WHO Immunization Implementation Guide
0.1.0 - CI Build International flag

WHO Immunization Implementation Guide, published by World Health Organization (WHO). This guide is not an authorized publication; it is the continuous build for version 0.1.0 built by the FHIR (HL7® FHIR® Standard) CI Build. This version is based on the current content of https://github.com/WorldHealthOrganization/smart-immunizations and changes regularly. See the Directory of published versions

Functional Requirements

This page provides an overview of illustrative functional requirements that may be considered to kick-start the process of designing or adapting the immunization information system (IIS) digital tracking and decision-support system.

Functional requirements describe the capabilities the system must have in order to meet the end-users’ needs and achieve tasks within the business process.

These requirements are taken from Component 8 and Web Annex D of the WHO Digital Adaptation Kit: SMART Guidelines for Immunizations (link forthcoming).

Please note that these are not exhaustive lists and should be modified according to context and user persona needs.

Business process A: Facility Registration

Requirement ID Activity ID and Description As a … I want … So that …
IMMZ.FXNREQ.001 Receive facility information IIS Staff/System The system to receive facility information from multiple sources, i.e. Automatically or manually in multiple formats I will know about new facilities
IMMZ.FXNREQ.002 Validate against national master facility list IIS Staff/System The system to interface with National Master Facility List’s (NMFL) database to validate if the facility is already registered in the NMFL. If a facility is registered in the NMFL then the facility information should be verified for accuracy and/or updated in the IIS. I can check if the facility is already in the system
IMMZ.FXNREQ.003 Validate against national master facility list IIS Staff/System The system to flag any facilities that are registered in the IIS that are not on the NMFL I can identify facilities that need further investigation
IMMZ.FXNREQ.004 Validate against national master facility list IIS Staff/System The system to validate the NMFL with IIS master list I can ensure the lists are synched
IMMZ.FXNREQ.005 Validate against national master facility list IIS Staff/System To include vaccine providers that may not be physical facilities (such as a health department) We will have the flexibility to accommodate temporary or pop-up clinics
IMMZ.FXNREQ.006 Validate against national master facility list IIS Staff/System To flag a facility as a temporary facility I will know that this is not a permanent facility for things like reporting
IMMZ.FXNREQ.007 Does facility information match? IIS Staff/System The system to verify against a previously approved IIS facility I can check the facility information against the “official” list to identify discrepancies
IMMZ.FXNREQ.008 Update/Add new facility Facility Staff The system to provide a temporary unique ID to facilities not listed on the NMFL Facilities can still be part of the IIS system while the discrepancy with the NMFL is resolved
IMMZ.FXNREQ.009 Update/Add new facility Facility Staff The system to add new facilities to IIS master registration list not listed in the NMFL Facilities providing vaccines will be included in the NMFL. Only if this is allowed by policy
IMMZ.FXNREQ.010 Update/Add new facility Facility Staff The system to be able to link a facility’s NMFL ID with its IIS ID into the same record There will be a common understanding of what facility is being referenced
IMMZ.FXNREQ.011 Update/Add new facility Facility Staff The system to send a notification of new facility to the NMFL manager The NMFL can be aware of any potentially new facilities
IMMZ.FXNREQ.012 Update/Add new facility Facility Staff The system to update facility information not captured in the NMFL Data can be added that may be specific to the IIS but is not relevant to the NMFL
IMMZ.FXNREQ.013 Update/Add new facility Facility Staff The system to keep audit log of change history when any facility information is changed and saved (i.e. include date/time stamp) Changes can be monitored
IMMZ.FXNREQ.014 Update/Add new facility Facility Staff The system to have the ability to convert a temporary facility to a permanent facility The data from the temporary facility is not lost
IMMZ.FXNREQ.015 Verify information for additional data IIS Staff/System The system to prompt user to accept changes to IIS master registration list I will know when changes are being made and can validate them
IMMZ.FXNREQ.016 Verify information for additional data IIS Staff/System The system to notify user of incomplete mandatory fields The user will ensure all necessary data is entered
IMMZ.FXNREQ.017 Information complete? IIS Staff/System The system to verify all required facility information is complete Any missed fields can be identified
IMMZ.FXNREQ.018 Information complete? IIS Staff/System The system to generate report of missing information Missing information can be obtained
IMMZ.FXNREQ.019 Request additional information IIS Staff/System & Facility Staff The system to support the process of sending a request for information The user will not have to transcribe the request and send it
IMMZ.FXNREQ.020 Submit additional information Facility Staff The system to support the process of receiving information The user will not have to transcribe the new information into the system
IMMZ.FXNREQ.021 Create/Update facility record IIS Staff/System The system to audit facility data changes with date/timestamp/”last updated” There is a record of all data changes
IMMZ.FXNREQ.022 Create/Update facility record IIS Staff/System The system to collect all facility data changes and report to IIS staff A person can validate the changes were appropriate
IMMZ.FXNREQ.023 Generate unique IIS identification IIS Staff/System The system to generate a unique IIS ID which may be linked to national ID or health ID The facility will have the appropriate ID
IMMZ.FXNREQ.024 Send facility registration notification IIS Staff/System The system to send IIS registration notification with IIS ID (i.e. SMS, calls, mail, email) to other systems or administrators Other systems will be informed of the new IIS facility
IMMZ.FXNREQ.025 Send facility registration notification IIS Staff/System The system to include instructions of how to use IIS ID (i.e. reporting requisition) Other systems will know how to interact with the IIS

Business process B: Plan Service Delivery

Requirement ID Activity ID and Description As a … I want … So that …
IMMZ.FXNREQ.026 Review register to determine estimates of vaccine need health worker (HW) To identify all clients that are due (or overdue) for vaccination by the next clinic date or campaign date I can plan my vaccination clinic day or campaign event
IMMZ.FXNREQ.027 Review register to determine estimates of vaccine need health worker (HW) To sort the list of needed vaccines by antigen I can know how much of each vaccine is needed
IMMZ.FXNREQ.028 Review register to determine estimates of vaccine need health worker (HW) The system to provide range estimates for vaccine need based on historical data (high and low ranges) I can know how much has typically been used and adjust my specific list accordingly
IMMZ.FXNREQ.029 Record details on planning sheet health worker (HW) To print list of necessary antigens and accessories (e.g. syringes, wipes) based on projected need I can make sure I have all the things I need for my vaccination clinic or campaign event
IMMZ.FXNREQ.030 Sufficient stock in immediate location? health worker (HW) The system to identify the stock at the local source/supply for vaccines (at my facility or from the local storage area/warehouse) I can determine easily what stock I have
IMMZ.FXNREQ.031 Sufficient stock in immediate location? health worker (HW) The system to compare the list of needed antigens to the stock on hand and indicate if there is sufficient stock I do not have to make these calculations myself
IMMZ.FXNREQ.032 Sufficient stock in immediate location? health worker (HW) The system to show the actual numbers of each vaccine in stock I can verify the amount is sufficient
IMMZ.FXNREQ.033 Order additional stock health worker (HW) To generate a stock request based on the information provided I do not have to transcribe or add this information myself
IMMZ.FXNREQ.034 Order additional stock health worker (HW) To change the number of each antigen vaccine as needed (using the shortage as a guideline) I can adjust for any additional requirements not known by the system
IMMZ.FXNREQ.035 Order additional stock health worker (HW) The system to provide feedback for stock that is not available for ordering (back orders) I will know if stock is not available, and when it may be so I can plan my clinic
IMMZ.FXNREQ.036 Order additional stock health worker (HW) The system to indicate that the order has been processed I will know the order was submitted successfully
IMMZ.FXNREQ.037 Order additional stock health worker (HW) The system to provide any relevant details for the order fulfilment (such as time of day to expect delivery or any special instructions) I can ensure I will be able to receive the shipment
IMMZ.FXNREQ.038 Order additional stock health worker (HW) The system to provide means to include some mandatory user feedback, such as stock on hand and reason for order I can provide additional information to stores
IMMZ.FXNREQ.039 Order additional stock health worker (HW) The system to be able to interface to logistics management systems ordering additional stock can happen faster and with minimal user effort
IMMZ.FXNREQ.040 Get needed stock health worker (HW) The system to provide a printed list of ( vaccines) stock order to be fulfilled I can use this as my pick list, even when I am offline
IMMZ.FXNREQ.041 Record stock taken health worker (HW) The system to allow bar code reading of stock taken the system can be automatically and accurately updated
IMMZ.FXNREQ.042 Record stock taken health worker (HW) To record stock removed from cold storage and taken to clinic The count for the cold storage will be accurate, and the clinic stock accounted for
IMMZ.FXNREQ.043 Record stock taken health worker (HW) The system to maintain a tally of stock available at each location (e.g. stock available in the cold fridge at health centre, stock that is out for clinic) I can see where all stock is physically located in real time
IMMZ.FXNREQ.044 Assemble all needed materials for clinic health worker (HW) The system to provide a clinic materials checklist, which is a list of materials I would need for clinic I can make sure I have the materials I need for clinic

Business process C: Client Reminder

Requirement ID Activity ID and Description As a … I want … So that …
IMMZ.FXNREQ.045 Define/Evaluate criteria IIS Staff/System & health worker (HW) To select reminder parameters. May include but not limited to, age range, vaccine type(s), vaccine schedules, geographic area, number of days overdue. reminders can be optimized
IMMZ.FXNREQ.046 Define/Evaluate criteria IIS Staff/System & health worker (HW) To associate a client with a health facility clinic or site to generate a provider-based reminder/recall Site specific lists of clients can be generated
IMMZ.FXNREQ.047 Define/Evaluate criteria IIS Staff/System & health worker (HW) To validate data against the vaccine schedule (Note: Can use the vaccine schedule to best schedule reminders/recall for series vaccinations) The generated list adheres to guidelines
IMMZ.FXNREQ.048 Select notification method IIS Staff/System & health worker (HW) To select one or more notification methods (e.g. automated telephone calls (i.e. robocall), text message, letter, email, CHW notification, home visits) The most appropriate notification method will be used
IMMZ.FXNREQ.049 Select notification method IIS Staff/System & health worker (HW) To maintain a client’s preferred contact method Any notification will go through the client’s preferred method
IMMZ.FXNREQ.050 Generate list of clients IIS Staff/System & health worker (HW) To display the type of notification indicator per client record (i.e. a reminder for when a vaccine is due or only a notification when it is overdue) The notification will be sent at the correct time
IMMZ.FXNREQ.051 Generate list of clients IIS Staff/System & health worker (HW) The system to track the number of reminders attempts (i.e. per client and total) I can know if additional action may be required, or when to stop sending reminders
IMMZ.FXNREQ.052 Generate list of clients IIS Staff/System & health worker (HW) The system to prevent all records given an inactive or deceased status from being included in the list of clients for reminder/recall Notifications will not be inappropriately sent to clients
IMMZ.FXNREQ.053 Generate list of clients IIS Staff/System & health worker (HW) To produce a list of clients according to user defined parameters I can adjust who is recalled when based on my local needs or situation
IMMZ.FXNREQ.054 Generate list of clients IIS Staff/System & health worker (HW) To print the list of clients I have a list I can use when I am offline
IMMZ.FXNREQ.055 Generate list of clients IIS Staff/System & health worker (HW) The system to log each time a user generates a list of clients Printing needs can be monitored
IMMZ.FXNREQ.056 Generate list of clients IIS Staff/System & health worker (HW) The system to display the date the reminder/recall notice was sent to a client I will know when it was sent and can follow-up accordingly
IMMZ.FXNREQ.057 Send notifications IIS Staff/System & health worker (HW) The system to generate electronic notifications the user does not have to generate notifications
IMMZ.FXNREQ.059 Send notifications IIS Staff/System & health worker (HW) To send reminder notification to client or designated health worker (i.e. via community health worker) they will be alerted of an upcoming or overdue appointment
IMMZ.FXNREQ.060 Send notifications IIS Staff/System & health worker (HW) To include specific details about clinic dates and times or outreach dates and times as appropriate The client will know specifically when and where to go to receive a vaccination
IMMZ.FXNREQ.061 Client shows up for vaccination health worker (HW) To know that the client has a visit registered at a clinic I can plan my clinic workload
IMMZ.FXNREQ.062 Administer vaccine health worker (HW) To know that the client has received the vaccine doses The client record can be updated, and this information can be available to all appropriate users
IMMZ.FXNREQ.064 Is another reminder needed? IIS Staff/System & Vaccine Provider The system to remind a client a configurable number of times The number of reminders can be limited and adjusted over time to get the minimum number of reminders that are effective
         
IMMZ.FXNREQ.065 Is another reminder needed? IIS Staff/System & Vaccine Provider The system to flag a client as a defaulter after the configured number of reminders is met We can identify those who have not come and are overdue, requiring additional intervention
IMMZ.FXNREQ.066 Is another reminder needed? IIS Staff/System & Vaccine Provider The system to track notification attempts and log back to a client’s record That information will be available when reviewing the record

Business process D: Defaulter Tracing

Requirement ID Activity ID and Description As a … I want … So that …
IMMZ.FXNREQ.068 Determine if vaccines were missed health worker (HW) To produce a list of clients who missed their vaccine for each antigen I can plan follow up activities
IMMZ.FXNREQ.069 Determine if vaccines were missed health worker (HW) To specify the vaccine schedule and thresholds for a client to qualify as requiring follow-up Follow up is only done at the appropriate time
IMMZ.FXNREQ.070 Determine if vaccines were missed health worker (HW) To print a list of clients requiring follow-up I will have an offline version
IMMZ.FXNREQ.071 Determine if vaccines were missed health worker (HW) To export a list of clients for follow-up Information can be sent to another health worker or system as appropriate
IMMZ.FXNREQ.072 Record the necessary information to follow-up health worker (HW) To extract a client’s location and personal information It will be easier to find and contact the client for follow-up
IMMZ.FXNREQ.073 Record the necessary information to follow-up health worker (HW) To categorize defaulter information by location and community health worker (CHW) Each CHW or clinic will have the list of only their clients
IMMZ.FXNREQ.074 Is there an active CHW in the area health worker (HW) To assign a CHW to a client To direct client information to the correct CHW
IMMZ.FXNREQ.075 Plan for follow-up directly or during outreach health worker (HW) To display a list of clients due for specific planned outreach and clinic sessions, based on area The clinic or outreach will have a targeted list of clients, allowing for prioritization of tasks and workload
IMMZ.FXNREQ.076 Send client information to CHW health worker (HW) To send list of missing clients by email or SMS to the CHW The CHW will get that information quickly and without needing to travel to pick up a paper list
IMMZ.FXNREQ.077 Send client information to CHW health worker (HW) To send recall SMS to caregiver The caregiver is aware a visit is due
IMMZ.FXNREQ.078 Provide feedback Community Health Worker (CHW) The CHW to send tracking updates/results to facility via SMS and email. The facility/clinic knows the client is being followed up and can facilitate, if needed
IMMZ.FXNREQ.079 Update record to document reason/lost follow-up health worker (HW) To record reason vaccine was missed  
This information can be used for planning and reporting purposes        
IMMZ.FXNREQ.080 Update record to document reason/lost follow-up health worker (HW) To edit, update, and override client information such as including change of address (moved permanently or temporarily) To facilitate the client being contacted, or being removed from a clinic’s list
IMMZ.FXNREQ.081 Update record to document reason/lost to follow-up health worker (HW) To flag when there is a change of address and a new client has been added to another catchment area The client will appear on the correct list for follow up
IMMZ.FXNREQ.082 Update record to document reason/lost to follow-up health worker (HW) To indicate the client is now inactive, identified as either permanently or temporarily, with a reason (e.g. death, moved, refuses vaccine) No further follow up will be done, and they will not show as defaulters
IMMZ.FXNREQ.083 Update record to document reason/lost to follow-up health worker (HW) To be able to generate a report of clients who are inactive and disaggregate by the reason they are inactive It can be used for reporting and planning
IMMZ.FXNREQ.084 Update record to document reason/lost to follow-up health worker (HW) The system to maintain an audit log of the changes and history I will be able to see all changes to a record
IMMZ.FXNREQ.085 Update record to document reason/lost to follow-up health worker (HW) To allow a client record to be inactive for a selected time frame e.g. temporarily lost residence, crop harvest season I can distinguish between those who may require follow up at a future time and those who are permanently inactive

Business process E: Register Client

Requirement ID Activity ID and Description As a … I want … So that …
IMMZ.FXNREQ.087 Does client have a record? health worker (HW) To confirm I have selected the correct record I know I have the correct record
IMMZ.FXNREQ.088 Enter into vaccination log/register health worker (HW) To enter all necessary registration data It will be available to the system and others who should have access to it
IMMZ.FXNREQ.089 Enter into vaccination log/register health worker (HW) To select the place of birth from a list as defined by the system administrator We have a standardized list of locations to prevent entry errors
IMMZ.FXNREQ.090 Enter into vaccination log/register health worker (HW) To select the health centre of the client from a list as defined by the system administrator I can be sure the client is assigned to the correct clinic and that all systems and users will understand it to be the same clinic
IMMZ.FXNREQ.091 Enter into vaccination log/register health worker (HW) The system to validate that a client does not exist before adding a new record. Duplicates can be prevented
IMMZ.FXNREQ.092 Enter into vaccination log/register health worker (HW) The system to enforce a minimal required data set for new registrations Sufficient data is entered to be able to identify the client
IMMZ.FXNREQ.093 Enter into vaccination log/register health worker (HW) The system to uniquely identify every client using a system generated unique identifier or an existing identifier e.g. health care, national ID, health unique ID The client can be definitively identified using that number
IMMZ.FXNREQ.094 Enter into vaccination log/register      
  Health Worker (HW) The system to generate a unique identifier The client can be uniquely identified for vaccination activities across systems using the same ID  
IMMZ.FXNREQ.095 Enter into vaccination log/register      
  Health Worker (HW)      
  Validate a unique ID when offline Entry errors are prevented    
IMMZ.FXNREQ.096 Enter into vaccination log/register health worker (HW) The system to provide a mechanism to prevent unwanted duplication of records, i.e. the system warns if a client is registered with same name and date of birth Duplicates can be prevented, and entries that are not duplicates can be confirmed as similar but separate
IMMZ.FXNREQ.097 Enter into vaccination log/register health worker (HW) To handle duplicates (such as merging records) Duplicate records are minimized or eliminated
IMMZ.FXNREQ.098 Enter into vaccination log/register health worker (HW) The ability for remote access and update of client records (via mobile device) Records can be updated when the client is present, to confirm any information
IMMZ.FXNREQ.099 Enter into vaccination log/register health worker (HW) The ability for the system administrator to configure what information and what data will be returned to determine a match To maintain confidentiality of records by only displaying what is needed to make a match
IMMZ.FXNREQ.100 Enter into vaccination log/register health worker (HW) The ability to add a historical vaccination history on a new client the record will contain the full vaccine history
IMMZ.FXNREQ.101 Enter into vaccination log/register health worker (HW) The ability to generate a barcode label to affix to the paper record The record can easily be uniquely identified by scanning the ID
IMMZ.FXNREQ.102 Enter into vaccination log/register health worker (HW) The ability to include an appropriate data on the barcode including the unique ID and data to support the digital vaccination certificate verification and validation process such as web end point or public key Interaction with other systems can be facilitated
IMMZ.FXNREQ.103 Enter into vaccination log/register      
  Health Worker (HW)      
  The ability to associate a unique ID generated by another authority (local or global) to the record The record can be more easily shared or identified with other appropriate systems    
IMMZ.FXNREQ.104 Enter into vaccination log/register health worker (HW) The ability to add relevant health history if needed Relevant clinical information will be available to users of the system to improve decisions making
IMMZ.FXNREQ.105 Modify record health worker (HW) To modify or update appropriate client data as needed Most up to date information is available to all users
IMMZ.FXNREQ.106 Modify record health worker (HW) The system to track that I have changed or modified an existing record accountability for correct data is improved
IMMZ.FXNREQ.107 Modify record health worker (HW) The system to identify changes made to the record for my confirmation before saving I can have the opportunity to double check the data to prevent errors

Business process F: Query Client Record

Requirement ID Activity ID and Description As a … I want … So that …
IMMZ.FXNREQ.108 Search for the client record health worker (HW) To know the system will allow only authorized users to access and view the clients record Client confidentiality is maintained
IMMZ.FXNREQ.109 Search for the client record health worker (HW) To search for the client record given some demographic information I can find the client record if I don’t have the unique ID
IMMZ.FXNREQ.110 Search for the client record health worker (HW) The system to return all potential matches based upon search criteria I can find the best match
IMMZ.FXNREQ.111 Search for the client record health worker (HW) The search to match on partial information (such as partial birthdates) I have a better chance of finding a match
IMMZ.FXNREQ.112 Search for the client record health worker (HW) To search for client record based on family relationships or demographics I have a better chance of finding a match
IMMZ.FXNREQ.113 Search for the client record health worker (HW) The system to allow a system administrator to configure search parameters: mandatory fields, when partial information is acceptable etc. A search can be optimised without compromising confidentiality
IMMZ.FXNREQ.114 Search for the client record health worker (HW) To search with wild cards (using a symbol to replace one or more characters) I can find something without knowing the exact spelling
IMMZ.FXNREQ.115 Search for the client record health worker (HW) To find client records using barcodes that contain the client ID I can quickly pull up the correct record
IMMZ.FXNREQ.116 Search for the client record health worker (HW) The ability for searches to include results that look or sound similar to the search term (phonetic search) I can find something that may be spelt incorrectly
IMMZ.FXNREQ.117 Search for the client record health worker (HW) the system to identify any records that may have been imported from another system for verification I can verify before introducing potential errors to the system automatically
IMMZ.FXNREQ.118 Search for the client record health worker (HW) To search for a client using at least two identifying information I improve my chances of finding a match, and distinguishing between similar records
IMMZ.FXNREQ.119 Search for the client record health worker (HW) The system to require a user to search if a client is already in the system prior to starting a new record Duplicates are prevented
IMMZ.FXNREQ.120 Search for the client record health worker (HW) The system to have the ability to configure whether a client search must occur in advance of allowing a new registration. Performance and accuracy may be optimized
IMMZ.FXNREQ.121 Search for the client record health worker (HW) To scan a client ID bar code to retrieve the client record To quickly access the correct record
IMMZ.FXNREQ.122 Search for the client record health worker (HW) To be certain the retrieved record belongs to the client (this means it contains enough information/demographics/photo/unique ID etc. ) I can make sure I am selecting the correct record
IMMZ.FXNREQ.123 Search for the client record health worker (HW) The system to provide a history of previous care I have access to the information I need in one place
IMMZ.FXNREQ.124 Search for the client record health worker (HW) To view client contact information I am confident I have the correct record
IMMZ.FXNREQ.125 Exact match? health worker (HW) The system to display sufficient information to confirm it is the correct record I am confident I have the correct record
IMMZ.FXNREQ.126 Possible matches found? health worker (HW) To be presented with the possible matches and any additional information to allow me to determine which record is correct I am confident I have the correct record
IMMZ.FXNREQ.127 Possible matches found? health worker (HW) The system to display the most probable matches at the top of the list I can review them first
IMMZ.FXNREQ.128 Is client record confirmed? health worker (HW) To confirm when I find the correct match The correct record is selected
IMMZ.FXNREQ.129 Add additional search criteria health worker (HW) To enter additional search criteria if the list of possible matches is too long My list of matches is shorter and easier to review
IMMZ.FXNREQ.130 Add additional search criteria health worker (HW) To add wildcards to capture records that may be similar or potentially misspelled or incomplete I can find a record that may not have come up initially or I am unsure of the spelling
IMMZ.FXNREQ.131 Display or retrieve record health worker (HW) To have the record imported or retrieved if it matches but is not local I can access and update the record
IMMZ.FXNREQ.132 Display or retrieve record health worker (HW) The system to display the information of the selected record I can see the information I need to provide care

Business process G: Administer Vaccine

Requirement ID Activity ID and Description As a … I want … So that …
IMMZ.FXNREQ.134 Does client require vaccine? health worker (HW) To customise vaccine protocol it reflects my countries vaccine schedule
IMMZ.FXNREQ.135 Does client require vaccine? health worker (HW) To determine vaccine required by looking at age of client, vaccines already given and predefined vaccine protocol I give the vaccine appropriately
IMMZ.FXNREQ.136 Does client require vaccine? health worker (HW) To display vaccines already given and vaccines due according to predefined vaccine protocol I can assess what I need to give
IMMZ.FXNREQ.137 Does client require vaccine? health worker (HW) The system to ensure I have the most up to date vaccine protocols It will recommend the correct schedule
IMMZ.FXNREQ.138 Is required vaccine available? health worker (HW) To display availability of vaccines stock I can see what stock I have and if I have enough
IMMZ.FXNREQ.139 Is required vaccine available? health worker (HW) The system to warn the user if required vaccine is not in stock I can alert the client if the vaccine is not available
IMMZ.FXNREQ.140 Is required vaccine available? health worker (HW) The system to display the expiry date of stock to ensure expired vaccines are not administered I give safe and effective doses only
IMMZ.FXNREQ.141 Check contraindications health worker (HW) To be alerted of any relevant potential contraindications for the vaccine (e.g. based on age or dose spacing) I can withhold it if contraindicated
IMMZ.FXNREQ.142 Check contraindications health worker (HW) To be able to quickly access information regarding any contraindications by antigen I can access all information in one place
IMMZ.FXNREQ.143 Shall I administer vaccine? health worker (HW) To document why a vaccine was not given it will be visible to other health workers
IMMZ.FXNREQ.144 Inform client of next vaccine date health worker (HW) The system to display due date of the next vaccine I can inform the client when to return for their next vaccination
IMMZ.FXNREQ.145 Record appropriate data health worker (HW) The system to associate the context data for each entry (e.g. the health centre where the dose was given, the person administering it) I can investigate if any issues arise
IMMZ.FXNREQ.146 Record appropriate data health worker (HW) To update clients’ vaccination record with all relevant information (i.e. date, dose, lot number, antigen) The client and caregivers see a full complete record, and doses can be traced
IMMZ.FXNREQ.147 Record appropriate data health worker (HW) To record additional vaccinations, even those that are not included in the national vaccination schedule The client and caregivers see a full complete record
IMMZ.FXNREQ.148 Record appropriate data health worker (HW) To enter antigen information i.e. batch number, expiry date, Vaccine Vial Monitor (VVM) Status The client and caregivers see a full complete record, and doses can be traced
IMMZ.FXNREQ.149 Record appropriate data health worker (HW) A system administrator to define rules for data validation (correct date format, correct selection of antigens) data entry errors are prevented
IMMZ.FXNREQ.150 Record appropriate data health worker (HW) To enter additional related data (such as weight, or location given) The client and caregivers see a full complete record and I do not need to maintain a paper version for additional data
IMMZ.FXNREQ.151 Record appropriate data health worker (HW) The system to allow only certain fields to be edited (i.e. ID field should not be editable) A user cannot accidentally change it
IMMZ.FXNREQ.152 Record appropriate data health worker (HW) The system to maintain an audit of any modified data and by whom Users are accountable for the data they enter
IMMZ.FXNREQ.153 Record appropriate data health worker (HW) The system to apply an authorised digital signature when necessary and appropriate The users’ identity can be validated
IMMZ.FXNREQ.154 Record appropriate data health worker (HW) To confirm changes if data is modified Accidental or erroneous changes will not be saved
IMMZ.FXNREQ.155 Record appropriate data health worker (HW) To update stock record I know which stock adjustments have not been done automatically (such as in instances if something is wasted)
IMMZ.FXNREQ.156 Record appropriate data health worker (HW) To be prompted for any specific data required to produce a digital vaccine certificate for a specific antigen The record will have all relevant data to produce a certificate
IMMZ.FXNREQ.157 Record appropriate data health worker (HW) To know that the data in the client record is secure and confidential Client confidentiality is maintained
IMMZ.FXNREQ.158 Treat as appropriate health worker (HW) To record any significant observations (such as reaction) that may be specific to that client The observations can be readily available with other providers or for reporting
IMMZ.FXNREQ.159 Treat as appropriate health worker (HW) To connect to the appropriate form (AEFI) to document adverse reaction All of the data is in the same place and easily accessible
IMMZ.FXNREQ.160 Treat as appropriate health worker (HW) To have any serious reaction be displayed prominently in the clients record so it will be visible in future visits They can be aware and not give it if contraindicated
IMMZ.FXNREQ.161 Does client require digital certificate? health worker (HW) To be prompted to ask client if they want a digital vaccination certificate where appropriate The digital vaccination certificate can be generated

Business process H: Resolve Duplicate Client Record

Requirement ID Activity ID and Description As a … I want … So that …
IMMZ.FXNREQ.163 Flag client records for evaluation IIS Staff/System & health worker (HW) The system to automatically flag client records as possible duplicates Duplicates can be identified and resolved
IMMZ.FXNREQ.164 Flag client records for evaluation IIS Staff/System & health worker (HW) The system to prompt user of possible duplicate record prior to saving new record I can ensure I am not creating a duplicate
IMMZ.FXNREQ.165 Flag client records for evaluation IIS Staff/System & health worker (HW) To manually flag duplicate records I can identify potential duplicates myself for resolution
IMMZ.FXNREQ.166 Flag client records for evaluation IIS Staff/System & health worker (HW) The system to alert user of records pending for manual review I can make sure I document and use the correct record
IMMZ.FXNREQ.167 Flag client records for evaluation IIS Staff/System & health worker (HW) The system to support a rules-based algorithm to evaluate duplicate records Duplicates can be found by the system
IMMZ.FXNREQ.168 Flag client records for evaluation IIS Staff/System & health worker (HW) The rules to be easily editable by IIS staff They may be adjusted so that they trigger appropriately
IMMZ.FXNREQ.169 Produce list of potential duplicate records IIS Staff/System To schedule batching of duplicate record process They may be processed and assessed together when user is ready
IMMZ.FXNREQ.170 Produce list of potential duplicate records IIS Staff/System The system to generate a report of like identifiers or confidence ratings. Possible duplicates include name, address, quality data, reliable information, etc. The user can focus on those most appropriate
IMMZ.FXNREQ.171 Perform manual review IIS Staff/System To combine two or more duplicate records according to business rules. Business rules should define which criteria to use to merge records, i.e. what information to keep from the duplicates. A user does not have to review highly certain matches
IMMZ.FXNREQ.172 Perform manual review IIS Staff/System To view duplicate records simultaneously for decision to merge records I can see all information available to determine if they are duplicates
IMMZ.FXNREQ.173 Perform manual review IIS Staff/System To navigate the system while reviewing possible duplicates I can access other fields to aid in my decision making
IMMZ.FXNREQ.174 Can records be merged? IIS Staff/System To determine if records have appropriate criteria in order to merge, i.e. personal identifying data to watch I can be confident in the decision to merge
IMMZ.FXNREQ.175 Merge records IIS Staff/System To select data elements to merge into a consolidated record (Note: Could access additional source of data to validate information, i.e. ask the person, look up in another database) I can select the correct fields to be merged, to achieve the most accurate consolidated record
IMMZ.FXNREQ.176 Merge records IIS Staff/System The system to support an audit trail when records are merged I know when records are merged for troubleshooting. Also to encourage accountability for manual merges.
IMMZ.FXNREQ.177 Merge records IIS Staff/System To produce and access a cross-reference listing of pre- and post-merged records, i.e. a list that shows the old client record information with the corresponding converted new client record I can confirm the merged fields were done appropriately
IMMZ.FXNREQ.178 Merge records IIS Staff/System To “undo merge” I can correct records merged in error
IMMZ.FXNREQ.179 Merge records IIS Staff/System To retain “pre-merged” records I have a history of the record in case the records were merged in error
IMMZ.FXNREQ.180 Mark as “not a duplicate” or “pending” IIS Staff/System To flag record as “not a duplicate”. The system could believe records are duplicates, but they are not. It is not presented as a possible duplicate each time
IMMZ.FXNREQ.181 Mark as “not a duplicate” or “pending” IIS Staff/System The system to prevent matching for the same pair of records that have been flagged as “not a duplicate” Confirmed unique records are not accidentally merged
IMMZ.FXNREQ.182 Mark as “not a duplicate” or “pending” IIS Staff/System To flag a record as pending for manual review, if there is not enough information for the system to determine it is a duplicate An actual person can review and resolve
IMMZ.FXNREQ.184 Mark as “not a duplicate” or “pending” IIS Staff/System To enter comments for records marked as “not a duplicate” I can add any additional information to let other users see why it was determined to not be a duplicate

Business process I: Resolve Duplicate Vaccination Events

Requirement ID Activity ID and Description As a … I want … So that …
IMMZ.FXNREQ.185 Identify groups of vaccination events for evaluation IIS Staff/System The system to prompt the user that the new vaccine is a duplicate the user can decide if it is a duplicate and if so not enter it
IMMZ.FXNREQ.186 Identify groups of vaccination events for evaluation IIS Staff/System The system to generate a list of possible client vaccination event duplicates the entire list can be assessed
IMMZ.FXNREQ.187 Identify groups of vaccination events for evaluation IIS Staff/System To manually initiate duplicate search process it can be done when the user is available to troubleshoot
IMMZ.FXNREQ.188 Identify groups of vaccination events for evaluation IIS Staff/System The system to automate duplicate search process users are made aware of issues that need to be delt with
IMMZ.FXNREQ.189 Identify groups of vaccination events for evaluation IIS Staff/System To manually flag duplicate vaccination events an end user can report a mistake/duplicate that they are not able to merge (usually because they don’t have permission)
IMMZ.FXNREQ.190 Identify groups of vaccination events for evaluation IIS Staff/System The system to display the vaccine type, manufacturer, administrator date, eligibility, and administrator who entered the dose for manual vaccine de-duplication review I can be sure it is actually a duplicate vaccination event
IMMZ.FXNREQ.191 Evaluate vaccine event records IIS Staff/System & health worker (HW) The system to support a rules-based algorithm to evaluate duplicate events it will improve the system’s ability to find duplicates
IMMZ.FXNREQ.192 Evaluate vaccine event records IIS Staff/System & health worker (HW) The system to support probabilistic algorithm to determine and flag when duplicate events need manual review a user will be alerted of potential duplicates that will require further investigation
IMMZ.FXNREQ.193 Evaluate vaccine event records IIS Staff/System & health worker (HW) The rules to be easily editable by IIS staff (add, remove, modify), when authorized the process can be optimized
IMMZ.FXNREQ.194 Duplicate events? IIS Staff/System The system to alert user of events pending for manual review the user will know there are events pending review
IMMZ.FXNREQ.195 Duplicate events? IIS Staff/System To view duplicate events and event details simultaneously for decision to merge, i.e. two or more I have sufficient information to easily compare and decide whether or not to merge events
IMMZ.FXNREQ.196 Duplicate events? IIS Staff/System To navigate the system while reviewing possible duplicates (optional) I can access other fields to aid in my decision making
IMMZ.FXNREQ.197 Select the most accurate/suitable event record IIS Staff/System & health worker (HW) The system to automatically select the most accurate/suitable vaccination event to be used as the (primary or master) record the accurate data is preserved
IMMZ.FXNREQ.198 Update vaccine event records IIS Staff/System & health worker (HW) To select data elements to merge into a consolidated event record I can select the correct fields to be merged, to achieve the most accurate consolidated record
IMMZ.FXNREQ.199 Update vaccine event records IIS Staff/System & health worker (HW) The system to combine two or more duplicate event records according to business rules the user does not have to manually merge highly probable or certain records
IMMZ.FXNREQ.200 Update vaccine event records IIS Staff/System & health worker (HW) The system to support an audit trail when event records are merged I know when records are merged for troubleshooting and to encourage accountability for manual merges.
IMMZ.FXNREQ.201 Update vaccine event records IIS Staff/System & health worker (HW) The system to retain “pre-merged” event records I have a history of the record
IMMZ.FXNREQ.202 Update vaccine event records IIS Staff/System & health worker (HW) The system to generate an audit list of vaccination events that are automatically merged I can confirm the merged fields were done appropriately
IMMZ.FXNREQ.203 Update vaccine event records IIS Staff/System & health worker (HW) To delete a duplicate vaccine event while still maintaining audit record the data on the duplicate event can still be seen for troubleshooting
IMMZ.FXNREQ.204 Generate report of duplicate vaccine events IIS Staff/System & health worker (HW) To schedule routine reports to run at a specific time the issues can be addressed in a timely manner
IMMZ.FXNREQ.205 Generate report of duplicate vaccine events IIS Staff/System & health worker (HW) The system to restrict access to confidential personal identifiable information client confidentiality is maintained

Business process J: Report Generation

Requirement ID Activity ID and Description As a … I want … So that …
IMMZ.FXNREQ.206 Define parameters IIS Staff/System & health worker & Other Partners To select parameters (i.e. Time, age, race/ethnicity, jurisdiction, vaccine grouping vaccine dose count, specific program codes, other program codes) appropriate specific reports can be generated
IMMZ.FXNREQ.207 Define parameters IIS Staff/System & health worker & Other Partners To select report output parameters (i.e. Display options, summary vs. detail report, sort options, alphanumeric versus date) the report presentation can be customised
IMMZ.FXNREQ.208 Define parameters IIS Staff/System & health worker & Other Partners To choose a report generation timeframe (i.e., run now or set the time for later) the user has options for when to produce the report, to avoid peek system use etc
IMMZ.FXNREQ.209 Define parameters IIS Staff/System & health worker & Other Partners To save parameters as “public” to allow other users to generate the same report using the same parameters the report will be available to be run by other users
IMMZ.FXNREQ.210 Define parameters IIS Staff/System & health worker & Other Partners To modify/delete saved “public” parameters there can be central control of the available reports
IMMZ.FXNREQ.211 Define parameters IIS Staff/System & health worker & Other Partners The system to determine if the report can be immediately generated or if it must be delayed based on size and generate a message “report processing” (i.e. based on types of criteria, based on size of data) the system performance is not affected
IMMZ.FXNREQ.212 Define parameters IIS Staff/System & health worker & Other Partners The system to prompt user to confirm the generation of a report at a later time, if required the user realises they are not generating it now and will be aware of when it may be collected
IMMZ.FXNREQ.213 Define parameters IIS Staff/System & health worker & Other Partners To search, list, filter and reorder and export the history of vaccines administered the report can be used for dynamic troubleshooting
IMMZ.FXNREQ.214 Generate report IIS Staff/System & health worker & Other Partners To save, display, or print report I can select the most appropriate method for my use
IMMZ.FXNREQ.215 Generate report IIS Staff/System & health worker & Other Partners To produce reports in multiple formats (i.e. CSV, PDF) I can select the most appropriate format for my use
IMMZ.FXNREQ.216 Generate report IIS Staff/System & health worker & Other Partners To delete a report and track on audit log A record of past reports can be maintained
IMMZ.FXNREQ.217 Generate report IIS Staff/System & health worker & Other Partners To delete and/or modify data elements within a report I can modify report based on the audience or my needs
IMMZ.FXNREQ.218 Generate report IIS Staff/System & health worker & Other Partners To schedule routine reports to run at a specific time They will be available for review at the routine time (for example first thing in the morning) without needing to be requested
IMMZ.FXNREQ.219 Generate report IIS Staff/System & health worker & Other Partners To restrict some predefined data such as duplicate records the reports are accurate and consistent
IMMZ.FXNREQ.220 Generate report IIS Staff/System & health worker & Other Partners To generate the report based on the parameters set I can easily generate the report
IMMZ.FXNREQ.221 Report acceptable? IIS Staff/System & health worker & Other Partners To return to and modify report criteria Reports can be adjusted based on needs
IMMZ.FXNREQ.222 Analyse IIS Staff/System & health worker & Other Partners To verify that the report is in the correct format It will appear and print correctly
IMMZ.FXNREQ.223 Analyse IIS Staff/System & health worker & Other Partners To send report by email I don’t have to manually do that
IMMZ.FXNREQ.224 Analyse IIS Staff/System & health worker & Other Partners To export data in selected file formats It can easily be shared with other programs or systems
IMMZ.FXNREQ.225 Analyse IIS Staff/System & health worker & Other Partners To configure report displays It may be customised for optimal use
IMMZ.FXNREQ.226 Analyse IIS Staff/System & health worker & Other Partners The system to provide report output which is interoperable with a statistical analysis software It can be shared with other systems automatically