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Richard Alexander MS MPHLaboratory Director
Laboratory Management Training – Bangkok, ThailandFebruary 27, 2012
Materials Management:Inventory Control
Supply Handling and Storage
Bangkok, Thailand m February 27th to March 2nd, 2012Improving Influenza Laboratory Management Practices
WHO/CDC/CLSI Quality Systems Tool Kit
http://www.who.int/ihr/training/laboratory_quality/en/
Much of this presentat ion has been adapted from:
Learning Object ives
Describe the steps required to implement an inventory control program.
Name factors to consider in procurement of supplies.
Develop a monitoring plan for the inventory system.
Discuss the importance of documentat ion related to purchasing and inventory
Purchasing and Inventory-Module 4
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ScenarioYour laboratory is asked to gear up for a potent ial
flu epidemic.
What purchasing and inventory factors do you need to consider in planning for this process?
What problems might you encounter in planning and implementation?
Purchasing and Inventory-Module 4
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The Quality Management System
Purchasing and Inventory-Module 45
Organizat ion Personnel Equipment
Purchasing & Inventory
Process Control
Information Management
Documents& Records
Occurrence Management Assessment
Process Improvement
Customer Service
Facilit ies & Safety
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Benefits of an Inventory Management Program
Supplies and reagents always available
Minimize wastage
Stay within budgetQuality maintained
Inventory Management Challenges
Balance between stock availability and expirat ion dates.
Life-span of laboratory reagents varies: RIA reagents: 3 to 8 weeks API kits: 4 to 12 months Antisera: 1 to 4 years Antibiot ic disks: 2 to 3 years Ready-to-use culture media: 1 to 2 months Dehydrated culture media: 3 to 5 years RT-PCR Reagents: ?
Purchasing and Inventory-Module 47
In-stock
Expiry Date
Key Components for Purchasing and Inventory Management
Purchasing and Inventory-Module 48
InspectTestHandle
Log bookExpiry dateRotate stockLaboratory
Other laboratories
Vendor Qualificat ions
Purchase Contract Delivery
Post usetracking
Store Assess condit ionsMaintain
USE
Establish a System to Qualify and Select Vendors
Define criteria for supplies and services to be purchased
Use information from other laboratories
Evaluate before purchase and after receipt
Purchasing and Inventory-Module 49
Purchasing Considerat ions
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Determine payment mechanisms
Negotiate prices
Review Contracts
Understand government requirements
Assure reliable availability, delivery
How to Implement Inventory Control
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INVENTORY CONTROL
Assign responsibility
Analyzeneeds
Establish minimum stock needs
Develop forms and logs
Establish system for receiving, storing
Maintain inventory systemin all storage areas
Analyze Needs
Conduct analysis of supply and reagent needs by:
List ing all tests in laboratory
Ident ifying all supplies needed for each test
Using available information to est imate usage
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Analysis of Needs: Information Required
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Storage space,
conditions
Order lead time/delivery time
Priority Level
Usage/month (quantification)
Unit of count
Item description
What is Quantificat ion?
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Quantification is a process for calculating how much is required of any particular item for a given period of time.
Quantificat ion: When?
As part of annual health care planning
When implementing a new health program
In preparat ion for a potent ial or newly ident ified epidemic
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Quantificat ion: How?
Consumption-based method
Morbidity-based method
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Quantificat ion: Consumption-based
Based on the actual usage
Must take into account: Health supplies actually used Wastage–expired or spoiled supplies Supplies out of
stock for more than 15 days during any t ime of the year
Purchasing and Inventory-Module 417
0102030405060708090
1stQtr
2ndQtr
3rdQtr
4thQtr
Slides
Immersion Oil
Collectioncontainers
Quantificat ion: Morbidity-based
Based on the actual number of episodes
Must take into account: populat ion size disease incidence accuracy of morbidity data t reatment guidelines
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020406080
100120140160180
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
InfluenzaDiarrheaTB
Inventory Control: Documentat ion
Maintain records: date received lot number pass or fail acceptance criteria date placed in service or disposit ion
What do you do for Inventory Records in your laboratory?
May be useful to keep records in stockroom.
Purchasing and Inventory-Module 419
Stock LogbookIncludes: name and signature date of receipt quantity date of expiry minimum stock stock balance
Other information: shelf number destinat ion
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SUPPLIESVENDORS
INVENTORY
PURCHASEORDER
RECEIVING
REPORTS
EQUIPMENT
Questions or comments?
DANANG, VIETNAM
ScenarioYour laboratory is asked to gear up for a potent ial flu
epidemic.
What purchasing and inventory factors do you need to consider in planning for this process?
What problems might you encounter in planning and implementation?
Purchasing and Inventory-Module 4
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ScenarioPick one influenza test you perform in your laboratory
and make a list of inventory needed for that assay.
Include Item Description, Unit Count, Priority Level, Order Lead Time, Storage Conditions, Shelf Life
Include all reagents, disposables, personal protective equipment, ancillary kits
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