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					            HealthAMMS Policies and Procedures




Copy No:                    Issued To:

Prepared by: T. Danielian

Approved:
                                         HealthAMMS Policies and Procedures

D.Gates                                      Status: Final Issue No.: 0.04

Issue Date: 22/08/11        File: d:\docstoc\working\pdf\ea3ae823-27af-4100-bd9c-
                            692e8aa2fd5d.doc
                             Commercial in Confidence
                                           TABLE OF CONTENTS

SECTION 1 – OVERVIEW OF POLICIES AND PROCEDURES ..................................................... 7
  1.1 DOCUMENT DETAILS .......................................... ERROR! BOOKMARK NOT DEFINED.2
      1.1.1 DISTRIBUTION LIST ............................................... Error! Bookmark not defined.2
      1.1.2 REVIEW OF DOCUMENT ....................................... Error! Bookmark not defined.3
      1.1.3 CHANGES SINCE LAST ISSUE.............................. Error! Bookmark not defined.3
      1.1.4 REFERENCES ........................................................ Error! Bookmark not defined.3
      1.1.5 TERMINOLOGY ...................................................... Error! Bookmark not defined.4
  1.2 INTRODUCTION ................................................... ERROR! BOOKMARK NOT DEFINED.8
  1.3 DOCUMENT ROADMAP ..................................... ERROR! BOOKMARK NOT DEFINED.11

SECTION 2 -    HEALTHAMMS CATALOGUE MANAGEMENT PROCEDURE .............. ERROR!
BOOKMARK NOT DEFINED.13
  2.1 DOCUMENT DETAILS ........................................ ERROR! BOOKMARK NOT DEFINED.14
      2.1.1 CHANGES SINCE LAST ISSUE............................ Error! Bookmark not defined.14
      2.1.2 REFERENCES ...................................................... Error! Bookmark not defined.14
      2.1.3 DOCUMENT MAP ................................................. Error! Bookmark not defined.15
  2.2 PROCEDURE...................................................... ERROR! BOOKMARK NOT DEFINED.16
      2.2.1 SCOPE .................................................................. Error! Bookmark not defined.16
      2.2.2 BENEFITS OF HealthAMMS INVENTORY CATALOGUE MANAGEMENT
      PROCEDURES ................................................................ Error! Bookmark not defined.16
  2.3 ROLES AND RESPONSIBILITIES ...................... ERROR! BOOKMARK NOT DEFINED.16
  2.4 PROCEDURE...................................................... ERROR! BOOKMARK NOT DEFINED.18
      2.4.1 CREATE STOREROOM LOCATIONS .................. Error! Bookmark not defined.19
      2.4.2 SET UP BIN LOCATIONS ..................................... Error! Bookmark not defined.19
      2.4.3 SET UP ITEM NUMBERING.................................. Error! Bookmark not defined.19
      2.4.4 SET STOCK TYPES .............................................. Error! Bookmark not defined.19
      2.4.5 SET STOCK CATEGORY ..................................... Error! Bookmark not defined.19
      2.4.6 COMPLETE ITEM DETAIL .................................... Error! Bookmark not defined.20
            2.4.6.1 Non-Inventory Materials ........................... Error! Bookmark not defined.20
            2.4.6.2 Inventory Charge Out ............................... Error! Bookmark not defined.20
            2.4.6.3 Reorder Information ................................. Error! Bookmark not defined.21
      2.4.7 REVIEW CATALOGUE.......................................... Error! Bookmark not defined.21

SECTION 3 -    HEALTHAMMS CONFIGURATION MANAGEMENT PROCEDURE ....... ERROR!
BOOKMARK NOT DEFINED.23
  3.1 DOCUMENT DETAILS ........................................ ERROR! BOOKMARK NOT DEFINED.24
      3.1.1 CHANGES SINCE LAST ISSUE............................ Error! Bookmark not defined.24
      3.1.2 REFERENCES ...................................................... Error! Bookmark not defined.24
      3.1.3 DOCUMENT MAP ................................................. Error! Bookmark not defined.25
  3.2 PROCEDURE PURPOSE ................................... ERROR! BOOKMARK NOT DEFINED.26
      3.2.1 SCOPE .................................................................. Error! Bookmark not defined.26
      3.2.2 BENEFITS OF HEALTHAMMS CONFIGURATION procedure Error! Bookmark not
      defined.26
  3.3 ROLES AND RESPONSIBILITIES ...................... ERROR! BOOKMARK NOT DEFINED.27
  3.4 USER SETUP PROCEDURE .............................. ERROR! BOOKMARK NOT DEFINED.28
      3.4.1 ADD OR REMOVE USER LABOUR RECORD ...... Error! Bookmark not defined.28
      3.4.2 GRANT OR REVOKE NETWORK ACCESS ......... Error! Bookmark not defined.28
      3.4.3 SET USER GROUP PURCHASING AUTHORITY . Error! Bookmark not defined.29
      3.4.4 ASSIGN USER TO GROUP .................................. Error! Bookmark not defined.29
      3.4.5 SET DATA ACCESS RESTRICTIONS .................. Error! Bookmark not defined.29
  3.5 MAXIMO SETUP PROCEDURE.......................... ERROR! BOOKMARK NOT DEFINED.30
      3.5.1 CONFIGURE ORGANISATION ............................. Error! Bookmark not defined.31

 Issue Date: 22/8/11              HealthAMMS Policies and Procedures                     Status: Final Issue:
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       3.5.2 CONFIGURE SITE ................................................ Error! Bookmark not defined.31
       3.5.3 CONFIGURE ADDRESSES .................................. Error! Bookmark not defined.31
       3.5.4 CONFIGURE GL ACCOUNT FORMAT ................. Error! Bookmark not defined.31
       3.5.5 CONFIGURE RISK ................................................ Error! Bookmark not defined.31
       3.5.6 CONFIGURE WORK REASON ............................. Error! Bookmark not defined.32
       3.5.7 CONFIGURE LABOUR GROUP............................ Error! Bookmark not defined.32
       3.5.8 CONFIGURE USER GROUPS .............................. Error! Bookmark not defined.33
       3.5.9 CONFIGURE LABOUR APPROVAL OPTIONS ..... Error! Bookmark not defined.33
       3.5.10 CONFIGURE WORK TYPES................................. Error! Bookmark not defined.34
       3.5.11 CONFIGURE INVENTORY OPTIONS ................... Error! Bookmark not defined.34
       3.5.12 CONFIGURE EQUIPMENT OPTIONS .................. Error! Bookmark not defined.36
       3.5.13 CONFIGURE PM OPTIONS .................................. Error! Bookmark not defined.36
       3.5.14 CONFIGURE PO OPTIONS .................................. Error! Bookmark not defined.37
       3.5.15 CONFIGURE PURCHASING AUTHORITY ........... Error! Bookmark not defined.37
       3.5.16 CONFIGURE INVOICE OPTIONS ......................... Error! Bookmark not defined.38
       3.5.17 CONFIGURE WORKFLOW OPTIONS .................. Error! Bookmark not defined.38
       3.5.18 CONFIGURE DOCUMENT OPTIONS ................... Error! Bookmark not defined.39
       3.5.19 CONFIGURE AUTOKEY VALUES ........................ Error! Bookmark not defined.39
       3.5.20 STANDARD DATA MIGRATION ........................... Error! Bookmark not defined.39
       3.5.21 LOCAL DATA MIGRATION ................................... Error! Bookmark not defined.39
   3.6 FINANCIAL SETUP PROCEDURE ..................... ERROR! BOOKMARK NOT DEFINED.40
       3.6.1 DETERMINE FINANCIAL YEAR ........................... Error! Bookmark not defined.40
       3.6.2 SET UP FINANCIAL PERIODS ............................. Error! Bookmark not defined.40
       3.6.3 SET UP MAXIMO ACCOUNTS ............................. Error! Bookmark not defined.40
       3.6.4 SET UP GENERAL LEDGER ACCOUNTS ........... Error! Bookmark not defined.41
   3.7 CHANGE MANAGEMENT ................................... ERROR! BOOKMARK NOT DEFINED.42

SECTION 4 -    HEALTHAMMS EQUIPMENT REGISTER MANAGEMENT PROCEDURE
  ERROR! BOOKMARK NOT DEFINED.44
  4.1 DOCUMENT DETAILS ........................................ ERROR! BOOKMARK NOT DEFINED.45
      4.1.1 CHANGES SINCE LAST ISSUE............................ Error! Bookmark not defined.45
      4.1.2 REFERENCES ...................................................... Error! Bookmark not defined.45
      4.1.3 DOCUMENT MAP ................................................. Error! Bookmark not defined.46
  4.2 PROCEDURE OVERVIEW.................................. ERROR! BOOKMARK NOT DEFINED.47
      4.2.1 SCOPE .................................................................. Error! Bookmark not defined.47
      4.2.2 BENEFITS OF HealthAMMS EQUIPMENT REGISTER MANAGEMENT
      PROCEDURES ................................................................ Error! Bookmark not defined.47
  4.3 ROLES AND RESPONSIBILITIES ...................... ERROR! BOOKMARK NOT DEFINED.48
  4.4 PROCEDURE...................................................... ERROR! BOOKMARK NOT DEFINED.49
      4.4.1 RECORDING ASSET INFORMATION .................. Error! Bookmark not defined.49
            4.4.1.1 Data Migration Process ............................ Error! Bookmark not defined.50
            4.4.1.2 Operating Locations – Location Hierarchy Error! Bookmark not defined.51
            4.4.1.3 Asset Catalogue – Asset Hierarchy .......... Error! Bookmark not defined.52
            4.4.1.4 Room Assets............................................ Error! Bookmark not defined.53
            4.4.1.5 Bills of Materials ....................................... Error! Bookmark not defined.53
            4.4.1.6 Condition Monitoring Points ..................... Error! Bookmark not defined.53
            4.4.1.7 Failure Classes and Codes ...................... Error! Bookmark not defined.53
            4.4.1.8 Rotable Equipment................................... Error! Bookmark not defined.54
      4.4.2 MODIFYING FACILITIES ...................................... Error! Bookmark not defined.54
            4.4.2.1 Donated Equipment ................................. Error! Bookmark not defined.54
      4.4.3 COMMISSIONING AND TESTING ........................ Error! Bookmark not defined.55
      4.4.4 CONDITION AUDITS ............................................ Error! Bookmark not defined.55
      4.4.5 DECOMMISSIONING AND DISPOSAL ................. Error! Bookmark not defined.55


 Issue Date: 22/8/11              HealthAMMS Policies and Procedures                     Status: Final Issue:
                                                                                         0.04
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SECTION 5 -    HEALTHAMMS INVENTORY MANAGEMENT PROCEDURE ............................ 7
  5.1 DOCUMENT DETAILS ........................................................................................................ 8
      5.1.1 CHANGES SINCE LAST ISSUE............................................................................... 8
      5.1.2 REFERENCES ......................................................................................................... 8
      5.1.3 DOCUMENT MAP .................................................................................................... 9
  5.2 PROCEDURE OVERVIEW................................................................................................ 10
      5.2.1 SCOPE ................................................................................................................... 10
      5.2.2 BENEFITS OF HealthAMMS INVENTORY MANAGEMENT PROCEDURES ......... 10
  5.3 ROLES AND RESPONSIBILITIES .................................................................................... 11
  5.4 PROCEDURE.................................................................................................................... 12
      5.4.1 ORDER MATERIAL ................................................................................................ 13
      5.4.2 RECEIVE MATERIAL AND ALLOCATE TO STOREROOM ................................... 13
            5.4.2.1 Receive Existing Inventory Item ................................................................ 13
            5.4.2.2 Inserting a New Inventory Item .................................................................. 13
      5.4.3 ISSUE INVENTORY ITEMS ................................................................................... 14
            5.4.3.1 Standard Inventory Items .......................................................................... 14
            5.4.3.2 Capital Inventory Items ............................................................................. 14
      5.4.4 RETURNED INVENTORY ITEMS .......................................................................... 15
            5.4.4.1 Materials ................................................................................................... 15
            5.4.4.2 Repaired Items.......................................................................................... 15
      5.4.5 INVENTORY STOCKTAKES .................................................................................. 15
      5.4.6 WRITE-OFFS AND SUPPLIER RETURNS ............................................................ 15
      5.4.7 INVENTORY BALANCE ADJUSTMENTS .............................................................. 16

SECTION 6 -    HEALTHAMMS MAINTENANCE PLANNING PROCEDURE.................. ERROR!
BOOKMARK NOT DEFINED.66
  6.1 DOCUMENT DETAILS ........................................ ERROR! BOOKMARK NOT DEFINED.67
      6.1.1 CHANGES SINCE LAST ISSUE............................ Error! Bookmark not defined.67
      6.1.2 REFERENCES ...................................................... Error! Bookmark not defined.67
      6.1.3 DOCUMENT MAP ................................................. Error! Bookmark not defined.68
  6.2 PROCEDURE OVERVIEW.................................. ERROR! BOOKMARK NOT DEFINED.69
      6.2.1 SCOPE .................................................................. Error! Bookmark not defined.69
      6.2.2 BENEFITS OF HealthAMMS MAINTENANCE PLANNING PROCEDURES ..... Error!
      Bookmark not defined.69
  6.3 ROLES AND RESPONSIBILITIES ...................... ERROR! BOOKMARK NOT DEFINED.70
  6.4 PROCEDURE...................................................... ERROR! BOOKMARK NOT DEFINED.71
      6.4.1 DETERMINE MAINTENANCE STRATEGY ........... Error! Bookmark not defined.72
      6.4.2 PROCEDURAL REVIEW ....................................... Error! Bookmark not defined.72
      6.4.3 DEVELOP EQUIPMENT MAINTENANCE PLAN ... Error! Bookmark not defined.73
            6.4.3.1 Maintenance Plan Development............... Error! Bookmark not defined.73
      6.4.4 DEVELOP JOB PLANS ......................................... Error! Bookmark not defined.74
            6.4.4.1 Job Plan Number ..................................... Error! Bookmark not defined.74
            6.4.4.2 Job Plan Details ....................................... Error! Bookmark not defined.74
            6.4.4.3 Job Plan Operations................................. Error! Bookmark not defined.75
            6.4.4.4 Job Plan Resources ................................. Error! Bookmark not defined.75
            6.4.4.5 Standard Work Procedure ........................ Error! Bookmark not defined.75
      6.4.5 RISK ASSESSMENT ............................................. Error! Bookmark not defined.76
      6.4.6 SAFETY PLANS .................................................... Error! Bookmark not defined.77
            6.4.6.1 Define Precautions ................................... Error! Bookmark not defined.77
            6.4.6.2 Define Hazards ........................................ Error! Bookmark not defined.77
            6.4.6.3 Define Tagout Procedure ......................... Error! Bookmark not defined.77
            6.4.6.4 Create Safety Plan ................................... Error! Bookmark not defined.77
      6.4.7 GROUP JOBPLANS .............................................. Error! Bookmark not defined.78
            6.4.7.1 Development of Routes ............................ Error! Bookmark not defined.78

 Issue Date: 22/8/11                    HealthAMMS Policies and Procedures                               Status: Final Issue:
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        6.4.8 SET UP PM SCHEDULE ....................................... Error! Bookmark not defined.78
               6.4.8.1 Master PM’s ............................................. Error! Bookmark not defined.78
               6.4.8.2 Creating PM’s .......................................... Error! Bookmark not defined.78
               6.4.8.3 PM Schedule............................................ Error! Bookmark not defined.78
               6.4.8.4 Sequenced Job Plans .............................. Error! Bookmark not defined.79
               6.4.8.5 Commissioning Cyclic PMs ...................... Error! Bookmark not defined.80
               6.4.8.6 Resource Levelling................................... Error! Bookmark not defined.80
        6.4.9 Review Maintenance Plan ..................................... Error! Bookmark not defined.81
        6.4.10 Approve Maintenance Plan .................................... Error! Bookmark not defined.81
        6.4.11 Generate PMs ....................................................... Error! Bookmark not defined.81
        6.4.12 Review stock levels ............................................... Error! Bookmark not defined.81

SECTION 7 -    HEALTHAMMS PURCHASING MANAGEMENT PROCEDURE ............. ERROR!
BOOKMARK NOT DEFINED.83
  7.1 DOCUMENT DETAILS ........................................ ERROR! BOOKMARK NOT DEFINED.84
      7.1.1 CHANGES SINCE LAST ISSUE............................ Error! Bookmark not defined.84
      7.1.2 REFERENCES ...................................................... Error! Bookmark not defined.84
      7.1.3 DOCUMENT MAP ................................................. Error! Bookmark not defined.85
  7.2 PROCEDURE...................................................... ERROR! BOOKMARK NOT DEFINED.86
      7.2.1 SCOPE .................................................................. Error! Bookmark not defined.86
      7.2.2 BENEFITS OF HealthAMMS PURCHASING MANAGEMENT PROCEDURES Error!
      Bookmark not defined.86
  7.3 ROLES AND RESPONSIBILITIES ...................... ERROR! BOOKMARK NOT DEFINED.87
  7.4 PURCHASING AUTHORITY ............................... ERROR! BOOKMARK NOT DEFINED.88
  7.5 PURCHASING MANAGEMENT PROCEDURE ... ERROR! BOOKMARK NOT DEFINED.89
      7.5.1 PURCHASE REQUESTS ...................................... Error! Bookmark not defined.90
            7.5.1.1 Maximo Desktop Requisitions .................. Error! Bookmark not defined.90
            7.5.1.2 Purchase Orders Approval ....................... Error! Bookmark not defined.90
            7.5.1.3 Quotation Requests ................................. Error! Bookmark not defined.91
      7.5.2 PURCHASE ORDERS........................................... Error! Bookmark not defined.91
            7.5.2.1 Converting a Purchase Request to a Purchase Order Error! Bookmark not
            defined.91
            7.5.2.2 Purchase Order Approval ......................... Error! Bookmark not defined.92
            7.5.2.3 Purchase Order Printing ........................... Error! Bookmark not defined.92
            7.5.2.4 Purchase Order Dispatch ......................... Error! Bookmark not defined.92
            7.5.2.5 Expediting Purchase Orders .................... Error! Bookmark not defined.92
      7.5.3 PURCHASE RECEIPTS ........................................ Error! Bookmark not defined.92
            7.5.3.1 Receipt of Items ....................................... Error! Bookmark not defined.93
            7.5.3.2 Purchase Orders for Stocked Items.......... Error! Bookmark not defined.94
  7.6 INVOICE MANAGEMENT ................................... ERROR! BOOKMARK NOT DEFINED.95
      7.6.1 PREPARE INVOICES ........................................... Error! Bookmark not defined.95
            7.6.1.1 Hold Payment .......................................... Error! Bookmark not defined.95
            7.6.1.2 Approve Invoice ....................................... Error! Bookmark not defined.95
            7.6.1.3 Pay Invoice .............................................. Error! Bookmark not defined.96
            7.6.1.4 Credit Notes ............................................. Error! Bookmark not defined.96
            7.6.1.5 Cancel Invoice ......................................... Error! Bookmark not defined.96
            7.6.1.6 Invoices without Purchase Orders and Cash Payments ....Error! Bookmark
            not defined.96
  7.7 DEFINITIONS ...................................................... ERROR! BOOKMARK NOT DEFINED.97
      7.7.1 PURCHASE ORDER STATUS CHANGES............ Error! Bookmark not defined.97
      7.7.2 INVOICE STATUS CHANGES .............................. Error! Bookmark not defined.98




 Issue Date: 22/8/11              HealthAMMS Policies and Procedures                     Status: Final Issue:
                                                                                         0.04
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SECTION 8 -    RESOURCE REGISTER MANAGEMENT PROCEDURE ..ERROR! BOOKMARK
NOT DEFINED.99
  8.1 DOCUMENT DETAILS ...................................... ERROR! BOOKMARK NOT DEFINED.100
      8.1.1 CHANGES SINCE LAST ISSUE.......................... Error! Bookmark not defined.100
      8.1.2 REFERENCES .................................................... Error! Bookmark not defined.100
      8.1.3 DOCUMENT MAP ............................................... Error! Bookmark not defined.101
  8.2 PROCEDURE OVERVIEW................................ ERROR! BOOKMARK NOT DEFINED.102
      8.2.1 SCOPE ................................................................ Error! Bookmark not defined.102
      8.2.2 BENEFITS OF HealthAMMS RESOURCE MANAGEMENT PROCEDURES ... Error!
      Bookmark not defined.102
  8.3 ROLES AND RESPONSIBILITIES .................... ERROR! BOOKMARK NOT DEFINED.103
  8.4 PROCEDURE.................................................... ERROR! BOOKMARK NOT DEFINED.104
      8.4.1 INTERNAL / EXTERNAL LABOUR ...................... Error! Bookmark not defined.104
            8.4.1.1 Personnel Induction and Records .......... Error! Bookmark not defined.104
            8.4.1.2 Set Up Network Access.......................... Error! Bookmark not defined.105
            8.4.1.3 Maximo Labour Records and Access ..... Error! Bookmark not defined.105
            8.4.1.4 Retirement, Resignation and Dismissal .. Error! Bookmark not defined.107
            8.4.1.5 Additional Training ................................. Error! Bookmark not defined.107
      8.4.2 COMPANIES ....................................................... Error! Bookmark not defined.108
      8.4.3 SERVICE CONTRACTS ...................................... Error! Bookmark not defined.108
      8.4.4 TOOLS ................................................................ Error! Bookmark not defined.108
      8.4.5 IMPROVEMENTS................................................ Error! Bookmark not defined.108
      8.4.6 RECORDS........................................................... Error! Bookmark not defined.108

SECTION 9 -    WORK MANAGEMENT PROCEDURES ................... ERROR! BOOKMARK NOT
DEFINED.109
  9.1 DOCUMENT DETAILS ...................................... ERROR! BOOKMARK NOT DEFINED.110
      9.1.1 CHANGES SINCE LAST ISSUE.......................... Error! Bookmark not defined.110
      9.1.2 REFERENCES .................................................... Error! Bookmark not defined.110
      9.1.3 DOCUMENT MAP ............................................... Error! Bookmark not defined.111
  9.2 PROCEDURE.................................................... ERROR! BOOKMARK NOT DEFINED.112
      9.2.1 SCOPE ................................................................ Error! Bookmark not defined.112
      9.2.2 BENEFITS OF HealthAMMS WORK MANAGEMENT PROCEDURES ............ Error!
      Bookmark not defined.112
  9.3 ROLES AND RESPONSIBILITIES .................... ERROR! BOOKMARK NOT DEFINED.113
  9.4 WORK MANAGEMENT PROCEDURE ............. ERROR! BOOKMARK NOT DEFINED.114
      9.4.1 REQUEST WORK ............................................... Error! Bookmark not defined.115
      9.4.2 REVIEW REQUESTS .......................................... Error! Bookmark not defined.116
      9.4.3 QUOTATION OF WORK ..................................... Error! Bookmark not defined.116
      9.4.4 PLAN RESOURCES AND WORK ....................... Error! Bookmark not defined.117
      9.4.5 APPROVE WORK ............................................... Error! Bookmark not defined.118
      9.4.6 SCHEDULE WORK ............................................. Error! Bookmark not defined.119
      9.4.7 INITIATE WORK .................................................. Error! Bookmark not defined.119
      9.4.8 ALLOCATION OF WORK .................................... Error! Bookmark not defined.120
      9.4.9 PERFORM WORK............................................... Error! Bookmark not defined.120
      9.4.10 COMPLETE WORK ............................................. Error! Bookmark not defined.121
      9.4.11 CLOSE WORK ORDER....................................... Error! Bookmark not defined.122
      9.4.12 CANCEL WORK ORDER .................................... Error! Bookmark not defined.122
      9.4.13 REVIEW HISTORICAL WORK ORDERS ............ Error! Bookmark not defined.122
  9.5 DEFINITIONS .................................................... ERROR! BOOKMARK NOT DEFINED.123
      9.5.1 WORK ORDER STATUSES ................................ Error! Bookmark not defined.123
      9.5.2 FACILITY MODIFICATIONS AND REPLACEMENT ................ Error! Bookmark not
      defined.124
      9.5.3 WORK TYPE ....................................................... Error! Bookmark not defined.124

 Issue Date: 22/8/11              HealthAMMS Policies and Procedures                    Status: Final Issue:
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APPENDIX A     BUSINESS MODEL GUIDELINES ..... ERROR! BOOKMARK NOT DEFINED.A-1

APPENDIX B     ROLES AND RESPONSIBILITIES GUIDELINES...... ERROR! BOOKMARK NOT
DEFINED.B-1

APPENDIX C     MAINTENANCE PLANNING GUIDELINES............... ERROR! BOOKMARK NOT
DEFINED.C-1

APPENDIX D     PURCHASING AUTHORITY GUIDELINES ............... ERROR! BOOKMARK NOT
DEFINED.D-1

APPENDIX E     RESOURCE GUIDELINES ................. ERROR! BOOKMARK NOT DEFINED.E-1

APPENDIX F     HEALTHAMMS USER ACCESS PROFORMA.......... ERROR! BOOKMARK NOT
DEFINED.F-1

APPENDIX G     HEALTHAMMS NETWORK ACCESS PROFORMA . ERROR! BOOKMARK NOT
DEFINED.G-1

APPENDIX H TASK GUIDE FOR CREATION OF AN INVENTORY ITEM .................... ERROR!
BOOKMARK NOT DEFINED.H-1

APPENDIX I     APPLICATION FOR A NEW STOCK ITEM ............... ERROR! BOOKMARK NOT
DEFINED.I-1

APPENDIX J     RUNNING REORDER REPORT ..........ERROR! BOOKMARK NOT DEFINED.J-1

APPENDIX K     SAMPLE WORK SCHEDULING TASK GUIDE ......... ERROR! BOOKMARK NOT
DEFINED.K-1

                                         




Issue Date: 22/8/11      HealthAMMS Policies and Procedures      Status: Final Issue:
                                                                 0.04
File: ea3ae823-              Commercial in Confidence                Contents Section
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SECTION 5 –HEALTHAMMS INVENTORY MANAGEMENT
PROCEDURE




Issue Date: 22/8/11   HealthAMMS Policies and Procedures   Status: Final
                                                           Issue: 0.04
File: ea3ae823-           Commercial in Confidence             Contents Section
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5.1 DOCUMENT DETAILS
The HealthAMMS Inventory Management Procedure is a controlled document. Only approved
numbered versions of the document should be referenced. Any version of this document either
with an INFORMATION ONLY watermark or stamped INFORMATION COPY ONLY is not an
approved copy.

To ensure that you are reading the current version please contact the Project Control
Office.

5.1.1 CHANGES SINCE LAST ISSUE

         Version        Date of                   Changes in new Version
         Number          Issue
       0.01            29/5/03      Initial draft for review
       0.02            05/6/03      General format revision, review comments added
       0.03            18/6/03      Terminology removed, Data Map added,
                                    Distribution List amended, Reviewer comments
                                    added
       0.04            2/7/03       DOH Comments Added


For subsequent issues, changes since the previous issue are highlighted by revision bars.

5.1.2 REFERENCES

     Ref. Description

     [1]   Maximo User Manual




 Issue Date: 22/8/11             HealthAMMS Policies and Procedures         Status: Final
                                                                            Issue: 0.04
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5.1.3 DOCUMENT MAP

The following diagram indicates where the HealthAMMS Inventory Management Procedure fits
in the overall HealthAMMS document library.



                                           PART 4
                                   Policies & Procedures



                                    Policies

                                                  Asset
                                               Management
                                               Operational
                                                Policies


                                                        Supply Policy

                                                         Delegation
                                                           Policy

                                                       Training Policy


                                                        OH&S Policy


                                                         Security/IT


                                                        Other policies


                                   Procedures


                                           HealthAMMS

                                                            Work
                                                         Management

                                                          Catalogue
                                                         Management

                                                          Inventory
                                                         Management




 Issue Date: 22/8/11      HealthAMMS Policies and Procedures             Status: Final
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 File: ea3ae823-               Commercial in Confidence                      Contents Section
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5.2 PROCEDURE OVERVIEW
This procedure provides a framework for managing HealthAMMS stores inventory in a consistent
and effective manner within the [Enter AHS Name] Area Health Service.

The procedure will form the basis of training material and allow for consistent reporting of inventory
performance across the area.

5.2.1 SCOPE

The procedure defines the way that inventory will be managed by the departments at [Enter AHS
Name] Area Health Service when using the Enterprise Maximo model for this function.

Inventory management incorporates those activities involved in maintaining the required stock
levels to support the needs of the relevant departments.

Standard inventory procedures are used for:

      Creating new stock items
      Issuing spare parts and consumable stock from inventory
      Returning spare parts and consumable stock to inventory
      Receiving goods or services
      Stock Replenishment
      Maintaining Stock Balances
      Deleting Stock Items

The following local procedures are in place at [Enter AHS Name] Area Health Service.

      [Modify list per local requirements]


5.2.2 BENEFITS OF HealthAMMS INVENTORY MANAGEMENT PROCEDURES

Utilisation of standardised HealthAMMS procedures provides:

      The ability to identify and thereby rationalise stock holdings across the Area and State
       contributing to cost savings and reduced management costs
      Uniformity of data recording across the Area and State
      Uniformity of work procedures
      Common training methodology and documentation based on the procedures
      Ability to query and report common data across the entire organisation




5.3 ROLES AND RESPONSIBILITIES
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The following matrix defines responsibilities for tasks associated with inventory management for
the various departmental stores at the [Enter AHS Name] Area Health Service.

Where the role is not used at the site, edit the matrix accordingly.

Where the task does not exist at the site, check the blank box accordingly.

Where the task is done in the Financial system, check the blank box accordingly.




                                                                              t em
                                                         er                 ys
                                                     n ag ficer     e  ialS
                                                  Ma O f         Sit nc
                                         to rs ent ing lerk d at Fina
                                       es rtm as s C se         in
                                     qu e pa urch tore ot U one
                                    e D
             Task                  R          P  S     N     D
  Request Parts/Materials          X     X    X
  Issue Parts/Materials        X    X        
  Reorder Parts/Materials      X    X        
  Receive Parts/Materials      X    X        
  Conduct Stocktake            X    X        
  Write Off Stock              X             X
  Inventory Level Review       X             X




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5.4 PROCEDURE

                                                      Order Material




                                                   Receive Material
                                                   and Allocate to                 Damaged
                                                     Storeroom




                                                   Issue Inventory
                            Stocktake
                                                        Items


                            Balance
                           Adjustments


                                          To Work Order            To Individual
                                           (Spare Part)           (Consumable)




                                          Replace Part

                       Return to
                       Storeroom
                                                                       Write Off
                                                                          Or
                                             Repair
                                   Yes                       No        Return to
                                                                       Supplier



                                         Review Materials
                                          Management




Refer to the Maximo User Manual for a detailed description of the Inventory functionality and
usage.
Refer to the HealthAMMS training documentation for site-specific work procedures, training plans
and task guides. A sample Task Guide for receival of materials (used by Hunter Health for Maximo
version 4.1.1) has been included in Appendix A.

All stock held in inventory in the Biomedical or Engineering store at each site is detailed in Maximo,
allowing maintenance and supply personnel to be aware of the current availability.




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The following stock types may be held on site:

       Capital Spares
        Spare Parts
       Site Owned
        Store Stock holdings


5.4.1     ORDER MATERIAL

Material is ordered when the minimum stock level is reached or when a non-stocked item is
required. For more details of how the materials are ordered, see section 6 - Purchasing
Management Procedure.

It is the responsibility of stores personnel at each site to liase with maintenance and engineering
personnel, and vendors, to set the appropriate reorder points (ROPs), maximum stock levels and
Economic Order Quantities (EOQs), in Maximo.


5.4.2 RECEIVE MATERIAL AND ALLOCATE TO STOREROOM

5.4.2.1      Receive Existing Inventory Item

When the item is received it is allocated to a Storeroom, Maximo automatically updates the stock
level and issue price and the goods are receipted (in Maximo’s Purchasing application).


5.4.2.2      Inserting a New Inventory Item

Approval is required before adding a new stock item into Inventory. To obtain approval the
“Application for a New Stock Item” form should be filled out and given to the relevant supervisor.
A sample copy of this form is included in Appendix I. Determination of stock minimum and
maximum levels, etc. will be undertaken by the Maintenance Planning department and be based
on knowledge of quantities installed and expected failure rates.

The following Inventory information must be entered in Maximo by the cataloguer:

      Item number - automatically generated by Maximo.
      Default bin
      Rotating
      Consignment
      Capitalised
      FPA (Forward Purchase Agreement) if there is a contract associated with the item
      Control Category
      Cost Type
      Location
      Standard Cost
      Current Balance
      Min & max stores levels
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     Issue Units
     Vendor
     Manufacturer
     Economic order quantity (EOQ)
     Order unit
     Lead time
     Unit Conversion
     [Modify list as per local requirements]

See section 1 - Inventory Catalogue Management Procedure for more details.


5.4.3 ISSUE INVENTORY ITEMS

Items will be issued from the storeroom by the stores staff and include:

     Standard Inventory Items. (Site Owned)
     Capitalised Inventory Items (those that have been provided by a construction contractor)
     Consignment Items (if used)
     [Modify list as per local requirements].


5.4.3.1      Standard Inventory Items

All stores items will be issued against a work order, an equipment item or a GL Account. Issues will
be recorded in Maximo's Issues and Transfers application by the stores staff.

Any item issued to a work order automatically appears on the Actual Material Usage screen for that
work order.

When rotating items (i.e. spare equipment items) are issued to a work order as actual materials,
Maximo automatically moves the equipment item to its new location. Since the debit account is
associated with the location of an equipment item, the account code will not have to be changed.

Note that rotating items can only be moved from a storeroom location to an operating location via a
work order. The menu option “Move Equipment” (on work order and equipment modules) is used
for all other rotating equipment moves (e.g. operating location to repair location, repair location to a
storeroom location, etc).


5.4.3.2      Capital Inventory Items

Capital inventory items are to be issued (debited) at cost and credited to the Capital Control
account.

When new items are purchased to replace capital items they will be designated as operating
spares, and then costed to the Work Order and Cost Centre at true value, upon issue.


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There are dedicated fields on Maximo’s “Inventory Control” main screen used to identify capital
and insurance items, and stock levels. It is important to try to ensure that the capital items are
issued first, in preference to other stock.

5.4.4 RETURNED INVENTORY ITEMS

Items returned to a storeroom will be received and credited in Maximo by stores staff and include:

     Materials (parts) that have been issued to a work order and not used.
     Repaired equipment items (from a repair location)
     [Modify list as per local requirements],

5.4.4.1      Materials

Material returns are recorded by selecting Option – Select Item for Return in Maximo’s Issues and
Transfers Application. All returned items are automatically credited against the work order.

Equipment moves are recorded by selecting Option – Move Equipment in any of the Work Order
module applications or in the Equipment application.

5.4.4.2      Repaired Items

When items are repaired the parts used on the repair job are shown as “Actual Materials Used” on
the work order. Repaired items are returned to the storeroom.

When a repair on rotating items is complete and the item is returned to a storeroom, the movement
needs to be registered in Maximo. This is done using the “Move Equipment” pull down menu option
in any of the Work Order module applications or in the Equipment application.

5.4.5 INVENTORY STOCKTAKES

Stocktakes will be held at least annually and more often as directed. Stores staff will conduct the
stocktake. The physical count adjustments are then reviewed (for each item) and the adjustments
are then reconciled to the current balance via the Reconcile Balances dialogue box.

Following a stocktake the physical count and reconciliation must be completed before the next
transaction is entered onto Maximo. Otherwise the actual balance will not take the transaction into
account.

5.4.6 WRITE-OFFS AND SUPPLIER RETURNS

Defective stock is returned to the supplier as soon as practical.

Discrepancies (from stock takes) should be thoroughly investigated and management informed.
The materials should then be written off.

This debits the General Ledger (GL) Control Account and credits the GL Shrinkage Account

Un-repairable, non-saleable items should be disposed of in an appropriate manner, and written off.

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Note that any stock adjustments made by stores personnel should be recorded and forwarded to
the supply supervisor each month with a full description of what caused the adjustment to be made
and what corrective action was taken to minimise the chance of further occurrence. The number of
adjustments made will also affect the monthly stock accuracy KPI reported to management.


5.4.7 INVENTORY BALANCE ADJUSTMENTS

   There are no inventory balance adjustments.




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