PRESENTATION OF THE FIRST JOINT EAST AFRICAN HEALTH CARE CONFERENCE AND EXHIBITION TITLE: EQUIPMENT INVENTORY AS A BASIS OF DYNAMIC EQUIPMENT MANAGEMENT BY: JARED OTIENO MIYOMBE PROVINCIAL MEDICAL OFFICER, NYANZA PROVINCE 17TH-19TH NOVEMBER 2008 TOM MBOYA LABOUR COLLEGE, KISUMU jaredmiyombe@yahoo.com 0720-088261

Equipment management cycle Definition of needs Selection Cancellation and disposal Procurement Equipment acquisition Equipment utilization Operations and maintenance Installation and commissioning Performance of a Stock of Equipment Evaluation

Tasks from Permanent Secretary Health(Medical services) performance Contract given to Biomedical Engineering Unit at all levels of Healthcare ( Level 5 Hospitals to Level 2 Dispensary) 1) to maintain Bi-Annual Consolidated Inventory of existing Equipment, Infrastructure and their status . (2)Inventory of Idle Assets (Plant ,Medical Equipment) In Nyanza Province under medical services are 54 Health Facilities(2 Provincial Referral hospitals, 21 District Hospitals and 31 Sub –District Hospitals) the following have some form of Inventory.

GENERA L INVENTORY List of Furniture ,plastics, glassware ,waste bins, notice boards, wall clocks , Linen, Instruments placed at the back of the door Inventory books one at the User dept the other at the stores. Each dept require hard copy print outs

Equipment Inventory Equipment Inventory is restricted to items which require maintenance through out their lives. Includes technical details, and this inventory is easily manipulated and updated when it is computer based. Types of Inventory code ‘’Speaking numbers’’ Kenya use 8-digit sequence( Malawi use 6-dit sequence) 1992/1993 GTZ/GOK introduced ‘’speaking numbers ’’ 8-digit sequence . compare Malawi MOH uses 6-digit sequence while Namibia MOH uses barcode, locally banks also use barcode

Coding 46/988/010 00 / 000 / 00 0 Department Part of equipment 00 / 000 / 00 0 Department Part of equipment Quantity of equipment Type of equipment 46/988/010

STEPS TO COMPILING INVENTORY Explain the main points of the system to all members of staff (co-operation ,inclusive and participatory) esp. Nursing Staff ,Procurement office r. Responsibility of each member of Staff in relation to Equipment management and fault reporting)Dept heads know approximate age, status of Equipment, required consumables

USE OF UP-DATED INVENTORY Produce regular reports on status of Equipment Implement PPM Planning to stock various medical Equipment spare parts Other details on Equipment history can be recorded. Example of rough estimate Stock value Nyamira DH(200beds) Ksh 30M ,maintenance budget annually Ksh 100,000 < 1%

CHALLENGES Lack of computers in Biomedical engineering units. (Out of the 15 units only 2 have.) Lack of computer skills on appropriate software. Excel ,Databases or (Temp by WHO) Lack of stickers(Inventory) to put on Equipment for easy of identification.

We propose to define the revised performance indicator as the proportion of functional medical equipment in a given facility and will be calculated as follows: Percentage of functional Medical Equipment: Total number of functional Medical equipment Total number of available Medical equipment

ONLY AN UPDATED INVENTORY IS A USEFUL INVENTORY In Nyanza province Level 4-5 20 % inventory done 2007-08 10% Inventory done 1997-2003 70 % none