Shingrix Vaccine: Holding Orders Request

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1 VERSION 8.1 DEFENSE HEALTH AGENCY COMBAT SUPPORT BRANCH MEDICAL LOGISTICS (MEDLOG) DIVISION QUALITY and OPTIMIZATION BRANCH Shingrix Vaccine: Holding Orders Request Standard Operating Procedure (SOP) Effective as of 15 March 2019

2 Table of Contents Document Revision Information... 3 Overview... 4 The DHA MEDLOG/Shingrix Vaccine Initiative' Dashboard... 5 Accessing the DHA SharePoint Website... 5 The DHA MEDLOG Shingrix Holding Orders Dashboard... 6 Inputting Your Holding Order Request for Shingrix Vaccine... 7 STEP 1 Adding New Holding Order Request... 7 STEP 2 The DHA MEDLOG/Shingrix Holding Orders Input Form... 8 STEP 3 Uploading Your Form 1155 Attachment, Order for Supplies or Services... 9 STEP 4 Saving Your Holding Order Information STEP 5 Successful Upload Confirmation of your Holding Order Making Edits to Current Shingrix Holding Orders Special Note Restrictions on Editing an Uploaded Shingrix Holding Order STEP 1 Accessing the Edit Screen STEP 2 Selecting a Holding Order to Edit STEP 3 Open the Editing Screen STEP 4 Editing Screen and How to Save Changes P age

3 Document Revision Information Date Version Comment Author 02/16/ Initial Document Creation R.Bowell 02/17/ Initial Release R.Bowell 02/22/ Update to Input Screen R.Bowell 02/23/ Update to Attachment Instructions R.Bowell 02/26/ Candidate Version for Test Group Release R.Bowell 02/26/ Added Appendix; Form Field Data Types R.Bowell 03/05/ New DHA Organizational Alignment; Title Page Modified Accordingly R.Bowell 03/06/ Replacement of SOP Screenshots R.Bowell 03/07/ Removed Form Fields Data Type Description (v.3.0) R.Bowell 03/08/ Tailored Guide Terminology to DoD Standards J.Meyer/R.Bowell 03/08/ Redesign of Web Page Descriptions; New Screenshot Edits J.Meyer/R.Bowell 03/13/ Inclusion of the Edit Walk-Through R.Bowell 03/13/ Additional Edit Screenshots Included R.Bowell 03/20/ Modification of DHA MEDLOG Shingrix Logo R.Bowell 03/22/ Replacement of Rebranded Logo R.Bowell 3 P age

4 Overview 1) This Document contains: a) An introduction to the DHA MEDLOG s Shingrix Holding Orders CAC-enabled SharePoint Website b) The required steps necessary to successfully navigate and submit DHA Shingrix Holding Orders c) POC information for functional questions and/or technical issues 2) Any questions, comments, and/or suggestions may be directed to: a) DHA MEDLOG Functional Lead: Mr. Joseph Meyer Joseph.G.Meyer2.civ@mail.mil (301) b) DHA MEDLOG Technical (SharePoint) Lead: Mr. Richard (Rich) BoWell, Jr. Richard.A.Bowell.civ@mail.mil (301) P age

5 The DHA MEDLOG/Shingrix Vaccine Initiative' Dashboard Accessing the DHA SharePoint Website [*Note: If prompted for a CAC certificate, please select your Certificate.] The DHA MEDLOG Shingrix Holding Orders section of DHA s SharePoint website is restricted to DoDAACs/UIC s that have an allotment allocation. Therefore, when accessing the link above, SharePoint will respond in one of three ways: 1) You may be required to register for access to the DHA SharePoint site, 2) You will be asked to update your user profile s information, or 3) You ll be presented with an Alert Box (see image below) politely requesting a response to the question: Why you need access to this site. If this is the case, the DHA SharePoint website will guide you through the registration process OR assist you in updating your user information. For Login Issues and/or Concerns, please contact: DHA MEDLOG Functional Lead: Mr. Joseph Meyer Joseph.G.Meyer2.civ@mail.mil (301) P age

The DHA MEDLOG Shingrix Holding Orders Dashboard The DHA MEDLOG Shingrix Holding Orders Dashboard: Section A: Top Navigation Area (SharePoint Menus; no user intervention required) Section B: Left

6 The DHA MEDLOG Shingrix Holding Orders Dashboard The DHA MEDLOG Shingrix Holding Orders Dashboard: Section A: Top Navigation Area (SharePoint Menus; no user intervention required) Section B: Left Side Navigation Area (SharePoint Quick-Links Menu; no user intervention required) Section C: Announcements/Important Information: Showing Holding Orders Completion Cut-off Dates, etc Section D: Listing of Currently Placed Shingrix Holding Orders Item E: Link to Input New Holding Order (in SharePoint, this is called a New Item ) Item F: Link to Edit your Currently Placed Holding Order (*Note: editing is restricted to your own inputted Holding Order) Item G: Area that Displays the Current Cycle List of Requested Holding Orders 6 P age

7 Inputting Your Holding Order Request for Shingrix Vaccine STEP 1 Adding New Holding Order Request Click New Item to open the Input Form 7 P age

STEP 2 The DHA MEDLOG/Shingrix Holding Orders Input Form A B C D E F The Required Fields of the DHA MEDLOG Shingrix Holding Orders Web Form A) Customer PO Number (PIID) B) ABC Customer

8 STEP 2 The DHA MEDLOG/Shingrix Holding Orders Input Form A B C D E F The Required Fields of the DHA MEDLOG Shingrix Holding Orders Web Form A) Customer PO Number (PIID) B) ABC Customer Account Number C) ABC Material Number (Shingrix Vaccine Amount) D) Order Quantity (Holding Order Quantity) E) Site s DoDAAC/UIC F) DD Form 1155: Order for Supplies or Services Form 8 P age

9 STEP 3 Uploading Your Form 1155 Attachment, Order for Supplies or Services Sub-Step 1 Form 1155 Upload Screenshot 1 Sub-Step 2 Form 1155 Upload Screenshot 2 9 P age

$screenshots (# s 1, 2, 3, & 4) shows the progression of attaching (uploading) your Form 1155 \\ 10 P$

10 Sub-Step 3 Form 1155 Upload Screenshot 3 Form 1155 Upload Screenshot 4 Sub-Step 4 // Each of the above screenshots (# s 1, 2, 3, & 4) shows the progression of attaching (uploading) your Form 1155 \\ 10 P age

11 STEP 4 Saving Your Holding Order Information Once you ve uploaded your information, click Save At this point, the DHA SharePoint Server is Processing and Saving your Form Information 11 P age

STEP 5 Successful Upload Confirmation of your Holding Order If the form has been filled in correctly and once uploaded, you will receive the following dialog box indicating success.

12 STEP 5 Successful Upload Confirmation of your Holding Order If the form has been filled in correctly and once uploaded, you will receive the following dialog box indicating success. Click OK to be returned to the DHA MEDLOG Shingrix Holding Orders Dashboard Review the DHA MEDLOG Shingrix Holding Orders Dashboard to verify your Holding Order has indeed been uploaded. Making Edits to Current Shingrix Holding Orders 12 P age

Special Note Restrictions on Editing an Uploaded Shingrix Holding Order SPECIAL NOTE: The editing of uploaded Shingrix Holding Orders is RESTRICTED to a pre-identified list of individuals.

13 Special Note Restrictions on Editing an Uploaded Shingrix Holding Order SPECIAL NOTE: The editing of uploaded Shingrix Holding Orders is RESTRICTED to a pre-identified list of individuals. If you believe editing privileges should be extended to you, please contact Mr. Joe Meyer (page 4, Section 2 of this document) to have your permissions modified accordingly. STEP 1 Accessing the Edit Screen To modify (edit) an inputted holding order: starting from the DHA Shingrix Holding Orders Dashboard, click the Holding_Orders hyperlink 13 P age

3 Open the Editing Screen Once highlighted, single-click the

14 STEP 2 Selecting a Holding Order to Edit On the Holding Orders list page, single-click the Holding Order you wish to Edit STEP 3 Open the Editing Screen Once highlighted, single-click the Items Tab, then click Edit Item on the SharePoint Ribbon Menu 14 P age

15 STEP 4 Editing Screen and How to Save Changes On this screen, edit the Holding Orders field(s) you deem incorrect and modify them accordingly. *Please note: you have two options on this screen to exit: 1) Save: This button (icon) will save and commit your changes 2) Close: This button (Icon) will cancel any changes and exit the editing screen without committing any changes 15 P age

16 This Page Left Blank Intentionally 16 P age

From the Insert Tab (1), highlight Picture (2) drop down and finally choose From Computer to insert a new image

From the Insert Tab (1), highlight Picture (2) drop down and finally choose From Computer to insert a new image Inserting Image To make your page more striking visually you can add images. There are three ways of loading images, one from your computer as you edit the page or you can preload them in an image library