Icu & Critical Care Unit Management Time Material Personnel

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ICU & CRITICAL CARE

UNIT MANAGEMENT:-

Time, Material & Personnel

1



Factors affecting CCU management

1. Knowledge of all duties and activities to be

conducted in the unit2. A planned programme for each days work

3. Starting the work on time

4. Prevention of interruptions5. Establishment of ward routine (Establish Check list)

6. Use democratic methods in establishment of ward

routines

7. Orientation of new staff members- to the routine

8. Maintenance of a suitable environment

2



Factors affecting CCU management

9. Provide equipments and supplies necessary for the

smooth running of the unit10. Clear cut standing orders

11. Maintenance of accurate record and reporting

12. Maintenance of high employee morale among all

workers of the ward

13. Establishment of good working relationship withall employees

14. Proper delegation of responsibility15. Well planned assignments

16. Good teaching and supervision

3



Materials Management

4



Materials Management

• It is concerned with providing the drugs,

supplies and equipment needed by health carepersonnel to deliver health care service.

• The right drugs, supplies and equipments must

be at the right place, at the right time and in theright quantity in order that health personnel deliver health services.

• Without proper material, health personnel

cannot work effectively, they feel frustrated andthe community lacks confidence in the health careservice

5



It is concerned with planning, organizing and

controlling the flow of materials from their initial

purchase to the service point through distribution.

OR

Material management is a scientific technique,

concerned with Planning, Organizing &Control of flow

of materials, from their initial purchase to destination.

Definition



To get

1. The Right quality

2. Right quantity of supplies3. At the Right time

4. At the Right place

5. For the Right cost

AIM OF MATERIAL MANAGEMENT



•To gain economy in purchasing

•To satisfy the demand during period of

replenishment

•To carry reserve stock to avoid stock out

•To stabilize fluctuations in consumption

•To provide reasonable level of client services

PURPOSE OF MATERIAL MANAGEMENT



Basic principles of material management

1. Effective management & supervision

– It depends on managerial functions of Planning,

Organizing, Staffing, Directing, Controlling, Reporting

& Budgeting

2. Sound purchasing methods

3.Skillful negotiations 4.Effective purchase system

5.Should be simple

6.Must not increase other costs 7.Simple inventory control programme

9



Materials Management- Procedures

1. Taking inventory regularly and systematically

2. Requisitioning / indenting according to

actual needs

3. Receiving and inspecting incoming items4. Storing and protecting items

5. Issuing items for use

6. Proper use of items

10



1. Demand estimation2. Procurement

3. Receipt and inspection

4. Storage5. Issue and use

6. Maintenance and repair

7. Disposal

8. Accounting and information system

Elements of material management



Demand estimation

•

It should be done keeping in view the trends inconsumption pattern over the last 2-3 yrs,

objectives of the organization, changing clientele

and changing emphasis on various programmes

and activities in the health field.

12



Procurement

Procurement can be defined as the purchase of services at

the optimum possible lowest cost in the correct amount

and quality.

Organizations like Directorate General Of Supply & Disposal

(DGS & D, Govt. Of India] plays a major role in purchase

which involve heavy cost.

Many states have Medical stores depot (M. S.D. Government

of India, Ministry of H & FW] which are centralized

agencies of procurement and stocking of medical stores

13



Contractual services offered by DGSD

Normally 3 types of contractual services offered by

DGSD . These are:• Fixed quantity contract: This type of contract is

generally entered into where firms are called upon tooffer to supply a definite number of / quantity of

stores by a specific date.

• Running contract: these are contracts for the supplyof an approximate quantity of stores at a specificprice during a certain period of time

• Rate contract: the firms are asked to supply stores atspecific rate during the specific period covered bythe contract.

14



Objectives of procurement system

•Acquire needed supplies as inexpensively aspossible

• Obtain high quality supplies

• Assure prompt & dependable delivery

• Optimize inventory management through

scientific procurement procedures

15



Receipt and inspection

•The stores ordered are received in the store

• A reasonably sound policy of inspection of incoming

stores is essential element of material management

• The policy should enumerate the sampling

procedure for inspection

• The lot thus picked by random sampling method be

subjected to physical and chemical inspection

16



Storage

• Store must be of adequate space

• Materials must be stored in an appropriate place in

a correct way

•Group wise & alphabetical arrangement helps in

identification & retrieval

• First-in, first-out principle to be followed

• Monitor expiry date

17



Issue & use

• Can be centralized or decentralized

18

EQUIPMENT MAINTENANCE &



• Purchase with warranty & spares.

• Safeguard the electronic equipments with: (as per

guidelines)

• Voltage stabilizer, UPS

• Automatic switch over generator

• Well equipped maintenance cell must be available

• All equipment must be operated as per instructions with

trained staff

19

EQUIPMENT MAINTENANCE &CONDEMNATION



CONDEMNATION & DISPOSAL

Criteria for condemnation:

• The equipment has become:

1. Non-functional & beyond economical repair

2. Non-functional & obsolete

3. Functional, but obsolete

4. Functional, but hazardous

5. Functional, but no longer required

20



DISPOSAL

1. Circulate to other units, where it is needed

2. Return to the vendor, if willing to accept

3. Sell to agencies, scrap dealers, etc

4. Auction

5. Local destruction

21



T h i i I t C t l



Techniques in Inventory Control

1. ABC Analysis (Always Better Control)

2. VED Analysis (Vital, Essential, Desirable)

3. HML Analysis (High, Medium, Low)

4. FSN Analysis (Fast, Slow moving and Non-

moving)

5. SDE Analysis (Scarce, Difficult, Easy)

23

ABC ANALYSIS



ABC ANALYSIS (ABC = Always Better Control)

This is based on cost criteria.

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19950050019

19900050018

19850050017

19800050016

19750050015

1970005001419650050013

196000150012

194500150011

193000175010

19125027509

18850040008

18450045007

18000050006

17500075005

16750075004

160000200003

140000500002

90000900001

CUMMULATIVECUMMULATIVE

COSTCOST [Rs.] ANNUAL COST ANNUAL COST

[Rs.]ITEMITEM COST %COST %ITEM %ITEM %

70 %70 %

20 %20 %

10 %10 %

10 %10 %

20 %20 %

70 %70 %

ABC

A

N

A

L

Y

S

I

S

WORK

SHEET

„A‟ ITEMS



„A‟ ITEMS

Small in number, but consume large amount of

resources

– Must have:

• Tight control

• Rigid estimate of requirements

• Strict & closer watch

• Low safety stocks

• Managed by top management

25

„B‟ ITEM



„B‟ ITEM

• Intermediate

•Must have:

• Moderate control

• Purchase based on rigid requirements

• Reasonably strict watch & control

• Moderate safety stocks

• Managed by middle level management

26

„C‟ ITEMS



„C‟ ITEMS

• Larger in number, but consume lesser

amount of resources • Must have:

• Ordinary control measures

• Purchase based on usage estimates

• High safety stocks

• ABC analysis does not stress on items those are less

costly but may be vital

27



VED ANALYSIS • Based on critical value & shortage cost of an item

–It is a subjective analysis. •Items are classified into:

Vital:

•Shortage cannot be tolerated. Essential:

•Shortage can be tolerated for a short period. Desirable:

Shortage will not adversely affect

V E D ITEM COST

A AV AE AD CATEGORY 1 10 70%

B BV BE BD CATEGORY 2 20 20%

C CV CE CD CATEGORY 3 70 10%

CATEGORY 1 - NEEDS CLOSE MONITORING & CONTROL CATEGORY 2 - MODERATE CONTROL. CATEGORY 3 - NO NEED FOR CONTROL



SDE ANALYIS

Based on availability

Scarce

Managed by top level management

Maintain big safety stocks

Difficult

Maintain sufficient safety stocks

Easily available

Minimum safety stocks



FSN ANALYSIS

Based on utilization.

Fast moving.

Slow moving.

Non-moving.

Non-moving items must be periodically

reviewed to prevent expiry & obsolescence



HML ANALYSIS

Based on cost per unit

Highest

Medium

Low

This is used to keep control over consumption at

departmental level for deciding the frequency of

physical verification.



CONCLUSION

Material management is an important management tool which will bevery useful in getting the right quality & right quantity of supplies atright time, having good inventory control & adopting sound methods

of condemnation & disposal will improve the efficiency of theorganization & also make the working atmosphere healthy any typeof organization, whether it is Private, Government ,Small

organization, Big organization and Household.

Even a common man must know the basics of material managementso that he can get the best of the available resources and make it ahabit to adopt the principles of material management in all our daily

activities



TIME MANAGEMENT

33



Introduction

It means doing better investment of time

or making maximum use of time. Time is

precious, once it is gone, it is gone for

ever……… It can’t be stored…..



Objectives/ Principle

1. Adequately staff the ward through out 24

hours

2. Provide best possible professional

experience for each staff member

3. Provide best student experience

4. Promote good relationship and job

satisfaction35



Distribution of staff for 24 hours

Provide better nursing care through out the day by distributing

the time properly. 3 steps in planning this distribution in order

that the ward will well covered are as follows:

1. Analyze activities that normally occur in 24 hour

period including the type and number of nursing

treatment measures

2. Estimate the type and number of personnel needed

at various times of day. Nursing load may be heavy in

the morning and is light ion the evening 36

Distribution of staff for 24 hours



Distribution of staff for 24 hours3. Estimate total number of nurses and aids needed to

perform the ward activities and permit off dutyaccording to hospital policy.

– Plan the duty in advance

– Plan for orientation programme for staff and

students

– Rotate staff evenly with all shift

– Over and under staffing should be avoided

37



Best professional experience

• All staff should have enough opportunity to work

in each shift in order to get adequate experience

in each shift.

• Duty changes should be given every 6 months in

one year.

• Staff should be send to refreshment courses in

order to update their knowledge

38



Provide student experience

• Give ample opportunity for student experience.

• Students should never be substituted as staff .

• Assign a single staff for student experience. So

that they can assign different student in different

function based on their objective.

39

Time Wasting Culprits



Time Wasting Culprits

Telephone Interruptions

Inefficient Delegation

Extended Lunches or Breaks

Cluttered Work Space

Misfiled Information

Poor Planning

Waiting/Delays

Paperwork



How to Use Time Effectively

Consolidate Similar Tasks.

Tackle Tough Jobs First.

Delegate And Develop Others.

Learn To Use Idle Time.

Get Control Of The Paper Flow.

Avoid The Cluttered Desk



How to Use Time Effectively

Get Started Immediately On ImportantTasks.

Reduce Meeting Time.

Take Time To Plan.

Learn To Say “No.”



PERSONNEL MANAGEMENT

"Take away my factories, but leave my people, and soon we will have a new and better factory."

Andrew Carnegie, the American steel billionaire

I d i



IntroductionPersonnel management is concerned with the

management of human resources of an

organization.

It is the process of developing applying

and evaluating policies, procedures methods and

programmes relating to individuals in an

organization for achievement of organizational

goal in the desired manner.

44



What is Personnel management ????

“Personnelmanagement is the effective use of humanresources in order to enhance organizational

performance.”

Objectives: Maximize the return on investment from the

organization's human capital and minimize financialrisk.

To align the capabilities and behaviors of employeeswith the short-term and long-term goals of the retailfirm.

D fi iti



DefinitionPersonnel management is the responsibility of all

those who manage people as well as being adescription of the work of those who are

employed as specialists. It is that part of

management which is concerned with people atwork and with their relationship with in an

enterprise. It applies not only to industry and

commerce but to all fields of employment

- International Institute Of Personnel Management



Major Areas of personnel management

Recruiting

Training

Selecting

Evaluation

Compensation

Motivation



Recruiting & Selecting

•Process of locating, identifying, and attracting

capable candidates.

•Can be for current or future needs.

•What sources do we use for recruitment????



Recruiting & Selecting

•The process of assessing candidates and appointing a post holder.

•Method of Selection

1. Preliminary interview

2. Application blank

3. Employment test

4. Employment interview

5. Physical examination

6. References

7. Final Approval



Training

•Training tends to be done for current job.

•

Aims to improve efficiency.

•Keeps the employee up to date with changes in

the field

•

Can be external or „in-house‟.

Motivation



Motivation

Motivating employees to perform up to their potential is the key

to maintaining a productive, successful business.

Ways in which you can motivate employees -

•Interact - Talk to your employees regularly.

•Recognition & Appreciation - A job well done should be

appreciated and encouraged.

•Pay them Right - Pay employees for what they are worth

and they will be happy to work.

•New challenges - Give employees new and interesting

challenges to keep them stimulated and learning.



Evaluation

• Establishing performance standards and reviewing

the performance.

• Means to ensure organizational goals are being met.

• To identify employees who are performing well and

those who aren‟t.

Compensation



CompensationCompensation can be Commission, Bonus and stock options.

•Commission is a compensation based on

fixed formula for sales.

•Bonus is periodical compensation based on

the store‟s performance during that period.

•Stock options -employees are encouraged to

buy shares of their company at discounted

prices

F ti f l t



Functions of personnel management

1. Planning manpower recruitment

2. Organizing manpower resources

3. Staffing

4. Motivating

54






1. Function: Anticipating vacancies

– Objective: to anticipate and provide for future openings

– Operations:

• Anticipating death, dismissals, retirements and

resignations• Anticipating future promotions

• Anticipating future transfers

•Estimating future vacancies from the above causes

• Estimating additional future positions2. Organizing manpower resources

3. Staffing

4. motivating 55




p g1. Planning manpower recruitment

1. Function: Anticipating vacancies

2. Function: Recruitment

– Objective: to seek and attract qualified

applicants to fill vacancies

– Operations:

1. Preparing job analysis

2. Preparing job specification

3. Analysing the sources of potential employees

4. Attracting potential employees 56




p g



1. Function: Organizational planning

– Objective: to determine the organizational structure

and manpower needed to effectively meet the

organizational objectives

– Operations:

• Analysing organizational structure

• Forecasting manpower requirements

• Recommending organizational changes

• Analysing key position requirements

2.Function: Selection

3.Function: Classification of employees






1. Function: Organizational planning

2. Function: Selection

– Objective: to analyse applicants qualification for determining

the suitability

– Operations: (Discussed earlier)

3.Function: Classification of employees

– Objective: to assign officially each employee to an appropriate

position

–

Operations:• Preparing job descriptions

• Assigning of proper title to each position

• Reviewing periodically the correctness of job descriptions






3. Staffing

1.Function: Induction

2.Function: Transfer and promotion

3.Function: Manpower development

4.Function: Training

59






3. Staffing1. Function: Induction

Objective: to ensure that new recruits are provided with

appropriate training and information to enable them to

perform their duties effectivelyOperations:

1. Orientation of new employees

2. Ensuring training requirements

3. Provide facility for future education and development2.Function: Transfer and promotion

3.Function: Manpower development

4.Function: Training

60







3. Staffing

4. Motivating

Function: Rate determination

Objective : To set rupee value on job positions that are fairand equitable

61



Icu & Critical Care Unit Management Time Material Personnel

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