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GENERAL

STORES
PRESENTED BY,
BIMAL RAM KL
REEMA D’SOUZA
SHABANA TB
KEERTHI K.
KISHORE KUMAR K.
PRANCHAL SINGH
CONTENTS
▪ INTRODUCTION
▪ OBJECTIVES OF STORES
▪ FUNCTIONS OF STORES
▪ LAYOUT
▪ ORGANOGRAM
▪ STAFFING
▪ JOB DESCRIPTION
▪ PURCHASE PROCEDURE
▪ QUALITY CHECKS
▪ INVENTORY INDEX
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INTRODUCTION

➢ Stores management is a vital activity in modern hospitals, as


uninterrupted supply of numerous items have to be ensured at all items.

➢ It is obligatory on the part of the hospital stores officer that all stores are
procured in adequate quantities, stored properly and utilized optimally
by issuing to various patient care areas.

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Material

➢ Materials may be defined as equipment, apparatus and supplies procured, stocked and
utilized by an organization.

Material Management

➢ The management and control of goods, services and equipment from acquisition
to disposition .
➢ Materials are major cost factor in any enterprise. In health care institution about 40%
of budgetary allocation is on procurement and management of stores.
➢ It includes all activities of store from the stage of forecasting of requirements to
utilization to final disposal.
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AIM

➢ The aim of materials management in the hospital is to ensure that there is


adequate stock of required items for a continuous supply, to avoid surplus,
have appropriate storage, easy retrievability, distribution to the point of usage
whenever required, effective and efficient utilization of available resources

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OBJECTIVES OF STORES

➢ Minimizing cost of production through minimizing cost on materials


➢ Maintaining the value of materials
➢ Service to user departments
➢ Establishing Co-ordination with other departments
➢ Advising materials Manager

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FUNCTIONS OF STORES

➢ Receipt
➢ Storage
➢ Retrieval
➢ Issue
➢ Records
➢ Control
➢ Surplus management
➢ Verification
➢ Interaction & coordination
➢ Disposal and condemnation
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LAYOUT

Two important factors in planning layout of stores are

➢ Economy - optimum utilization of available space.

➢ Efficiency - depends on the way store is planned, and items kept, so that they can
be easily be accessed.

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LAYOUT OF GENERAL STORES

Changing Restroom
Room

Safety Exit
Bulk Storage Staff Area

Reciept Room Cold Room

R
Entry

a
m
9

p
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FACILITIES

➢ Location:
Kasturba Hospital Dormitory building (Opposite Marena Sports complex)

➢ Cold Storage:
Small A.C room present for storage

➢ Dunnage:
Ideally required 45 cm high for outside stacks built on ground , 30 cm high for
stacks on floor. In General stores not present

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➢ Fire-extinguishers:
Total : 6 (CO2-3,Water-2,DCP-1)
ALC Stores:Total:2 (Water-1,CO2-1)

➢ Computers, printers :
Computers: 11+2, Printers : 6+1

➢ Space:
3000 sq.ft General + 600 sq.ft ALC stores

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ENTRANCE

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ORGANOGRAM

COO

Medical Superintendent

Sr. Manager, Medical


Operations

Incharge, General Stores

In charge, Special In charge, Bulk In charge, Capital In charge, ALC


Section Section Section Stores

Clerical Asst. Clerical Asst. Clerical Asst.

House Keeping House Keeping


Gen. Duty Worker Gen. Duty Worker 3/15/2018 13
Staff Staff
STAFFING

➢ Stores In-charge – 1
➢ Clerks - 13
➢ General duty worker - 7 (including housekeeping)

TIMINGS
➢ Both in general stores and ALC stores.
➢ 8:30a.m. to 5p.m. with lunch break from 1p.m.-2p.m.

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Job description
In charge: General stores

▪ Administration and supervision of all staff

▪ Co-operating with Purchase department , Accounts department,


user wards and other departments

▪ Verifying the receipt and issue entries with respect to vouchers

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▪ There are 3 sections:

▪ Special section

▪ Bulk section

▪ Capital section

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Special section

Deals with indenting of special items and includes non expendables and
consumables which are not routinely required and which is not stored in the
general stores.

It also involves receipt/ issue of special items to wards/ departments and


certification of the invoices received from the purchase department

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Bulk section

Deals with indenting of general items (which are stored in the bulk stores)
receipt and verification of the goods received and certification of the invoices
received from the purchase department.

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Capital section :

Deals with all capital items.

It undertakes all the works related to receipt, issue, matters relating to installation and repairs
and codification of the invoices received from the purchase department.

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Procedure for Bulk section
▪ User department places an indent for procurement of items
▪ Issue entry is made in computer
▪ send the items to user department with transfer note

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Procedure for special section
▪ Receipt intent from user department
▪ Send purchase requisition to purchase depament
▪ stock recieved and inspection
▪ Entry made in inward register
▪ Receipt entry in computer
▪ Verify the enrty and check purchase order
▪ Prepare the goods received notes
▪ Issue entry in computer
▪ Send items to user department with transfer notes

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Preparation of indent & forwarding to
Purchase department

Copy sent to user department and finance


department

Stock received and inspection

Prepare the Goods


Entry made in inward register
Received Note

Receipt entry in computer

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Verify the entry and check in purchase order
QUALITY CHECKS
▪ Internal audits are conducted once in every 3 months.

▪ External Audit is done twice in a year:


▪ April-October
▪ November - March

▪ Maintenance check of the stores is done as and when required or at the year end.

▪ Safety checks of the stores is done once in 2 months

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Types Of Records maintained
2 Substock
registers are
maintained one
in general stores
and the other in
the respective
department.

SUB STOCK
REGISTER

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Records of all issues,
condemnation and
transfers is maintained.

INWARD
REGISTER BY
CAPITAL SECTION
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Inward registers
are also
maintained
electronically in
Excel

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Complaints regarding
the product/ request
is raised by the end
users using an
Interoffice note
available at the
respective
departments to
General stores.

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STOCKABLE ITEMS
Total Number Of Item : 4083
Total quantity : 2329302 (as on 8th march 3:35pm)
Total value of items :16473339.12

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NON STOCKABLE ITEMS
▪ Total number of items : 44
▪ Total quantity of items : 414
▪ Total value of items : 1047263.44

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CAPITAL ITEMS
▪ Total number of items : 2 (LEAD APRONS 2, GLUCOMETER 72)
▪ Total quantity of items : 74
▪ Total value of items : 114213.12

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CODING
▪ Coding system is used to identify and locate items
▪ The code system should be simple ,flexible, adoptable and capable
▪ Alphanumeric code
▪ First three words were taken for alpha coding. E.g. For cotton – COT055

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PRESERVATION
▪ 2-3 degree Celsius items – sent to end users
▪ 3-25 degree Celsius – controlled temperature kept in stores(15 items were there)

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Reorder level
• This term is used to denote the stock level at which fresh order has to be placed
• Reorders when placed scientifically avoid Stock-outs situations.

MONTHLY CONSUMPTION*LEAD TIME+SAFETY AND RESERVE STOCK


MINUS: PENDING INDENT(INDENT PLACED,BUT NOT ORDRED)
PENDING ORDER(PURCHASE ORDER PLACED, BUT NOT YET SUPPLIED)
CURRENT STOCK
TOTAL
INDENT QUANTITY

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REORDER LEVEL
▪ Ex- mask face disposal.

MONTHLY CONSUMPTION(55650)*LEAD TIME(10days)+SAFETY AND 5,75,050


RESERVE STOCK(18550)
MINUS: PENDING INDENT(INDENT PLACED,BUT NOT ORDRED)
(-) 46000
PENDING ORDER(PURCHASE ORDER PLACED, BUT NOT YET SUPPLIED) (-)46000
CURRENT STOCK (-)36083
TOTAL 4,46,967
INDENT QUANTITY

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CONDEMNATION
▪ The duration of the hospital condemnation cum disposal board will be every quarterly
▪ Equipment before putting for the condemnation , the concerned engineering
department also go into the details to assess their functional state
▪ After going through the service ability or other wise of all these items the committee
with their recommendation forward to the medical superintendent for approval
▪ The spares and serviceable components will be retrieved for future use before it is
kept for the final disposal
▪ The list is then forwarded to in charge, purchase department for the final disposal

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CONDEMNATION
▪ Purchase department will find scrap dealers by tender system.
▪ 10-15 scrap dealers are there till now.
▪ Scrap dealers should pay to hospital and collect materials from hospital .

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CONDEMNATION
▪ BOARD MEMBERS OF THE CONDEMINATION BOARD:
1. Manager/Deputy Manager Operations, Chair person.
2. Nursing Superintendent.
3. Representatives from concerned engineering department- member
4. Engineering Representative from MAHE-member
5. Technical member from MAHE-member
6. Representative from MAHE-member
7. Representative from finance department, KH-member

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disposal
▪ After an item has been condemned it may be disposed as follows:
▪ Sold to other hospitals
▪ Sold to scrap dealers
▪ Local destruction
▪ Auction
▪ If feasible, return to vendor
▪ Issue to other wards/departments where it may be gainfully employed
▪ Parts of the condemned equipment may be used by the maintenance cell to make functional
another equipment- a process known as cannibalisation.

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disposal
▪ In KH , they are reusing the bottles of hand sanitizers, hand wash and others.
▪ Rs.22.5/ bottle , 4000 bottles per month . So they are saving per year 10.8lakhs approximately
(only for hand wash and hand sanitizers)

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INVENTORY CONTROL
▪ What is Inventory ?
▪ Webster has defined inventory as “the quantity of goods or materials on hands”

▪ What is inventory control ?


▪ Inventory control is a tool of management which is used to maintain an economic minimum investment
in materials and products for the purpose of obtaining a maximum financial return

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INVENTORY ANALYSIS
▪ Systematic analysis of all items in stores for achieving the objectives of inventory control.

▪ DIFFERENT METHODS OF ANALYSIS:


➢ ABC analysis( Always Better Control)
➢ VED analysis( Vital Essential Desirable)
➢ SDE analysis(Scarce Difficult Easily available)
➢ FSN analysis (Fast moving Slow moving Non moving)
➢ HML analysis(High cost Medium cost Low cost)

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ABC ANALYSIS FOR ICU1( August 2017 to January 2018)

➢ Total number of items issued : 140


➢ Total number of items under A : 98
➢ Total number of items under B : 28
➢ Total number of items under C: 14

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INVENTORY INDEX
OVERALL
CONSUMPTIO AVG.CLOSING INVENTORY
MONTH N (IN LAKHS) RECEIPT STOCK INDEX
Apr-17 382.31 378.62 33.92 2.66
May-17 396.67 403.52 33.13 2.59
Jun-17 557.23 624.58 65.35 3.52
Jul-17 320.69 261.33 64.84 6.27
Aug-17 469.78 480.52 39.75 2.62
Sep-17 446.54 445.65 42.77 2.87
Oct-17 454.24 473.79 50.13 3.42
Nov-17 498.35 499.68 60.34 3.63
Dec-17 430.39 440.69 65.72 4.73
Jan-18 481.16 390.23 74.57 4.8
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