Purchasing and Inventory

Purchasing and
Inventory
1
Learning Objectives
 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 documentation
related to purchasing and inventory.
Purchasing and Inventory-Module 4 2

Scenario
Your laboratory is asked to gear
up for a potential 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?

The Quality Management System
Organization Personnel Equipment
Purchasing Process Information

& Control Management
Inventory
Documents Occurrence
& Assessment
Management
Records
Process Customer Facilities

Improvement Service &
Safety

Benefits of an
Inventory Management Program
Minimize wastage
Supplies and
reagents always
Stay within budget
available
Quality
maintained

Inventory Management Challenges
 Balance between stock availability
and expiration dates.
 Life-span of laboratory Expiry

reagents varies: In-
stock
Date
 RIA reagents: 3 to 8 weeks

 API kits: 4 to 12 months
 Antisera: 1 to 4 years
 Antibiotic disks: 2 to 3 years
 Ready-to-use culture media: 1 to 2 months
 Dehydrated culture media: 3 to 5 years

Key Components for Purchasing and
Inventory Management
Store
Vendor
Qualifications Assess
Inspect conditions
Test Maintain
Handle
Purchase
Contract
Delivery
Log book
Expiry date
USE Rotate stock
Laboratory
Other
laboratories
Post use
tracking
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 Considerations
Understand government
requirements
Review
Contracts
Negotiate prices
Assure reliable
availability, delivery
Determine
payment
mechanisms

How to Implement Inventory Control
Assign
responsibility
Maintain
inventory system Analyze
in all storage needs
areas
INVENTORY
CONTROL
Establish Establish
system for minimum stock
receiving, storing needs
Develop
forms and logs

Analyze Needs
Conduct analysis of supply and
reagent needs by:
 listing all tests in laboratory

 identifying all supplies needed for
each test
 using available information to
estimate usage

Analysis of Needs: Information Required
Unit of count
Storage space, Usage/month

conditions (quantification)
Item
description
Order lead time/

Priority Level
delivery time

What is Quantification?
Quantification is a process for

calculating how much is required
of any particular item for a given
period of time.

Quantification: When?
 as part of annual health care

planning
 when implementing a new health
program
 in preparation for a potential or
newly identified epidemic

Quantification: How?
 consumption-based method
 morbidity-based method

Quantification: Consumption-based
 based on the actual usage
 must take into account:
 health supplies actually used
 wastage–expired or spoiled supplies
 supplies out of 90
stock for more

80
70
than 15 days
60 Slides
50
during any time 40

30
Immersion Oil
of the year 20
10
Collection
containers
0
1st 2nd 3rd 4th
Qtr Qtr Qtr Qtr

Quantification: Morbidity-based
 based on the actual number of episodes
 must take into account:
180
 population size
160
 disease incidence 140
 accuracy of morbidity data 120
Influenza
100
 treatment guidelines Diarrhea
80
TB
60
40
20
0
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Inventory Control: Documentation
Maintain records:
 date received
 lot number
 pass or fail acceptance criteria
 date placed in service or disposition
May be useful to keep

records in stockroom.

Stock Logbook
Includes:
 name and signature
 date of receipt
 quantity
 date of expiry
 minimum stock
 stock balance
Other information:
 shelf number
 destination

Inspect new orders at time of delivery
 verify contents
 check integrity
 record date each item received
 record expiration date
 store new shipment behind
existing shipment
 create or update records

Storage of Inventory
Storeroom
 clean
 organized
 lockable
 well-ventilated
 no direct sunlight
 good, sturdy shelving
 items within reach
 safety precautions
available
Shelving
Follow safety
precautions

Shelf Organization
 avoids “losing” a product
 saves time
 systemizes storage space
Number cold room

or refrigerators
and freezers and
label shelves

Use clearly visible dating labels
 date opened
 date expires

Continuous Monitoring of Inventory
Assign
responsibility
Update Inventory Maintain

inventory system
records Control
in all storage areas
Conduct weekly
physical counts

Computerized Stock Management
 Advantages:
 exact current state of stock, product classification
 management of expiration dates
 statistics  planning purchase orders
 management of possible distribution
 makes inventory tasks easier
 Drawbacks:
 an on-site computer is needed
 requires trained staff

Summary
 A well-managed laboratory will have a
system for inventory maintenance and
purchasing.
 The system will require planning and
monitoring: analyzing needs, developing
forms and procedures, and maintaining an
inventory. The laboratory will maintain an
inventory system for all reagents and
supplies used in the laboratory.

Key Messages
Managing inventory results in:
 increased laboratory efficiency and

effectiveness
 assurance that patient or clinical
needs are met
 products available when needed

Organization Personnel Equipment
Questions?
Comments?
Purchasing Process Information
& Control Management
Inventory
Documents Occurrence
& Assessment
Management
Records
Process Customer Facilities

Improvement Service &
Safety

Purchasing and Inventory

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Purchasing and

Purchasing and Inventory-Module 4 2

 What problems might you encounter in

Purchasing and Inventory-Module 4 3

Organization Personnel Equipment

Purchasing Process Information

Process Customer Facilities

Purchasing and Inventory-Module 4 4

Purchasing and Inventory-Module 4 5

 Life-span of laboratory Expiry

 RIA reagents: 3 to 8 weeks

Purchasing and Inventory-Module 4 6

 define criteria for supplies and

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 listing all tests in laboratory

Purchasing and Inventory-Module 4 11

Storage space, Usage/month

Order lead time/

Purchasing and Inventory-Module 4 12

Quantification is a process for

Purchasing and Inventory-Module 4 13

 as part of annual health care

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stock for more

during any time 40

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May be useful to keep

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Number cold room

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Update Inventory Maintain

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 increased laboratory efficiency and

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Process Customer Facilities

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