PUBLIC HEALTH & COMMUNITY MEDICINE
Material Management (lectures)- Mrs Sachi Regmi
| Definition |
| • Materials management is using different
methods and techniques to ensure the supply and usage of materials
in right quantity, and right quality from a right source at a
right price in right time and at right place. |
| Inventory control |
| • Inventory control is maintenance of stocks
at a level at which purchasing and stocking costs are the lowest
possible without interference with the supply. • ABC analysis A- 20% of the items= 80% of the cost B- 30% of the items= 15% of the cost C- 50% of the items= 5% of the cost |
| Steps in purchasing |
| • Specifications, requirement and requisition • Check specification, prices and suppliers • Purchase plan • Select supplier-enquiry, tender, price and terms • Place a purchase order, supliers acceptance • Delivery, materials receipt, inspection and payment |
| Purchasing process |
| • Preparing tender: specification of materials,
quantity and quality, qualification of suppliers and bidding process • Call for tender: 1. technical bid and financial bid • Discussion regarding technical bid • Selecting technically sound suppliers • Negotiation on financial bid. • Selecting on the lowest bid |
| Lead time |
| • Lead time is the gap between the process
of initiating a purchase and the acceptance of the supply. • Internal lead time • External lead time • Lead time should be as short as possible • Accelerate internal procedures • Fix time for supply and introduce penalty clause |
| Maintenance |
| • Types of maintenance • Daily maintenance • Preventive maintenance • Breakdown maintenance • Ways of maintenance • In-house maintenance • Contract maintenance |
| Preventive maintenance |
| Definition • Is a systematic maintenance procedure wherein the condition of the equipment is constantly watched through a systematic inspection programme and prevention of the incidence of breakdown |
| The system |
| • Periodical inspection • Periodical servicing • Replacement of parts • Overhauling of equipments |
| Logistic management |
| • Making available the right material at the
right place and the right time. • Problems related to transportation, terrain and administrative hurdles. • Issues related to transporting patients, blood samples, vaccines, drugs and so on. |
| Receiving and Storage of Materials |
| Receiving |
| • Receiving is actually accepting the legal
responsibility for receipt and quality of receipt and consequently
payment of goods and services • During receiving, any problem in a specific purchase or error in transaction should be detected such as shortage, damage of materials, wrong items e.t.c. • A detail report of receipt should be made. • There should be close co-ordination between purchase and receipt |
| Steps of typical receiving |
| • Unloading and checking the supply • Unpacking and inspecting the material (checking it with supply order) • Completion of receiving report • Delivery of materials to the users |
| Storage |
| • After receiving, materials are stored in
store room until its distribution to respective departments. • Concept of Central store is popular due to cost containment, reduction in space and reduction in stock outs due to better control. |
| Benefits of good storage |
| • Ready accessibility of major material, permitting
efficient service to users • High degree of flexibility of arrangement • Efficient utilization of space • Reduced need for material handling equipment • Minimization of material deterioration • Minimization of material pilferage • Ease of physical counting |
| Storage Method |
| • FIFO: First In First Out method • To issue the material always from one end of the shelf and keep the new material on the other end of the shelf • It is the simplest and most practical methods of storage |
| Storage facilities |
| • Maintenance of temperature according to
material (e.g. refrigerator for vaccines) • Proper temperature check of room • Fire proof room for inflammable materials • Fire extinguisher should always be available • No direct sun light in the room • Adequate light for the room • The room should be dry with adequate ventillation • It should be cleaned regularly • It should be vermin proof • It should have proper material handling equipment such as cart for moving supplies easily |
| Location, Design and Size Conditions |
| • Usually in basement, away from laundry and
autoclaving unit • Quick and easy main road access to higher concentration of user • Sufficient enough to store all necessary commodities of an organisation |
| Layout |
| • A straight line flow of activity through
store room with as little back tracking as possible • Minimum handling as possible • Efficient use of space • Provision for flexibility and expansion |
| Hazards to store: Physical |
| • Drops of shocks due to breakage of bottles
• Impacts or bumps may damage instruments or break glass ware • Vibrations may result in breakage of electric filaments • Compression may cause crushing of stocks at lower layers |
| Hazards of store: Climatic |
| Temperature: Freezing temperature may cause precipitation,
crystallization and breakage of rubber articles and thickening
of lubricants • Pressure is important for pack sealed air tight • Moisture, gases, vapor e.t.c may spoil various articles • Dust and grit may make the items non consumable • Light may affect photographic chemicals |
| Hazard to store: Biological |
| • Insects • Micro organisms • Rodents |
| Record keeping of store |
| • Ledgers and Registers: Post all the receipts
and issues and maintain stock ledger • Cardex System: uses cards, 60 cards in each 9 to 10 trays with visible lower portion. Receipts and withdrawal both are posted in these cards • Computers: store records are stored in computers |
| Stock Verification |
| • Perpetual inventory method: verification
by daily checking of a few items so that all items are checked
at least twice a year. Any discrepancy between the card and actual
stock is immediately investigated. • Annual stock Taking method: Physical verification of all items once a year |
