WIMEDS Actors

One of the main goals of WIMEDS is to automatically coordinate the cooperation between a variety of actors. These actors range from WHO Officials, through Ministries of Health, to Manufacturers. Depending on their role in WIMEDS, different actors have different responsibilities and they certainly engage differently with the system. Below we explain the main actors and their roles in WIMEDS.

NTD Programme Manager (PM)

The Programme Manager is the Medical Officer who acts as the head of an NTD Programme. His role within the system is to perform the task of Calling for Forecasts, Approving Forecasts and engaging in the sub-process of Procuring Medical Supplies.

NTD Techical Officer (TO)

The Technical Officer is the person in charge of procuring the medical supplies. Therefore, his interaction with WIMEDS starts when the forecasts are finally approved by all the levels in the approval phase and they need to be procured. Specifically, the role of TO is to Create and Upload/Insert the Procurement Order.

WHO Regional Office (RO)

Short Description

The Regional Officer is the actor in charge of approving forecasts or emails (i.e., calls for forecasts), when they reach the Regional Office level. Thus, the processes on which RO is involved include the Call for Forecast and Forecast Submission.

Activities involved in

RO approve Call for Forecast Email

When the Programme Mananger (WHO Headquarters) calls for forecast, an email (i.e., call for forecast email) needs to be send to the Ministries of Health. However, before reaching the Ministry of Health, this email needs to be approved by the Regional Office. Therefore, given the email, the RO needs to decide whether it is going to accept or reject it.

What triggers the activity: This activity is triggered when the Programme Manager HQ calls the countries that have an agreement signed, to forecast for the upcoming year.

What happens after the activity is completed: If the Call for Forecast email is accepted, a task is created for the Country Office (the CO similarly needs to approve or reject before reaching the Ministry of Health). Otherwise, if the email is rejected, an automatic notification email is sent to the Programme Manager HQ to notify him about the rejection.

Forecasting_Medical_Supplies#Approve_forecast_WHO_NTD_Programme_Manager

The forecast (including the corresponding document) submitted by the Ministry of Health need to be approved by the Country Office and Regional Office before reaching the WHO Headquarters. Thus in this task the RO, after careful examination needs to approve or reject the forecast.

What triggers the activity: This activity is triggered if the Country Office approves the forecast submitted by the Ministry of Health.

What happens after the activity is completed: If the forecast is approved, a task is created for the Programme Manager HQ, who needs to give the final decision. If the forecast is rejected, a task and an email with the feedback from the RO is sent to the Minsitry of Health, who needs to take into consideration the feedback and edit the forecasted amount. In addition, regardless of the decision, a notification email is sent to the participating actors to notify them about the decision of RO.

WHO Country Office (CO)

Short Description

The Country Office is the actor in charge of approving forecasts or emails (i.e., calls for forecasts), when they reach the Regional Office level. Additionally the CO is involved in giving the green light for the shipments to be dispatched to the country. Therefore, the processes on which CO is involved include the Call for Forecast, Forecast Submission and Shipment Reception.

Activities Involved in

CO approve Call for Forecast Email

When the Programme Mananger (WHO Headquarters) calls for forecast, an email (i.e., call for forecast email) needs to be send to the Ministries of Health. However, before reaching the Ministry of Health, this email needs to be approved by the Regional Office. Therefore, given the email, the CO needs to decide whether it is going to accept or reject it.

What triggers the activity: This activity is triggered when the Programme Manager HQ calls the countries that have an agreement signed, to forecast for the upcoming year.

What happens after the activity is completed: If the Call for Forecast email is accepted, an email is sent to the Ministry of Health to notify them that they can submit their forecasts in the given link. Otherwise, if the email is rejected, an automatic notification email is sent to the Programme Manager HQ to notify him about the rejection.

CO approve Forecast Submission

The forecast (including the corresponding document) submitted by the Ministry of Health need to be approved by the Country Office and Regional Office before reaching the WHO Headquarters. Thus in this task the CO, after careful examination needs to approve or reject the forecast.

What triggers the activity: This activity is triggered when the Ministry of Health submits a forecast.

What happens after the activity is completed: If the forecast is approved, a task is created for the Regional Office, who needs to similarly approve or reject the forecast. If the forecast is rejected, a task and an email with the feedback from the CO is sent to the Ministry of Health, who needs to take into consideration the feedback and edit the forecasted amount. In addition, regardless of the decision, a notification email is sent to the participating actors to notify them about the decision of CO.

CO give green light for Shipment

Before dispatching a shipment to the country, the Manufacturer expects a confirmation that indicates that the Country is ready to be receiving the shipment. In WIMEDS this confirmation is referred to as 'giving the green light'. Thus, in this task (activity), CO receives a task where he can see some basic information about the shipment and has the duty to give the green light, or decline the shipment due to the incomplete documents, or even put the shipment in stand by.

What triggers the activity: This activity is triggered when the Manufacturer confirms a shipment for the Country. It means the shipment is ready to be dispatched.

What happens after the activity is completed: The activity can be completed with one of the three decisions: 'give green light', 'decline shipment', or 'put in stand by'. If the decision of the CO is 'give green light' then a task for dispatching the shipment is created for the Manufacturer (in this task the Manufacturer needs to submit some shipping details). If the decision is 'decline shipment', a task is created for the Manufacturer where he can update the documents submitted. Finally, if the shipment is 'put in standby' a feedback needs to be provided, then the Manufacturer is notified with the feedback. A shipment on stand by can always be switched to given the green light, once the CO decides to do so.

Ministry of Health (MoH)

The Ministry of Health is the actor in charge of submitting the forecasts and the related documents. From there on, this actor is a contact point for a given forecast at the Ministry of the Country. Therefore, along the process this actor may receive different notification, reminder, or action emails. Yet, the exact role of the MoH is to Insert and Upload all the necessary information or documents with respect to a Forecast.

Manufacturer

The Manufacturer enters the game when the Medical Supplies need to be procured. Since the medical supplies are distributed from the Manufacturer directly to the Country, the role of the Manufacturer is to Enter the estimated delivery dates into WIMEDS. These dates can then be tracked by the different actors.