Annual Programme Budget (APB)
Annual Programme Budget
Rationale - When adding information to this section please be aware that this is not where you are ordering your products from IPPF but rather this is where you will be estimating your requirements for the following year.
In your web browser go to prism.ippf.org. The preferred browser is Google Chrome, but you can also use Firefox, Safari and Microsoft Edge.
Log on to the site by entering a valid eIMS user name and password and select the required language (English).
Commodities - APB
Step 1
View and Add Products
To start your Annual Programme Budget just hover over the "Commodities" tab on menu then click "APB".
Change the year in the drop down menu to the following year, the year in which you wish to estimate your projections for (e.g. if you are currently in 2017 before October then please change the year to 2018). Also make sure that the entity is correct.
Click on Add Product to view and a new product to your APB
Your Product Portfolio table will be empty as this is a new year in which no products have yet been entered. To add all of the products which you currently have in stock and which you intend to order from IPPF in the following year,
Check to make sure that you are searching for products in the appropriate catalogue (Local, IPPF ICON, ARO, AWR, EN, SAR, ESEAOR or WHR), type in the product then click search. Once the product has been found click the add “+” icon next to the product. Repeat the process for all products and then close pop up by clicking the "x".
Note: Info
Please be aware that even if IPPF is not your local supplier you should still add the product from the IPPF ICON catalogue on PRISM. After you have done this you can then change the source of your supplier. Please see the instructions below.
It is crucial at this stage that you remember to add a local supplier to a product if you intend to only place part of your order with IPPF. This is because the system needs to have your precise stock level information so that it can make an informed calculated estimation for the ideal quantity of each product for you to order from IPPF.
Delete Selected Product
To delete products from the list. Simply select all the product using the sect buttons and then click Delete Selected Products, or alternatively delete by clicking the trash icon next to the name of the product
Click Next to move to Step 2.
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Step 2
Distribution Projections
Click on the edit icon to add the details on the distribution projections. This must be performed for each of the products that were added in Step 1.
There are three columns that need to be filled for the projected distributions for the current year (2017 has to be at least as high as the HYR actuals), for the APB year (2018), and the year after that (2019)
Days out of Stock
This is a new feature that was not previously available in eIMS. In this field you can include the estimated total days out of stock for the current year (2017) and for the APB year (2018). This allows the program for a better calculation of the average monthly consumption since it only takes into account the months when there was actually product available and prevents miscalculating the quantities needed.
In the status box you should see a blank data entry box below the title MA Notes. Here you can enter manually your explanation. This is an internal messaging system which your regional office can access and it means they do not have to contact you directly to enquire the reason behind the discrepancy.
Please then click in the circle next to the green OK box. This will further signal to your RO that you have a reason for overriding the systems judgement. Alternatively if there is a problem which you would like to alert your regional office to, you can tick one of the circles to indicate either Needs Attention or Possible Problems have occurred. If this is the case please enter a message to your Regional Office in the MA Notes box explaining what the potential problem is.
After you finalise all the data input make sure to hit the button save at the top of the pop up screen.
Click Next to move to Step 3.
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Step 3
Movements
In the same way as STEP 2 you need to access the information by pressing the pencil icon. After a pop up screen shows you need to include the information on estimated shipments for 2017.
After your input of all the incoming shipments you need to include all the adjustments estimated for the current year 2017 (such as expires, etc) and the APB year (2018). You can also make comments at the bottom of the screen and make sure you hit the save
button at the top of the pop up screen after the information of each item is input.
Click Next to move to Step 4.
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Step 4
Shipment
Shipment In the same way as the previous two steps you will need to press the pencil icon to get the pop up screen where the data is captured. After it shows you will need to press the Update MA button to show what the program estimates to be the ideal order of the product based on the standard parameters.
Shipment If you want to change some of the parameters in the calculation these can be changed as follows. Again, please make sure to hit the save button after the data of each product is captured.
• Months of stock at the end of APB Year 2018: Default option is 9 months of stock calculated by 31-DEC-2018 but this can be modified by the user. Be careful in your selection to make sure that there is not too much stock that can create probable expiry issues, or too little that it will make more likely the creation of supplemental orders in 2018.
• Alternative request: Write the request in full units (for example cycles for orals, or single condoms) and then hit the Update button to make sure that the quantity to ship is calculated in full boxes
• Ship by: This can be changed between sea freight (less expensive-longer time for arrival) and air freight (more expensive – shorter time for arrival). Please also note that most pharmaceuticals require some specific temperature conditions and cannot be shipped on regular ocean containers as partial units. For ocean shipping the only method available for pharmaceuticals is temperature control full containers.
Click Next to move to Step 5.
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Step 5
Quotations/Estimation/Orders
When all the data for all the products has been included in the steps before you can continue to Step 5. In this step you will need to press the Generate QEO report and then a quotation of the total cost of the shipmen planned will be created. Pressing on the ID number (6240 in the example below) will provide a pop us screen with the details of the quotation. There will be one separate quotation by mode of transportation in case that the items are selected to come separately. If you change information in Step 4 for any product you will need to press the Generate QEO button again so that the updated quote is generated.
Submit APB
Once you are comfortable with the quotes that you are getting in STEP 5 you can proceed to this step. In this step the user just certifies that the information is correct by checking on the white box, which then activates the Submit APB button. After this button is activated the user can press Submit APB and the information will be recorded and locked in the system.
Help and Support
Help is always round the corner
We have made it very easy for users to find help on PRISM by providing a Help & Support widget which can be found at the bottom of every page. This allows you to submit tickets without having to look around for a support portal or remember IPPF support emails.
For help simply click the Help & Support button,
Enter the Subject and Description
Make sure that the System and region is correct
Then click Send Feedback
You can also attach screenshots or take a screenshot by clicking the camera icon. You can also search through IPPF's knowledge base through the Help & Support widget.