Quick Data Entry Guide 1 Contributing to the V3P database (data entry) This quick data entry guide provides an overview of the data submission procedure to the V3P database. Before submitting data, please identify a focal point who will be responsible for uploading data and communicating with V3P. This focal point should be knowledgeable about the country s procurement system, have access to recent price information, and have a clear understanding of the terms of purchasing agreements. Assigned focal points can activate an ADS account with WHO by clicking https://extranet.who.int/ads/adswebinterface/create.aspx. Then please send the account name to the V3P data manager to register: v3p-project@who.int 2 Logging in Once you have activated an ADS account and registered it with the V3P data manager, you can log in and begin entering procurement records. The V3P data entry tool can be accessed via the following link: http://extranet.who.int/vppp/ This brings you to the following screen: Choose ADS from the drop-down menu and click Login. On the next screen, enter your User name and Password from your ADS account. Click Login. Note: If you forgot your password, go to the WHO ADS website (https://extranet.who.int/ads/), click update account, and follow instructions on the screen. On the following screen (below), click OK. 1
This brings you to the start page of the V3P data entry tool (see screenshot below). This page provides information on data management and validation processes. Click Next to enter the tool. 2
3 Getting around 3.1 Data inventory screen The screenshot below summarizes data inventory for a sample country. Upon first use of the database tool, this table will be empty, however after entering a few procurement records it will begin to look like the sample below. The data inventory table displays: The year the vaccine was purchased The type of vaccine procured The vaccine manufacturer The annual volume procured The currency and contracted price per dose paid for the vaccine The status of the record ( Draft, Quarantine or Public ) Note: Sample screens are for demonstration only. Information depicted does not reflect actual country and product specific details The icons on the far left column of the table allow users to modify existing data records: Published: the data record has been submitted to the public site. Draft or Quarantine: the data record is pending submission to the public site. Edit: click to access and modify existing records. Copy: click to create a copy of an existing record for further modification. Delete: click to erase a record, irrespective of its status, from the data inventory (note that the page of the public site needs to be refreshed to visualize the change). 3
3.1 Data Entry Screens When you start entering procurement records (described in next section), you will see screens like the one below. With a few exceptions, all data entry tabs contain a combination of similar data entry fields. The screenshots below provide an overview of the general screen composition of the V3P data entry tool. Language selection Summary of key data entered Data entry tabs Data entry fields Navigation buttons Help files are indicated by a white question mark in a grey circle Mandatory entry fields are marked with an asterisk Mandatory entry fields left blank will appear with a red margin and exclamation Mandatory entry fields are marked with an asterisk (*) and highlighted with a red frame and a white exclamation mark in a red circle when left blank. Explanations about the individual terms and prompts can be found by clicking the Help button indicated by a question mark (? ) next to the entry fields. 4
4 Entering a Procurement Record From the data inventory screen, click Add Procurement on the upper left of the screen to enter a new procurement record (see screenshot on the left). This will bring you to the Product screen (see screenshot below). Note that V3P also allows for the entry of vaccines that are not prequalified by WHO (through the entry tab Add Non PQ Vaccine ). However, to allow for the meaningful comparison between products, this step needs to be discussed directly with the V3P data manager. 4.1 Product tab Under the Product tab (see screenshot below), use the drop-down menus to choose the vaccine by selecting the vaccine type, manufacturer and dosage count of the vaccine procured. Click Next to continue. Note that you can scroll the screen to the right to reveal more product details that can help identify the individual product. 5
4.2 Procurement mechanism tab Under the tab Procurement mechanism please select from the drop-down list whether the vaccine was procured directly by the country or through the procurement services provided by UNICEF or PAHO. When selecting PAHO or UNICEF as a procurement mechanism, a pop-up window will inform you about the validation process involving products procured through these organizations. The selection of PAHO or UNICEF as procurement mechanisms will eliminate certain entry fields that are automatically defined and recorded in the database. Click OK to continue to the next screen. Alternatively, click Back to navigate back to the Product tab or click Cancel to abort. 6
When selecting Individual Country Self Procurement as procurement mechanism, additional entry fields are triggered. Proceed by selecting the appropriate values for the different data entry fields. Certain responses or selections may trigger additional entry fields. For example, if you select International Tender as your Procurement Method, a list of additional questions will be added to specify whether the tender was outsourced to an agent and, if so, the characteristics of that agreement. Click the? button for help. After completing your entry, click Next to move to the next screen, Back to return to the Product tab or Cancel to abort data entry for this product. 7
4.3 Finance and contracting tab This tab contains entry fields requesting information on financing and specific contract details. Depending on your entries made, additional entry fields may be triggered that request additional information. Click the? button for help. After completing your entry, click Next to move to the next screen, Back to return to the Procurement mechanism tab or Cancel to abort data entry for this product. 8
4.4 Price tab This tab contains entry fields requesting information on price, quantity, timing and delivery. Depending on the selections made, one additional entry field may be triggered, requesting additional information on exchange rate adjustments. Click the? button for help. After completing your entry, click Next to move to the next screen, Back to return to the Finance and contracting tab or Cancel to abort data entry for this product. 9
4.5 Inclusions tab This tab contains entry fields requesting information on price inclusions referring to the contracted price. Click the? button for help. After completing your entry, click Next to move to the next screen, Back to return to the Price tab or Cancel to abort data entry for this product. 10
4.6 Fully loaded price tab This tab contains entry fields requesting information on the fully loaded price of a vaccine (including all fees, taxations and mark-ups) of the vaccine delivered to the final immunization provider. Note: Sample screens are for demonstration only. Information depicted does not reflect actual country and product specific details. Depending on the selection of certain answers, additional entry fields may be triggered. Click the? button for help. After completing your entry, click Next to move to the next screen, Back to return to the Inclusions tab or Cancel to abort data entry for this product. 11
4.7 Comments tab This tab contains an entry field to enable countries to enter any information about vaccine pricing and procurement for a specific record (or all records) that they consider important but is not captured through the entry fields of the tool. Note: Sample screens are for demonstration only. Information depicted does not reflect actual country and product specific details. After completing your entry, click Next to move to the next screen, Back to return to the Fully Loaded Price tab or Cancel to abort data entry for this product. 12
4.8 Submit data tab This tab provides an overview of information provided to the database and allows users to review their entries and print a copy for their files (through the printing options of their browser) before submitting the data to the public site. Pressing Submit data triggers a pop-up window that informs the user that the entered data is about to be submitted to the public site. The user is then reminded that countries are responsible for the validity of their data, that they are responsible for confirming that information submitted does not violate any contractual agreements with suppliers or manufacturers and that the person submitting the data needs to be authorized to do so. Click OK to release the entered data to the public site (for products purchased through Individual Country Self Procurement) or to quarantine the data until validated by PAHO or UNICEF (for products purchased through PAHO or UNICEF). Click Save draft to save the completed entry to the record inventory list without submitting it for publication. Draft records can be edited from the data record inventory list (see below). Click Back to go back to the Comments tab. 13
4.9 Updated data inventory After submitting data or saving draft entries, the user is brought back to the vaccine data inventory (see screenshot below). To see the most recent list of data entries and their current status (i.e., Draft, Quarantine, or Published ), click Refresh. 5 Integrating V3P into the procurement cycle Data can be entered into the V3P Database at any time. However, countries will likely find it most convenient to input new data annually, as part of the procurement cycle. To enable meaningful data analyses and comparisons, participating countries are encouraged to provide complete sets of data records and share information on all the data points requested in the V3P entry tool. However, for cases in which not all data points are accessible or can be made available, countries may submit their information even if some of the requested data points are unavailable. 14