Setting up a site: the order of things
This page is for the person who sets up SBDMS for an office or a new camp site. It shows the order in which the pieces must exist, because each step depends on the one before it. Read it once, then use the linked pages for the details of each screen.
Why order matters
Section titled “Why order matters”Almost everything in SBDMS hangs off a camp site. A staff member is assigned to sites. A dose batch is made for a site. A camp day happens at a site. Children are registered with a preferred site. If you create things in the wrong order, the dropdowns you need are empty and the save fails.
The chain below runs from “done once for the whole system” to “done before every Prashan day”.
The chain
Section titled “The chain”| Step | What you create | Where | Who may do it |
|---|---|---|---|
| 1 | Region, District, Local Level | Admin → Regions / Districts / Local Levels | SuperAdmin, GeneralAdmin |
| 2 | Camp Site | Admin → Camp Sites | SuperAdmin, GeneralAdmin |
| 3 | Office Staff, assigned to the site | Admin → Office Staff or Camp Sites → Add Office Staff | SuperAdmin, GeneralAdmin (LocationAdmin can add GeneralUsers at own sites) |
| 4 | Units and Ingredients | Admin → Units / Ingredients | SuperAdmin, GeneralAdmin |
| 5 | Dose Rules and Exclusion Criteria | Admin → Dose Rules / Exclusion Criteria | SuperAdmin, GeneralAdmin |
| 6 | Camp Day (scheduled) | Admin → Camp Days | SuperAdmin, GeneralAdmin, LocationAdmin |
| 7 | Dose Preparation, then lock it to the camp day | Admin → Dose Preparations | SuperAdmin, GeneralAdmin, LocationAdmin |
Steps 1 to 5 are usually done once. Steps 6 and 7 repeat before every Prashan day.
Step by step
Section titled “Step by step”1. Reference data: Regions, Districts, Local Levels
Section titled “1. Reference data: Regions, Districts, Local Levels”These are the place names used in every address and every camp site. Nepal’s provinces, districts and Palikas are normally seeded when the system is installed, so you rarely add any. Check that the district and Palika of your new site exist before you go on. See Reference data.
2. Create the camp site
Section titled “2. Create the camp site”A camp site needs a Region, a District, a Camp Site Name and a unique Code. The code becomes the first part of every batch code made at that site (for example FKK-2026-09-0001), so choose it with care. See Camp sites.
3. Create office staff and assign them
Section titled “3. Create office staff and assign them”Every health worker who will register, verify or dose children needs an Office Staff record. If they will sign in, tick Enable System Login and give them a username and password. Then assign them to the site, either from the staff form (Assign Primary Camp Sites) or from the site’s Add Office Staff page.
A LocationAdmin or GeneralUser with no site assignment sees an empty system: no children, no camp days, no batches. See Office staff.
4. Units and Ingredients
Section titled “4. Units and Ingredients”A dose batch lists the ingredients that went into it and their quantities. The Units list (ml, mg, drops) and the Ingredients list (Swarna Bhasma, honey, ghee and so on) feed those dropdowns. Set them up once. See Reference data.
5. Dose Rules and Exclusion Criteria
Section titled “5. Dose Rules and Exclusion Criteria”Dose Rules map an age band in months to a number of drops. The dosing screen shows the recommended drops from these rules and refuses a child whose age falls outside every rule. Exclusion Criteria are the tick-boxes a health worker uses when a child must not be dosed today. Both are set up once by the office. See Reference data.
6. Schedule the camp day
Section titled “6. Schedule the camp day”Before a Prashan day, schedule a Camp Day at the site with a start and end date and time (Nepal time). Pick the staff who will run it. You can attach dose batches here if they already exist, but most offices attach them in step 7 instead. See Camp days.
7. Prepare and lock the dose batch
Section titled “7. Prepare and lock the dose batch”On the day (or the evening before), record the Dose Preparation: who prepared it, which ingredients and how much. Saving generates the batch code. Then lock the batch to the camp day. Only a locked batch attached to a camp day appears on the dosing screen. See Dose preparations.
Quick check before the first Prashan day
Section titled “Quick check before the first Prashan day”- The camp site shows in Admin → Camp Sites with the right district.
- Each health worker appears in Admin → Office Staff, with Login showing On if they need to sign in, and the site listed under Assigned Camp Sites.
- A camp day for today shows Scheduled or Ongoing in Admin → Camp Days.
- The batch in Admin → Dose Preparations shows Locked with the camp day’s date in the Camp Day column, and no Not assigned badge.
- On the Prashan page the batch code appears in the batch dropdown.
If any of these is missing, go back to that step. Nothing later will work until it is fixed.