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This teaching material has been made freely available by the KEMRI-Wellcome Trust
(Kilifi, Kenya).

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PROCUREMENT & INVENTORY
MANAGEMENT

KEMRI-Wellcome Trust Research Programme

 Learning Objectives
• Describe the steps in Vendor identification and
qualification.
• Name factors to consider in procurement of
supplies.
• Describe the steps required to implement an
inventory control program.
• Develop a monitoring plan for the inventory
system.
• Discuss the importance of documentation related
to purchasing and inventory.

GCLP Training Course Module 8 3

 Procurement & Inventory Management

The acquisition of supplies and the

proper maintenance of adequate
stocks to ensure uninterrupted
service in the Laboratory.

GCLP Training Course Module 8 4

System for Selecting Suppliers/Vendors

• define criteria for supplies and

services to be purchased.
• Evaluate the suppliers before
purchase and after receipt.

GCLP Training Course 8 5

 Purchasing Considerations
Understand government
requirements

Review
Contracts
Negotiate prices
Assure reliable
availability, delivery
Determine
payment
mechanisms

GCLP Training Course Module 8 6

 Components of Purchasing & Inventory

Store
Vendor Assess
Qualifications
conditions
Inspect
Maintain
Test
Handle
Purchase Delivery
Contract
Log book
Expiry date
Rotate stock
Laboratory
Other USER
laboratories
Post use
tracking
GCLP Training Course Module 8 7
Inventory Management Challenges
• Balance between stock availability
and expiration dates.

• Life-span of laboratory Expiry

In-
reagents varies: stock Date
– Blood for media: 2-4 weeks
– API kits: 4 to 12 months
– Antiserum: 1 to 4 years
– Antibiotic disks: 2 to 3 years
– Ready-to-use culture media: 1 to 2 months
– Dehydrated culture media: 3 to 5 years

GCLP Training Course Module 8 8

 Inventory Management
Maintain inventory
system in all
storage areas.

Inventory Minimum stock &

Storage Management Full inventory
levels.

Procedure in
Supplies Reception
and Supplies use
GCLP Training Course Module 8 9
Inventory Control Implement
Assign
responsibility
Maintain Analyze
inventory system
needs
in all storage
areas
INVENTORY
CONTROL
Establish Establish
system for minimum stock
receiving, storing needs
Develop
forms and logs

GCLP Training Course Module 8 10

 Analyze Needs
Conduct analysis of supply and
reagent needs by:

 listing all tests in laboratory.

 identifying all supplies needed for
each test.
 using available information to
estimate usage.
GCLP Training Course Module 8 11
 Analysis of Needs: Information Required

Unit
Unitof
ofcount
count

Storage
Storagespace
space, , Usage/month
Usage/month
conditions
conditions (quantification)
(quantification)
Item
Item
description
description

Order
Orderlead
leadtime/
time/
delivery
Priority
PriorityLevel
Level
deliverytime
time

GCLP Training Course Module 8 12

 Stock Logbook
Includes:
 name and signature
 date of receipt
 quantity
 date of expiry
 minimum stock
 stock balance
Other information:
– shelf number
– destination

GCLP Training Course Module 8 13

 Stock Re-order

Re-order when inventory reaches minimum stock

level

• Minimum stock - Amount of stock

required to support testing operations until
additional supplies are received
• Lead time – Time between placing an order
and receiving it
• Maximum usage – number/quantity used
in a given time period

14 GCLP Training Course Module 8

Documentation of Inventory Control
Maintain records:
 date received
 lot number
 pass or fail acceptance criteria
 date placed in use
 expiry date

GCLP Training Course Module 8 15

Inspection of delivered supplies
• verify contents
• check integrity
• record date each item received
• record expiration date
• store new shipment behind
existing shipment
• create or update records

GCLP Training Course Module 8 16

 Storage of Laboratory Supplies

• Keep in a Clean, organized, and locked

storeroom
• Store according to manufacturer’s
instructions First
Firstin,
in,first
firstout
out
• Place in well ventilated room
• Store away from direct sunlight
• Place items on shelves
• New shipments placed behind existing
items

17 GCLP Training Course Module 8

Continuous Monitoring of Inventory

Assign
responsibility

Update Inventory Maintain

inventory system
records Control in all storage areas

Conduct weekly
physical counts

GCLP Training Course Module 8 18

 Benefits of Procurement and
Inventory Management

Minimize wastage
Supplies and
reagents always
Stay within budget
available Quality
maintained

GCLP Training Course Module 8 19

 Summary
• A well-managed laboratory will have a
system for inventory maintenance and
purchasing.
• The system will require planning and
monitoring: analyzing needs,
developing forms and procedures, and
maintaining an inventory. The
laboratory will maintain an inventory
system for all reagents and supplies
used in the laboratory.
GCLP Training Course Module 8 20
 Key Messages
Managing inventory results in:
 increased laboratory efficiency and
effectiveness.
 assurance that patient and study
needs are met.
 products available when needed:
makes your life easier!

GCLP Training Course Module 8 21