Upload
saiprasad-bhavsar
View
730
Download
3
Tags:
Embed Size (px)
Citation preview
Dr. Kulkarni (Prof. of PSM, B.Y.L.Nair Medical College)
Dr. Shilpa
Dr. Sai prasad Bhavsar
MATERIAL MANAGEMENT
Definition
Material may be defined as equipment, apparatus and supplies procured, stocked and utilized by an organization
Management is a process which is applied to convert inputs into outputs (goods or services) or a process of planning, organizing, staffing, directing and controlling, usually by a manager
Material Management
A scientific technique concerned with planning, organizing & control of flow of materials from their initial purchase to destination
An organizational concept in which a single manager has the authority and responsibility for all activities, principally concerned with the flow of materials into an organization-purchasing, production, planning, scheduling, incoming traffic, inventory control, receiving and stores normally included (National Assn. Of Purchasing Mgmt-USA)
MM is a new concept in health care field. Modern tech. of efficient MM were developed in USA during second world war which helped them to make a spectacular progress in improving their productivity.
MM is a new concept in India introduced in sixties. In last few years increasing awareness in different areas of management is found. Hospital organizations are an ideal situation for application of this concept as 25-40 % of budgetary expenditure is done on accomplishing the store function.
Many hospitals have adopted this management to provide efficient patient care
MM in health care Institutions
Why material management is of importance
Financially: Large proportion (25-40%) of health expenditure is on materials
For better availability: Material supplies are not satisfactory at present
Complex requirement: Medical and non-medical items are more in number
To maintain cold chain for vaccines Contraceptives are to be supplied to all over country Social marketing is to be supported There is need and potential for increased efficiency
and effectiveness
AIM
To ensure 1. The Right quality
2. Right quantity of supplies3. At the Right time4. At the Right place5. At the Right cost
cost goods
Primary Objectives
Most important aspect of MM is to obtain correct quality of materials at lowest possible cost (economic order quantity)
High inventory turn over Low storage cost (reduce capital and recurring expenditure) Maintain continuous supply Maintain quality of purchase Cordial relationship with suppliers Low pay roll costs Development of vendors Good records Avoid wastage
Secondary objectives
These contribute to achieve primary objectives
Favorable reciprocal relation New materials and product Economic make and buy Standardization Product improvement Interdepartmental harmony Economic forecast
Elements of MM Identification of items Estimating demand Purchase and procurement Inspection and quality control Storage Inventory control Issue procedure Maintenance, repairs, condemnation Information system
Material planning
A ) Identification of items for eg: drugs. WHO has published a guideline list of basic or essential drugs, which are indispensable and necessary for health needs and updated time to time.
Finalization of drugs to be purchased for hospitals or health centers , a committee may be formed of clinicians, pharmacologists, administrators, medical stores etc. to make short lists..the lists should contain the non-proprietary generic names, which helps in lowering the cost .
B. Estimate future demands: Time trend over a period of 2-3 yrs, requirements may be estimated for different items, fluctuations, unusual occurrences in past, stock out positions, excess stock . Any anticipatory changes should also be considered.
Material planning
Planning for routine imm. In a sub center1.Estimation of beneficiaries2. Estimation of vaccines and logisticsEg: for pregnant women TT vac. CoverageTotal population in a villageAnnual target of pregnant women by multiplying the actual
headcount of pregnant women(by 2,for an estimate of 1 yr) =A
Monthly target of pregnant women (A÷12)= BBeneficiaries per month= B×2 doses=CRequirements of vaccine vial (wastage of 25%, WMF of 1.33; C ×1.33÷10Syringes per month=C ×1.1
Purchase procurement Purchase is a strategic activity, directed
towards acquiring materials, supplies, equipments and services for the purpose of consumption and rendering services by organization in an efficient manner.
Each organization has a purchase policy. This saves time in making fresh decisions every time and maintains uniformity.
Centralised purchasing
enables quality control, improved negotiating capacity, hence minimizes the cost.
may be delay in supply and in distribution of the stores, possibility of consumer dissatisfaction
Advantage: Disadvantages :
Decentralized purchasing
The peripheral units are responsible for purchase and distribution hence top authority can get more time for other organization activity. Will be faster to needs in emergencies, better liaison and tight control as purchase officer will have more depth knowledge of requirements.
Can be expensive as replication by each dept, increases manpower consumption since they have to spare time for other than their regular work. If purchase is not managed well, inspection and quality control can suffer, inferior goods may be supplied and out of stock situations is common
Advantages Disadvantage:
Specification spelt out
Indents prepared
Check specifications/price
Purchase plan
Select suppliers
Purchase record
Specification file
Need recognized, demand estimated
Tender/enquiry/imports
Suppliers records
Finalize rates, terms
Purchase order
Suppliers acceptance
Delivery, receipt and inspection
Payment made
Follow up
Invoice check
Inspection and quality control ISO and ISI stipulates standard of quality. It is
preferable to purchase items that bear such certification , in other cases inspection is done before purchasing/acceptance.
Organizations/officers should be aware of unscrupulous supplies (quality)/un ethical practice (payments) of supplies
Qualified Quality control inspectors are usually appointed for this purpose.
After receiving goods are sent to testing lab for evaluation, the receiving personnel prepares a detailed Material receipt note(MRN), in case of rejected goods, a Goods rejected memo is prepared.
Storage of materials Medical and non-medical items to be kept separate Convenient place for receipt of supplies and delivery
with adequate space and facilities, preferably located in basement
Combustible and non-combustible substances to be kept separate
Place to be free from rodents Poisonous and narcotic substances to kept separately Most recently received drugs are placed behind old
stock on the shelf, should be well arranged, placing drugs in shelves in alphabetically order corresponding to essential drug list
Rule of first in first out (FIFO) should apply Rule of first to expire first out (FEFO)
After receiving materials, check consignment belongs to you, later check the materials in detail, quarantine and separate if materials are not in conformity with order and intimate the supplier immediately, MRN to be prepared if they are correct and enter in stock ledger with out any mistakes and submitted to stores manager. Materials are arranged and stored as necessary.
Indenting of stores:Annual Supplementary EmergentLocal purchasePurchase committee
Tender system is a form purchasing materials at competitive price, without compromising the quality to be transparent and accountable to people .
Single tender Limited tender- by registered firm /short
listing Open tender (NIT) Global tender
Forecasting
Forecasting: A process of estimating the relevant events of future, on the basis of their past and present analysis.
Sales forecasting is to be done first and then should be converted into material requirement
Various methods are business barometers (state of economy), time series analysis (chronological order), extrapolation, visionary forecast, market research, Delphi method, panel consensus, moving average method, exponential smoothing, input-output / diffusion index, correlation analysis, regression model, econometric model, opinion poll, casual model.
summary
material managemen
t
material planning
purchase & procurement
inspection
&quality control
storageinventory control
issue procedur
e
maintenance & repairs
information system