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Addis Ababa University

Addis Ababa Institute of Technology
Center of Biomedical Engineering
Master Thesis Proposal on
Management of Laboratory Equipments with Maintenance database
application and their Cost Effective Preventive Maintenance Strategy
In partial fulfillment of the requirements for the degree of Masters of Science in
Biomedical Engineering
by: Sakata Abera Mengesha, (GSR/0994/08)
Advisor: Dr. Mengistu Kifle

Abstract Properly functioning laboratory equipment is a critical component for strengthening healthcare delivery systems. spares. manuals. warranty management and arranging the required preventive maintenance within specified time frame for the recorded equipments. The program should address equipment selection. preventive maintenance. Specifically. Curative maintenance antiretroviral therapy equipments. Management of laboratory equipment such as Celldyn 1800. there must be a tool that will help in keeping equipment life history by recording the immediate life history. invasive and non-invasive 1 . Preventive maintenance. As a solution the current problem of laboratory equipment can be solved by management of laboratory equipments with maintenance database and maximizing the use of well scheduled preventive maintenance. To do so. management of laboratory equipment is important within each facility and the equipment will be managed within scheduled time frame. All laboratories should have a well-organized equipment management program. the required preventive. The main current problems facing laboratory is that there are different brands of equipments bought from different companies that work the same tests so that the lab cannot manage to have adequate training on those different equipments. curative and predictive maintenance will be done successfully. If equipment is managed. and procedures for troubleshooting and repair. Mindray Chemistry analyzer and FACSCount (Fluorescent Activated Cell Sorter Counter) with maintenance application database and better cost effective preventive maintenance strategy rather than relying on curative maintenance that will cost more money. plays an important role in giving better healthcare delivery. Key words: maintenance database application. Proper management of laboratory with scheduled preventive maintenance will decrease service interruption by minimizing frequent equipment failure. specification.

................ Project work plan................................................. 3 4.... Materials and Methods.... Problem statement........................1. 9 2 .............................................. Research questions... 3 6................................................................... 3 5........................................ 2 3....................................................................... Literature Review................................ Specific Objective................1.......................... Methodology...................................................... 8 Reference.............................................................................................................................. Laboratory Equipment Management.........................4 7........................... General Objective...... 7 10.................................................................................... Background........................................................................................... 4 6...... i 1...................................................................... 6 9................................. 1 2...........................................5 8.........Table of Contents page Abstract.............. 1 3........................................................................................................................................ Budget Estimation................................. Introduction.......................................................................................................................................................

A public health approach to disease management require effective keeping of laboratory and preparing guidelines to ensure therapeutically effective and economically efficient disease management. Background Laboratory equipment management and creating a solid cost effective preventive maintenance strategy with optimized laboratory equipment maintenance (Labwell. Equipment immediate history filing was not still adopted so that after installation the device will not have on time planned maintenance strategy and no management of warranty at all. care. laboratory equipment will be an entry point to improve population health and care of individuals for targeted diseases . In Page 1 | 9 . Equipments will deploy at the health facility without any prior information about the operation status and warranty management. Introduction Laboratory equipments are tools or devices that help for disease diagnosis and screening process in the laboratory or tools and equipment used by scientists working in a laboratory (Wikipedia. cost effective way of laboratory equipment maintenance strategy is the case solution for laboratory equipment management. HIV/AIDS. reliable and timely testing. To enhance this effective way of laboratory equipment management. 2015). Laboratory equipments require proper management with full history and proper scheduled preventive maintenance to ignore service interruption and also to enhance equipment life span. Proper management of equipments in the laboratory is necessary to ensure accurate.1. Identification of laboratory equipment from other hospital equipments that directly interact with patient (in-vivo) can be possible with the use of equipment maintenance database. According to EPHI regional laboratory capacity building. 2014) here in a sense starts from the date of purchase or donation to end life span of the equipment. 2. 2012) is essential element of quality healthcare delivery system. Laboratory equipment management is one of the essential parts of quality management system as it helps to maintain high level of laboratory performance and lengthens instrument’s life span. To curb the problem of lab equipment management and to foster well scheduled preventive maintenance there must be reliable centralized or institutionalized laboratory equipment management system that everyone can get up-to-date information from their customized database. particularly from hospital to health post. besides capacity building for regional health hospitals. A public health approach promotes the most-efficient and cost-effective use of limited resources to serve the majority of the population. Properly functioning laboratory equipment is a critical component for strengthening health systems in Ethiopia. Management and maintenance of laboratory equipment (Cox. malaria and other disease outbreak as diagnostic tools throughout the country. To have such a profile system it is better to have proper cost effective preventive maintenance strategy that leads to better disease diagnosis and screening. and treatment of TB.prevention. The current problem that resides in Ethiopia concerning laboratory equipment is there is no adequate laboratory equipment management from other medical device in hospitals separately.

As a solution the current problem of laboratory equipment can be solved by maximizing the use of well scheduled preventive maintenance. and affordability of testing for both the service provider and the patient so that it is important in strengthening laboratory services and systems in limited resource settings. and records of all preventive maintenance and repair activities. To manage such diversified laboratory equipments with its respective spares and reagents proper management is important. Maintenance database application will be a solution to this problem so that anyone could maintain from the data base and history file recording will be recorded in the data base for the reporting of equipment information. preventive maintenance. 2010. management of laboratory equipment is important within each facility and the equipment will be managed within scheduled time frame. Categorize Page 2 | 9 . quality. reagents and service manual. spare part. For countries like Ethiopia it is impossible to buy different spare parts and to give service training for these different brands of equipments. FACSCount (CD4 Machine) and Chemistry Analyzer (HS80 and BS 2000. and infrastructure. documents provided by the manufacturer on operation. Strategies to standardize and streamline the provision of testing services can help to simplify and fundamentally improve the efficiency. and procedures for troubleshooting and repair. General Objective The main purpose of this paper focuses specifically on management of laboratory equipments by creating equipment management database with better cost effective preventive maintenance strategy rather than relying on curative maintenance that will cost much money. The program should address equipment selection. In Ethiopia there are many laboratory equipments with different brands with different spares. Many laboratory tests are needed to provide the comprehensive package of testing required for public health programs. Keeping and recording the up-to-date information about these equipments has ample advantage in giving immediate service delivery to the community at large. It is essential (Ratliff.Mindray Machine) with maintenance database application for the proper care and to manage their spare parts and to keep them on safe and optimum condition that enhance the life span for longer duration. All these tests require commodities. Equipments in each facility will stop working due to lack of proper training on equipment operation. 2003) that good documents and records be maintained that will include a complete and accurate inventory of all laboratory equipment. pp. maintenance. the required preventive. Specifically. Rather than paper based document and maintenance log sheet it is important to have a system that will automate the history of those equipments. the paper deals with management of laboratory equipment such as Hematology analyzer (Celldyn 1800). 3. Those laboratory equipments are known by the general name of ART (Antiretroviral therapy) machine and have great impact on the health of Ethiopian population at large. preventive maintenance. (PROJECT. trained personnel. If equipment is managed. reagents and operating principles. functioning equipment. and troubleshooting. Largely.this case it is helpful to select the best instrument for the laboratory and immediate record of equipment profile. 1-30). All laboratories should have a well-organized equipment management program. curative and predictive maintenance will be done successfully.

proper pre-service and in service training and preventive maintenance. Lack of maintenance policy at centralized level will hinder not to work on effective laboratory equipment management (Collins. This is very general and not suitable to manage with its diverse brand of equipment dealers. equipments simply deployed in each facility due to lack of proper management and on time installation and equipments finish their warranty without giving service. there by helps to limit and identify the number of equipment in each facility. Avoiding preventive maintenance leads to curative maintenance. 3. In context of these issues. 2006). There is paper based equipment recording system that will generalize equipments ranging from invasive (therapeutic) to non-invasive (diagnostic) equipment. Literature Review In Ethiopian context there is no more formal and institutionalized data base that will keep the record of laboratory equipment specifically. manuals and other accessories. there will no immediate registration of the new equipment on the modern database. This mismanagement resides from lack of proper management. For the installed equipment. Problem statement The main problems of health institutions and hospitals regarding laboratory equipments is when they buy equipment or get them by donation.1. They may not able to manage equipment spares and reagents in stock as there is no modern laboratory equipment management system and lack of proper handling which leads to loss of asset at the national level. 5. In the context of Ethiopian hospitals and health institutions. The main current problems facing laboratory is that there are different brands of equipments bought from different companies that work the same tests so that the lab cannot manage to have adequate training on those different equipments. In this context the work will consider only specific laboratory equipments and keeping the daily record of equipment information in the created database. the lab personnel will not do preventive maintenance in their due date due to lack of proper training and this leads to equipment failure. the main bottleneck of equipment failure is lack of dedicated management. but the country can’t afford to buy tremendous amounts of spare parts for many different types of equipment by allocating money Page 3 | 9 . Specific Objective       Management of specific laboratory equipment with equipment database Undertake immediate record of equipment on purchase due date Monitor the daily status of equipment at facility through database intervention Do online preventive and curative maintenance Monitor their spares with their respective reagents in stock Manage the equipment warranty date 4.equipments bought by government fund and donated equipments. They do not even manage the number and type of spare part. so that they will forget whereabouts of the lab equipment after sometimes later.

6. Those tasks will be taken place on the date the lab will going to be accredited by external body. Laboratory Equipment Management The maintenance database application is also very important in keeping the record of the equipment. but lack of preventive maintenance. but more than written documents no action was taken seriously on daily. or lack of training for routine preventive maintenance. calibration. Research questions 1. consumed spare parts. Besides this the institute have to work in future on how to schedule equipment preventive maintenance more frequently with regions so that regions communicate directly with EPHI engineers on daily basis about the daily work of the equipment and this will enhance the equipment functionality care in hand and boosts healthcare service delivery. due perhaps to inattention from facility staff. and the configuration setup. donation. It is believed to be better policy to have a central repair establishment in the country to which delicate laboratory equipment can be sent for repairs. Preventive maintenance can prolong the useful life of equipment and generate significant savings. there must be well organized system of cost effective preventive maintenance method at country level and strong country leadership and commitment are needed to assure development and sustained implementation of policies and strategies for this type of management of laboratory equipment. disposal. and replacement. How will cost effective preventive maintenance be legalized at country level? How to manage in-service training for the Engineers/technicians 6. there is an SOP standard on how to do preventive maintenance by laboratorians. How will laboratory equipments be managed? 2. so EPHI has standing in front in doing so but still something more to do for the establishment of electronic databases for specific laboratory equipment inventory management. Responses to repair requests are delayed or never happen. Laboratory equipment maintenance: A critical bottleneck for strengthening health. This system is a tool to manage equipment status. Fonjungo. otherwise it leads to serious issue in economic area. What are the advantages of managing specific laboratory equipment together with spare part management in preventing service interruption? 3. In all hospitals in Ethiopia. Even in facilities where Page 4 | 9 . That is why equipment management and well organized and scheduled preventive maintenance strategy is important in reducing investment through planning. 2012).for individual equipments. (Peter N. This type of task will lead equipment to serious damage that will not even be curable by corrective maintenance. More than 60% of instrument failure is caused not by functional breakdown. The application database piloted in EPHI will be one indicator. which permit efficient analysis of device performance and rapid retrieval of risk management information.1. and regulation of its procurement. failures history. As the country can’t afford to buy different types of spare parts for different types of equipments. weekly and monthly preventive maintenance. A great deal of thought and planning should go into laboratory equipment management in context of Ethiopian economic standard.

there is often no documentation of how or when. Equipment management can be achieved for any particular equipment or system by considering its management over its operational life a beginning. Low repair costs When equipments or machines are handled with care and at regular intervals of time. Some other reasons for why this paper conceived was it should be considerable that laboratory equipments management is used for: Accurate results The result of a clinical test or laboratory experiment might vary when the machines and equipment involved are damaged or spoiled due to consistent use. Lifespan Increases Equipment care and management should be the topmost priority in order to reap long term benefits. It might put the health of patients at risk. customer satisfaction is required so that results associated with them would determine your proficiency. (Justin P. 2014). and an end phase. It would save you from spending on sudden and unexpected high maintenance expenses. when it comes to medical applications. The adoption of clinical engineering department at each facility level will keep and ensure the equipment safe standard. Page 5 | 9 . High level performance Though every test and trial demand the precision in procedure to conclude result. Customer satisfaction There is no doubt with every big or small investment. middle. Each facility needs to develop a reliable system for routine preventive maintenance to ensure reliability of results and prolong the life of equipment. chances for high cost damage become low. McCarthy*. the need of accuracy becomes even more intense.preventive maintenance is carried out.

serial number. checklists. spare parts. Materials required to design the database will be selected according to their importance from the following  MSQL  Visual studio Page 6 | 9 . Laboratory equipments will be managed. I will develop database for the immediate register of equipment with their model. the down time management decide the equipment life span. some interviews with the end-user. Materials and Methods The study used in this report will be descriptive study section quantitative and qualitative methods that will employ in the data collection. stored in maintenance application data base with full history including manuals. country of manufacturer. technical team and procurement agency of medical equipment. company of manufacturing. and observation and discussions are used. EPHI is the most suitable to investigate the status of laboratory equipments and their information. The sources of information are data collection instruments. and various professionals.Increased Safety Safety is a critical issue in order to conduct safe practices and deliver safe results. on job exposure and of different recorded documentations. 2016) 7. availability of all the spare parts and warranty management. To do the tasks. warranty system. all the individual equipment specification and reagents in stock. The data will be collected from various sources observed during the work time in each facility. The two approaches will tend to complement each other for the intention of this study and triangulate qualitative and quantitative methods of gathering data. (Laboratory Management. including questionnaire.

and checking data completeness and consistency. on time and legalized method of preventive maintenance rather than depending on curative maintenance. investigating the way laboratory equipments are exposed in health institutions and hospitals and finding the way solution can be adopted for the best analysis. laboratory technologist. end users are the most source of information to tell the status and progress of laboratory equipments and are solution seekers B. It reviews calibration and validation of equipment performance after installation and periodically testing and investigation equipment function progress. Study conditions  The study area will contain observation at each lab facility. According to this the proposed method is the use of computerized method of equipment management from the date of purchase/donation to disposal level. reading log sheets in each lab facility.8. Methodology  This paper will intend on how the laboratory equipment management and maintenance database application will be designed to keep the immediate registering of newly arriving equipments and the old one in one box to have up-to-date information about the equipment history. standardized training for performing and documenting routine cleaning and preventive maintenance helps prolong the life of the equipment. This will be an input for . including laboratory equipment maintenance.  So the proper management of lab equipment will enhance service delivery through standardized equipment maintenance. In-service training could constitute part of preventive maintenance. questionnaires for the laboratory technologist and managers. This assures compliance with set standards and continuing compliance with regulatory requirements for all quality management systems. A. Laboratory equipment standardization will include the software to manage equipment inventory and equipment identification and equipment information management system. online identification of equipment in facility with their respective spare parts and reagents in stock. Source of information  Laboratory managers.  Generally. but biomedical engineers also need pre-service training to attend to minor instrument problems and triage equipment malfunction. Data base will be created that has all the information about the equipment so that any user can get the equipment information that lasts for many years if not removed by the administrator.

9.laboratory accreditation (Peter N. Fonjungo. Project work plan    N  1  2  3  4  Months    Activitie s  Proposal submission and defense  Submit protocol forms and any tested survey tools to supervisor and advisor  Conclude primary source research and present working outline to advisors  Submit first draft to the supervisor and conduct any additional recommen dation  S e p t e m b e r  O     N o v e m b e r  D  J  F  M  A  M  Ju                                      . Laboratory equipment maintenance: A critical bottleneck for strengthening health. 2012).

50   Re mar k . 0 0  1  1  1. Budget Estimation  N  Materials required  U n i t p r i c e  Qua ntity  Tot al cost  1  Photo copying  100.0 0  100. 5  6  7  8  Complete revision from the supervisor and edit my work for further approval  Thesis compilatio n and submission of draft  Setup defense date after draft approval  Thesis defense completion                                              10. 00    Memory Hard disk  1 .

0 0 8 0 . 0 0 5 . 00   10  1.00   0  0.38 5 0 0 . marker and pencil   8  Database and other software configuring   9  Unforeseen   Total  9.00  1  500. 00   1  5. 0 0 0.00 0.2  3  Flash disk   3  Paper for printing   4  Travel   5  Questionnaires   6  Printing   7  Pen.0 0   10  50. 0 0 5 0 0 0 . 0 0 3 . 0 0 0 . 0 0 5 0 0 .0 0   1  300.00   . 0 0 3 0 0 . 0 0 1 5 0 .00   10  30.50 0. 00   5  400.

(2014. from American Laboratory: www.com/914Application-Note/18808-Managing-Laboratory-Maintenance/  Cox. In A. Health Technology Management. from Laboratory Products: www. 2016.00                  Reference  Collins. Retrieved June 8.0. June 4). . McCarthy*. A Handbook for Clinical and Biomedical engineers (pp. TAKTAK. 2016. T. Labmate-Online. UK: Elsevier.labmate-online. 45-48).americanlaboratory. Retrieved June 8. L. (2006. R.com/articles/laboratoryproducts/3/amit_pratap_rathore/laboratory_equipment_maintenance  Justin P. S. February 7). (2014). Managing laboratory maintenance.

35-40. 2016. Agency for International Development. (2003). T.org/wiki/Laboratory#Laboratory_equipment     . Ratliff. Journal of Public Health Policy . Canada: Wiley. 2016. Fonjungo.wikipedia. Lab Manager.V1giFeSjDIU  Peter N. (2012).  Peter N. from Laboratory Management: www. Y.  Ratliff. July 9). 16-18). (2016. Laboratory Management. (2012. (2010). 2016.com/how-itworks/2012/07/optimized-lab-equipment-maintenance? fw1pk=2#. (2012).  Wikipedia. U. from Management of laboratory equipment: https://laboratoryequipmentonline. Retrieved June 8. Journal of Public Health Policy . Fonjungo. January 20). A. Laboratory equipment maintenance: A critical bottleneck for strengthening health. K. (2015. 33. from Laboratory: https://en. 34-45. May 25).S. Laboratory equipment maintenance: A critical bottleneck for strengthening health. 33. In T. Preventive Maintenance (pp. Y. A.wordpress. Arlington-USA: U. Encyclopaedia. Laboratory standirdization.com/2016/01/20/laboratoryequipments-management/  Labwell. Retrieved June 2. K. Retrieved April 28.labmanager. |.  PROJECT. Laboratory Quality Assurance System.