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Questions and Answers
Which model is used to request and pay the salary of staff?
Which model is used to request and pay the salary of staff?
What is the first step in effective time management strategies?
What is the first step in effective time management strategies?
What is one key reason to manage time effectively?
What is one key reason to manage time effectively?
Which model is used for returning the remaining deposit money to a client?
Which model is used for returning the remaining deposit money to a client?
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What should clients provide to justify a withdrawal for purchasing a drug worth 5000 Birr?
What should clients provide to justify a withdrawal for purchasing a drug worth 5000 Birr?
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What is a requirement for an individual to place an order?
What is a requirement for an individual to place an order?
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Which of the following skills is essential when ordering materials?
Which of the following skills is essential when ordering materials?
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What is the first step in the purchase procedure?
What is the first step in the purchase procedure?
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Which of the following best describes a catalogue in the context of purchasing?
Which of the following best describes a catalogue in the context of purchasing?
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What is the main function of storekeeping?
What is the main function of storekeeping?
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During the issuing of equipment, what must be recorded in the ledger?
During the issuing of equipment, what must be recorded in the ledger?
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Which statement about storing equipment is true?
Which statement about storing equipment is true?
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What should happen when an item is exhausted or in shortage?
What should happen when an item is exhausted or in shortage?
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What must be included in an issue voucher?
What must be included in an issue voucher?
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Which model is specifically used for confirming the delivery of items or drugs?
Which model is specifically used for confirming the delivery of items or drugs?
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What is a key responsibility in controlling expendable equipment?
What is a key responsibility in controlling expendable equipment?
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Which skill is essential for maintaining equipment?
Which skill is essential for maintaining equipment?
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How should issue vouchers be managed after they are issued?
How should issue vouchers be managed after they are issued?
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What is the focus of financial management within an organization?
What is the focus of financial management within an organization?
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Which model is used for requesting items or drugs?
Which model is used for requesting items or drugs?
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What is a non-expendable equipment's primary requirement?
What is a non-expendable equipment's primary requirement?
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What is the primary purpose of financial regulations and fiscal practices?
What is the primary purpose of financial regulations and fiscal practices?
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What is the fiscal year in Ethiopia based on?
What is the fiscal year in Ethiopia based on?
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What happens to any leftover budget at the end of the fiscal year?
What happens to any leftover budget at the end of the fiscal year?
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What type of budgeting allows for flexible decision-making based on the importance of areas within an organization?
What type of budgeting allows for flexible decision-making based on the importance of areas within an organization?
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Which of the following budgets is specifically meant for construction activities?
Which of the following budgets is specifically meant for construction activities?
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What is a crucial feature of line-item budgeting?
What is a crucial feature of line-item budgeting?
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Which model is used in Ethiopia as an official receipt for collecting money?
Which model is used in Ethiopia as an official receipt for collecting money?
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What is the first step in the Ethiopian budget cycle?
What is the first step in the Ethiopian budget cycle?
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What is the primary objective of material management?
What is the primary objective of material management?
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Which of the following is an example of expendable materials?
Which of the following is an example of expendable materials?
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What is one of the main activities involved in material management?
What is one of the main activities involved in material management?
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How do non-expendable materials differ from expendable materials?
How do non-expendable materials differ from expendable materials?
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What is the first step in the five main activities of material management?
What is the first step in the five main activities of material management?
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Which of the following describes an effective policy for material management?
Which of the following describes an effective policy for material management?
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In the context of health resource management, which type of resource is NOT commonly recognized?
In the context of health resource management, which type of resource is NOT commonly recognized?
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Which of the following terms best describes items like reagents and cotton in material management?
Which of the following terms best describes items like reagents and cotton in material management?
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Study Notes
Unit 10: Managing Health Resources
- Unit 10 focuses on managing health resources, encompassing human resources, equipment, materials, finances, and time.
Learning Objectives
- Students will be able to understand different activities of human resource management (already covered in the staffing section).
- Students will understand activities related to material/equipment management.
- Students will understand Drug Resource Management (DRM).
Introduction
- Successful activity performance and objective achievement depend on applying knowledge and skills to problem-solving, efficiently utilizing all necessary resources.
- Efficiency relies on effective management of different resource elements.
- Common resources include human, materials/equipment, drugs, money/finance, space/workplace, time, and information/reports/documents.
- Previous sessions covered Human Resource Management; subsequent sessions will focus on other resource types.
Equipment/Material Management
- Material management integrates purchasing and related activities to maximize coordination and optimize expenditure in material areas.
- The goal is to have the right material available at the right time and place.
- Effective policies for forecasting, inventory, and material distribution are essential.
- Materials are categorized as expendable (consumable/recurrent) and non-expendable (capital/non-recurrent).
- Expendable items are used quickly and need frequent replenishment (e.g., stationery, reagents, cotton, syringes).
- Non-expendable items have a longer lifespan and require maintenance (e.g., microscopes, vehicles).
- Five main activities in material management include ordering, purchasing, storing, issuing, and controlling/maintaining equipment.
Logistics and Supplies Management (Ordering Equipment)
- Ordering equipment involves obtaining supplies from stores or shops.
- Only authorized personnel can place orders.
- Skills needed for ordering include listing equipment based on past use and present estimates, balancing requirements with available resources, and estimating costs to prioritize needs.
- Catalogues provide a list of available items for purchase.
- Ordering forms (requisition forms) require specifying item reference numbers, article names, quantities, prices per unit, and total prices.
Purchasing
- Purchasing involves acquiring raw materials, components, equipment, and services needed for organizational goals.
Material Management: The Purchase Procedure
- The unit needing the item initiates a requisition.
- The purchase department reviews the requisition.
- Suppliers are selected.
- An order is placed.
- The order is monitored to ensure delivery aligns with expectations.
- Received items/materials are inspected and accepted.
Storing Equipment
- Storekeeping is responsible for receiving, storing, and issuing materials.
- Bin card balances and physical balances need periodic verification.
- The section must report when items run out or shortages occur.
- Materials can be stored in a main/reserve store (for unused items) or at the point of use (after issue).
Issuing Equipment
- After equipment is ordered, received, and recorded, it's issued when needed.
- Three procedures are involved:
- Recording the issue in the stock ledger.
- Issuing a signed voucher specifying the date, item, quantity, intended use (section), and the responsible person's signature.
- Maintaining an inventory record of issued items for the receiving and using section.
- Inventory lists track items kept in the relevant places.
Controlling & Maintaining Equipment
- Expendable equipment needs control to prevent waste.
- Non-expendable equipment requires maintenance.
- Staff must be trained to clean, inspect, and maintain equipment; report defects promptly; and return items to their designated location after use;
- Using checklists for inspections is crucial.
- Discrepancies should be identified and explained.
Equipment/Material Management - Ethiopian Context
- Government sectors use different models (numbered) developed by the Ministry of Finance for receiving and issuing materials, equipment, and items.
- Each model has a specific function; models cannot be used interchangeably.
- Models controlling equipment/drugs include: confirming delivery, requesting items, approving item delivery, issuing items.
Management of Financial Resources
- Financial management is an integral part of management, dealing with planning, collecting, allocating, and controlling finances to achieve organizational goals.
- Managers need to use funds efficiently and effectively.
- Financial objectives include planning, fund-raising, decision-making, efficient resource use, and financial control.
- The Ethiopian fiscal year runs from Hamle 1 to Sene 30.
- Budget allocations must be used within the fiscal year.
- Leftover funds need to be returned to the local finance department.
Types of Budgets
- Revenue Budget: forecasts total yearly income (e.g., taxes, surpluses).
- Expenditure Budget: forecasts total operating spending.
- Capital Budget: funds construction activities.
- Recurrent Budget: funds activities other than construction (e.g., salaries, supplies, utilities, drugs, repairs).
Types of Budgeting
- Program budgeting: used by large organizations, flexible decisions using funds allocated to important areas.
- Line-item budgeting: a fixed amount for each item; transferring funds between items is not possible without prior authorization from the government. Budgeting is done in a breakdown format.
Budget Cycle
- Budget preparation (proposal)
- Budget compiling
- Budget approval
- Budget execution
- Budget Audit (Closing) Three types of Budget items:1000: Revenue items; 6000: items for recurrent budget; 8000: item for Capital budget
Financial Management Models
- Model 30: Official receipts for collecting funds.
- Model 16: Money collected (from Model 30) is verified and deposited.
- Model 6: Payment vouchers for expenditures.
- Model 33: Use for salary requests and payments.
- Model 85: For depositing money.
- Model 86: For releasing deposited money.
Example of Equipment/Drugs/Finance Controlling
- Purchasing a reagent/drug (5000 Birr): Model M/H-6 to withdraw funds, receipt verification by procurement, drug delivery verification by pharmacist (Model19).
- Patient deposit (major surgery: 1000 Birr), utilization Verification by receipt voucher(500Birr), Return of the remaining amount (500 Birr).
Management of Time
- Time is a non-renewable resource.
- No event can take place without time.
- Efficient time management requires managerial skills.
- Time cannot be stored.
- Equally shared by everyone.
- Ability to manage time is key to success.
The Benefits of Time Management
- Increased productivity.
- Reduced stress.
- Improved self-esteem.
- Avoiding meltdowns.
- Developed confidence.
- Reaching goals.
- Achieving balance in life.
Strategies to Effective Time Management
- Setting goals.
- Setting priorities.
- Planning time.
- Avoiding procrastination.
- Delegation.
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Description
This quiz covers Unit 10, which focuses on the management of various health resources including human resources, equipment, materials, finances, and time. Students will learn about different activities related to human resource management, material/equipment management, and Drug Resource Management (DRM). Test your understanding of these vital concepts and their role in efficient health service delivery.
