MEDICAL STORE AUTOMATION(A CASE STUDY OF GENERAL HOSPITAL JEGA) JEGA, KEBBI STATE { CHAPTER TWO }

 CHAPTER TWO

2.0    LITERATURE REVIEW 

  Computerized record and search system have been one of the most widely developed management science technologies in the fight against store especially in the developed world. It is suggested that the user interface problem is nearly insurmountable for local store agencies but that effective training might be substituted for inadequate user interface design. Recommendations are provided to address the problems of training. Earlier research into the uses and pay offs of computers in stock agencies suggest that there are real and substantial benefits from use of the system. (Cotton, K. 1978).

The use of record by the stock dates back to the Roman Empire, however, the electronic store records only started gaining widespread use in the late sixties to seventies (Kraemer, 1986) one key characteristics of records in preservation, records may be preserved for long time in many countries there is a change over from paper based records to electronic records. Electronic records are part of the computer based information system and need to be handled automatically following archival requirements to remain truth worthy during preservation (Northrop et al, 1990). 

The International Standard Organization (ISO) defined record as:

“Information created, received and maintained as evidence and information by an organization or person in pursuance of legal obligation or in transaction of business”

Preservation is key characteristics for records, which is followed by their creation purpose to be re-used. The preservation of the record also makes it a vital component in the memory of organizations, individuals and some cases of society (Thomsassen, 2001). 

There are categories from paper-based records to digital or electronic records; henceforth will only electronic records be used. It is natural process, when more and more information and documents are created by usage of computer based information system. Growth of different government solutions has increased the amount of electronic records within public organizations (Statskontore, 2003).

Electronic records must be managed differently in relation to paper based records. Information system managing electronic records must therefore consider archival requirements in order to remain trust worthiness of the electronic records during their preservation specification requirements is comprised in the information development process (Pressman, 2000)

A proactive approach is essential to preserve records. The record has to be prepared and captured for long term preservation at the creation stage; otherwise it will be costly and difficult. There are not only many organizations that have implemented an information system managing trustworthy electronic records following archival requirements. Though there are examples of successful information systems supporting management of electronic records (Chen el al, 2002). 

The electronic stock record system cannot create trustworthy records and is also lacking of critical and necessary record keeping functions. According to Grimson (2001) there are electronic stock record systems that have been less successful in their management of electronic records. Access overtime and preservation are issues, which have been of limited interest when designing electronic item of the store record systems. 

Holgerson (2001) stated that some of the information systems managing records in the store management filter information which negatively influences possibilities to trust and make correct decisions. There are two perspectives of how to manage electronic records, the first perspective is when the record management is embedded in the information system where the record was created or received, and the second is when a separated record management system is used. Independent of what perspective is preferred, there is need to understand the phenomena of records in order to be able to design and develop information systems supporting manage those records, with problems have been identified by many (Meijer, 2001)

Record management is an area of interest not only for people managing records, but also from other adjacent areas as information systems (Cox, 2000).

According to Thomassen (2001) a record has several criteria. Which makes the record unique in relation to other types of information? 

Records support as evidence over actions and transactions. 

Records support accountability which is tightly connected to evidence but are more about which item is accountable over a specific action. 

Records are related to process, that is “information that is generated by and linked to work processes” (Thomassen, 2001). 

Records are going to be preserved, even indefinitely. 

These four characteristics of records make the different from other types of information. In an organization records are part of the organizational management. Cox (2001) stated that the evidential value of a record can only exist if the content, structure and context are preserved. The context is the link between different records that belongs together, and also the process where the record was created.  

There are no differences in expected functions between papers based records and electronics records, but there are differences in structure and form. A paper-based record is a physical entity, often a document (Thomassen, 2001). The electronic record is more of logical entity, where integral parts can be managed at different places within an information system, or even in different information system (Dollar, 1992).

A register plan is made to support the search ability and the organizing of the records by automation have the register plan and also supported the selection process of what a record is. According to Nilson (1983) the majority of the records end up in a category, where the records are described and ordered after its subject or business. 

According to Hartman (1998) qualitative studies has a purpose of understanding the nature of a phenomenon. He also states that qualitative research is about understanding the world where people act, live and work.

The concept of record is the phenomena that will be understood. 

2.1 DEFINITION OF AND SCOPE OF STORES ADMINISTRATION 

STORE: Stores refer to collection of goods and property. They include all movable property purchased, manufactured or otherwise acquired. Stores can be said to be funds (real money) in other forms. 

Stores are a very vital department in any organization, be it industry, commerce servicing or government. All these organizations have causes to acquire stores at varying degrees, description, quality and the different purposes. Although the accountant or auditor is not a store-keeper per say, yet because stores are money, the accountant has a duty, to know and be involved, particularly in the acquisition, administration control and accounting of stores. 

A properly organized and managed store would reduce the rate of pilfering; increase the rate of production of services on the part of the staff. These are achievable through proper management and control of stores. It is absolutely logical, to discern a very strong connection between inefficient store keeper and poor internal control stores. 

2.2 CLASSIFICATION OF STORES 

Stores are generally classified into:

Expendable stores 

Non-expendable stores 

Consumable stores 

A) CONSUMABLE STORES

These are stores which “are dissipated in use and have no residual value.” These are stores, which, once used for the purpose for which they are required, cease to exist a s a store item. For example, a tin of paint, food items, stationery, soap, confectionary etc. Consequently, consumable stores do not require write off or salvage after use or when they become unserviceable before use. 

B) EXPENDABLE STORES 

These are stores of semi-permanent nature such as shovels, machetes, paint-brushes, etc. which are expected of useful economic service beyond the current operating period but no longer than the medium term of two to five years. They are out as a result of constant use and required frequent replacements. When they become unserviceable for the original purpose they still are of some residual value (as scrap). Expendable stores are accounted for at the end of their useful/economic life. 

C) NON-EXPENDABLE STORES 

These are stores of permanent of nature such as furniture, typewriter, motor vehicles, etc. which are expected to give a varying but considerable life and require less frequent replacements. They are accounted for as fixed assets and are normally written off at the end of their useful/economic life explanation and certificate of deterioration through fair use. 

2.3 REASONS FOR ACQUIRING STORES 

It is obvious that primary purpose of stores is to facilitate production operations. This also, indirectly, translates into the enhancement of the efficiency of costs and operations. In addition however, stores when managed properly, directly contribute to significant savings in time and costs. Broadly put, three main reasons account for stores acquisition. These are: Transitional, precautionary and speculative purpose. 

TRANSITIONAL PURPOSE OF STORES:

This relates to the acquisition of stores to the generally obvious reason of furthering day-today activities. The emphasis is on the need to have the items needed ready to further work-in-progress and complete operation.  

PRECAUTIONARY PURPOSE OF STORES:

When stores are required for transitional purpose, they are strictly on the basis of current need. Hence, only the quantities currently required are kept for each production cycle. The applications of this include the assumption that production requirements are stable, demand is fixed stable, that lead time (between ordering and receipt of stores items) are known and stable; and that stores can be acquired in the different specifications (units, quantities, fractions etc) that are currently required. 

SPECULATIVE PURPOSE OF STORES:

Stores serve speculative purpose when they are held in order to take advantages of fluctuations in their production and prices. For instance where there are strong reasons to believe that prices are going to raise, stores that are neither required for transitional nor precautionary purposes might be acquired to take the long run advantage of lower costs. Speculative stores are also held for special activities, which fall within the exclusive direction of management. 

2.4 TYPES OF MATERIALS HELD IN STOCK 

Some of the terms commonly used to describe various kinds of stores are explained below:

RAW MATERIALS:

Basic materials, which undergo changes through manufacturing processes in the course of being incorporated into the finish product, are called raw materials. For example, coal, steel, lead, copper, rubber, cotton, wool, timber, limestone. It should be noted that the finished product of one industry may be raw material of another.

PIECE PARTS:

These are components manufactured from raw materials to make assemblies by the manufacturers of the finished product. 

BOUGHT OUT PARTS

These are finished parts or assemblies purchased from outside suppliers by manufacturer either to be incorporated into his goods or to be re-sold as spares or accessories. For example, in the motor industry most car makers buy such items as bumpers, head lamps, batteries and tyres. 

EQUIPMENT AND SPARES 

This includes machines installations and vehicles as well as their associated spare parts. This type of stock is usually most important in executive industries, agriculture, utility undertakings and the armed services. 

TOOLS:

They may be hand tools like hammers and screwdrivers, tools used on machines, such as dies, drills, former, milling cutters or portable electric, etc. 

GAUGES:

They are devices for measuring the dimensions of shapes of materials or components. There are various kinds, including caliper, plug, screw, gap and form gauges. 

JIGS AND FIXTURES 

These are pieces of equipment especially designed for holding materials or parts while undergoing machining, fitting, assembly or other processes. They are mainly used in manufacturing industries and particularly in mass production factories.

WORK IN PROGRESS

It comprises incomplete items in the course of manufacture e.g. a bracket for holding the chasus of a television set where only the forming and drilling operations have been completed.

SOURCE: HASKENEWS

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