National Blood Transfusion Inventory Management System

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National Blood Bank Inventory Management System

NBIMS

User Manual

October 2005

Contact: TOF Engineers & Consulting Ltd.: 56 Femi Ayantuga Crescent, Off Adelabu Street Surulere, Lagos. P.O. Box 4629 GPO Marina, Lagos. Tel: 0803-3045117 E-mail

1 Introduction 5

1.1 NBIMS Software Modules 5

1.2 NBIMS Software Architecture 5

1.3 NBIMS Development platform 5

1.4 NBIMS Operating platform 5

1.5 NBIMS Key Modules 5

1.6 NBIMS Security & Confidentiality Module: 6

1.7 NBIMS General Features 6

1.8 Guideline to this document 6

2 NBIMS Overview 7

2.1 Your Location 7

2.2 Security and Confidentiality 7

2.3 Menus 7

2.4 General interface layout 8

2.5 On Line Help facility 8

3 NBIMS Operational Data 9

4 System Administration Functions 10

4.1 Connect To Data Source 10

4.2 Audit Trail 10

4.2.1 To print the audit trail 11

4.2.2 To prune the audit trail 11

4.2.3 Default Settings 11

4.3 Backup 12

4.3.1 To backup NBIMS database 12

4.4 Compact 13

4.5 Restore Backup 13

4.5.1 To restore NBIMS backup 13

4.5.2 To restore NBIMS backup via the NBIMS application: 14

5 Using NBIMS 15

5.1 IMPORTANT: 15

5.2 To run NBIMS Application 15

5.3 Printing Donor Registration Forms 15

5.4 Specifying your password 16

6 Security and Confidentiality Module 17

6.1.1 To create a new user 17

6.1.2 To remove a user 17

6.1.3 To clear a user’s password 17

6.1.4 To specify the security level to be assigned to a user 18

6.1.5 To specify module access levels of a user 18

7 Donor Information And Counseling Module 19

7.1.1 To Add a New Donor 19

7.1.2 To Modify Existing donor details 19

7.1.3 Recording Counseling Results of a potential donor 20

7.1.4 Printing Donor Reports 20

7.2 Donor List and Search Engine 23

8 Blood Donations Module 24

8.1.1 To Add a New Donation 24

8.1.2 To Modify Existing Donation details 24

8.1.3 Printing Donation Reports 24

9 Unit Data Information Module 26

9.1.1 Add a New Unit Data 26

9.1.2 Modify Existing Unit Data details 26

10 Separation and Fractionation Module 28

10.1.1 Add a New Separation and Fractionation Components 28

10.1.2 Modify Existing Separation and Fractionation Components details 28

10.1.3 Recording blood units used for separation 29

11 Blood Bank Inventory Module 31

11.1.1 Add a New Inventory 31

11.1.2 Modify Existing Inventory Details 31

12 Requests for Transfusion Module 33

12.1.1 Add a New Requisition 33

12.1.2 Modify Existing Requisition details 33

13 Enquiries and Reports Module 35

13.1 Exporting data in reports to other file formats and via email 35

13.1.1 To export a report to other file format 36

13.1.2 To export the report as an attachment to e-mail 36

13.2 Exporting and importing data 37

13.2.1 Export Data 37

13.2.2 Import Data 38

14 Appendix 39

14.1 Example Reports 39

Important Information

When using NBIMS you must be mindful of the following.

  • The default user is “mainuser” without a password (blank password). This user has full access to all functionality of the software.
  • Make sure each newly created user specifies a password for his/her user name (user account) to prevent other users operating with the user account.
  • Make sure you read the messages you are prompted with and provide judicious responses to them. Respond with a safe choice if you are doubtful and then seek advice.
  • Make sure you backup regularly to protect against loss of data and make recovery after a loss less costly. Do backups regularly via “NBIMS Backup” icon .

Introduction

National Blood Bank Inventory Management System, NBIMS, is a software package aimed at improving the management of information on blood donations and blood bank inventory at the National Blood Transfusion Service (NBTS).

NBIMS is a relational database management system designed to run on a local area Ethernet 100 Base-T network of computers running Microsoft Windows 2000/XP based operating systems.

NBIMS Software Modules

The key modules of NBIMS appropriately relate these key entities.

  • NBIMS Database
  • Donor Information And Counseling:
  • Blood Donations
  • Unit Data Information
  • Separation and Fractionation
  • Blood Bank Inventory
  • Requests for Transfusion
  • Enquiries and Reports

The key entities of the NBIMS database are.

  • Donor Details
  • Donation Details
  • Blood Bank Inventory
  • Requisitions for Transfusion

The NBIMS Database is resident on a computer dedicated as the server. All users of NBIMS share this data across the network.

NBIMS Software Architecture

  • Multi-User, Client – Server Architecture.

NBIMS Development platform

  • Visual Basic 6.0 and Microsoft Access for program design
  • Microsoft Access Relational Database Management System for database design.
  • Upgrading to SQL-Server database platform is accommodated

NBIMS Operating platform

  • A local area Ethernet 100 Base-T network (or wireless network) of computers running traditional Microsoft Windows 2000/XP based operating systems.

NBIMS Key Modules

NBIMS’s key functional features are enumerated below according to the modules.

  • Donor Information And Counseling:
  • Blood Donations
  • Unit Data Information
  • Separation and Fractionation
  • Blood Bank Inventory
  • Requests for Transfusion
  • Enquiries and Reports

NBIMS Security & Confidentiality Module:

  • No restriction on the number of users
  • Each module has a set of privileges to which a user can be assigned.
  • Each user is assigned privileges/roles for each user for each module.
  • Total Control in security and access levels configuration suitable for your staff hierarchy.
  • Ensures data integrity as the privileges of each user can be tailored to his\her work schedule.

NBIMS General Features

  • Easy to use with its user-friendly graphical user interface (GUI).
  • Configurable as stand-alone system or a client/server multi-user environment.
  • Sophisticated security system that ensures integrity and confidentiality of your mission critical information, by controlling access to both information and functionality.
  • Generates a wealth of current and historical information in its databank, enabling derivation of statistical information to inform policy making, budgeting and planning
  • Efficient and effective search engine to query the databank.
  • Maintains a concise audit trail of operational activities.
  • Scaleable for future expansion to the higher platform, SQL-Server database engine.
  • Exporting of all reports to remote locations as attachments to e-mail.

Guideline to this document

This document describes how to use NBIMS. It will, however, be valid for versions that would have been tailored to your environment. Furthermore, the words interfaces and forms are both computing terminologies describing the visual displays on the screen that users interact with; they will be used freely and interchangeably in the document.

To quickly grasp the concepts and procedures presented in this document, it is recommended you initiate a session of NBIMS on the computer in parallel to studying this document.

NBIMS Overview

Your Location

NBIMS manages information for a specific Location indication he operational site (e.g. Northwest Zone, Kaduna; Owerri; Port Harcourt;…).

Security and Confidentiality

Users are created to access NBIMS and each user in assigned a

  • security level, which determines the type of operations (additions, modifications, deletions) that can be performed on data. And a
  • module access level, which determines the modules that the user can access

Menus

MenuItemsPurpose
File  
 Page Setup 
 Print 
 Password 
 Connect To Data 
 Export Information 
 System Administration 
 Users Maintenance 
 Audit Trail 
 Defaults 
 Backup 
 Restore Backup 
 Exit 
Operational Data  
 Your Location 
 NBTS Locations 
 Personnel 
 Hospitals 
 States 
 Cities 
 Towns/Areas 
   
Filters  
 Sort Ascending 
 Sort Descending 
 Filter By Selection 
 Filter Excluding Selection 
Info  
 About and Acknowledgements 
 Welcome 
   

General interface layout

Interfaces \ forms of NIBIMS used for data capture and modification have the following.

  1. Buttons are at the footer of the interface to
    1. Add new record
    2. Modify existing record in focus
    3. Save
    4. Discard
    5. Requery to populate interface with all records of underlying table\query
    6. Refresh to update record in focus with new information

Generally,

      • To add a new record, click Add (or New XXXX)
      • To modify existing record, move to the record, click Modify)
      • Click Save to save records (new or modified)
      • Click Discard to undo changes prior to saving the data.
  1. Where appropriate, information are organised in tab pages labelled appropriately
  2. A combo box is usually available at the header of the interface to locate specific record.
  3. A button labelled Help is usually at the top of the interface to provide guidance to using the specific module.

On Line Help facility

To assist in using NBIMS, you can view the operational and system manuals via NBIMS group from the Programs menu on Start Menu bar.

  1. Select NBIMS from the Programs menu on Start Menu bar
  2. Select the document you want to view from the Documents sub menu e.g. Double-click the document. This would display the required document. You can navigate/use the document as you normally use any similar document. You have the choices of
  • NBIMS User Guide
  • Customer Feedback Change Request
  • Customer Feedback Problem Reporting

You require Microsoft Word and Acrobat Reader on your computer to view the files.

Note: For ease of use, note that where appropriate, there is a Help button on interfaces of NBIMS that displays information to guide the user on the specific function.

NBIMS Operational Data

The table below lists the operational data that need to be defined to configure NBIMS for your site.

Operational DataUsage\Purpose
Your LocationSpecify the location/site that you are operating from. For example, Northwest Zone, Kaduna.
NBTS LocationsList of all NBTS locations\sites
PersonnelList of staff of NBTS involved in the blood donation management.
HospitalsList of hospitals who make requests for transfusions
StatesList of States
CitiesList of Cities
Towns/AreasList of Towns/Areas
Bag TypesTypes of storage bags used to contain the blood donated including the no of days for expiration of the blood.
Cell typesNotation used by laboratory personnel
ISAHG ResultsNotation used by laboratory personnel
Reasons for DonationPossible reasons for donation.
Complications during donationPossible complications during donation
Inventory StatusStatus descriptions for blood bank inventory
Requisition StatusStatus descriptions for requests for transfusion
Customise Questionnaire Answers and ActionsSub menu of all questions in the questionnaire, each describing the possible answers to the question and recommended actions to take for each answer.

Note that only users with operational data module access privileges have access to these functions. Operational data information is strategic to proper operation of NBIMS and as such access to its functions must be controlled.

In each case, select the required menu and Add or Modify information as required. The interface below is where you specify the various offices\sites of the National Blood transfusion Service (select NBTS Locations).

System Administration Functions

The System Administration functions include the following operations.

  • Connect To Data Source
  • User Accounts
  • Audit Trail
  • Default Settings
  • Backup
  • Restore Backup

Connect To Data Source

Provides means to connect/reconnect to NBIMS database if the location has moved either to another directory on your workstation or on a different computer on the network.

After creating the DSN that connects to the appropriate SQL-Server database you must connect the front-end programs to the data source.

  1. Select NBIMS from the NBIMS program group or double-click on the icon on your desktop. This displays the program launcher shown below.

  1. Select Utilities > Configure Data source from NBTS menu. The interface below is displayed
  2. Select the data source (DSN) called NBIMS from the appropriately labelled combo box in the section “Set the SQL-Server ODBC Data source Name (DSN)”
  3. Click Reconnect To Data. You will be prompted for a name and password.
  4. Enter “mainuser” in the field Name; leave password field blank.
  5. On completion you will be prompted “Re-Established Connection to Data source”.
  6. Click OK. Click Exit to return to the program launcher.
  7. Click Launch National Blood Bank Inventory Management System.
  8. Enter your user name and password (if you have defined one for your user name)
    1. If this is the first time, enter user name as mainuser with no password (i.e. leave password field blank)
  9. Click OK. The program will start displaying the main interface below.
  10. Select Your Location on the Operational Data menu.
  11. Select the location you are in from Location combo box.
  12. Click Set. Subsequent operations with NBIMS will be stamped with this location.
  13. Click Exit.

Note that this is an alternative method to connecting to data complementing the approach used in the “NBIMS Installation Guide” guide.

You have now established connection with the database. This procedure must be repeated on every workstation on the network where NBIMS will be run, since they will share the same database. Furthermore, all users have access to this function.

Audit Trail

The Audit Trail is a log of information on key activities, providing an effective tool to monitor activities on NBIMS. It captures the activities of each operator and each record is stamped with a date and time the activity took place.

  1. Click Audit Trail on the File->System Administration menu. This displays an interface (below).
  2. To view the audit trail for a particular operator select the operator from Operator combo box.
  3. To view the audit trail for a particular duration, enter the date range in From Date and TO text boxes. If an operator is already selected, the audit trail of activities done by the operator for the date range specified will be displayed.
  4. To view the audit trail for all activities to date, click “Requery”.
  5. Close the interface on completing your activities.

To print the audit trail

  1. Enter the appropriate dates range.
  2. Select an operator from the operator’s combo box, if desired.
  3. Click Preview. A preview of the audit trail will be displayed on the screen in report form
  4. Click Print. The audit trail for the specification will be printed.

To prune the audit trail

  1. Enter the appropriate dates range.
  2. Select an operator from the operator’s combo box, if desired.
  3. Click Prune Audit Trail. This will delete the log for the specified date range and/or operator

Default Settings

  • Default settings are information about the location of program files and connection information.
  • Each workstation on the network can have its own settings, by modifying the parameters accordingly.
  • The standard settings are global to all workstation, so clicking Apply As Standard will make the settings on your workstation the standard setting.
  • Click Restore Standard t restore standard settings to overwrite you local workstation settings.
  • The company details tab is simply information on location of the company.

In all the settings the connection string and database name are settings that must be the same for all workstations connected to the same database on the server. So ensure this is the case to ensure all users are sharing the same data to consistency of information processing.

Backup – Microsoft Access Version

To backup NBIMS database

  1. Double-click NBIMS Backup on your desktop or select NBIMS Backup from the program group on the Start -> All Programs menu.

  1. Select\specify the directory on the server where the datasource is located.
  2. Select\specify the directory to store the backup
  3. Click “Click Here To Backup”. If the backup destination directory does not exist, you will be prompted that its will be created. Respond by clicking Yes or click No and specify an existing directory.

.

The backup will be copied to the destination path with the name bkXXXXXX.mdb, were XXXXXX is the short date format for the current date (e.g.bk110305.mdb). Therefore, if a backup exists for the date you will be asked in step 4 to overwrite the existing backup or create a new one. If you avoid overwriting, the existing backup will be renamed (by post fixing with the current time) and a new backup created as bkXXXXXX.mdb.

It is recommended that you backup NBIMS database regularly. If NBIMS is used on a daily basis, daily backups are strongly recommended.

Compact – Microsoft Access Version

NBIMS database could become corrupted due to some unforeseen reasons such as power failures, and hard disk crashes are not uncommon and the effects can be costly if regular backups are not made. It is possible to repair a corrupted database following the procedure below. If this fails then you must restore from a previous backup.

  1. Double – click Compact NBIMS, on the desktop to display the interface above
  2. Select\specify the directory on the server where the data source is located
  3. Specify the Destination Directory to restore the backup (Step 2)
  4. Click Compact the Datasource.
  5. On completion continue using NBIMS

Restore Backup – Microsoft Access Version

NBIMS – database could be inadvertently deleted or corrupted due to some unforeseen reasons. Power failures, and hard disk crashes are not uncommon and the effects can be costly if regular backups of NBIMS – database were not made. With regular backups you can restore from the most recent backup and you will only loose information entered from the last backup.

To restore NBIMS backup

  1. Double – click Restore NBIMS, on the desktop to display the interface above
  2. Specify Backup to Restore (Step 1)
  3. Specify the Destination Directory to restore the backup (Step 2)
  4. Click “Click Here To Backup”.
  5. The backup will be restored into the destination directory, overwriting existing data.

To restore NBIMS backup via the NBIMS application:

Only one (1) user with system administration security level can perform this function and all other users must log off NBIMS. The procedure is performed only once, preferably on the server (for speed).

  1. Select “Restore Backup” on the File-> System Administration menu.
  2. Enter or browse computer system for the backup database you want to restore from in the format indicated: e.g. bk050298.mdb
  3. Specify the destination directory to restore the backup.
  4. Click “Restore Backup” to restore your database into the specified destination directory,
  5. Proceed to use NBIMS as normal.

Using NBIMS

To use NBIMS for any useful work you should have done the following

  • Installed NBIMS on your computer and connected appropriately to the data source.
  • Created all user accounts that will use NBIMS and define profiles and privileges for each.
  • Configured NBIMS with operational data.

IMPORTANT:

    • The system administrator must use the default user “mainuser” as the user account to initially gain access to the software.
    • On creating all users, the system administrator should specify a password to “mainuser”to prevent unauthorised access.
    • Note that new users are created without a password (password is blank), therefore each user should specify his\her password for confidentiality.

To run NBIMS Application

  1. Select NBIMS Software System on the Start-Program bar, then select NBIMS OR Double-click on NBIMS icon on the desktop.
  2. On the resulting interface displayed (below), click Launch National Blood Bank Inventory Management System. You will be prompted for a username and password.

  1. Enter your user name and password (if you have defined one for your user name)
    1. If this is the first time, enter user name as mainuser with no password.
  2. Click OK. The program will start displaying the main interface below
  3. The System Administrator must create all the users of the software via the menu.

File->System Administration -> Users Maintenance.

Printing Donor Registration Forms

You can print the Donor Registration Form via the 2 buttons on the main interface labelled

  • “Print Registration Form (Front Side)
  • “Print Registration Form (Back Side)
  1. First print the front side on a sheet.
  2. Turn the paper upside down and reinsert into printer.
  3. Print the backside.

Specifying your password

Before you continue to use NBIMS for your operations, you must be aware that there is one function every registered user of NBIMS can perform. This is to change his/her password.

Passwords must be secret to the user; even the system administrator should not be aware of your password. The system administrator(s) can only clear your password, if you forget it, to allow you to specify another one.

The procedure for changing your password is simple.

  1. Select “Password” from the File menu on the main interface.
  2. On the resulting enter your Old Password in the appropriate field (Leave blank if you do not have a password or you are specifying one for the first time).
  3. Enter your new password in the field labelled “New Password
  4. Enter the new password again in the field labelled “Verify
  5. Click “Specify Password”.
  6. You will be prompted if the New Password and the Verify do not match exactly. You must re-enter both again to ensure registration of the password.

The next time you log on to NBIMS, you will be required to specify this password with your user name to gain access.

The following sections enumerate the steps to be followed to use NBIMS.

Security and Confidentiality Module

In this section we will learn how to create new users of NBIMS and assign Security and Module Access levels to them. You must have Managers/SysAdmin security level to perform these operations; the default user, “mainuser”, has this privilege.

  1. Double-click on NBIMS icon on the desktop.
  2. On the resulting interface click Launch National Blood Bank Inventory Management System. Login with your user name and password (if any).
  3. Select File menu.
  4. Select Users Maintenance under the System Administration sub menu. This displays the interface below.

To create a new user

  1. Click AddUser
  2. Enter the name of the user in the text box labelled User Name
  3. Click Save User to create the user and add to users list
  4. Click Finish to complete the process an enable other utilities.

To remove a user

  1. Select the user from the list and click Remove User

To clear a user’s password

  1. Select the user from the list and click ClearUserPassword

(Note: Remove User & Clear User Password will be inactive if creation of a user is still in progress)

To specify the security level to be assigned to a user

The security level assigned to a user defines if the user can add new information, modify existing information, delete information and have access to system administration functions. Once you create a user you should assign the user a security level to allow access. The security levels available are enumerated in the table below.

ModulePrivilege/Role Description
Managers/Sys Admin
  • Addition, modification and deletion of data
  • System Administration functions
Operations
  • Addition and modification of data, excluding the System Administration.
General UsersView data only, excluding the System Administration
No AccessAccess denied

From the User Accounts interface above,

  1. Select a user from the list and
  2. Click the desired security level

To specify module access levels of a user

The Module Access assigned to a user also depends on the roles or work scheduled for the user. Once you create a user you should then assign the modules that the user can access.

From the User Accounts interface above,

  1. Select a user from the list and
  2. Under the group Module Access to Selected User
  3. Click to mark all the modules that the user can access

Possible Module Access levels are listed below.

Donor Registration & Counselling
Blood Donations
Unit Data\Screening
Separation and Fractionation
Blood Bank Inventory
Requests for Transfusion
Enquiries and Reports
Operational Data

Donor Information And Counseling Module

In this section we will learn how to capture donor details and counseling information.

  1. Start NBIMS.
  2. On the main interface, click Donor Information And Counseling button. This displays the interface below.

To Add a New Donor

  1. To add a new donor, Click New Donor button at the footer of the form
  2. Enter the Donor First Name, Donor Last name and all available details of the donor in the tab page labeled “Donor Personal Details”.

Note that not all information need to be entered at once; Only the Donor name(s) and the sex are required to create a record. Other information can be filled in as and when information is available (via Modify)

  1. Click Save to save the new donor in the databank.

Note: Each donor is automatically assigned a donor number in the form NGDNRxxyyyy, where xx denotes your location and yyyy denotes a serial number.

To Modify Existing donor details

  1. Click Modify button at footer of the form
  2. Modify the details you want.
  3. Click Save.

Important: You must check the box labeled “Donor Accepted To Donate Blood” to accept the donor. Otherwise the donor will not appear in the Blood Donation module.

Note that counseling information is also entered/modified through this form when adding or modifying donor details, through the various tab pages appropriately labeled. For simplicity we recommend that the donors’ information be created first (click New Donor) then counseling results entered later (click Modify).

Recording Counseling Results of a potential donor

  1. From the combo box labeled Locate Donor the header section; select the donor to be counseled.
  2. Click Modify at the footer section of the form
  3. Click tab page Health Questionnaire (1).
  4. Enter the details required in the text boxes on the page
  5. Repeat the procedure for tab pages Health Questionnaire(2), Risk\Behaviour & HIV/AIDS and Assessments.
  6. Click Save.
  7. Previous Donations tab page simply displays records of previous donations that have been made by the donor

Printing Donor Reports

  1. Click Print Donor Details to display a preview of the details of the donor.
  2. Click Print Counseling Report to display a preview of the results of the counseling, including potential actions to take on the answer to each question.
  3. Select Print under File menu to send the report to the printer. Note that you can re-align margins of the report or change printer and printer setting via Page Setup on the File menu.

Subsequent pages show relevant forms showing the details on the various tab pages.

When you have completed the registration and counseling of the donor, you can send the donor for blood donation if your assessment is favourable.

Donor List and Search Engine

  1. Click Simple Donor List on the main interface. This displays the list of all registered donors as shown below.
  2. Locate a donor on the list by selecting the donor from the list displayed when you select Locate Donor (the list is in alphabetic order)
  3. Double-click on the edge of each record to display full details of the particular donor.
  4. You can search the list based on the combination of criteria you specify in Search Filters.
  5. Reset clears the specified criteria and displays all the donors (Requery also has this effect).
  6. Refresh updates the list with new modifications entered by other users on the network.
  7. Preview displays a report of the list of donors on the screen; Print sends the report to the printer.
  8. Click New Donor to create a new donor following the steps in “To Add a New Donor” in an earlier section.

Blood Donations Module

In this section we will learn how to capture blood donations made by donors.

  1. Start NBIMS
  2. On the main interface, click Blood Donations button. This displays the interface below.

To Add a New Donation

  1. Click New Donation button at the footer of the form
  2. Select the Donor Number from the combo box
  3. In the tab page labeled “Donation Information”, enter the Date of Donation, Reason For Donation and all other details on the tab page.

Note that not all information need to be entered at once; Only the Donor Number is required to create a record. Other information can be filled in as and when information is available (via Modify)

  1. Click Save to save the new donation in the databank.

Note that

  1. the Unit Number of the donation is automatically generated immediately you begin to enter information in any of the text boxes.
  2. the blood group (ABO) and RhD will be automatically updated after test results from the lab has been entered in the Unit Data Information module.

To Modify Existing Donation details

  1. Click Modify button at footer of the form
  2. Modify the details you want.
  3. Click Save.

Note: You cannot modify the details of a donation that has been sent to the lab or inventory

Printing Donation Reports

  1. Click Print Unit Numbers to display a preview of the unit number to stick on the bag..
  2. Click Print Counseling Report to display a preview of the results of the counseling, including potential actions to take on the answer to each question.
  3. Select Print under File menu to send the report to the printer. Note that you can re-align margins of the report or change printer and printer setting via Page Setup on the File menu.

The Donor Details and Unit Test Summary tab pages display, respectively, the donor details and a summary of the tests performed on the particular unit donation.

When you have completed recording information on the unit of blood donated, you can send the unit for to the lab for screening and testing.

Unit Data Information Module

This module captures the screening and test results of each unit of blood donated.

  1. Start NBIMS
  2. On the main interface, click Unit Data Information button. This displays the interface below.

Add a New Unit Data

  1. Click New Unit Data button at the footer of the form
  2. Select the Unit Number from the combo box.
  3. In the tab page labeled “Unit Data Information”, enter the Expiry Date, Collection Date and all other details on the tab page.

Note that not all information need to be entered at once; Only the Unit Number is required to create a record. Other information can be filled in as and when available (via Modify)

  1. Test results are entered in the Blood Unit Tests and Results tab page (shown in next page).
  2. Click Save to save the new donation in the databank.

Modify Existing Unit Data details

  1. Click Modify button at footer of the form
  2. Select the tab page containing the information to modify
  3. Modify the details you want.
  4. Click Save.

Note that you cannot modify details that have been sent to inventory or for separation.

When you have completed registration of the test results, the tested blood unit can be sent for storage in inventory or sent for separation and fractionation.

The flags labeled All Tests confirmed OK, Transfer To Inventory or Transfer for Separation must be appropriately checked for the unit to appear for storage in Blood Bank Inventory module or Separation and Fractionation module

Separation and Fractionation Module

This module captures the details of separation and fractionation components of one or more units of blood donated and screened.

  1. Start NBIMS
  2. On the main interface, click Separation and Fractionation button. This displays the interface below.

Add a New Separation and Fractionation Components

  1. Click New Separation button at the footer of the form.
  2. In the tab page labeled “Separation/Fractionation (1)”, enter the Expiry Date, Collected Date, Collected Time and all other details on the tab page.

Note that not all information need to be entered at once; Only the Expiry Date and Bag Type are required to create a record. Other information can be filled in as and when available (via Modify)

  1. Other details are added in tab pages Separation/Fractionation (2), Separation / Fractionation (3) and Units used for separation (shown in next page).
  2. Click Save.

Note that the Component Number is automatically generated and is post-fixed with the letter C..

Modify Existing Separation and Fractionation Components details

  1. Click Modify button at footer of the form
  2. Select the tab page containing the information to modify
  3. Modify the details you want.
  4. Click Save.

Note that you cannot modify the details of a separation once it has been sent to inventory.

On completion the separation components can be sent for storage in inventory.

The flags labeled All Tests confirmed OK and Transfer To Inventory must be appropriately checked for the unit to appear for storage in Blood Bank Inventory module

Recording blood units used for separation

Separation and fractionation can be made with one or more units of blood. The tab page labeled “Units used for separation” is where you record all the units of blood that are used for the specific separation\fractionation.

  1. Select the “Units used for separation” tab.
  2. Click Add button on the interface on the tab.
  3. Select (or enter) the Unit Number of the blood unit used for the separation
  4. Click Save.
  5. Repeat steps 3 and 4 to record all units pooled for the separation.

Blood Bank Inventory Module

This module captures the details of each inventory of blood and/or blood components.

  1. Start NBIMS
  2. On the main interface, click Blood Bank Inventory button to display the interface below.

Add a New Inventory

  1. Click New Separation button at the footer of the form
  2. In the tab page labeled “Detail (1)”, enter either the Unit Number OR the Component Number, and all other details.

Note that not all information need to be entered at once; Only the Unit Number or Component Number are required to create a record. Other information can be filled in as and when available (via Modify)

  1. Pending and Issued requisition details for each are added in tab page Reservation For Requisition (shown in next page).
  2. Click Save to save the new donation in the databank.

Note that the Inventory Code is automatically generated.

Modify Existing Inventory Details

  1. Click Modify button at footer of the form
  2. Select the tab page containing the information to modify
  3. Modify the details you want.
  4. Click Save.

Requisitions for transfusion can NOW be made on each unit in storage.

Requests for Transfusion Module

This module captures the details of requisitions for transfusion against your blood bank inventory.

  1. Start NBIMS
  2. On the main interface, click Requests for Transfusion button. This displays the interface below.

Add a New Requisition

  1. Click New Requisition button at the footer of the form
  2. In the tab page labeled “Requisition Details”, enter the Patients name, Doctor In Charge, and all their details on the tab page.

Note that not all information need to be entered at once; Only the patients names are required to create a record. Other information can be filled in as and when available (via Modify)

  1. Other details are added in tab pages Requisition Questionnaire and Cross Matching (shown in next page).
  2. Click Save to save the new donation in the databank.

Note that the Request Reference Number is automatically generated.

Modify Existing Requisition details

  1. Click Modify button at footer of the form
  2. Select the tab page containing the information to modify
  3. Modify the details you want.
  4. Click Save.

Enquiries and Reports Module

You would have noticed by now that you can print only a limited set of reports from each of the modules, since confidentiality of information is ensured throughout the processing from donor registration to inventory.

However, the Enquiries and Reports module is where you have global access to all information, and hence reports, of NBIMS. Statistics reports, site reports and deferred donors reports can be generated and printed by simply clicking the appropriate button. Since this module provides global access to information, you require specific module access privileges to access it.

Your can print\preview the following reports from this module:

  • Donor Registration forms
  • Donors List & Donations List
  • Donations Site Reports & Counselling Reports
  • Donors List within 56 and 175 days
  • Deferred Donors, Donation Reminders, Unit Data, Separation, Inventory and Requisitions
  • Statistics

Click a required button and make required selections to print the report. Options to print\preview reports based on location, month and year is available for Donors List, Donations List, Donations Site Reports and Counselling Reports. Relevant options (location and\or status) are also available for Unit Data, Separation, Inventory and Requisition reports.

Exporting data in reports to other file formats and via email

All reports can be printed directly to the printer. However, NBIMS offers the flexibility to export report in several file formats such as Microsoft Excel, rich text, snapshot format and any other format supported on your system.

To export a report to other file format

  1. From the preview of the report, select Export from File->Export Information menu.
  2. The dialog box shown below will be displayed.
  3. Enter the file name in File name.
  4. Select the file type to export to in Save as type; e.g. Microsoft Excel
  5. Navigate to the directory\folder to put the file.
  6. Click Save.
  7. The report will be saved as the specified file type.

To export the report as an attachment to e-mail

  1. Select Mail Recipient (As Attachment) from File->Export Information menu.
  2. Select the file format on the interface displayed.
  3. Click OK.
  4. Depending on your Internet access settings, specify appropriate settings to send the file as an attachment.

Exporting and importing data

NBIMS will eventually be implemented in all the zones in the country such that each will be collecting data unique to its location. However, it will be necessary to collate all information at the headquarters. To do this you will periodically have to update the databank at the HQ with data from the zones. The Export Data and Import Data functions provide this facility. The general procedure is as follows

  • At each zone, Export Data into text files or spreadsheet files.
  • Copy the files on to CD and send to HQ.
  • At the HQ import the data in each file into the databank at the HQ.

This process could be performed on a monthly basis.

Export Data

  1. Click Export Data on the Enquiries and Reports module.
  2. Select information to export from box labelled “What do you want to export”. You have the following choices.
Information to download
Donors
Donation
Unit Data
Unit Separation
Blood Bank Inventory
Request for Transfusion
 
  1. Select file format to export to from box labelled “In what file format
  2. Click “Click To Export Specified Information”.

  1. To export all information, click “Click To Export All information”. This will export all the information listed in the table above.

Import Data

  1. Click Import Data on the Enquiries and Reports module.
  2. Select information to export from box labelled “What do you want to export”. You have the following choices.
Information to download
Donors
Donation
Unit Data
Unit Separation
Blood Bank Inventory
Request for Transfusion
  1. Select file format to export to from box labelled “In what file format
  2. Enter the name of the file containing the data to import OR click Locate to browse your computer for the file.

Note that if data from several files need to be imported, they must be imported in the order on the list above in step 2.

  1. Click “Click To Import Data In Selected File”.

Appendix

Example Reports


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