Procurement and Inventory
Importance of Inventory Control
Uninterrupted availability of reagents and supplies: Ensures lab efficiency and cost effectiveness Prevents costly, disruptive, and/or wasteful steps in patient care Builds critical relationships between laboratories, hospitals, suppliers and the Ministry
Inventory Control Challenges
In many countries purchasing supplies is the responsibility of Central Medical Stores (CMS) Laboratory has little or no control over quality and specifications of supplies different programs (e.g. TB, HIV) leading to different systems
Supplies may be purchased and distributed by
Inventory Control Challenges HIV Rapid Tests
Problems affecting availability
Manufacturer cannot keep up with demand (example: Unigold test) Temporary quality problems (Hemastrip) Test is renamed or changed (Hemastrip, Sure Check) Supply problems require countries to develop flexible test algorithms with available substitute tests
Inventory Control System
Supply Analysis and Identification
Laboratory test lists Item identification Product demographics
Inventory Control System
Monitoring Inventory
General Optimal frequency Specific operating procedures
Inventory Control System Outline
Controlling Inventory
Usage Handling/Storage Inventory recording
Inventory Control Definitions
Supply Requisitioning Addresses when to order and the quantity to order Based on usage, delivery time, quantity, packaging,
available storage space, and similar factors
Any change to orders, shipping dates, or pricing
should be clarified between the laboratory and the vendor before the order is placed.
Inventory Control Definitions
Purchase Orders Official record sent to the supplier to
authorize shipping and billing. Any change to orders, shipping dates, or pricing should be clarified between the laboratory and the vendor before the order is placed.
Inventory Control Definition
Standing Order (Ordinary)
Order with a vendor to deliver a specific
quantity at stated intervals. Changes in usage may increase or decrease needs, inventory. keep standing order quantity in balance with needs. order is changed.
Review periodically (e.g., every 3 months) to Give notice to the vendor when a standing
Inventory Control Definition
Order Preparation Lead Time Time needed to analyze requirements
and to create and release a purchase order or supply requisition
Inventory Planning
Supply Analysis & ID
Lab Section Lists
Basic analysis
Item Identification
Monitoring
Demographic
info
Department forms
Product Demographics
Product listing
Minimum
info
Inventory Analysis
Basic analysis of items used:
Complete description of the item Unit of count Approximate (average) usage per month Priority level:
Order
lead time/delivery time Storage space and conditions of storage
Inventory Monitoring
Assign responsibility
Inventory
areas
in each of the storage
Conduct weekly physical count
Inventory Controlling
Ideal: product arrives as you run the last test Increase lab efficiency and effectiveness via
uninterrupted flow of needed materials physical space
Reduce both quantity of inventory and the
Inventory Usage
Minimum Inventory Level
Levels
support normal operations until additional material can be supplied Safety Stock Minimum to support emergency order Consider the product's importance in laboratory operation Lead-time Total time between placing order and receipt Include within-institution processing
Amounts necessary to
QUARTERLY REPORTS CONSOLIDATED AFB MICROSCOPY LABORATORY STOCKS
REGION: Kigoma QUARTER: YEAR: 1 2003
In stock at the centres end of the quarter Carbolfuchsin Sulphuric acid Methylene blue Sputumpots 25% Ltr. stain Ltr. pcs Slides pcs Microscopy centres stain Ltr. Kigoma Hospital Bitale Nguruka Ntegowanoti Sunuka Mgambo Mathiazo Kagunga Nzega Sibwesa Total Region 2 0 0.5 1 0.2 2 0 0.3 1.5 3 10.5 3 1 0.5 1.5 0.5 4 0 1 0 1 12.5 1 1 0.5 2 0.3 2 0 1.2 0.5 2 10.5 123 0 100 500 150 500 0 300 100 200 1973 300 50 100 200 150 300 0 200 120 150 1570
Immersion oil ml 100 20 0 100 50 100 200 50 0 75 695
Spirit Ltr. 3 1 3 2 1.5 2.5 0 1 1.5 2 17.5
REQUEST FOR AFB MICROSCOPY SUPPLIES
REGION Kigoma QUARTER 2 YEAR 2003
ACTUAL REQUEST (rounded) 6.000 8.000 0 1.500 7 50 0 0 500 QUANTITY STAINS PER FORMULATI SMEARS RESERVE CONSUMPSMEAR ON (gr or TO BE FACTOR (x TION + (stains in Ltr/Ltr) DONE (no.) calculated) RESERVE 1 1 0,004 0,004 0,006 0,004 0,004 0,002 0,05 3 50 0,25 3 0,1 5544 5544 5544 5544 5544 5544 5544 5544 5544 2 2 2 2 2 2 2 2 2 0 0 133 2.218 17 133 4 0 0
ITEM Sputumpots pcs Slides pcs Basic fuchsin gr Phenol gr Sulphuric acid conc. Ltr Methylene blue gr Denatured alcohol Ltr Burning spirit Ltr Immersion oil ml Notes:
LEFT IN STOCK 5.000 3.000 150 750 10 100 8 30 100
CALCULATED REQUEST -5.000 -3.000 -17 1.468 7 33 -4 -30 -100
UNIT pcs pcs gr gr Ltr gr Ltr Ltr ml
stains are made up according to the Guide for AFB smear microscopy of the IUATLD a reserve stock of 3 months will be used for this calculation
REQUEST FOR AFB MICROSCOPY SUPPLIES
REGION Kigoma QUARTER 2 YEAR 2003
ACTUAL REQUEST (rounded) 5.000 7.000 0 1.500 5 25 0 0 400 QUANTITY STAINS PER FORMULATI SMEARS RESERVE CONSUMPSMEAR ON (gr or TO BE FACTOR (x TION + (stains in Ltr/Ltr) DONE (no.) calculated) RESERVE 1 1 0,004 0,004 0,006 0,004 0,004 0,002 0,05 3 50 0,25 3 0,1 5098 5098 5098 5098 5098 5098 5098 5098 5098 2 2 2 2 2 2 2 2 2 0 0 122 2.039 15 122 4 0 0
ITEM Sputumpots pcs Slides pcs Basic fuchsin gr Phenol gr Sulphuric acid conc. Ltr Methylene blue gr Denatured alcohol Ltr Burning spirit Ltr Immersion oil ml Notes:
LEFT IN STOCK 5.000 3.000 150 750 10 100 8 30 100
CALCULATED REQUEST -5.000 -3.000 -28 1.289 5 22 -4 -30 -100
UNIT pcs pcs gr gr Ltr gr Ltr Ltr ml
stains are made up according to the Guide for AFB smear microscopy of the IUATLD a reserve stock of 3 months will be used for this calculation
Discussion Procurement and Inventory
