bloodnet fresh blood product manangement report · web viewthe purpose of this document is to...

MGT001

BloodNet Fresh Blood Product Management Report

Specification

MGT001 - Fresh Blood Product Management Report

Version ControlVersion Revision Date Revision Description

0.1 07/07/2014 Initial Draft.

0.2 04/08/2014 Changed after feedback.

0.3 22/08/2014 Major modifications based on producing the report soley for Print and for a single AHP

0.4 26/08/2014 Minor modifications after feedback from Sandra C.

0.5 20/01/2015 Additional sections added, explanation of Stock On hand calculation added

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With the exception of any logos and registered trademarks, and where otherwise noted, all material presented in this document is licensed by the NBA under a Creative Commons Attribution 3.0 Australia (http://creativecommons.org/licenses/by/3.0/au/) licence. In essence this licence allows you to copy, communicate and adapt the work, as long as you attribute the work to the National Blood Authority and abide by the other licence terms.

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The details of the relevant licence conditions are available on the Creative Commons website (accessible using the links provided) as is the full legal code for the CC BY 3.0 AU licence (http://creativecommons.org/licenses/by/3.0/au/legalcode).

The content obtained from this document or derivative of this work must be attributed as the National Blood Authority BloodNet PSO Report Specification.

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Contents1. Introduction...................................................................................................................................5

1.1 Purpose..................................................................................................................................5

2. Report Details................................................................................................................................6

2.1 Description.............................................................................................................................6

2.2 Business Rules........................................................................................................................6

2.3 BloodNet Source Data............................................................................................................7

2.4 FUL010e – Fresh Blood Orders and Issues.............................................................................7

2.5 FATE007 - Fresh Component Health Provider Discards.........................................................7

2.6 FATE007e – Fresh Component Health Provider Discards Extract...........................................7

3. Report Content..............................................................................................................................8

3.1 Parameters............................................................................................................................8

3.2 Report Field Description........................................................................................................9

3.3 Cover Page.............................................................................................................................9

3.4 Report Detail........................................................................................................................10

7. Appendix A – Report Layout........................................................................................................16

8. Appendix B – Component Groups................................................................................................17

9. Appendix C - Fulfilment Matching...............................................................................................18


1. Introduction

1.1 PurposeThe purpose of this document is to describe the user specification for the BloodNet Fresh Blood Product Management Report.

The purpose of the report is to allow facility administrators to view and monitor their fresh blood demand and stock management

2. Report Details

2.1 DescriptionA report to provide a high level view of various metrics of fresh blood products for inidvidual facilities on BloodNet.

The report combines data already present in BloodNet reports as well as incorporating new data and summaries.

The report covers Fresh Blood Products distributed by the Blood Service.

2.2 Business Rules1. For the purposes of fulfilment, identifing matching transactions between orders and issues the following

process takes place.A. When making an order for Fresh Products, the AHP will select a Component(Id) + ABO +_ Rh. For

examplei. Red Cells O+

ii. Cryopreciptiate B+B. When an order is filled by the Blood Service they provide a SupplierComponentIdentifier + ABO + Rh.

For examplei. 04250 – Red Cells in Optisol O+

ii. 12010 – Platelets Apheresis AB-C. When BloodNet receives the Issue Note, the SupplierComponent is mapped to a Component so

that it can be matched with the order and fulfilment determined.D. Supplier Components are also linked to CostGroups. Cost groups determine the cost of the product

supplied by the Blood service. For examplei. 04250 Red Cells in Optisol 2a WB Red Cell

ii. 12010 Platelets Apheresis 3d Apheresis Platelet - Leucodepleted

A full List of mappings for Component to Cost groups and (a sample of) Supplier Components can be found in Appendix C

2. Component Groups

Just as Components and Supplier Components can be mapped to Cost Groups, there is also a mapping to Component Groups. Using Component Groups allows the report to condense orders and issues to a common derivative, and also allow further comparisons between orders and issues when it comes to Fate and Orders.

A full list of component groups can be found in Appendix B

3. Supplier Faults.

The following discard reasons are deemed to be faults that are attributable to the Supplier and out of the control of the AHP, therefore play no part in the calculation of the DAPI (Discards as a Percentage of Issues)


Supplier Fault Discard Reasons

i. Damaged – Supplier Transitii. Recall – By Supplier

iii. Transport – Temperature failure from supplieriv. Transport – Incorrect packing from supplier

2.3 BloodNet Source DataThe data from BloodNet used to create this report match data presented in the reports below.

2.4 FUL010e – Fresh Blood Orders and IssuesBoth the Issues and Orders tabs are used and can be used to reconcile a mixture of data in the report

2.5 FATE007 - Fresh Component Health Provider DiscardsThe DAPI calculations are used. This report DAPI will will only be comparible Top level groups (highlighted below) appearing in FATE007 as Fate007 is based on Issued products

2.6 FATE007e – Fresh Component Health Provider Discards ExtractThis extract presents the data that determines the results for FATE007. It lists individual transactions for issue, transfers (in and out) and discards on separate tabs.

The information in FATE007e should also correlate with data in FATE001 and FATE003.


3. Report Content

3.1 ParametersThe following parameters will be available and all are mandatory

Name Description Control Type Values/Value List Default Value

State All Australian States listed Drop down All States All States

Health Provider All facilities, filtered by the State selected above. The report can only be run for one AHP within one State.

Drop down All available facilities <none>

Start Date Start date of the reporting period Date Picker Any valid Date <None>

End Date End Date of the Reporting Period

Validate the Start and End dates to ensure there is no more than a years worth of data to report, and the start and end dates do not cross FY

Date Picker Any Valid Date <None>


3.2 Report Field Description The report will consist of up to 12 pages (or 18 pages if paediatrics are separated) and specifically designed to be exported to PDF for printing and offline inspection. If there is no data for a specific component for the period, then that component is not shown.

The following outlines the page numbers and contents if Report on Paediatric Separately parameter is set to No

Page 1 – Cover Page

Pages 2/3 – Red Cells Adult

Pages 4/5 – Platelets Adult

Pages 6/7 – Clinical Fresh Frozen Plasma Adult

Pages 8/9 – Cryoprecipitate

Pages 10/11 – Cryodepleted Plasma

Page 12 – Back cover - BloodNet News. 2 latest news items relevant to the facility. These items are the same as the first 2 currently displayed news items for the facility on the BloodNet home page. (note the report will not show images within the news items as they are ignored by the reporting engine.

If Report on Paediatric Separately parameter is set to YES, then add the following pages immediately after their corresponding component

Pages 3a/3b – Red Cells Paediatric

Pages 5a/5b – Platelets Paediatric

Pages 7a/7b – Clinical Fresh Frozen Plasma Paediatric

3.3 Cover PageData DescriptionReport Title Fresh Blood Management ReportFacility Name Health provider selected from parameter, include

AHPCodeStart Date and End Dates of reports Show the parameters entered in long format,

Eg. 1 July 2013 to 30 June 2014


3.4 Report DetailView Appendix A for the layout of Report parts.

The information below relates to the information presented for each Fresh Blood Product group on a double page spread.

Summary TableFor each of the fields below, display the values for the selected date period

For each Component, each of the values below will be broken down into ABO and a total

Field Name DescriptionAverage Age at Issue The average of the age at issue (determined by days between the date the

component was collected and the date it was issued by the Blood Service)Average Age at Transfusion

The average of the age at Transfusion (determined as days between Date Collected and Transfusion Date). Note: Only LIS enabled sites will have this information

Order Quantity The sum of the order quantity for finalised orders for the period. Includes Special and Stock Orders

Order Qty % of Total Orders

The amount ordered for this bloodgroup as a percentage of all blood groups for the period.

*Issued Quantity For each ABO, the issued quantity performed through *BloodNet for the periodIssue Qty % of Total Issues

For each ABO, the number issued for this bloodgroup as a percentage of all issues for the period.

Receipted Quantity The sum of the quantity reportedly receipted in BloodNet for the periodTransfers In The sum of the number of components transferred in to the facility for the periodTransfers Out The sum of the number of components transferred Out of the facility for the

periodNet Issues A calculation = (Issued Quantity – Transfers Out + Transfers In)ǂ Discards The sum of the number of discards for each component/ABO for the period.

ǂ note this figure excludes discards that were caused by the supplier – see Supplier Faults)

ǂ DAPI Discards as a Percentage of Net Issues. A calculation of Discards/Net Issues.ǂ Note the calculation for DAPI in this field excludes discards that were caused by the Supplier – see Supplier Faults)

(Excluding Transfers) ǂ DAPI

Discards as a Percentage of Net Issues excluding Transfers. The purpose of this value it to remove the effect of transfers when calculating the DAPI. (i.e. some hospitals get transfers of stock when the stock is close to expiry. Often this stock is then discarded which has the effect of increasing the DAPI for the hospital. This value aims to remove that effect by:

If a Component was transferred In (In this period) and subsequently discarded (at any time), the component is removed from the NetIssues before calculating DAPI

If a component was discarded in this period, but previously transferred in (at any time) the component is removed from the Discards before calculating the DAPI

ǂ Note the calculation for DAPI in this field also excludes Supplier Faults(Expired Discards Only) ǂ DAPI

Discards as a Percentage of Net Issues. A calculation of Discards/Net Total Issues.ǂ Note the calculation for DAPI in this report only includes discards that have a discard reason of Expired – Time Expired

% Issued (or Ordered) Sum of Issued Qty / Sum of Order Qty% Receipted (of Issued)

Sum of Receipted Qty / Sum of Issued Qty


Orders Field Name DescriptionSpecial Order QuantityStock Order Quantity

Order Qty – sum of units ordered from special ordersOrder Qty – sum of units ordered from stock orders

Total Total number of stock and special orders and the % of Stock vs Special


Order TypesThis table displays the number of Orders at each priority (Standard, Urgent, Life Threatening) for Stock and Special Orders as well as the quanties of each component ordered at each priority. Counts only include finalised orders where the OrderQty > 0

Special Orders

StockOrders

Total Orders

Special Order Qty

Stock Order Qty

Total Order Qty

Life ThreateningUrgentStandardTotal

Units Issued and DAPI ChartDisplay a chart with 4 separate series

2 Bar chart series showing the number of fresh products issued for each month during the period and the same period 12 months earlier

2 Line Charts showing each showing the respective DAPI for each month within the selected period, and the same period 12months earlier. Display the DAPI value above each series for each month.


Inventory Level ChartDisplay a line graph showing Average Stock on Hand, Max Stock and Order Quantity for each day. Only display values for finalised stock orders (special orders take no part in this chart) and values displayed correlate with INV010.

Note: the stock on hand figure needs to be extrapolated from previously entered data, with the assumption being ‘Stock On Hand doesn’t change if there is no entry to state otherwise’

Eg – Using the following subset of orders to illustrate the point.

Orders are placed for Red Cells Irradiated on July 1,4 and 5, because there was no Stock on Hand entered for July 2,3 and 6, these figures are derived from the previous entry (light grey being derived figures used in the calculation in the chart).

Note that even though there was an order on the 4th, there was no Stock on Hand entered with the order, so the derived value is used from the previous entry.

Order Date Product Order Qty Stock On Hand1 July Red Cells Irradiated 3 52 July Red Cells Irradiated 0 53 July Red Cells Irradiated 0 54 July Red Cells Irradiated 7 <Not Entered>

55 July Red Cells Irradiated 9 06 July Red Cells Irradiated 0 0

MGT001 - Fresh Blood Product Management Report Age at Issue ChartDisplay a chart showing the age at issue for the fresh component for the Facility. Overlay the State and National values for comparison.

The Facility data is shown as a barchart with the height indicating the PERCENT issued, for the product at that age over all products issued during that time.

For each age of product display the total number of issues as well as the percentage as part of the chart.

Eg if 10 red cells were issued @ 2 days old, but the total issue for the period for Red Cells was 100 Red Cells (of any age), the barchart would show 10%.

Above each column, show the percentage and total issues for each age

The age at issue is presented in days or months (depending on the fresh component) and presented as a range of ages banded together along the y axis. The Banding has been determined based on expected age of fresh component at usage. Banding is described further in Appendix D

For very small percentages (less than 0.5% of the total) the text above each column is not shown. This issue (as well as rounding anomalies) may cause the total of the percentages display to differ from 100%

If the banding is displayed in Months, each month equates to 30 days

1 month = 0-30 days old 2 months = 31-60 days old 3 months = 61-90 days old, etc


Age at Transfusion ChartFor LIS enabled facilities this graph appears similar to the Age at Issue but for transfusion data (number of days between Collection Date and Transfusion date). If the AHP is not LIS interfaced the space will be used for promotional material to get AHPs to integrate their LIS.

Some Issues do not have Collection Date (previous to 2012) in this instance the collection date is assumed to be the same as the issue date

For very small percentages (less than 0.5% of the total) the display the text above each age is not shown.

If the banding is displayed in Months, each month equates to 30 days

1 month = 0-30 days old 2 months = 31-60 days old etc


Order Fulfilment ChartHistogram of Orders vs Issues. The X-axis is ABO with the Y-Axis as difference in Order and Issues quantity. The difference between Ordered Quantity and Issued Quantity and that difference as as a percentage is included above each bar. This is for Stock orders only that are finalised. A line showing the average difference between orders and issues is also displayed on this graph.

Discard by Reason ChartA horizontal bar chart showing the reasons for discards.

The Y-axis is Discard Reason with the X-Axis as Number of Discards. The number of discards is displayed at the end of each bar, along with a percentage of total discards for the period.

If a discard reason was not used during the period it will not appear.

Supplier faults (section 2.2.3) discards are displayed in a different colour hightlight the differences.


DAPI by ABO ChartStacked Bar chart of DAPI. The chart is stacked with Supplier Faults and all-other Discard Reasons, and the total DAPI correlate with the summary table.

The X-axis is ABO split into the selected FY and the previous FY. The Y-Axis and labels are DAPI percentages for each blood type.

DAPI Comparators ChartBar Chart of DAPI, where X–axis is the DAPI for the AHP, the States, the Peer Group (as defined in FATE007) and the National comparators and the Y-Axis as percentages. The bars are labelled with the DAPI for the product group.

If there is a target benchmark for the fresh product DAPI, it is displayed as a red line.

7. Appendix A – Report LayoutDouble page spread layout for product group showing layout from Page 2 onward

Page 1 Page 2

Table of key data for each blood group includingAverage Age at Issue/TransfusionOrder /Issue/Receipted QtyTransfers In/OutDiscardsDiscards as a Perenctage of Net issued (DAPI)DAPI (excluding Transfers)DAPI (Expired components only)

Fulfilment – Orders vs Issues

Bar Chart

Graph –Age at transfusion (LIS enabled facilities) or Receipt to Issues %

Bar Chart

Age at Issue at facility by blood group

Bar Chart

Discard by reason

Horizontal Bar Chart

DAPI compared to organisation, group, state, national

Bar Chart

Red Cells – Incl/Excl Paeds

Inventory level Chart (Line Chart)Line graph of Stock on Hand by Product Group selected with line for Max Agreed Stock, Ordered Qty and Stock On Handblood group

DAPI by ABO

Stacked Bar Chart

Units Issued and DAPI Vertical Bar chart showing number of issues by Month. (current and previous years). Overlay Line chart with DAPI (current and previous years)Bar / Line Chart

Orders number of ordered components (special/stock) for each bloodTypeVertical Bar chart showing number of issues by Month. (current and Orders Types Vertical Bar chart showing number of issues by Month. (current and

8. Appendix B – Component GroupsComponent NameWhat can be ordered

Component GroupGroup by fresh product type

Condensed Component GroupIncorporate Paediatrics into Group

Whole Blood Whole Blood Whole BloodRed Cells Red Cells Red CellsRed Cells Paediatric Red Cells Paediatric Red CellsPlatelets Pooled Platelets PlateletsPlatelets Apheresis Platelets PlateletsPlatelets Pooled Paediatric Platelets Paediatric PlateletsPlatelets Apheresis Paediatric Platelets Paediatric PlateletsFresh Frozen Plasma Clinical Fresh Frozen Plasma Clinical Fresh Frozen PlasmaFresh Frozen Plasma Paediatric Clinical Fresh Frozen Plasma Paediatric Clinical Fresh Frozen PlasmaCryoprecipitate Cryoprecipitate CryoprecipitateCryoprecipitate Apheresis Cryoprecipitate CryoprecipitateCryo-Depleted Plasma Cryo-depleted Plasma Cryo-depleted Plasma


9. Appendix C - Fulfilment MatchingComponent Component

GroupCost GroupSupplier Component

Red Cells Red Cells 2a WB Red Cell04210-RED CELLS IN ADSOL04250-RED CELLS IN OPTISOL04060-RED CELLS PREPARED FROM CPDA-1

Red Cells Red Cells 2b WB Red Cell - Leucodepleted04310-RED CELLS IN ADSOL LEUCOCYTE DEPLETED04311-RED CELLS IN ADSOL 1 OF 2 LEUCOCYTE DEPLETED04312-RED CELLS IN ADSOL 2 OF 2 LEUCOCYTE DEPLETED

Red Cells Red Cells 2c WB Red Cell - Buffy Coat Poor04610-RED CELLS IN ADSOL BUFFY COAT REMOVED04650-RED CELLS IN OPTISOL BUFFY COAT REMOVED04680-RED CELLS IN SAG-M BUFFY COAT REMOVED

Red Cells Red Cells 2e WB Washed Red Cell04900-RED CELLS WASHED NO ADDITIVE04910-RED CELLS WASHED IN ADSOL04900-RED CELLS WASHED NO ADDITIVE

Red Cells Red Cells 2f WB Washed Red Cell - Leucodepleted04800-RED CELLS LEUCOCYTE DEPLETED WASHED NO ADDITIVE04801-RED CELLS 1 OF 2 LEUCOCYTE DEPLETED WASHED NO ADDITIVE04802-RED CELLS 2 OF 2 LEUCOCYTE DEPLETED WASHED NO ADDITIVE

Red Cells Red Cells 2g Apheresis Red Cell - Leucodepleted04381-RED CELLS IN SAG-M 1 OF 2 APHERESIS LEUCODEPLETED04382-RED CELLS IN SAG-M 2 OF 2 APHERESIS LEUCODEPLETED04381-RED CELLS IN SAG-M 1 OF 2 APHERESIS LEUCODEPLETED

Red Cells Paediatric Red Cells Paediatric

2d WB Paediatric Red Cell - Leucodepleted (1 of 4)34311-RED CELLS IN ADSOL 1 OF 4 LEUCOCYTE DEPLETED PAEDIATRIC34312-RED CELLS IN ADSOL 2 OF 4 LEUCOCYTE DEPLETED PAEDIATRIC34313-RED CELLS IN ADSOL 3 OF 4 LEUCOCYTE DEPLETED PAEDIATRIC

Platelets Apheresis Platelets 3d Apheresis Platelet - Leucodepleted12070-PLATELETS APHERESIS IN T-SOL12071-PLATELETS APHERESIS 1 OF 2 IN T-SOL12072-PLATELETS APHERESIS 2 OF 2 IN T-SOL

Platelets Pooled Platelets 3a WB Platelet12000-PLATELETS12900-PLATELETS WASHED12001-PLATELETS 1 OF 2

Platelets Pooled Platelets 3b WB Platelet - Leucodepleted12300-PLATELETS LEUCOCYTE DEPLETED12321-PLATELETS POOLED IN T-SOL LEUCOCYTE DEPLETED12320-PLATELET POOLED LEUCODEPLETED SSP+

Platelets Pooled Platelets 3c WB Platelet - Buffy Coat Poor12021-PLATELETS POOLED IN T-SOL12021-PLATELETS POOLED IN T-SOL12021-PLATELETS POOLED IN T-SOL

Platelets Apheresis Paediatric

Platelets Paediatric

3e Paediatric Apheresis Platelet - Leucodepleted (1 of 4)32641-PLATELETS 1 OF 4 PAEDIATRIC LEUCOCYTE DEPLETED32642-PLATELETS 2 OF 4 PAEDIATRIC LEUCOCYTE DEPLETED32643-PLATELETS 3 OF 4 PAEDIATRIC LEUCOCYTE DEPLETED

Fresh Frozen Plasma Clinical Fresh Frozen Plasma

4b WB Clinical FFP - Buffy Coat Poor18200-FRESH FROZEN PLASMA18201-FRESH FROZEN PLASMA 1 OF 2

MGT001 - Fresh Blood Product Management Report 18202-FRESH FROZEN PLASMA 2 OF 2

Fresh Frozen Plasma Clinical Fresh Frozen Plasma

4d Apheresis Clinical FFP18210-FRESH FROZEN PLASMA APHERESIS18211-FRESH FROZEN PLASMA 1 OF 2 APHERESIS18212-FRESH FROZEN PLASMA 2 OF 2 APHERESIS

Fresh Frozen Plasma Paediatric

Clinical Fresh Frozen Plasma Paediatric

4c Paediatric WB Clinical FFP (1 of 4)18241-FRESH FROZEN PLASMA PAEDIATRIC 1 OF 418242-FRESH FROZEN PLASMA PAEDIATRIC 2 OF 418243-FRESH FROZEN PLASMA PAEDIATRIC 3 OF 4

Cryoprecipitate Cryoprecipitate 5a WB Cryoprecipitate10100-CRYOPRECIPITATE10100-CRYOPRECIPITATE10100-CRYOPRECIPITATE

Cryoprecipitate Apheresis

Cryoprecipitate 5b Apheresis Cryoprecipitate10110-CRYOPRECIPITATE APHERESIS10110-CRYOPRECIPITATE APHERESIS10110-CRYOPRECIPITATE APHERESIS

Cryo-Depleted Plasma Cryo-depleted Plasma

6a WB Cryo-depleted Plasma18400-CRYO-DEPLETED PLASMA18400-CRYO-DEPLETED PLASMA18400-CRYO-DEPLETED PLASMA

Cryo-Depleted Plasma Cryo-depleted Plasma

6b Apheresis Cryo-depleted Plasma18410-CRYO-DEPLETED PLASMA APHERESIS18410-CRYO-DEPLETED PLASMA APHERESIS18410-CRYO-DEPLETED PLASMA APHERESIS


10. Appendix D – Component Age Banding.The following table describes the bands used for each of the Fresh Blood Component age at issue banding (note that these could be different from the Age At Transfusion banding)

Component Age At Issue Banding Age At Transfusion BandingRed Blood Cellsincluding Peadiatrics

0 (issued same day as collected)1 through 29 days reported separately30-3435-3940-42>42 (Greater than 42 days old)

<5 (less than 5 days old)5 through 34 days reported separately35-39> 40 days

Plateletsincluding Peadiatrics

0 through 6 days reported separately 0 through 6 days reported separately

Clinical fresh Frozen Plasmaincluding Peadiatrics

1 through 12 months reported monthly 1 through 12 months reported monthly

Cryoprecipitate 1 through 12 months reported monthly 1 through 12 months reported monthlyCryo-depleted Plasma 1 through 12 months reported monthly 1 through 12 months reported monthly

Due to the quality of data, the age of a component can be negative or older than the longest usable age. In that case, these values are attributed to the smallest and largest values respectively.

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