SCM-NUMS

System Architecture

Supply Chain Management – Nurse Uniform Management System

⚙️ For Management & Auditors · Audit-Ready

Purpose: A unified, transparent, and auditable platform for nurse registration, uniform ordering, supervisor approval, distribution tracking, financial reporting, and compliance monitoring.

32,000+

Nurses & Users

11

Health Districts

700+

Health Facilities

32,000+

Total Orders Yearly

✅ Key Management Benefits
▹ Provincial standardisation
▹ Real-time visibility
▹ Financial accountability

📋 Audit Readiness
▹ Every transaction logged
▹ Full traceability
▹ PHSDSBC Resolution 1 of 2022

System Overview

SCM-NUMS is a provincial platform that digitises and automates the uniform management process for all nurses in KwaZulu-Natal. It replaces manual paper-based systems with a secure, web-based solution that provides end-to-end visibility and control.

32,000+ Active Users

5,000+ Monthly Orders

100% Audit Coverage

Stakeholder Groups

Stakeholder	Role	Access
Nurses	Place orders, view history	Nurse Portal
Supervisors	Approve/reject, activate	Supervisor Dashboard
District Admins	Manage district operations	District Admin
Head Office	Oversee province	Head Office Portal
Auditors	Review logs, compliance	Audit Reports

Enterprise Architecture Layers

A four-layer architecture designed for security, scalability, performance, and maintainability.

Presentation

Nurse Portal
Supervisor Dashboard
District Admin
Head Office
Responsive

Application

Auth
Orders
Approvals
Catalogue
Reports
Audit

Data

User & HR
Orders
Catalogue
Audit Logs
Reference

Infrastructure

Linux
Apache
PHP 8.2
MariaDB
HTTPS
Backup

🔐 Session-based login🛡 RBAC with data filtering📋 Complete transaction logging☁ Supports 32k+ users

Governance & Audit Framework

🔑 Accountability
Traceable to individuals, clear responsibilities, audit trail.

👁 Transparency
Real-time visibility, status tracking, open reporting.

📜 Compliance
PHSDSBC Resolution 1 of 2022, KZN ICT governance.

Audit Trail Architecture

👤 Who (User ID, Role)🕐 When (Date, Time)📝 What (Action, Values)📍 Where (IP, Device)❓ Why (Reason)

Audit Logging Tables

Table	Logged Actions	Fields
admin_audit_log	Admin actions: activate, deactivate, edit	admin_id, action, description, ip_address, created_at
supervisor_approvals	Order approvals, rejections, re-openings	supervisor_id, nurse_id, action, rejection_reason
document_audit_trail	Document uploads and changes	user_id, action, filename, file_size, ip_address
uniform_orders	Order status changes	id, status, approved_by, approved_date

Audit Assurance: Continuous audit evidence rather than retrospective manual verification. All electronic records are time-stamped and tamper-evident.

Security Architecture & RBAC

🔐 Layer 1: Auth
bcrypt hashing, session timeout 30min, secure password reset.

🛡 Layer 2: Authorisation
RBAC, menu & action permissions, data filtering.

🔒 Layer 3: Data Security
Input sanitization, prepared statements, XSS/CSRF, SSL/TLS.

📋 Layer 4: Audit
Admin action logging, supervisor approval logging, user agent.

Role Hierarchy

Head Office FULL system access · all districts

District Admin LIMITED · district ops & reporting

Supervisor RESTRICTED · approve/reject, activate

Nurse BASIC · place orders, view own history

Data Architecture & Database Schema

Centralized data management with 14 core tables · MariaDB 10.4+ · ACID compliance

        nurses_users (id, persal_number, surname, name, district, position_id, department_id, is_supervisor, is_active)

        uniform_orders (id, user_id, order_date, status, approved_by, approved_date, total_amount)

        uniform_catalogue (id, category, item_name, price, sizes, max_quantity_per_order)

        order_items (id, order_id, uniform_id, size, quantity, price, subtotal)

        admin_users (id, username, password, email, full_name, role, district, is_active)

        admin_audit_log (id, admin_id, action, description, ip_address, user_agent, created_at)

🔑 PK🔗 FKCentralized · Single source of truthIndexed for reporting

Process Flows

Registration & Activation Register → Validate → Pending → Activate → Active | Order & Approval Order → Pending → Review → Approve/Reject → Re-open → Approved/Delivered

✅ Order Pending 🔄 Review ⬆️ Approve ⬇️ Reject

Integration Points

✅ Active Integrations
▹ HR Database – Persal validation
▹ Excel/CSV Export – Reporting
▹ Browser Print – Report generation

⏳ Future Integrations
▹ SCM Stores Module – Inventory
▹ (additional planned)

Deployment & Infrastructure

Development Local XAMPP/WAMP

Staging Mirror of production · UAT & Performance

Production Red Hat Enterprise Linux · Daily backups

Audit Assurance & Compliance

Audit Assurance Statement: SCM-NUMS provides continuous, tamper-evident audit evidence for all uniform management transactions. Every action is logged, time-stamped, and traceable to an individual user.

Audit Area	What is captured	Where	Retention
User Activity	Logins, logouts, failed attempts	System logs	Indefinite
Account Changes	Activations, deactivations, edits	admin_audit_log	Indefinite
Order Lifecycle	Creation, approval, rejection	uniform_orders	Indefinite
Catalogue Changes	Add, edit, delete, activate	admin_audit_log	Indefinite
System Configuration	Order cycles, settings changes	admin_audit_log	Indefinite

SCM-NUMS provides the KwaZulu-Natal Department of Health with a fully auditable, transparent, and efficient uniform management platform.

Management Benefits

SCM-NUMS delivers tangible value across the organisation with clear, measurable benefits for all stakeholders.

✓ Full VisibilityReal-time tracking of orders, approvals, and distribution across all districts.

✓ Financial ControlComplete reporting and accountability for uniform expenditure province-wide.

✓ Audit ReadinessContinuous, tamper-evident audit evidence for every transaction.

✓ Fraud PreventionFull traceability of all actions to individual users with role-based controls.

✓ Operational EfficiencyEliminates manual paper-based processes, reducing errors and delays.

✓ Provincial StandardisationConsistent uniform management practices across all 11 health districts.

Key Outcomes: Improved governance, reduced administrative burden, enhanced compliance, and better resource allocation across the KwaZulu-Natal health system.

SCM · NUMS

SCM-NUMS

SCM · NUMS

Table of Contents

System Overview

Stakeholder Groups

SCM · NUMS

Enterprise Architecture Layers

Presentation

Application

Data

Infrastructure

Governance & Audit Framework

Audit Trail Architecture

SCM · NUMS

Audit Logging Tables

Security Architecture & RBAC

Role Hierarchy

SCM · NUMS

Data Architecture & Database Schema

Process Flows

SCM · NUMS

Integration Points

Deployment & Infrastructure

Audit Assurance & Compliance

SCM · NUMS

Management Benefits