Unit 10: Managing Health Resources

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.

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.