BW-OPERATION-FINAL2
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The document describes a remote temperature monitoring system called Beyond Wireless. It consists of monitoring units placed in cold rooms that transmit temperature readings every 10 minutes to an online portal. The portal allows users to view temperatures, generate reports, and set up alarm notifications. The summary describes the roles and responsibilities of responders to temperature excursions, including responding to freeze alerts within 30 minutes and heat alerts within 2 hours. It also outlines tools for reporting and tracking repairs to ensure proper cold chain equipment performance.
BW-OPERATION-FINAL2
- 2. CONTENTS Introduction How Beyond Wireless Works Installation and Accessing the Units Generating Reports Analysis of reports Temperature excursion, Alarms and Responses Roles and Responsibility of Responders Reporting Tools
- 3. ‘Beyond Wireless’ – A remote temperature monitoring platform/system. The platform is a made up of multi-devices interworking to give real-time data/information on cold- room A Beyond wireless Unit powered by electricity and a standby battery for 48hours 2 Mobile Sims-card to uninterrupted provide internet services A temperature monitoring sensors –Probes Cloud service provided by Beyond wireless Online portal serviced by beyond wireless INTRODUCTION
- 4. HOW THE SYSTEM WORKS
- 6. • The BW unit is a box-like device with electrical joints for 8 different temperature monitoring sensors • One temperature monitoring sensors are run from each WICR/WIFR/ICR/ICF • For every 10 min, temperature readings is transmitted through the unit to the cloud services and displays on the online portals. • Temperature information can then be viewed on the online portal, analyzed and readily available for download using a provided username and password. Installation of Units / Accessing the Units;
- 7. Company level Dashboard NO ALARMS
- 9. • Holdover time • Power outage frequency Report page
- 10. • Functional status of the coldroom
- 11. General aim of analysis should be focused on ensuring the potency of vaccines. Determination of holdover time of cold-chain equipment Functional status of the Cold-chain equipment Frequency of power outage for the purpose of fuel requirement Performance tracking on the frequency of response to excursions Reasons for temperature excursions ANALYSIS OF REPORT
- 12. TEMPERATURE EXCUSIONS , ALARMS & RESPONSE
- 13. The excursions response SOPs define when alarms go off, who receives the SMS, and when the alert escalates to the next level. • When an excursion is detected, an audible alarm goes off, and the unit sends an email & SMS to the responsible vaccine office (Asst. CCO/ CCO). What happens when the alarm goes off? • Depending on the type of excursions, vaccine officers may have to arrive on site quickly to protect vaccines. (20 -30min) How fast should the first respondent act? • If an alarm extends for a long time, the store supervisor (CCO /SIO) is notified, so that they can confirm and support the actions being taken. If an alarm persists, when is the next level notified? RESPONSE SOPS ANSWER THREE MAIN QUESTIONS
- 14. Freeze risk events must be responded to very quickly, as some vaccines can freeze after just one hour below -0.5°C. This alarm tree gives users time to respond before vaccines are damaged. Alarm Stage 3 – Director PHC or Executive Secretary of the SPHCMB SMS sent after two (2) hours below 1°C Alarm Stage Two – State Immunization Officer / VSL SMS sent after one (1) hours below 1°C Alarm Stage One – Asst. CCO / CCO / VSL SMS sent after one (30min) hour below 1°C ESCALATION TREE FOR FREEZE RISK
- 15. Heat exposure takes a long time – often days - to damage vaccines, so this excursion response protocol is less sensitive. However, it is still critical to identify excursions and respond to excursions promptly. Alarm Stage 3 – Regional Medical Officer SMS sent after 6 (6) hours above 8°C Alarm Stage Two – Regional Immunization and Vaccination Officer SMS sent after 3 (3) hours above 8°C Alarm Stage One – Vaccine Stock Officer SMS sent after one (1) hours above 8°C ESCALATION TREE FOR HEAT EXCURSION RESPONSE
- 16. Freeze excursions are almost always caused by mechanical faults or issues with the thermostat, a technician should be called once the immediate risk of vaccine damage is resolved. Response Speed Key Response Actions Concluding Steps Upon receiving the Stage 1 Alert, the CCO should arrive on site within 30 MINUTES (0.5) HOUR, night or day. 1. Open the fridge or WICR door for 30 minutes, to remove risk of freezing. 2. Confirm that the thermostat is set properly 3. Check for obvious signs of cooling unit malfunction 1) Conduct Shake Test on vaccines taken from coldest area of the fridge. 2) Contact SIO and arrange for maintenance visit. 1) Execute “Contingency Plan.” 2) Contact SIO and arrange for repair visit If the issue has been identified and solved If the issue has not been identified or solved
- 17. Heat excursions can be caused by diverse factors – the goal of this SOP is to isolate whether the problem is rapidly fixable, and if not, to initiate the contingency plan in a timely manner. Response Speed Key Response Actions Concluding Steps Upon receiving the Stage 1 Alert, the CCO should arrive on site within 2 HOURS, night or day. 1. Determine if the CCE unit is receiving power from mains or generator sources. 2. Ensure that the door is closed and all seals are intact. 3. Check for obvious signs of cooling unit malfunction. 1) Confirm VVM status for all vaccines. 2) Contact SIO and discuss need for maintenance visit 1) Execute Contingency Plan 2) Contact SIO and arrange for repair visit if needed If the issue has been identified and solved If the issue has not been identified and/or solved
- 19. Roles and Responsibility of Responders
- 20. In order to provide consistent and high-level protection to vaccines, each major user must be aware of their expectations within the system. State Cold Chain Officer State Immunisation Officer Director PHC/Director Immunisation Act quickly and effectively in the event of any alarm. Support the VSO in carrying out effective excursion response and monitor performance indicators. Monitor the performance of CCE and users, following up with supportive supervision if necessary. Role Primary Responsibilities UNICEF Logistician Ensure that system settings are accurate and up-to-date, as well as providing performance oversight.
- 21. As the primary recipient of all alarms, the cold chain officer is tasked with responding quickly to all alarms, diagnosing the issue, and initiating any follow-up processes. SCCO • For Freeze Alerts: Respond within 3omin. • For Heat Alerts: Respond within two HOURS. • Respond to alerts NIGHT or DAY, 365 DAYS A YEAR. • Take proper steps to protect vaccines – fixing underlying causes where possible, and executing contingency plans if not. Key Roles & Expectations Excursion Response Follow-up & Prevention • Request a technician visit after every freeze alert • Inform SIO of major events, and record on tracking form
- 22. The SIO serves as the secondary respondent in the event of an excursion. Their primary role is to ensure that excursions are being addressed, and are followed up as needed. SIO • To act as the Stage 2 Responder – ensuring that actions are being taken, and supporting as needed. Key Expectations Excursion Response Follow-up & Prevention • Following major excursions, ensure that technician visits are arranged and occur quickly. • Monitor CCE and response performance using web portal dashboard, and taking action as needed. • Prepare monthly reports for the RMO and IVD on performance and any issues encountered.
- 23. The DPHC/DI’s role is one of oversight, responsible for monitoring performance and supporting the SCCO and SIO as necessary. DPHC/DI • As the Stage 3 responder, the RMO is responsible for helping support the resolution of extended excursions. Key Expectations Excursion Response Follow-up & Prevention • Monitor the performance of the WICR and staff responses, using the web portal dashboards and regular reports submitted by the RIVO. Key Indicator Include: – Number of Freeze Events in the past month – Speed of response (<2 hours for freeze, <8 hours for heat) – Overall performance of fridge (time not in 2-8C)
- 24. The National Logistician’s primary role is to ensure that all system settings are current and accurate, and to monitor national performance. UNICEF Logistician Key Expectations Follow-up & Prevention • Monitor the performance of the WICR and staff responses, using the web portal dashboards and regular reports submitted by the RIVO. Example: – Number of Freeze Events in the past month – Speed of response (<2 hours for freeze, <8 hours for heat) – Overall performance of fridge (time not in 2-8C) System Management • Ensure that all user information, escalation trees and system settings are kept up to date.
- 25. REPORTING TOOLS
- 26. Regular CCE performance tracking and review is critical to preventing future excursions and ensuring that vaccines are being adequately protected. Web Portal Dashboard Repair Tracking on CCIT Monthly Summary Report Allows users to review CCE performance at any time In the event of a breakdown, the CCIT should be updated. To provide SIOs and National Logistician a summary of CCE performance. Reporting Tool Purpose Tool (User) BW Portal (All users) CCIT (SIO) BW Portal (SIO)