Stock Control Practice
Session 10: Stock Control Practice
Total Session Time: 120 minutes
Prerequisites
Learning Tasks
By the end of this session students are expected to be able to:
Resources Needed:
SESSION OVERVIEW
Activity/
Step Time Content
Method
1 5 minutes Presentation Introduction, Learning Tasks
Definitions of Common Terms Used in Stock
Presentation
2 10 minutes Control of Medicines and Medical Supplies
Buzzing
Presentation
Stock Control Records and Documents Used in
3 10 minutes Brainstorming
Physical Inventory
4 40 minutes Presentation Process of Stock Taking and Reconciliation
Process of Recording and Reporting the
45 minutes Presentation
5 Unserviceable Stocks
Small Group
Discussion
6 5 minutes Presentation Key Points
7 5 minutes Presentation Evaluation
73
SESSION CONTENTS
STEP 1: Presentation of Session Title and Learning Tasks (5 minutes)
READ or ASK students to read the learning tasks and clarify
ASK students if they have any questions before continuing
STEP 2: Definitions of Common Terms Used in Stock Control of Medicines
and Medical Supplies (10 minutes)
Activity: Buzzing (5 minutes)
ASK students to pair up and buzz on the following question for 2 minutes
o Inventory?
o Lead time?
o Pull system?
o Push system?
o Re order level?
o Buffer stock?
o FEFO?
o FIFO?
o Stock taking?
o Unserviceable stock?
ALLOW few pairs to respond and let other pairs to add on points not mentioned
WRITE their response on the flip chart/board
CLARIFY and SUMMARIZE by using the content below
o Inventory
The stock on hand at any given time
o Lead time
The time interval between when new stock is ordered and when it is received and
available for use
o Pull (request) system
In a pull system, quantities to be issued are determined by personnel who receive the
supplies
o Push (allocation) system
In a push system, quantities to be issued are determined by personnel who issue the
supplies
o Re-order level
Is the level of stock when you place an order
o Buffer stock/Safety stock
I s a stock used during lead time
o FEFO
First expiry first out
74
o FIFO
First in first out
o Stock taking
Is a process of counting physically
o Unserviceable stock
This include products with one or more of the following characteristic, expired,
damaged, has contaminated items, has items instituted for recall, un repairable or
obsolete for medical equipment‘s and prohibited
STEP 3: Stock Control Records and Documents Used in Physical Inventory
(10 minutes)
Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
ALLOW few students to respond
WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below
o Ledger books
o Bin cards
o Stock taking sheets
STEP 4: Process of Stock Taking and Reconciliation (40 minutes)
Checking the Stock
The store keeper makes a physical count of the stock, and makes an entry on the card. The stock
check can be done on the routine basis for all stock (e.g. Once a month)
It is better if the stock count is done without looking at any other stock information and then any
differences can be investigated later.
To calculate the theoretical balance which should be present, the formula used
If stock count and theoretical balance agree, then the stock is said to be reconciled
If the stock count and theoretical balance do not agree, then the stock is not reconciled
When the stock is not reconciled, that is when there is a difference between the stock count and
the theoretical balance, it is vital to investigate the reasons for the difference. There may be a
simple explanation (accidental breakage),but it may be that there is some theft or pilfering
occurring, and if this is so, then random and unannounced spot checks on the stock balance
should be made.
75
STEP 5: Process of Recording and Reporting the Unserviceable Stocks
(45 minutes)
Activity: Small Group Discussion ( 20 minutes)
DIVIDE students into small manageable groups
ASK students to discuss on the following question
ALLOW students to discuss for 20 minutes
ALLOW few groups to present and the rest to add points not mentioned
Refer students to Handout 10.1: S.F 15 for Further Reading
CLARIFY and SUMMARIZE by using the contents below
monthly.
the following criteria that may render the product unserviceable
o Expiry
o Damage
o Contaminated items
o Items instituted for recall
o Un repairable or obsolete medical equipment
o Prohibited
from normal stores ledger and recorded into the Unserviceable goods ledger.
in an identified separate marked area For easy access and verification
District Medical officer‘s (DMO) office using form S.F 15(Refer below) and should
ensure that these products are submitted to the DMO‘s office every quarter by the 10th
day of the next quarter through reliable means of transport.
submitting S.F 15 and if possible delivery of unserviceable medical stores to the DMO‘s
office.
that will not be dispensed by the facility within the next three months to the nearby
facility within the council as per laid out procedures to avoid expiries.
NOTE: This process is carried out at all levels of health facilities, i.e. dispensaries/health
centres, District Hospitals, Regional referral hospitals, Special hospitals, zonal hospitals,
and National hospital. The difference lies at the reporting centre (District, region or
Accounting officers) and the personnel reporting.
Refer students to Handout 10.1: S.F 15 for Further Reading
76
STEP 6: Key Points (5 minutes)
Terms commonly used in stock control of medicines and medical supplies include inventory,
lead time, pull system, push system, re order level, buffer stock etc.
cards and stock taking sheets
the following criteria that may render the product unserviceable
o Expiry
o Damage
o Contaminated items
o Items instituted for recall
o Un repairable or obsolete medical equipment
o Prohibited
STEP 7: Evaluation (5 minutes)
77
Reference
Management Science for Health and World Health Organization. (1997). Managing Drug
Supply, (2nd ed.).West Hartford, Connecticut, USA: Kumarian Press
Ministry of Health and Social Welfare (2013) Guidelines for Management of
Unserviceable Medical Stores in Health Facilities Tanzania Mainland, Dar-
Es-Salaam
W.H.O (1991) Guidelines on the Storage of Essential Drugs in Eastern and Southern
Africa
78
Handout 10.1: Form S.F 15
To…………………….
…………………….
Form S.F 15
THE UNITED REPUBLIC OF TANZANIA
SCHEDULE OF UNSERVICEABLE STORES
Ledger Quantity Unit Articles Date of Rate Value Nature of and
Folio issue or reason for
approximate SHs Cts unserviceability
period in and
use recommendations
for disposal
NOTES Signature of Officer-in- Charge of Stores
A line must be drawn
Immediately beneath the ……………………………………………
Last entry.
In the case of allocated Date……………………………………….
Stores the original rate
And value are required
79
Unataka kutumiwa notes hizi kupitia WhatsApp?Kwa notes zilizopangiliwa vizuri kwa kusoma offline au PDF, bonyeza kitufe hapa chini. Ujumbe wenye Level, Semester, Module na Topic utaandaliwa moja kwa moja.TUMIWA NOTES WHATSAPP
