APB 2019 - STEP BY STEP GUIDE

Logging on

In your web browser go to prism.ippf.org. The preferred browser is Firefox, as this works best for reports and interface, but you can also use Safari and Microsoft Edge. We would advise that you periodically clear cache on browser, to ensure consistent results. We generally recommend Connection to broadband Internet via ethernet connection, where feasible.

Log on to the site by entering a valid PRISM/eIMS user name and password and select the required language (English).

COMMODITIES APB

Go to Commodities and then to APB

STEP 1 - View Add Products

Make sure that the entity as well as the year are correct. For current APB procedure please select 2019.

Select the Add product icon to add new products to the report.

Search on the database by either item code or part of the name. Press the button search and when the correct items is shown press the“+” icon. Repeat the procedure as many times as needed for all products. Make sure that you are searching the products in the appropriate catalogue.

STEP 2 - Distribution Projection

For each of the products that were added in STEP1 click on the pencil icon to add the details on the distribution projections.

There are three columns that need to be filled for the projected distributions for the current year (2018 that has to be at least as high as the HYR actuals), for the APB year (2019), and the year after that (2020)

Distribution Projection / 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 (2018) and for the APB year (2019). 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. The user can also put comments as in the previous system. After you finalize all the data input make sure to hit the button save at the top of the pop up screen.

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 2018.

After your input of all the incoming shipments you need to include all the adjustments estimated for the current year 2018 (such as expiries, etc) and the APB year (2019). 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.

STEP 4 – 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.

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 2019: Default option is 9 months of stock calculated by 31-DEC-2019 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 2019.
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.

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 shipment 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.

STEP 6 – 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 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 and 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.