1. Overview

Welcome to the NUMS Admin Manual. This guide explains how to use the admin dashboard of the Nurse Uniform Management System (NUMS).

Who is this for?

This manual is designed for:

• Head Office Administrators – Oversee the entire province, manage all districts and facilities.
• District Administrators – Manage nurses and orders within their specific district.

Access & Login

To access the admin dashboard:

1. Go to the NUMS login page.
2. Enter your admin username and password.
3. Click "Login".
4. You will be redirected to the admin dashboard.

2. Dashboard

The dashboard is the first page you see after logging in. It provides a quick overview of the entire system's status.

Key Performance Indicators (KPIs)

The top section displays important statistics:

• Total Nurses – The total number of nurses registered in the system.
• Supervisors – Number of nurses who are supervisors.
• Regular Nurses – Nurses who are not supervisors.
• Total Orders – All uniform orders placed.
• Pending Orders – Orders waiting for approval.
• Completion Rate – Percentage of orders that have been delivered.
• Districts – Number of districts with active nurses (Head Office only).

Management Portals

The dashboard has cards that link to the main management pages:

• Nurse Management – Manage all nurse accounts.
• Pending Supervisors – Approve supervisor registrations.
• Pending Orders – Review and approve orders.
• Order History – View all past orders.
• Financials – View financial reports and summaries.
• System Settings – Manage order cycles and uniform catalogue (Head Office only).

3. Nurse Management

The Nurse Management page is where you can view, edit, activate, and manage all nurse accounts.

Search & Filters

You can search for nurses using the search bar and filters:

• Search – Enter a Persal number, name, surname, or facility.
• District Filter – Show nurses from a specific district (Head Office only).
• Facility Filter – Show nurses from a specific facility.
• Role Filter – Filter by Supervisor or Regular Nurse.
• Status Filter – Show Active or Inactive nurses.

Activating a Nurse

To activate a nurse account:

1. Find the nurse in the table.
2. Click the "Activate" button next to their name.
3. Confirm the activation in the popup.
4. The nurse will now be able to log in and place orders.

Bulk Activation

You can activate multiple nurses at once:

1. Select the checkboxes next to the nurses you want to activate.
2. Click the "Activate Selected" button.
3. Confirm the bulk activation.

Editing a Nurse

To edit a nurse's details:

1. Click the "Edit" button (pencil icon) next to the nurse.
2. Update the required fields.
3. Click "Save Changes".

Viewing a Nurse

Click the "View" button (eye icon) to see a nurse's full profile, including:

• Persal number
• Name and surname
• District and facility
• Position and department
• Account status
• Registration date

4. Pending Supervisors

When a nurse registers as a supervisor, their account must be activated by an administrator.

Viewing Pending Supervisors

The Pending Supervisors page shows all nurses who have registered as supervisors but have not yet been activated.

Each entry shows:

• Registration Date – When the nurse registered.
• Persal – The nurse's Persal number.
• Name & Surname – The nurse's full name.
• Facility & District – Where they work.
• Position & Department – Their role and department.

Activating a Supervisor

To activate a supervisor:

1. Find the supervisor in the list.
2. Click the "Activate" button.
3. Confirm the activation.
4. The supervisor can now approve orders and manage their supervisees.

5. Pending Orders

The Pending Orders page shows all uniform orders that are waiting for approval.

Understanding the List

Each pending order displays:

• Order Date – When the order was placed.
• Order # – The unique order ID.
• Nurse – Name of the nurse who placed the order.
• Persal – The nurse's Persal number.
• Facility – Where the nurse works.
• Amount – Total value of the order.

Approving an Order

To approve an order:

1. Click the "Approve" button (green).
2. Review the order details.
3. Click "Confirm" to approve.

Rejecting an Order

To reject an order:

1. Click the "Reject" button (red).
2. Enter a reason for rejection.
3. Click "Confirm Rejection".

6. Order History

The Order History page shows all orders placed in the system, regardless of their status.

What you can see

• Date – When the order was placed.
• Order # – Unique order ID.
• Nurse – Name of the nurse.
• Persal – Nurse's Persal number.
• Facility & District – Where the nurse works.
• Amount – Total order value.
• Status – Pending, Approved, Rejected, or Delivered.

Viewing Order Details

Click the "View" button to see:

• Complete order details
• List of items ordered with sizes and quantities
• Individual item prices and subtotals

Exporting Data

You can export order data for reporting:

• CSV – Download as a CSV file for spreadsheets.
• Excel – Download as an Excel file (.xlsx).

7. Financials

The Financials page provides detailed financial reports and summaries.

Summary Cards

At the top of the page, you'll see:

• Total Order Value – The total value of all orders (approved and pending).
• Total Orders – The number of orders placed.
• Nurses who Ordered – How many nurses have placed orders.
• Nurses without Orders – Nurses who have not placed any orders.
• Districts – Number of active districts.
• Facilities – Number of active facilities.

District Breakdown

This table shows financial data by district:

• District – The district name.
• Orders – Number of orders in this district.
• Total Value – Total order value in the district.
• Nurses Ordered – Nurses who placed orders.
• Total Nurses – All nurses in the district.
• % Participation – Percentage of nurses who ordered.

Facility Breakdown

This table shows financial data by facility:

• Facility – The facility name.
• District – The district it belongs to.
• Orders – Number of orders.
• Total Value – Total order value.
• Nurses Ordered – Nurses who ordered.
• Total Nurses – All nurses at the facility.
• % Participation – Percentage of nurses who ordered.

Uniform Item Order Summary

This table shows which uniform items are being ordered:

• Item Name – The uniform item name.
• Category – Male, Female, or Unisex.
• Color – The colour of the item.
• Unit Price – Price per item.
• Total Qty Ordered – Total quantity ordered across all orders.
• Total Value – Total value of this item ordered.
• # of Orders – Number of orders containing this item.
• Status – Active or Inactive in the catalogue.

Print & Excel Export

Each table has buttons for:

• Print – Print the table for a physical report.
• Excel – Download the table as an Excel file.

8. System Settings

Note: System Settings are only available to Head Office Administrators.

Order Cycles

Order cycles control when nurses can place orders. Each cycle has:

• Year – The year of the cycle.
• Cycle Number – 1 for first cycle, 2 for second cycle.
• Start Date – When orders can be placed.
• End Date – When orders close.
• Status – Active or Inactive.

Adding an Order Cycle

1. Click the "Add" button in the Order Cycles section.
2. Enter the Year, Cycle Number, Start Date, and End Date.
3. Check "Active" if the cycle should be active immediately.
4. Click "Save".

Editing an Order Cycle

1. Click the "Edit" button (pencil icon) next to the cycle.
2. Update the required fields.
3. Click "Save".

Deleting an Order Cycle

1. Click the "Delete" button (trash icon).
2. Confirm the deletion.

Uniform Catalogue

The Uniform Catalogue contains all the items nurses can order. Each item has:

• Category – Male, Female, or Unisex.
• Item Name – The name of the uniform item.
• Color – The colour of the item.
• Price – The price per item.
• Sizes – Available sizes (comma-separated).
• Max Qty – Maximum quantity per order.
• Status – Active or Inactive.

Adding a Uniform Item

1. Click the "Add" button in the Uniform Catalogue section.
2. Fill in all required fields.
3. Check "Active" if the item should be available.
4. Click "Save".

Editing a Uniform Item

1. Click the "Edit" button (pencil icon).
2. Update the required fields.
3. Click "Save".

Deleting a Uniform Item

1. Click the "Delete" button (trash icon).
2. Confirm the deletion.

9. Frequently Asked Questions

Nurse Accounts

Orders

Settings

Reports

Troubleshooting