MEDICAL STORE AUTOMATION(A CASE STUDY OF GENERAL HOSPITAL JEGA) JEGA, KEBBI STATE

                                             CHAPTER ONE

1.0 INTRODUCTION

DEFINITION

The stores in most organization is an area in which all kinds of materials needed for production, distribution, maintenance, packaging etc are store, received and issued. The store function is therefore basically concerned with holding stocks. However, stores management covers a great deal more than just this aspect and including the following activities. 

a. Holding controlling and issuing stocks

b. Control of all store house, stockyards and outside the storage units.

c. Material handling functions 

d. Quality control activities e.t.c

Types of materials held in the stock: The following is a generalized list of typical items to be found in a medium size production operation.

a. Raw Materials

b. Component Parts 

c. Packaging 

d. Spare Parts

e. Work in Progress 

f. Unfinished Goods 

However, the ranges value and complexity of items hold by any particular stores will depend upon the size and complexity of the operations involved. 

Different types of organization have different types of items in stock. For example, a particular operation will have raw materials, components parts, and work-in-progress and packaging and associated materials. 

A distribution operation will have finished stock, component parts, e.t.c. An engineering and maintenance operation will have spare parts tools, equipment and servicing materials.

Because of this wide variation in the kind of items that can be found in any stores, the storekeeper need to have a wide working knowledge of a great number of materials type and operations. 

Basic functions of stores:-  The modern stores has a wide variety of functions that it has to perform as efficiently as possible; the way which stores management carries out these tasks will be reflected in the overall efficiency of the organization. These functions include the following:-

a. To supply all the material and related services so as to ensure continuation of the operation.

b. To store, control and issue all work-in-progress and completed items.

c. To store control and issue all tools equipment and spare parts needed by the operation of the organization. 

d. To receive store, control and utilize all scrap and excess materials product by organization.

e. To ensure that adequate health and safety precaution are taken in relation to the whole stores operation.

f. To control all training and staff development within the store area. 

Duties and Responsibilities of stores management 

The duties of the stores in the various aspect of its work are discussed below.

(1) Economy:-  One of the basic duties of the store is to ensure that all operations within the store system are performed as efficiently and as economically as possible.

(2) Stock Control:- It is responsibilities of the store management to ensure that the process of stock control is performed within the stores section. 

(3) Store Records:-  It is the responsibility of stores management to ensure that the adequate and up to date stock records are maintained for every item hold in stock, whether in site or in depot or warehouse.

(4) Stock Taking and Checking:-  The store manager is responsible for organization, supervising and collecting all stock check carried out by the organization.

(6)    Receipt of stock: it is the duty of the storekeeper to receive and Handle all the item s delivered to the store, to check the documentation (delivery notes, packaging notes, etc) and to information purchasing stores management of all goods received.

STOCK RECORD SYSTEM 

Definition 

Stock records are formal set of clerical records that contain information about the stock held within the store system. The range of this information will depend upon the system employed and the scope of the operation. However, there are basic function which every stock record system should aim to cover, the fundamental are being data on stock held at any giving time. Stock records have been called the “clerical memory” of the wide range of information held within a good stock record system.

1.1      FUNCTION OF A STOCK RECORD SYSTEM

Stores records have served very important function to perform all of which are designed to provide information on which effective store management and other operational decision can be made 

These functions include the following.

To supply information as to the calculate level of stock for each items held in the store 

To supply information for the verification of physical stock checking via the process of comprise between stocks as calculated by stock records and physical count.

To supply information for the formulation of price list and the efficient carrying out of material costing activities.

To supply information for financial control of the stock by virtue of the process of stock valuation. (balance of stock price per unit)

To supply information for the formulation of production plans and distribution plans, both of.

To supply the clerical information on which the stock, type, shelter life etc

To supply information for the establishment and recording of levels for each item held in stock. These stock levels come under three basic headings.

Minimum stock level 

maximum stock level

Re-order level

1.2           SCOPE AND LIMITATION OF THE RESEARCH 

In most case the scope and limitation of this research has been under the control and regulation given by organization order to maintained the store of any given procedure assign the rate of items accordance the stage of any given store system

These regulation are assign in respect to inquiries against any other item that should investigate in to required the missing item that are not know how it missing or when it is taken by using and how it been use in way 

The record of item will helped to directed the management of federal medical center about the store when it is and how, and when there is needed some item about the store and maintenance the store. Also the research was limit ate the general hospital jega store that contains the difference item that is managing in store in and out.

1.3              AIM AND OBJECTIVES 

The aims and objective of this research will focus, on the research of the store automation system were by we will assign the system to record the sources of the store record and carryout the record of item, in other to avoided the manual system

The record of the item will be sufficient if there is availability of data that will cover the several sector of the store 

Therefore we will implement the system through the removal of every item which it may be use in other department of the General Hospital Jega and also to know the added item from the store that are use to maintained the store movement

1.4            BACKGROUND OF THE STUDY

1. The general hospital jega was set up in febuary 1973 following of a memorandum of understanding between the people of jega and state government handing over the basic health care centre along Jega to Aliero,Sokoto road for the conversion of as a primary health care which was letter approved as state health care centre in kebbi state.

The general hospital jega was situated along Aliero,Sokoto road and was dedicated to provide secondary health care in medicine surgery, paediatric and gynecology, Ear, Nose, and Throat, Hematology and state health among others.

Other services include ophthalmology and well patient clinic. The hospital has an outlet for maternal and child immunization as well as family planning services.

It also provides a community based preventive maternal mortality programmed through re-orientation of tradition Birth Attendants toward Hospital referral of patients in Kebbi State. This Charter is to enable our users know what services are available in general hospital jega, the quality of services patients are entitled to and the means through which complaints on poor quality services could be remedied.    

2. VISION

To be a Health Care Provider accessible, qualitative and affordable Health Care services to our esteem patients through partnership with patients, the public, staff and other organizations in Kebbi State and environs while making the people health conscious through a wellness awareness campaigns by the year 1973.

3. MISSION 

To provide good Health Care Services to all, irrespective of Creed, Color, affection and all other consideration whilst ensuring professionalism and optimally qualitative services.

1.5 PROBLEMS STATEMENT

The general hospital jega contain difference item of various department due to the combinations of difference item courses loses of item or taken without know how it been used because of using the manual system.

I will implement the system in other avoid the missing of any item, so that every item will recorded the Name, Quantity, Amount of supply, Product, etc and when it was taken also will record the name of the person department and amount of the taken also to know the name of the item, this will help the federal medical center management to avoid the missing of the item and also to direct the management of how the item supply was used and also to know the amount   remaining in the store.  

SOURCE: HASKENEWS

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