: Country-Disease-CampaignType-MonthLast2DigitsOfYear.
User Input: Option to modify the name while following a strict naming convention.
Validation:
The name must be unique and follow specific guidelines (e.g., minimum 3 characters, no special characters except _() ).
Select Campaign Boundaries:
Actor: System Administrator/Program Manager
Objective: Choose the geographic administrative boundaries (country, province, district, village, etc.).
Process:
Multi-Select Dropdowns: Select from a multi-select list of administrative divisions.
Validation: All fields are mandatory.
Upload Population Data:
Actor: System Administrator/Program Manager
Objective: Upload population data required for resource estimation.
Process:
Download Template: Download a pre-configured Excel template.
Input Data: Enter total and target population, village coordinates, etc.
Upload: After filling in the template, upload it back to the system.
Validation:
Ensure data integrity (e.g., total population must be greater than zero, population data must be whole numbers).
Upload Facility Data:
Actor: System Administrator/Program Manager
Objective: Set up facilities to be used during the campaign.
Process:
Download Facility Template: Fill out the downloaded template with facility details (e.g., facility type, capacity, geographic coordinates).
Upload and Validate: Once filled, upload the template.
Validation:
Mandatory fields such as facility name, type, and capacity must be filled in.
Manage Microplan Assumptions:
Actor: System Administrator/Program Manager
Objective: Configure assumptions for calculating required resources.
Process:
Set parameters like population density and distribution strategy.
Validation:
Input values must be numerical.
Access Control and Role Configuration:
Actor: System Administrator
Objective: Define and assign roles and permissions (e.g., Data Collectors, Microplan Approvers).
Process:
Configure roles and assign them to specific users.
Define user boundaries and access hierarchies.
The Facility Catchment Mapper is responsible for mapping health facilities to their respective geographic catchment areas (e.g., villages, districts) using data provided via an API. This mapping ensures that each facility is associated with a specific community, enabling efficient distribution of resources during health campaigns.
Assign health facilities to geographic catchment areas (e.g., villages, localities).
Ensure each village or locality is mapped to an appropriate facility.
Review and update facility assignments when necessary based on campaign requirements.
Below are the detailed steps for the facility catchment mapping process.
Step 1: Log in to the Platform
Actor: Facility Catchment Mapper
Objective: Access the facility catchment management dashboard.
Process: The Facility Catchment Mapper logs into the microplanning platform using their credentials and navigates to the facility catchment module.
Outcome: The system displays a list of available campaigns and their linked facilities retrieved from the API.
Step 2: View Facility Data via Plan Facility
Actor: Facility Catchment Mapper
Objective: Access the list of facilities linked to the microplan, pulled from the Plan Facility.
Process:
The system retrieves the list of facilities linked to the current campaign and displays them in the catchment mapping dashboard.
The data from the Plan Facility includes key attributes such as:
Facility Name
Facility Type (e.g., clinic, hospital)
Capacity (e.g., beds, vaccine storage)
Facility Status (active/inactive)
Facility Location (latitude and longitude)
Outcome: The Facility Catchment Mapper can view all the facilities available for mapping in real time.
Step 3: Assign Facilities to Catchment Areas
Actor: Facility Catchment Mapper
Objective: Map each facility to a corresponding catchment area (e.g., village, district).
Process:
Catchment Area Mapping:
Each facility is mapped to a specific administrative boundary (village, district, etc.).
Facility location (latitude and longitude) is used to cross-reference and ensure the correct geographic catchment area is assigned.
Mapping Considerations:
Ensure each catchment area is assigned to the most appropriate or nearest facility based on geographic proximity.
Avoid conflicts where multiple facilities are mapped to the same geographic area, unless required by the campaign.
Outcome: Each facility is successfully assigned to its respective catchment area, ensuring proper resource allocation during campaign execution.
Step 4: Validate Catchment Area Assignments
Actor: Facility Catchment Mapper
Objective: Ensure the accuracy and validity of facility assignments to catchment areas.
Process:
The system highlights any potential mapping errors or overlaps, such as:
Unmapped villages or localities.
Facilities assigned to incorrect or multiple areas.
The Facility Catchment Mapper reviews and resolves these issues before finalizing the assignments.
Validation checks include:
Ensure each village or locality is mapped to exactly one facility.
Verify that all mandatory fields (facility name, type, status, location) are populated.
Outcome: The mapping is validated, and all errors are corrected before approval.
Step 5: Approve and Save Facility Catchment Mapping
Actor: Facility Catchment Mapper
Objective: Finalize and approve the facility catchment mapping.
Process:
Once all assignments are validated, the mapper approves the mappings.
The system saves the approved mappings, and the data is made available for use in microplan resource estimation and campaign execution.
Outcome: Facility catchment mapping is finalized and stored in the system, ensuring proper facility allocation for the upcoming health campaign.
Geographical Accuracy:
Facilities must be assigned to the correct administrative boundaries based on their geographic coordinates.
Avoiding Overlap:
Each catchment area (village, locality, etc.) should be mapped to only one facility unless otherwise required by the campaign's objectives.
Handling Missing Facilities:
If a catchment area does not have a mapped facility, it must be flagged for review and resolution before the campaign begins.
