Resource Management PDF

Unit- 10 Managing Health Resources (Human resource/equipment/material/finance/time) 1  Learning objectives After studying this chapter, the student (you) should be able to:  Understand different activities of human resource management - Discu...

Unit- 10 Managing Health Resources (Human resource/equipment/material/finance/time) 1  Learning objectives After studying this chapter, the student (you) should be able to:  Understand different activities of human resource management - Discussed before on staffing section  Understand the different activities in material/equipment management  Understand Drugs Resources management (DRM) 2  Introduction  The successful performance of activities and the achievement of objectives depend upon the application of knowledge and skills to problem-solving, using all the necessary resources in the most efficient way.  Efficiency depends upon how different elements are managed.  Common types of resources are: human, materials/equipment, drugs, money/financial, space/working place, time, information/report/document. In prevous sessions you have learned about Human resource Mgt, so that we sahll focus on the remaing ones 3  Equipment/Material Management  Material management is the integrated function of purchasing and related activities to achieve the maximum coordination and optimum expenditure in the area of materials  The objective is to have the right material at the right time and place.  It depends on effective policies of forecasting, inventory, and materials distribution.  Materials are of two types: Expendable and Non expendable Expendable/consumable/recurrent Items used within short period of time and should be repeatedly supplied Should be kept in stock regularly e.g. stationary, reagent, cotton, syringes etc… 4  Equipment/Material management Non expendable/capital/non-recurrent Which are not to be automatically recouped and lasts for several years and needs care and maintenance e.g. microscope, vehicles …..  There are five main activities in material management: 1. Ordering Equipments 2. Purchasing equipments 3. Storing equipments 4. Issuing equipments 5. Controlling and maintaining equipments 5  Logistics and supplies management 1. Ordering Equipments  This is obtaining equipment from stores or shops.  Only some people are authorized to order.  Ordering requires the following skills: 1. Listing equipment from the knowledge past use and estimates of present use 2. Balancing requirements with available resources and making cost estimates to prioritize the needs 3. Use of Catalogue:  Catalogue: is a book that contains a list of articles available for purchasing from a certain place. 4. Completing an order form / requisition form /  Order form: has a column for each of the following: item reference number, name of article, quantity order, Price Per unit, total price, 6  Material management... Order form Item Name of Type Unit Quantity Price Total number the article needed per unit cost 2. Purchasing  It is the securing of raw materials, components, equipment and services that the organization needs to achieve its goals.. 7  Material management... The Purchase Procedure: 1. The unit that need the item initiates a requisition 2. The Purchase department reviews the requisition 3. Suppliers are selected 4. An order is placed. 5. The order is monitored to determine if goods have been on line and will be delivered as anticipated 6. The income /material is received, inspected & accepted 8  Material management... 3. Storing equipment's  Store keeping is the function of receiving, storing and issuing materials.  The accuracy of the bin cards balance and physical balance should be verified from time to time.  This section has to send report when an item is exhausted or if shortage exists.  Materials can be stored in two places. A main or reserve store where stocks are kept but not used The place of use, after issue. 9  Material management... 4. Issuing equipment  After equipment has been ordered, received, and recorded in the stock book or ledger, it is issued for use when it is needed.  Three paper work procedures are involved in issuing equipment. I. Ledger record(writing the issue in the stock ledger) II. issue of a voucher which must be signed.  Issue voucher: an official form containing: date of issue, what is issued and in what quantity, where it is to be used (section) and signature of the person responsible for its use.  Issue vouchers must be filed and kept in store. III. an inventory record of the section receiving and using the equipment  Inventory: list of items that are kept in place 10  Material..... 5. Controlling and maintaining  Expendable equipments must be controlled to avoid wastage.  Non-expendable equipments must be maintained.  To control and maintain equipment the following skills are needed: Convincing staff that equipment must be cleaned, inspected, and kept in good order, that defects must be reported immediately, and that equipment must always be returned to its correct place after use Using an inspection checklist and inspection schedule Detecting discrepancies and explaining them. 11  Equipment/Material Management… The Ethiopian Context  In most of the government sectors receiving and issuing of materials /equipment / items is carried out using different “Models” developed and distributed by Ministry of Finance.  „Models‟ are known or differentiated by numbers.  Each‟ model” has its own function and cannot be used interchangeably  Some of the models that are used to control equipment/drugs are:  Model 19 - Model for confirming delivery of items /drugs  Model 20 - Model for requesting items /drugs  Model 21 - Model for approving item delivery by Person in authority.  Model 22 - Model for issuing items /drugs. 12 Management of financial resource  Financial Management: is an integral part of management which is associated with planning, collecting, allocating and controlling of finance to achieve an organizational goal.  Managers are more responsible to use it more effectively and efficiently.  Purpose: for planning, raising money, decision making, efficient use of resource and controlling of finance Financial Regulations and Fiscal Practices in Ethiopia  Ethiopian fiscal or budget year begins on „Hamle‟ 1 and ends on „Sene‟ 30  Budgetary allocations must be used with in the budget year period  Any leftover required to be returned to local finance department 13  Management of Fianancial... Types of Budget  Revenue Budget: a forecast of total income of the year e.g. Taxes, Surpluses, etc.  Expenditure Budget: a forecast of total operating spending of the year Capital Budget - for construction activities Recurrent Budget: expenditures for activities other than construction E.g.: personnel salaries, supplies, light water, drugs, repairs and maintenance 14  Management of Fianancial... Types of Budgeting  Program budgeting:  Used by large organizations  Money can be used in areas of importance in the organization  Flexible decisions  Usually obtained from aids and funds  Line- item budgeting:  A fixed amount of money is allocated to a given item  Expenditure above the allocation or transfer of allocation in whole or in part , from one item to another is impossible without prior request and authorization from government.  It is provided in the form of breakdown  Ethiopian government prepares its revenue and expenditure budgets using line item budgeting 15  Management of Fianancial...  There are three major line of item:  1000: Revenue items  6000: items for recurrent budget  8000: item for Capital budget.  Ethiopian budget cycle: 1. Budget Preparation (Proposal) 2. Budget Compiling 3. Budget Approval 4. Budget Execution 5. Budget audit (Closing) 16  Management of Fianancial...  Some of the models that are used to control finance are: Model 30: Official receipt for collecting money Model 16: the money collected by model 30 has to be verified on model 16 before depositing to the treasury. Model 6: Payment Voucher for expenditure. Model 33: Used to request and Pay Salary of staff Model 85: To deposit money Model 86: To release deposited money 17  Management of Financaial.... Example of equipment/drugs/finance controlling:  If you want to buy a reagent/drug of 5000 Birr, Model M/H-6 will be used to withdraw money from the office. Then the purchaser will provide a justification, i.e. receipt from the vendor. Then the pharmacist will confirm the delivery of the drug by model 19.  For a major surgery, a patient may deposit 1000 Birr (through Model 85) in the health organization. If 500 Birr might be utilized during the period of hospitalization, it will be verified by receipt voucher. Then the remaining 500 will be returned to the client by Model 86. 18  Management of time It is a non-renewable resource No event can take place unless there is time for it. Using time efficiently requires managerial skills. Time can not be stored Time is equally shared to people NB- Our ability to manage our time is the ONE to make difference in life 19  The Benefits of Time Management Increases productivity, Reduces stress, Improve self-esteem, Avoids meltdowns, Develops confidence, Reach goals. Achieve Balance in your life. 20  Strategies to Effective Time Management Set Goals Set priorities Plan your time Avoid Procrastination Delegation 21 Don’t let this be you! 22 “Never do tomorrow what you can do today” “Prioritize, and do the most important things first” 23