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MR. O.M. OLADIRAN

Head of Department

 

HISTORY OF STORES DEPARTMENT

Store is the gateway to an institution.  Store is the building or warehouse where the items and equipment are kept for future use.

Stores Department in the context of University College Hospital, Ibadan (UCH) can be likened to a blood that keeps the whole human existence alive.  This is because all the constituents of University College Hospital, Ibadan depend on one form of materials or the other.  For instance, the offices cannot function without stationeries and other office fittings and fixtures, all Wards, Clinics and Theatre in UCH depends mostly on Medical Consumables and Equipment for optimum performance.

Stores Management is the art of Scientific Maintenance of capabilities until the items, equipment’s kept in the warehouse are used up in the course of rendering service or gets to the hand of the final users.

Stores Department statutorily performs but not limited to these functions in University College Hospital, Ibadan.

  • Receiving
  • Storage
  • Issuing/Distribution
  • Stock Accounting & Reporting
  • Three ways responsibility
  • Setting of the required stock level

A receiving procedure is needed to properly inspect i.e all incoming goods and equipment for the hospital, if any of the suppliers are around to deliver any items, the steps to take are:-

  • The store personnel will welcome the supplier
  • Store personnel will ask for the Award Letter or  Local Purchase Order (LPO) and also make sure he or she bring out the receiving bay copy
  • Store personnel should check the specification if tally with the items brought
  • Store personnel should call the user department that requested for the items for sighting, certify and the quality of items, also check the expiring date. If is the equipment’s, furniture’s and laboratory items the users will receive it immediate through the Transfer Issue Voucher (TIV)
  • If the users are okay with the item, he or she will indicate certify okay and sighted by me and indicate his/her name by writing full name with signature
  • Store personnel should call the Auditor for witnessing and the auditor will sign  the form and stamp
  • All the items are to receive and enter into the store requisition voucher (SRV) and posting into Bin Card. SRV must dispatch into the Ledger Unit  for proper record and documentation

All the received items must be stored normally on the Shelves, Pallets and Racks for safety according to the nature of items

There are five major documentations in the store namely; Transfer Issue Voucher (TIV), Stores Issue Voucher (SIV), Stores Receipt Voucher (SRV), Stores Requisition (SR), BIN CARD.

The request for the items will come through the users by writing into the Store Requisition (SR) to Chairman Medical Advisory Committee (CMAC) or Deputy Chairman Medical Advisory Committee (DCMAC) for approval after that, store personnel will now transfer the available items into store issue voucher (SIV).

The stores department has an established process of recording the details of stock movements and the balance in value.  This is facilitated by a good stock taking exercise.

It is pertinent to state that sufficient information regarding the different types of materials stocked, quantity and value of each materials their receiving time and quantity as well as the cost of maintenance of stores are sent to the management.

Store account thus indicate the value of stock held, providing a basis for issue rates and convenient means of stock control by value.  Stores department ensure smooth service delivery in the Hospital by timely releasing the requirement to the service centers.

Stores Department encourage accountability of the public spending on Consumables and equipment’s by giving adequate reports on them to the management

Note: All the bulk or special items must be approved by Chief Medical Director

Stores Department serves as an advisory body to University College Hospital, Ibadan management in the area of ‘What’, ‘When’, ‘and’ ‘How Much’ of materials to be procured as a result of reliable stocks data that the department keeps.  Stores Department ensures good control of Inventory by sound rationing of issues to all various users vis-a-vis a limited resource such as medical consumables, printing/stationaries and medical equipment.

What– what to buy through the request of the users to avoid unnecessary items.

When – when to buy to avoid stock out in the hospital

How much – how much of the items we need to avoid surplus/over stocking that can leads to obsolete or expired at the end.

  1. Minimum stock level – Minimum level of stock is a certain predetermined minimum quantity of items which should always available in stock on the normal course of business.
  2. Maximum stock level – Maximum stock level is a not-to-exceed amount used for inventory planning. This stock level is based on a calculation of the cost of storage standard order quantities and the risk of inventory becoming obsolete or spoiling with the passage of time.
  3. Reorder stock level – Reorder is the point at which stock on a particular item has diminished to a point where it needs to be replenished. To calculate the reorder level, multiply the average daily usage rate by the lead time in days for an inventory item.
  • Buffer stock/Safety stock – Safety stock must be practice because the business or operation never runs out of stock there should be a safety stock level in an organization. The organization must have additional units to the minimum stock.  This safety level is very important for the growth of an organization.
  1. Danger stock /Stock out – A situation in which the demand or requirement for an item cannot fulfilled from current inventory. Danger stock level as the name suggest is the point where normal issue of materials or inventories are stopped because the stocks/materials has reached to a level where unnecessary release could cause disturbance in the production.

Stores Department also ensures improved quality of service delivery in University College Hospital, Ibadan through a sound inspection modality in which the Users Department of any consignments plays a major role in receiving all the inbounds into UCH.  In fact most technical items must be sighted and certify okay by the Instrument & Biomedical Department with sound knowledge of such inbound.

Stores Department is represented on virtually all the Revolving Fund Committee such as Public Private Partnership (PPP), Laboratory revolving Fund Committee, Clinics and Wards Revolving Fund Committee, Nephrology Revolving Fund Committee, Theatre & ICU Revolving Fund Committee, Parastatal Tenders Board (PTB), Procurement

Planning Committee (PPC), Medical Advisory Committee (CMAC), Finance & Management Meeting (F&M) where Heads of Department Represents the department.

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