RIMP Tool_Step By Step Guide For Using It

Step by step guide to use the tool

Index
Background
What is the need of RI
microplanning tool?
Will this tool replace manual
planning process?
Which formats are generated
by tool?
Salient features of RIMP tool
Initial steps for using the tool
Navigation sheet
Input sheet - 1
Input sheet - 2
Features of subcenter/health post
planning sheet
Output sheets (how to generate)
RI microplan compilation tool
(for district use)
Click on buttons to reach specified slides. To return back click on home button at upper left corner.

• Microplanning for routine immunization services is an essential prerequisite
for the delivery of quality RI services to any community.
• Availability of updated and complete microplan at a planning unit (rural or
urban) is indicative of its preparedness for delivery services.
Background
• RI microplan consists of a
set of standard formats,
develop through bottom
up planning approach, and
facilitates implementation
at relevant levels
Source: Immunization Handbook for Medical
Officers, Ministry of Health & Family Welfare,
Govt. of India, Third Edition, 2016 Figure: Bottom up planning from subcenter/UHC level to district level

• The RI Microplanning (RIMP) tool is an MS-excel based customized application,
developed for use at sub-district (PHC/UHC/Taluk) and district levels.
• The RIMP tool has been designed to fulfill the following purposes:
• Consolidate subcenter level plans, in standard format, in an electronic form
• Compile beneficiary count generated on basis of head count surveys
• Provide flexibility to change vaccines and their dosage to guide logistics estimation
• Prevent manual errors resulting from calculations and repeat entry of information
in different formats
• Provide auto-generated summary sheets and detailed formats for:
• Vaccine and logistics requirement (as per the immunization schedule)
• Alternate vaccine delivery plan for service delivery outside the facility
• Catchment area details, immunization calendar etc.
What is the need of RI Microplanning tool?

• NO, the planning process at sub-district level will be done according to the
steps and procedures as outlined in the national guidelines*.
Will this tool replace manual planning process?
* Immunization Handbook for Medical Officers, Ministry of Health & Family Welfare, Govt. of India, Third Edition, 2016
The RIMP tool will be utilized from step 4
onwards in the planning process, for:
• Consolidation of subcenter microplans
• Development of final block PHC plan
(with standard formats)
• Compile block level plans at the district
level to generate district plan
Step 1
• Block PHC/UHC meeting – sensitization and
review of existing microplans
Step 2
• Sub center level planning for head count survey
and training of ASHA/AWW/Link worker/surveyor
Step 3
• Conducting head count survey at village/ward
Step 4
• Review of all survey forms & consolidation of sub
center microplans
Step 5
• Finalization of sub center plans and development
of final block PHC plan

• National RI microplanning guidelines recommends essential components of
microplan that should be available at different levels.
• Linkage of these recommended components with RIMP tool is given below:
Which formats are generated by tool? (1 of 3)
Sub center / Urban Health Center
Map of area NO, will have to be developed by health worker/s manually
Demarcation map NO, the tool has no inbuilt mapping feature
Master list of the area YES, list of all the areas for which planning has been done
Estimation of beneficiaries YES, session wise as well as cumulative for subcenter and PHC
Estimation of vaccine and logistics YES, cumulative for subcenter and PHC
ANM workplan (and mobilization plan) YES, in form of immunization roster (but no mobilization plan

PHC / Urban Planning Unit
Map of PHC with SC demarcation NO, the tool has no mapping feature; to be done manually
RI microplans from all SC YES, SC wise plans in electronic form can be generated
AVD plan (and route map) YES, but route map need to be mapped manually
Supervision plan NO, compiles information of staff, plan to be prepared manually
Cold chain contingency plan YES, in summary form (microplan summary)
Immunization waste disposal plan NO, this need to be integrated with facility waste disposal plan
IEC and social mobilization NO, to be developed manually as per the provisions
Training plan NO, to be developed as per the budget and provisions
Budget LIMITED, only for alternate vaccine delivery

District
Map of district with PHC demarcation NO, the tool has no mapping feature; to be done manually
RI microplans from all PHC YES, PHC wise plans in electronic form can be generated
Supervision plan for district officials NO, plan to be prepared manually (integrated monitoring plan)
Latest penta 3 coverage NO, tool does not compile reported coverage
Distribution of vaccines, cold chain YES, PHC wise formats generated
Activities for intensification of RI NO, to be developed manually as per the provisions
IEC and social mobilization NO, to be developed manually as per the provisions
Training plan NO, to be developed as per the budget and provisions
Budget LIMITED, only for alternate vaccine delivery

• The tool has been developed in
MS Excel (2016 version) and uses
VB script for automation.
• The tool is compatible with older
versions of MS excel, but in case
of using it with older versions
the features will be limited.
Salient features of RIMP tool
• It has 2 input sheets (in which information is to be entered); and 8 output
sheets, which are automatically generated.
• Output sheets cannot be visualized on screen. They are saved in PDF format
for reading, sharing or printing.
• Different formats generated by the tool are adapted from templates
recommended in the microplanning guidelines.

Initial steps for using the tool (1 of 2)
• Enable the active content (as shown in the security warning),by clicking on
“Enable Content”.
• Some operating systems and software versions may require additional
permissions to run macros/VB script. Allow the features accordingly.
• This application is safe and will not harm system in anyway.
Snapshot when the file is opened
• Open the excel tool file received as
E mail, or from the storage device
• Figure shows the snapshot of
screen when the file is opened.

Initial steps for using the tool (2 of 2)
• After opening the file, and enabling necessary permissions, save the file in a
separate properly named folder. Example: “RIMP tool_2016” etc.
• Location of saving the file (address of folder) can be decided by the user.
• REMEMBER: the file must be saved with “.xlsm” extension only. This is
important to retain automating features. Saving the file with any other
extension; e.g. “.xlsx” or “xls” will compromise these features.
• The folder in which the file is saved will be the “Destination Folder”, and all
output sheets will be saved in this folder.
• It is important to save the file in this folder (Destination Folder) before starting
to use it, so that the output sheets are saved in previously defined folder only.

Start using the tool
Understanding the structure, features and use of
different input and output sheets

This is the first sheet to appear on the screen after opening the tool
This sheet is to be used by the user to get access to input sheets and also
to generate the output sheets
Best resolution to view is 100%
Navigation sheet
Snapshot of Navigation or Home sheet

Navigation sheet
There are 2 Input Sheets
1. Enter information on the
immunization schedule, cold chain
inventory and staffing details
2. Enter profile of health facilities in
the sub-district catchment area and
session details
Clicking on this button will copy key information about
the sub-district level planning (entered in the input
sheets). This can be pasted in District level Microplan
Compilation Tool to get district RI plans
There are 8 Output Sheets
• Select the output sheet to be saved
from the dropdown list.
• Click on Save icon, given on right of
dropdown icon.
• The selected sheet will be saved as
PDF file in the destination folder

Input sheet 1
Clicking on this button will give access to first input sheet.
This sheet is to enter information about
1. Immunization schedule
2. Cold chain inventory
3. Staffing details

Input sheet 1: immunization schedule
There are two sections: first for vaccines of
pregnant women and adolescent age group; and
second for vaccines of infants and children
User can enter/change or update the details of
immunization schedule, like doses required,
vial size, wastage rate etc.
Instructions for information to be entered
will appear as soon as user select any cell
open for entry
• There are rows for 4 vaccines in the first section and 12 in second section. Some vaccines are entered
as default, these can however be changed as required.
• New vaccines can be added in blank rows, or can be substituted in rows of existing vaccines.
• Data on type of syringes, route of administration, and reconstitution etc. is for estimation of syringes

Input sheet 1: cold chain details
In this section of input sheet 1, data on of cold chain inventory (like make, size, storage capacity,
and, units available and functional) is to be entered/updated.
Vaccine Refrigerators
(ILR)
Non-electrical
equipment (cold boxes
& vaccines carriers)
Deep Freezers Voltage Stabilizers
There are different rows for equipment of different makes

Input sheet 1: cold chain details
In this row, user has to enter range of number of doses of mixed antigens that can be stored in per one litre of storage volume.
This will help in estimating whether available functional storage volume at a cold chain point is adequate to store required
number of doses (with wastage and buffer stock) for one month
Information on functionality of equipment is to be used to calculate sickness rate.

Input sheet 1: staff details
• In last section of first input sheet, details of staff members involved in immunization program is to be
entered/updated (posted against sanctioned in different cadres of supervisors and vaccinators).
• Important contacts is also to be updated in this section (designation and contact no.).
• User can change cadre or designations (tasks), and can add/replace additional posts as required in
different states, districts, blocks or facilities.
These designations,
tasks and names can
be changed if
required. New ones
can be added.

Input sheet 1
• This completes the data to be entered in first input sheet.
• This data is not required to be updated every time planning is done, but only in
case when there is any change in schedule, cold chain inventory or staff.
• The information from this sheet will be utilized for generating output sheets.
To access navigation or home page after entering the information (or when required), click on the
HOME icon placed on upper left corner of the sheet.
User can navigate back to home page ONLY

Input sheet 2
Clicking on this button will give access to second input sheet.
This sheet is to enter information about
1. Profile of planning unit
2. List of subcenters/UHC in the area
3. Subcenter/UHC plans

Input sheet 2: profile of health facility
Enter the names of state, district and block/urban ward in the specified cells.
Same names will appear in the output sheets and also in the file names of saved
output sheets.
Specify type of health facility (e.g. CHC, PHC) and planning year
(e.g.2016-17). Select from the dropdown list whether the facility
is a designated delivery point and cold chain point.
Enter birth rate and infant mortality
rate of the state/district. This will be
used for estimating beneficiaries.

Input sheet 2: details of subcenters/health posts
If head count survey has been completed in a
particular subcenter/health post, specify the period.
Example: Oct 2016
Next section of this sheet is to enter names and details of all subcenters (rural), health
posts (urban) or other kind of facilities falling under the catchment area of planning unit.
Select from drop down list whether - the
facility is rural or urban; head count has
been done; staff is available

If staff is available at any SC/HP, enter their details like name, designation (e.g. ANM, MPW etc.) and
contact numbers. Maximum 3 staff members can be entered for every subcenter/health post.
Name of first staff member will be taken as lead staff and will appear on SC/HP planning sheet.
On this input sheet there is provision for entry of maximum 50 subcenter/health posts.
In case there are more sub-facilities in any planning unit area, user can open another tool file for remaining
facilities, and may segregate them on basis of type, area etc. in two different files.

Birth rate (CBR) and infant mortality rate (IMR) are generally specific only for states. In some states,
demography cells use district specific rates, while in very few districts, block specific rates are used.
What rates are to be used should be clearly clarified from district health office before planning.
BR and IMR are used to estimate beneficiaries (from population) and logistics requirement.
As per guidelines, only head count gives the correct number of beneficiaries. Therefore, in this tool logistics
calculation is done both by estimated and head count numbers (latter only to be followed).

The tool has been designed for planning of maximum 8 sessions per SC/HP per month.
However, in case, more sessions are required in any area, then segregate that SC/HP into
two sub-units and enter details on separate rows of this sheet.
See Example…
Name of same subcenter (Radheypur) has been entered as first and second to accommodate
planning of more than 8 session in a month. Rest all details are same.

Similarly, if sessions are to be distributed among two health workers posted at same SC/HP
(demarcation done by mapping), the plans can also be separated and developed by
entering name of same SC/HP in two different rows.
See Example…
Names of ANMs have been changed on two rows. One of them is lead staff in one area of
subcenter, while another is lead staff in the another area of same subcenter.

Input sheet 2: accessing SC/HP planning sheet
To access navigation or home page after entering the information (or when required), click on the
HOME icon placed on upper left corner of the sheet.
At the beginning of each row in profile sheet there is button titled as “PLAN”.
Clicking on this button will give access to planning sheet for that SC/HP.
User will have to ensure to click on correct button (placed before a particular SC/HP).

Input sheet 2: SC/HP planning sheet
On clicking “PLAN” button for any SC/HP, following sheet will appear on the screen
This information on
upper right corner of
planning sheet will
indicate the number
of SC/HP being
planned, and whether
it is rural or urban.
Name of district,
block, SC/HP and
planning year will
appear from
information entered
on profile sheet.
Name of first staff
member entered in
profile sheet will be
taken as lead staff and
will appear on this
plan
Names of sector
medical officer and
supervisor of this
SC/HP area is to be
entered on top.
User can navigate back to HOME sheet or profile sheet by clicking on respective buttons on upper left corner

Features of SC/HP planning sheet
There is separate sheet for
every SC/HP entered in
profile sheet (maximum 50)
One sheet is for one SC/HP.
More can be used if required
(as specified earlier)
A sheet is to plan monthly 8
sessions. Additional sheets
can be used as specified.
Similar structured sheet is to
be used for both rural and
urban areas.
Entries are allowed only in
yellow shaded cells. Other
cell are locked for editing.
Specific cells have drop
down lists to select options.
No other entry is allowed.
On selecting
any cell a
“Help box”
will appear to
guide about
the
information to
be entered.
Information
entered for
SC/HP will be
consolidated
and will be
populated in
the output
sheets.

Entries in SC/HP planning sheet
This enlarged section shows the
information and entries to be made for
each session planned in SC/HP area

Enter name of village, hamlet or tagged area/community in rural area
OR name of locality, mohalla, lane, slum or tagged area/community in
urban area, where session is being planned.
This row/cell can also be
used in specially planned
sessions like for brick kilns,
migrant population, island,
forest etc. In these cases the
names of those locations can
be entered.
Enter population of rural or
urban area catered by the
planned session. If more
than one session is
planned in any area,
specify the population
covered by each session in
different columns (session
headings)
In case of tagged sessions
or in bigger areas where
more than one session is
to be planned every
month, required number
of sessions can be spread
over different columns.
In these cases, population base also need to be split according to
geographical area covered and entered in respective columns.
Population here will be used for estimating the beneficiaries.

Select type of
area/terrain from the
drop down list
Enter number of pregnant
women and infants identified
from head count survey in the
area for which the session is
being planned.
These numbers will be used
for estimation injection load
and logistics (vaccines and
syringes).
Select the type
of session
being planned
from the drop
down list.
Specify the address of session site. Example: anganwadi center etc.
In case of special sessions, names of brick kilns, location of migrant
population, or building under construction must be specified.
Any additional information,
e.g. tagging or bimonthly
session or quarterly session
can be entered in this cell.
Select from the
drop down list if
the area for
which session is
being planned
falls into any of
these categories.

Select weekday on
which session is planned
from dropdown list
Select week of the
month from
dropdown list in
which the session
has been planned
Mention time at which
session will be organized.
In case of tagged sessions
or mobile teams, note
down time after discussing
with other team members
Enter names (and contact no.) of
the support staff at session site.
This includes ASHA/mobilizer (or
USHA In urban areas) and
anganwadi worker. There is one
additional row in which user can
change the designation and
enter details as required.
Example: influencer, teacher etc.
Enter name of person who will deliver vaccine to the session sites.
User may mention vehicle no. as well. Also enter amount that would
be required for vaccine delivery.

Help boxes in the SC/HP planning sheet
These help boxes will appear on the screen when user select any cell,
and will provide guidance regarding the information to be entered.

SC/HP planning sheet - Tips
• One planning sheet is to prepare plan for one subcenter or health post.
• More than one sheet can be used if number of sessions planned for a particular
SC/HP is more than 8. in this case information will be entered in the profile
sheet as explained earlier.
• Prepare complete plans for all SC/HP entered in profile sheet.
• The session wise information entered in this sheet will be visualized in output
sheets. Complete and consistent information is necessary to have good quality
microplans.
• These plans will be saved as one of the output sheet. SC/HP wise prints can be
provided to health workers for ensuring implementation.
• Blank copy of this sheet can also be used as a standard template for giving to
health workers to prepare their plans manually.

Output Sheets
• User has to enter information into these input sheets only.
• After completing entry output sheets can be generated and used.
• There are 8 output sheets that can be generated. These are
1. Micro plan Summary
2. Health Worker Work plans
3. RI session details (rural/urban)
4. Health Worker Roster
5. Session wise beneficiary details
6. Sub center/Urban Post: Profile and Staffing
7. Sub center/Urban Post: Beneficiaries
8. Vaccine delivery plan

How to generate output sheets?
Step 1: Navigate to HOME page by clicking on icon placed at upper left corner
of input sheets
Step 2
Step 3: After selecting the desired output sheet, click on SAVE icon
Step 3
Step 2: Click on dropdown icon to view list of output sheets
Step 4: Tool will process and a message box will appear specifying that output
sheet has been saved in the destination folder. Click OK

How to generate output sheets?
• The RI Microplanning (RIMP) tool is an MS-excel based customized application,
developed for use at sub-district (PHC/UHC/Taluk) and district levels.
• The RIMP tool has been designed to fulfill the following purposes:
• Consolidate subcenter level plans, in standard format, in an electronic form
• Compile beneficiary count generated on basis of head count surveys
• Provide flexibility to change vaccines and their dosage to guide logistics estimation
• Prevent manual errors resulting from calculations and repeat entry of information
in different formats
• Provide auto-generated summary sheets and detailed formats for:
• Vaccine and logistics requirement (as per the immunization schedule)
• Alternate vaccine delivery plan for service delivery outside the facility
• Catchment area details, immunization calendar etc.

What is district microplan compilation tool?
• This is an additional
application to compile sub-
district level RI microplans
and generate district RI
microplan.
• This tool is to be used at
district level only.
• Similar to RIMP tool this is also MS Excel (2016) based application with VB
script to automate the processes.
• Initial steps for using this tool are same as that for RIMP tool i.e.
• Opening the file from source
• Enabling active content (and other permissions)
• Saving a copy in destination folder with .xlsm extension

How to use this compilation tool?
• As first step district user has to customize the tool in line with the instructions
given to sub-district level facilities.
• This will include updating the immunization schedule and other additional
information, similar to block microplanning tool.
Clicking on this button will give access to sheet
to update immunizations schedule

Step 2
• After updating the immunization schedule, navigate back
to HOME sheet by clicking on icon situated at upper left
corner of the sheet.
• On HOME sheet, click on next box titled “compile sub
district microplans”
• This will give access to compilation sheet.

Step 3
• Open the sub-district microplan file and open the HOME sheet of the file that
is to be compiled
• Click on the button titled “Copy to compile”
• A message box will appear specifying that relevant data has been copied.
Click OK

Step 4
• In district compilation tool, on the compilation sheet, select relevant cell for
that block/facility in column “C”
Step 5
• Right click mouse in that cell,
click on “Paste Special” and
then “Values” in the window
appearing.
• This will result in pasting the
relevant information in
district compilation sheet.
Select next row for compiling next block level plan, and so on.

How to generate district RI microplan?
• Navigate back to HOME sheet (by
clicking home icon at upper left
corner)
• Click on button titled “Generated
Consolidated Plans”
• Tool will process the output and a message box will appear after successful
generation. Click OK
• The output plan will be saved in destination folder in pdf format
• The name of file will have the name of district and date of generation.
• The consolidated plan have 7 standard templates incorporating required
information from sub-district level facilities.

How to delete data?
If user want to delete data for a particular block and re-paste revised data then
deleting the entry in cell is not sufficient.
Following steps need to be followed to erase data completely.
• Click on “X” marked box in column A, before the name of
block whose data is to be deleted.
• This will delete the data for that particular block. Repeat as
required for other blocks
• For erasing data for all blocks and resetting the compilation
tool, click on button titled “DELETE ALL DATA” placed on top
of the sheet.

In nutshell..
• RIMP tool (and compilation tool) are designed to support program managers
compile operational plans to develop consolidated RI microplan.
• This is not meant to replace manual bottom up planning process, rather
strengthens it by facilitating consolidation process.
• Tool is developed in MS Excel (2016) and some features may get compromised
if used in older versions (but still functionality remains).
• The tool requires some permissions when opened for ensuring automation.
• Output sheets are not displayed on the screen and are saved in PDF format in
the destination folder.
• No tool can be complete in itself, and cannot fulfill widely variable
requirements of users. Therefore user must exercise flexibility and enter
information in existing formats and cells.

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