Create a min/max resupply strategy

You create a min/max resupply group to resupply a site or a depot only when their inventory is low. When the application checks inventory and subject ranges, shipments are created as needed to bring the inventory at sites or depots up to the maximum number of kits you specify.

Create a min/ max resupply strategy for additional modes in your study, if needed and not already done.

Note:

In the system, resupply runs once a day based on the offset of UTC that you set in the Schedule Settings (under Supply Settings), not the current time zone for your sites.

Tip:

Set resupply to run at 12:01AM to ensure kit status accuracy. Whereas expired kits will not be dispensed, the status of these kits on the inventory page will only be refreshed to "expired" once resupply runs.

For more information on managing expiration dates, see Manage expiration dates with lots.

  1. Open the study settings.
  2. Below the study name, select the Supply Settings tab.
  3. On the top left, select a specific mode:
    • Production Settings
    • Testing Settings
    • Training Settings
  4. On the right sidebar, expand Min/Max Resupply.
  5. Select Create Min/Max Resupply Group.
  6. Fill in the fields on the following pages and click Continue to move forward. To view tips for completing a field, click into the field.
    Page Fields and descriptions
    Resupply Scope
    • Resupply Title: Enter the name of the resupply strategy. If you create multiple resupply strategies, consider using names that tell you the sites that use each strategy.
    • Applies to:
      • Choose Site if this resupply strategy is created to resupply a site.
      • Choose Depot if this resupply strategy is created to resupply a source depot.

      Note: Depot-to-depot resupply can only be assigned a Min/Max strategy.

    Subject Count Ranges

    Subject Inclusion Rules

    • Subject Counted by Status:
      • Choose Screened if this resupply strategy is applied to only screened subjects.
      • Choose Randomized if this resupply strategy is applied to only randomized subjects.
    • Subject Filtering Rules: Select one or multiple of the following filters:
      • Exclude subjects on dose hold: to apply this resupply strategy to subjects who are not currently assigned a dose hold.
      • Exclude subjects who skipped their last dispensing visit: to avoid applying this resupply strategy to subjects that missed their last dispensation visit.
      • Exclude subjects outside visit window: to specify a visit window by days and avoid applying this resupply strategy to subjects outside of that window.

    Subject Count Ranges

    Select Add Count Range and define one or multiple subject count ranges that are used for different resupply strategies.

    Note: A specified range is mandatory if you create more than one resupply groups.

    A range cannot overlap with another's. For example, if Range 1 is from 1-5, Range 2 must begin with 6.

    A maximum of 50 subject count ranges can be created. Once you have reached the limit of 50, you are prevented from adding any additional count ranges.

    • Range Title: Enter a title for the range group.
    • Subject Count From:
      • This field is auto-populated with a value of 0 for the first range by default.
    • Subject Count Up to:
      • Value must be a whole number integer from 0 to 99999999.
      • You can only define this field if you add more than one range.

        Note: The Subject Count From field is automatically populated for the next range when you define the Subject Count Up to field for the first range.

    Initial Shipment

    Note: This field only appears if you previously selected Site for the Type setting.

    On the Initial Shipment page, the checkbox next to the kit type that you want to include in this resupply group.

    • Initial Shipment: Enter the number of kits of each type that are in the initial shipment. The number should be higher than the minimum buffer so that a new shipment isn't created after the resupply strategy runs the first time.

      Note: This field only appears if you previously selected Site for the Type setting.

    Tip: Use "0" for certain kit types, if you don't want to ship that kit type at site initiation.

    Resupply Settings

    If desired, you can set buffer and manual shipment qualities for multiple kits at once selecting the required range groups, then clicking Bulk Edit, and completing the following fields:

    • Minimum Buffer: Enter the number of kits that trigger a shipment when the resupply strategy runs. When a single kit type reaches the number specified in the buffer, a shipment is created so that all kit types in the resupply strategy are raised to the maximum buffer at the site or depot.

      Must be a number from 0 to 99.

    • Maximum Buffer: Enter the number of kits that will be present at the site after a resupply shipment arrives. When a single kit type reaches the minimum buffer, a shipment is created so that all kit types in the resupply strategy are raised to the maximum buffer at the site.

      Must be a number from 0 to 99.

    • Kits in Manual Shipment: Enter the number of kits of each type that are included in a manual shipment when you allow sites to request manual blinded shipments.

      Note: This field only appears if you previously selected Site for the Type setting.

      Tip: Use "0" for one or multiple kit types, if you want to set a kit type to be shipped only with a manual order.

  7. Select Submit.