Inventory management methods and transaction
As it is illustrated in table 1, among the central stores of all 10 institutions, none of stores had maintained maximum, minimum, and re-order stock levels as well as maintained safety stock level to prevent stock outs. Three of the institutions did not properly record receipts, issues, losses and adjustments. None of the institutions did have automated stock transaction method or inventory management software in their central store. There was incidence of stock outs in six institutions during the last three months. On the other hands three institutions had experience of over stock in the last three months. There were expired commodities in four of the institutions in the last three months. Two institutions did not have standard guide line for commodities inventory management. In six of the institutions, quantities on inventory records were properly matched with the physical count. Three institutions had appropriately recorded price of each item on stock record card.
Table 1: Pharmaceuticals inventory management methods and transaction in 10 public health institutions of Dessie Town, February 2019
S.No
|
Activities
|
Response in No
|
Yes
|
No
|
1
|
Records reflect Maximum, Minimum and Re-order levels maintained
|
0
|
10
|
2
|
Tools dictate safety stock maintenance to prevent stock out
|
0
|
10
|
3
|
Receipts, issues, losses and adjustments properly recorded
|
7
|
3
|
4
|
Automated stock transaction available
|
0
|
10
|
5
|
Incidence of stock outs during the last three months
|
6
|
4
|
6
|
Experience of over stock in the last three months
|
3
|
7
|
7
|
The presence of expired commodities in the last three months
|
4
|
6
|
8
|
Standard guide line for commodities inventory management available
|
8
|
2
|
9
|
Quantities on inventory records match with the physical count
|
6
|
4
|
10
|
Price of each item properly recorded on stock record card
|
3
|
7
|
Recording and documentation
Regarding to recording and documentation status, as it is depicted clearly in table 2, bin cards and invoices (model 19 or receipt invoice and 22 or issuing invoice) were available and used in all institutions whereas stock cards were available in 5 of the institutions. Nine of them had and used RRF and IFRR. Six institutions had separate records for all items. Three of the institutions had detailed written inventory instructions and procedures. Logistic management and information system (LMIS) formats and job aids were available in nine institutions. Neither of the institutions had electronic data interchange technology system nor maintained a data base of their suppliers.
Table 2: Recording and documentation status of the pharmaceuticals inventory management in 10 public health institutions of Dessie Town, February 2019
S.No
|
Activities
|
Response in No
|
Yes
|
No
|
1
|
Availability and proper utilization of BC
|
10
|
0
|
2
|
Presence and utilization of SRC
|
5
|
5
|
3
|
Availability and utilization of RRF
|
9
|
1
|
4
|
IFRR formats available and filled properly
|
9
|
1
|
5
|
Vouchers (Model 19 and 22) available and properly used
|
10
|
0
|
6
|
Maintain separate records for all commodities
|
6
|
4
|
7
|
Detailed written inventory instructions and procedures exist
|
3
|
7
|
8
|
The institution maintains a data base for their suppliers
|
0
|
10
|
9
|
LMIS formats and job Aids available
|
9
|
1
|
10
|
Electronic Data Interchange Technology available
|
0
|
10
|
Store management
The store of two institutions completely controlled and operated by pharmacists and all the rest were operated by druggists. Only two institutions had functional wall thermometers to control room temperature. None of the institutions had calibrated hygrometer to control humidity. Fire extinguishers were not available in seven institutions to be used in case of fire emergency. Only one institution had fire proof area for combustible substances. The stores of six institutions were properly shelved, clean & dry, ventilated & out of direct sunlight. Lockable cabinets for controlled drugs storage were not available in eight institutions. All of the institutions had cold storage facilities for vaccines & biological products. Three of the institutions used FEFO storage technic to track out items. The store room of one institution was not protected from water penetration. In the stores of seven institutions, cartons were stacked at least 10 cm off the floor whereas cartons in three institutions were visible at the floor. Each shelf arranged 30 cm away from the wall and other stacks only in the stores of two institutions; but arranged in others with no space between. Cartons stacked no more than 2.5m high in six of the institutions but contact of cartons with ceiling was visible in four of them. Cartons were arranged with arrows pointing up, and with identification labels, expiry dates and manufacturing dates clearly visible in five of the institutions but arranged haphazardly in others. Damaged or expired products were properly separated, sorted and labeled in seven institutions. Non-pharmaceutical products were stored along with drugs in four institutions. Corrosives and combustibles held separately only in two of the institutions. Six of the institutions had sufficient space for free tracking of goods in their stores (refer to table 3).
Table 3: Store management situation of pharmaceuticals in 10 public health institutions of Dessie Town, February 2019
S.No
|
Activities
|
Response in No
|
Yes
|
No
|
1
|
Store completely controlled and operated by pharmacist
|
2
|
8
|
2
|
Availability of functional wall thermometer
|
2
|
8
|
3
|
Calibrated hygrometer available in store
|
0
|
10
|
4
|
Presence of fire extinguishers in case of fire emergency
|
3
|
7
|
5
|
Fire proof areas for combustible substances
|
1
|
9
|
6
|
Store properly shelved, clean, dry, ventilated & out of direct sunlight
|
6
|
4
|
7
|
Lockable cabinets for controlled drugs storage
|
2
|
8
|
8
|
Cold storage facilities for vaccines & biological products
|
10
|
0
|
9
|
Storage by using FEFO technique
|
3
|
7
|
10
|
Store room protected from water penetration
|
9
|
1
|
11
|
Cartons stacked at least 10 cm off the floor
|
7
|
3
|
12
|
Each shelf arranged 30 cm away from the wall and other stacks
|
2
|
8
|
13
|
Cartons stacked no more than 2.5m high
|
6
|
4
|
14
|
Cartons placed with arrows up, labeled & expiry dates clearly visible
|
5
|
5
|
15
|
Separation of damaged or expired products and removal from stock
|
7
|
3
|
16
|
Storage of non-pharmaceutical products with drugs
|
4
|
6
|
17
|
Corrosives and combustibles held separately
|
2
|
8
|
18
|
Sufficient space for free tracking of items
|
6
|
4
|