B - Lesson 8 Material Management

Question 1

The proper management of [?] in the laboratory is often a challenging task.

Answer 1

reagents and supplies

Question 2

However, creating and adopting systems for [?] can enable cost savings in addition to ensuring supplies and reagents are available wh en needed.

Answer 2

purchasing and inventory control

Question 3

The procedures that govern the management of purchasing and inventory should be designed to confirm all [?] are of good quality, and that they are used and stored in a manner that preserves their integrity and reliability.

Answer 3

reagents and supplies

Question 4

Because lab efficiency and productivity are compromised when supplies unexpectedly run out or expire, it is critical to strike the right balance between maintaining the [?] and avoiding stock outages.

Answer 4

lowest necessary inventory levels

Question 5

This can be best accomplished through the evaluation of historical data on [?].

Answer 5

supplier lead times, testing demand, and validation times

Question 6

is a critical, or essential, component of the quality management system

Answer 6

Purchasing and inventory management

Question 7

Efficient and costeffective laboratory operations need the uninterrupted availability of [?].

Answer 7

reagents, supplies, and services

Question 8

Inability to [?], even for a short time, is very disruptive to clinical care, prevention activities, and public health programs

Answer 8

test

Question 9

Careful management of inventory helps to prevent [?], which can occur if reagents and supplies are stored improperly, or if reagents become outdated before they can be used.

Answer 9

waste

Question 10

Establishing a purchasing and inventory management program will ensure that:

Answer 10

•supplies and reagents are always available when needed;
•high quality reagents are obtained at an appropriate cost;
•reagents and supplies are not lost to improper storage or kept and used beyond expiration.

Question 11

[?] for obtaining reagents and supplies vary considerably between laboratories.

Answer 11

Methods

Question 12

Some laboratories may purchase directly, but, in many countries, a [?] is in place, with a central stores area that distributes directly to the laboratories.

Answer 12

national procurement system

Question 13

Also, in many places, [?] have a major role in the procurement of supplies and reagents.

Answer 13

donors

Question 14

The [?] for managing the reagents and supplies must take into account these variables

Answer 14

laboratory system

Question 15

The challenge of inventory management is [?] of supplies and reagents in stock with their expiration dates .

Answer 15

balancing the availability

Question 16

The lifespan of reagents can vary from a [?].

Answer 16

few weeks to a number of years

Question 17

It is important to continuously monitor the [?] to make sure needed reagents are always on hand and have not expired.

Answer 17

expiration dates

Question 18

However, it is too costly and wasteful to [?].

Answer 18

overstock

Question 19

Equipment and supplies received or accepted from donors must meet the clients’ and [?] of the laboratory.

Answer 19

operational needs

Question 20

Managers may sometimes need to [?], but this should be done in a diplomatic way to ensure future offers are not discouraged.

Answer 20

refuse donations

Question 20

Successful purchasing and inventory management requires that [?] be established for managing all critical materials and services.

Answer 20

policies and procedures

Question 21

•vendor/manufacturer qualifications;

Answer 21

Key components

Question 22

• purchase agreements;

Answer 22

Key components

Question 23

•receiving, inspecting, testing, storing, and handling of materials;

Answer 23

Key components

Question 24

all purchased material should be inspected and appropriately tested to ensure that specifications are met.

Answer 24

Key components

Question 25

Policies should be established for storing and handling m delivered to the laboratory.

Answer 25

Key components

Question 26

•tracking materials to individual patients;

Answer 26

Key components

Question 27

the management system must allow for tracking materials to individual patients;

Answer 27

Key components

Question 28

that is, the laboratory should be able to identify specific test materials used fo r performing tests on any given day, so that if there is a problem with a patient result, the laboratory will know what reagents were used.

Answer 28

Key components

Question 29

•assessing and maintaining inventory;

Answer 29

Key components

Question 30

•controlling expiration periods;

Answer 30

Key components

Question 31

•dispatching supplies to satellite laboratories

Answer 31

Key components

Question 32

It is very important to set expectations and build and maintain relationships with providers of materials and services.

Answer 32

Selecting vendors

Question 33

Laboratories that purchase directly should look very carefully at vendors’ and manufacturers’ qualifications, examining such things as specifications and methods of transport.

Answer 33

Selecting vendors

Question 34

Laboratories that receive reagents and supplies from a central stores area managed by their government should interact with those managing the central stores area to accomplish these same objectives.

Answer 34

Selecting vendors

Question 35

define criteria for supplies or materials to be purchased;

Answer 35

Selecting vendors

Question 36

look for the best price, taking into account the qualifications and credibility of the supplier;

Answer 36

Selecting vendors

Question 37

consider the advantages and disadvantages of purchasing “brand name” vs. “generic” products

Answer 37

Selecting vendors

Question 38

is it better to purchase specific pipette tips for a specific pipette, or is it just as effective to use generic pipette tips that cost less?

Answer 38

Selecting vendors

Question 39

It may be useful to seek information from other laboratories when considering quality, reliability of supply, and cost.

Answer 39

Selecting vendors

Question 40

It is equally important to evaluate vendors afte r purchase.

Answer 40

Selecting vendors

Question 41

Consider such factors as whether the vendor delivered the specified goods, or whether the central procurement body assured that user specifications were met.

Answer 41

Selecting vendors

Question 42

•understand any local or national government requirements that need to be accommodated in the contracts;

Answer 42

considerations when setting up procedures for purchasing

Question 43

•negotiate for the best price without undermining quality;

Answer 43

considerations when setting up procedures for purchasing

Question 44

•carefully review all contracts to make sure the laboratory’s requirements are b eing met;

Answer 44

considerations when setting up procedures for purchasing

Question 45

(Contracts should clearly address payment mechanisms and provisions to assure reliable availability and delivery of reagents and supplies. Ask if there are penalties for ending a contract.)

Answer 45

considerations when setting up procedures for purchasing

Question 46

•determine how payments will be made, and how the vendor will assure reliable availability and delivery of supplies and reagents.

Answer 46

considerations when setting up procedures for purchasing

Question 47

In establishing an inventory control program, there are a number of factors to consider.

Answer 47

Implementing an Inventory Management Program

Question 48

A system should be designed so that the laboratory can closely monitor the condition of all supplies and reagents, know what quantities are available, and be alerted when there is a need to reimplementation

Answer 48

Implementing an Inventory Management Program

Question 49

assign responsibility. without this, nothing may get done

Answer 49

Implementation steps

Question 50

•analyze the needs of the laboratory;

Answer 50

Implementation steps

Question 51

•establish the minimum stock needed for an appropriate time period

Answer 51

Implementation steps

Question 52

•develop needed forms and logs;

Answer 52

Implementation steps

Question 53

•establish a system for receiving, inspecting, and storing supplies;

Answer 53

Implementation steps

Question 54

•maintain an inventory system in all storage areas, and for all reagents and supplies used in the laboratory.

Answer 54

Implementation steps

Question 55

A laborator y needs a process for analyzing its needs for materials; and for determining how many kits for a particular test should be on hand.

Answer 55

Analyze needs

Question 56

The laboratory should make a list of all the tests it performs and identify all the supplies and reagents that are needed fo r each test.

Answer 56

Analyze needs

Question 57

It is wise to use all available information to help estimate the usage of supplies and reagents for the period of time between ordering new materials.

Answer 57

Analyze needs

Question 58

•storage space and conditions– will the order take a day, week, or will a bulk order use too much storage space? Does the item require storage in a refrigerator?

Answer 58

Analyze needs

Question 59

•length of time required to receive a delivery mon th to arrive?

Answer 59

Analyze needs

Question 60

•the priority or importance level the item has in doing the work of the laboratory is it used every day or only once a month?

Answer 60

Analyze needs

Question 61

•approximate usage per month (quantificati month; on), for example, 6 boxes used per

Answer 61

Analyze needs

Question 62

•the package count or number of units in which the item is supplied, e.g., a kit can include 12 tests or 100 tests and pipette tips can be packaged as 100 per box, or 1000 per box;

Answer 62

Analyze needs

Question 63

•a complete description of each item used;

Answer 63

Analyze needs

Question 64

How can a laboratory determine how much of any particular item to order?

Answer 64

Quantification

Question 65

is a ver y important process that can help calculate how much is required of any particular item for a given period of time, and it is an essential part of a successful inventory management program.

Answer 65

Quantification

Question 66

•ensure essential supplies will be available when needed;

Answer 66

Quantification

Question 67

•prevent overstocking, which can lead to wastage of expensive materials.

Answer 67

Quantification

Question 68

provides information for:
•estimating annual budget requirements;
•allowing for better planning;
•making decisions and monitoring performance of the inventory management system

Answer 68

Quantification

Question 69

is performed when making annual plans for the laboratory and this planning will take into account the usual usage of supplies and reagents.

Answer 69

Quantification

Question 70

There are times whe n it is important to consider how new demands on the laboratory will create a need for greater testing volume.

Answer 70

Quantification

Question 71

This often occurs when new health programs are being implemented, and in preparation for epidemics, either identified or potential.

Answer 71

Quantification

Question 72

The two frequently used methods are

Answer 72

consumption-based quantification and morbiditybased quantification

Question 73

Laboratories most frequently use the consumption their experience over time.

Answer 73

Consumptionbased quantification

Question 74

This method is based quantification and based method, drawing on based on actual consumption, so there are a number of factors to consider.

Answer 74

Consumptionbased quantification

Question 75

For example, to determine the actual usage, it is important to also estimate how much wastage has occurred and how many expired or spoiled reagents and supplies have been discarded .

Answer 75

Consumptionbased quantification

Question 76

For planning, it is a good idea to consider whether any supplies or reagents have been out of stock for more that 15 days during any time of the year.

Answer 76

Consumptionbased quantification

Question 77

This may mean that supplies are not ordered in sufficient quantities, or that the wastage or expiry is higher than predicted.

Answer 77

Consumptionbased quantification

Question 78

In using the morbidity based quantification method, the laboratory must take into account the actual number of episodes, illnesses, and health problems that require laboratory testing.

Answer 78

Morbidity-based quantification

Question 79

In other words, the laboratory needs to estimate an expected frequency of the disease in question how many cases will occur per unit of population (per 1000, per 10,000, etc).

Answer 79

Morbidity-based quantification

Question 80

Then, considering how many people the laboratory serves, it can estimate the total number of cases the community might reasonably expect to observe.

Answer 80

Morbidity-based quantification

Question 81

Using standard guidelines for diagnosis and treatment and considering how well health care providers adhere to these guidelines can help to estimate how many laboratory tests will be performed.

Answer 81

Morbidity-based quantification

Question 82

A good m orbiditybased quantification method is more accurate than the quantification by consumption method, but it depends on accurate data.

Answer 82

Morbidity-based quantification

Question 83

Developing an appropriate record keeping system is an important step for inventory management.

Answer 83

Developing forms and logs

Question 84

Good tools for managing the stock include:

Question 85

For any system that is used, the following information should be recorded:

Question 86

will provide a way to keep track of all supplies and reagents that are on hand at any given time.

Answer 86

stock logbook or card system

Question 87

In addition to information mentioned above, it is a good idea to record:

Question 88

•date reagent or set of supplies are received;

Answer 88

information should be recorded at any system

Question 89

•lot numbers for all sup plies, reagents, and kits;

Answer 89

information should be recorded at any system

Question 90

•pass or fail acceptance criteria;

Answer 90

information should be recorded at any system

Question 91

•date the lot number or box of supplies was put into service, or if not usable, the date and method of disposition

Answer 91

information should be recorded at any system

Question 92

•name and signature of the person receiving materia

Answer 92

Logbook

Question 93

•date of receipt;

Answer 93

Logbook

Question 94

•expiration date;

Answer 94

Logbook

Question 95

•quantity of the material received;

Answer 95

Logbook

Question 96

•minimum stock that should be on hand;

Answer 96

Logbook

Question 97

•current stock balance.

Answer 97

Logbook

Question 98

•shelf number or name;

Answer 98

Additional information to record

Question 99

•destination, for example, to ls; 20oC freezer, to media room. It is a good idea to keep the stock logbook in the storage area.

Answer 99

Additional information to record

Question 100

A system should be established so when supplies are received, personnel know what is expected.

Answer 100

Receiving and inspecting supplies

Question 101

All supplies and reagents should be inspected as they arrive in the laboratory to be sure that they are in good condition, and to verify that what is received is what was ordered.

Answer 101

Receiving and inspecting supplies

Answer 102

Receiving and inspecting supplies

Question 103

•create or update logbook records.

Answer 103

Receiving and inspecting supplies

Question 104

•store new shipment behind existing shipment;

Answer 104

Receiving and inspecting supplies

Question 105

•date each item received; •note expiration date;

Answer 105

Receiving and inspecting supplies

Question 106

•sign their name ver ifying receipt of goods;

Answer 106

Receiving and inspecting supplies

Question 107

[?] of reagents and supplies is a very important part of inventory control

Answer 107

Storage

Question 108

•keep the storeroom clean, organized, and locked to protect the inventory;

Answer 108

Storage

Question 109

•make sure storage areas are wellventilated and protected from direct sunlight;

Answer 109

Storage

Question 110

•storage conditions are in accordance with manufacturer’s instruct ions, paying particular attention to any temperature requirements or other specifications such as safety requirements.

Answer 110

Storage

Question 111

use good shelving strong enough to support items, and organize items carefully on the shelves to prevent movement shifts or falls; shelves should be attached firmly to support walls to prevent tipping

Answer 111

Storage

Question 112

items should be easily accessible to staff;

Answer 112

Storage

Question 113

sturdy step stools should be available for reaching higher shelves;

Answer 113

Storage

Question 114

heavier items should be stored on lower shelves;

Answer 114

Storage

Question 115

laboratory staff should n ot be required to lift heavy items

Answer 115

Storage

Question 116

when storing, put the new shipment behind existing materials that are already in the laboratory;

Answer 116

Storage

Question 117

organize the reagents and materials so that the older materials get used firstitems with the first expiry dates are the first used

Answer 117

Storage

Question 118

is a useful tool for storing inventory and will help to systemize and organize storage space

Answer 118

Labeling shelves

Question 119

•Assign a number (or name) to different areas of the shelves;

Answer 119

Organization of shelves

Question 120

•Record in the log book what shelves are used for which reagents and supplies.

Answer 120

Organization of shelves

Question 121

This system helps to avoid “losing” a product, and will save staff time that might be used for hunting through a number of shelves.

Answer 121

Organization of shelves

Question 122

Even someone who is not familiar with the storeroom can find a product if this system is in place.

Answer 122

Organization of shelves

Question 123

It is also useful to numbr cold rooms, refrigerators, and freezers for the same purpose.

Answer 123

Organization of shelves

Question 124

Establishing a system for labeling reagents will be very helpful.

Answer 124

Labeling reagents

Question 125

It is important to label reagents with the date they are opened, and to make sure the clearly visible

Answer 125

Labeling reagents

Question 126

Procedures should be developed and put in place for continuous monitoring of the inventory.

Answer 126

Continuous monitoring of inventor

Question 127

•assign the responsibility for thi someone must be in charge; s task to an appropriate person or persons;

Answer 127

Continuous monitoring of inventor

Question 128

•be sure that all supplies and reagents in the laboratory are covered by the system and maintain inventory management in all of the storage areas;.

Answer 128

Continuous monitoring of inventor

Question 129

•conduct weekly physical counts of reagents and supplies in order to check the system, and as a part of the monitoring process;

Answer 129

Continuous monitoring of inventor

Question 130

•make sure that all records relevant to inventory management are updated and maintained.

Answer 130

Continuous monitoring of inventor

Question 131

In many laboratories, a simple comput management of inventory.

Answer 131

Computerized inventory management