Associate Name: M N Yogananda

SlNo

Key Result Area

Description Of Task or Activity

Performance

1.Locator System

Locator System for Easy Dispatch

Addressing Software developed for quick dispatches. (2 modules, 6 revisions)

2.Defective Equipment

Defective Equipment Management

Successfully created and running application software in MS Access for tracking and dispatch of Defective Equipment received from various Amby’s and ensuring the minimum delay in dispatch. (8 Modules, 7 revisions)

3.Approved Samples

Comparison of Receipts with approved samples

Sample display arrangement for quality check on receipt of products.

4.Uniform Issues

Procurement and Despatch of Uniforms to Associates in the Field

Successfully created software in MS Access for tracking and issuing uniform to Associates based on last issue date and also able to forecast future requirement (5 Modules, 3 revisions),

5. HRAttendance Management System

Attendance Management System Created for HR for tracking attendance of associates in the field.(3 Modules, 2 Revisions)

6. OracleOracle code Generator

Oracle Code Generator for creating Move Orders, etc(3 modules, 3 revisions)

7.

Innovative Approaches in Stores Management

Innovative Approaches in Stores Management

Stocking as per ABC Analysis Location Of Materials As Per Type Inventory Levels : Inventory reduced from 45

Days to 1 week. Stock Correctness Layout of Stores Stock Location Indenting Schedule implemented for improved

supply.

8. AuditAudit involving Finance Dept and NRHM

Successfully conducted Audit by NRHM by preparation of Stores and documents and ensuring NIL Discrepancies and NIL Observations

9. Quality NC’s NC ClosuresNC Closures being cleared proactively with minimum delay on receipt with the help of the above application software.

10.Ambulance Tyres and Spares

Procurement and Despatch of Tyres and Fleet Spares

Format developed with Fleet BO for Tyres and Fleet Spares Management.

LOCATOR SYSTEM

Address Labels For Despatch: Preparation of Address Labels to be stuck on the boxes

Average number of indents per day= 37

Average number of boxes per indent = 3

Number of boxes for dispatch per day = 37 x 3 = 111 (which is the number of labels required)

Previous process was to copy and paste the address from excel

Software developed in MS ACCESS for printing of labels based on requirement and also to mention number of cases being sent to a location. Software automatically prints label to the location where courier service is available.

MAIN MENU

Simple process to enter amby number and number of copies required

ADDRESS LABEL FOR STICKING ON THE BOX

2

DEFECTIVE EQUIPMENT MANAGEMENT

Tracking of Defective Equipment: Tracking of defective equipment returned by Ambulances,

leading to automatic replenishment and reduced Equipment down time, leading to minimum NC’s

for Equipment.

Software developed in house in Microsoft access for tracking defective equipment received

from amby

Automatic issues generated to amby where stock is available

Indents/reminders not required for defective equipment

OBJECTIVES:

1) To track the receipts of Defective Equipment from the Amby till new equipment is

reissued to the Amby

2) To generate and maintain data of repairable equipment held by stores to ensure

that equipment is repaired and re-repaired as far as possible.

3) To maintain records as entry of defective stores is not possible in oracle.

4) Track issues to vendors for repairs.

This program will enable us to get (MIS):

1) Amby wise defective items pending.

2) Total defective equipment held by stores.

3) Total working equipment available at stores.

4) Total defective equipment held by vendors.

5) Actual performance pattern of the Equipment.

6) Abnormal defects from any particular amby.

7) Forecast for procurement. Etc.

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MAIN MENU RECEIPTS MODULES

ISSUES MODULE

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COMPARISON OF RECEIPTS WITH APPROVED SAMPLES

Quality of receipts has been improved by comparing receipts with approved samples, three

receipts rejected within a month of implementation.

Approved samples displayed prominently to compare immediately against receipts

Quality of receipts improved

Receipts not matching the samples are rejected immediately

APPROVED SAMPLES DISPLAY CASE

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UNIFORM ISSUES TO ASSOCIATES

Automatic issue of uniform to Associates based on last issue date, thereby obviating the need for

raising of Indents by OE’s.

1) Uniform consisting of shoes, socks and aprons

2) Issued to EMT’S, pilots and co/do’s

3) Periodicity : half yearly

4) Earlier issues were based on indent from field and no tracking was maintained to check

authenticity of requirement

5) Software developed in MS ACCESS for uniforms

6) Now last issue date is known and issues made automatically without requiring indent

from field

7) History of issues to a particular associate can be tracked

MAIN MENU

ISSUES MODULE

6

MIS REPORTS ASSOCIATE MANAGEMENT

ADVANTAGES OF UNIFORM ISSUE SYSTEM

1) No need for indent from field

2) Day to day requirement can be tracked

3) Actual fore cast up to next six months with sizes

4) Automatic issue on click of a button

5) Uniform delivered at the location of the OE with list of associates

6) Option for individual issue

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ATTENDANCE MANAGEMENT SYSTEM

MAIN MENU

ATTENDANCE ENTRY MENU

ATTENDANCE ENTRY MODULE

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DATA MAINTENANCE MODULE

REPORTS MODULE

DAILY REPORT FORMAT

MONTHLY REPORT FORMAT

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ORACLE CODE GENERATOR

MAIN MENU

CODE GENERATION BY QUANTITY

CODE GENERATION BY ITEM

CODE GENERATION BY AMBY

SAMPLE CODE GENERATED

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INNOVATIVE APPROACHES IN STORES MANAGEMENT

ABC Analysis: Tracking of High Value, Low Movement and Low value, High movement

goods has become better and accurate.

Stock has been arranged in conformity with ABC and VED analysis

Advantages of ABC and VED analysis:

1) Preference for keeping inventory can be mapped properly after ABC

analysis.

2) Store personnel are placed better with this analysis i.e. their time can be

utilized better. (LEAN MANAGEMENT)

3) Storing, handling and delivery of materials becomes better.

Location Of Materials As Per Type: Materials are tracked and stored according to their

usage type leading to better stock control, and minimizing stock out, and quick picking and

stocking

All stock are divided into the following types and arranged together:

– MEDICAL CONSUMABLES

– HOUSE KEEPING

– STATIONERY

– FLEET SPARES

– MARKETING MATERIALS

– AMBULANCE STICKERS

– TOOLS

– EXTRICATION TOOLS

– MEDICAL EQUIPMENT

This has led to proper control of stock level and lesser stock out of the items.

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High Inventory Levels: The above innovations have helped to reduce inventory levels from

45 days to 1 week, leading to reducing stock value from Rs 2 Crores to Rs 45 Lakhs.

Inventory levels reduced to one week requirement based on last 4 months consumption

OBJECTIVES TO INVENTORY CONTROL:-

1. To keep the investment on inventories to the minimum.

2. To minimize idle time by avoiding stock outs and shortages.

3. To avoid carrying cost.

4. To improve quality of care with lesser inventory.

5. To avoid obsolescence of inventory (LIFE EXPIRY) by using FIFO.

PRINCIPLE OF INVENTORY CONTROL:-

1. To place orders frequently keeping the stock low for high valued and more used

items.

2. To place orders less frequently keeping sufficient stock for low valued and low

consumed item.

Low Stock Correctness: Reorganization has helped us achieve stock correctness of 98% -

99%

1) Stock held reduced as shown before has helped in conducting frequent

Audits to keep stock correct.

2) Perpetual In house Audit carried out.

3) Monthly audit conducted with the help of other department personnel.

4) Full stock audit carried out quarterly along with External Auditor

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DOOR DOOR

WORK STATION CU

PB

OA

RD

Row

C

Row

G

Row

H

Row

H

Row

I

Row

F

Row

G

Row

H

Row

D

Row

E

Row

F

SH

UTT

ER

Row

J

ROW A

Row

B

DOOR DOORREJECTED

WORK STATION CUPBOARD RO

W E

SH

UT

TE

R

PACKING AREA

ROW A

ROW BROW C

ROW DWORK STATION

RECEIPT AREA

ROW E

Layout of Stores: Lean management is now possible. Time taken to pick and pack a full Move

order of 100 lines has reduced from 25 Minutes to 15 minutes.

Racks were positioned in such a manner that it was difficult to move fast between racks and pick.

Before: All the materials were stored in a haphazard manner irrespective of type and nature.

After: All the racks have been arranged in four rows giving easy access to any part of the store.

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BEFORE

AFTER

STORAGE AREA RECEIPT AREA

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STORAGE AREA PACKING AREA

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Stock Location: Placing and picking has become faster, even a new person can pick the

correct item on the first try.

A PLACE FOR EVERY THING AND EVERY THING IN ITS PLACE:

ALL RACKS ARE NUMBERED AND INDEXED

ALL ITEMS ARE ALLOTTED A SPECIFIC RACK

LOCATION CHARTS DISPLAYED ON NOTICE BOARD

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INDENTING SCHEDULE

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KEY METRICS

Activity Remedy Task Before After

Layout of StoresLean

management

Picking for move

order25 Minutes 15 Minutes

Stock LocationLocation allotted

for each item

Picking for issues,

Stocking on receipt2 – 3 tries

Immediate on first

try

ABC Analysis ABC and VED Movement tracking Approximate Exact

Location Of

Materials As Per

Type

Restocked as

per type of

material

Stock control, Picking

and Stocking

Over stoking or

stock out

No stock out, No

over stock

High Inventory

Levels

Procurement

based on

consumption

Inventory reduced

from 45 days to 1

week

Rs 2 Crores Rs 45 Lakhs

Low Stock

CorrectnessPerpetual Audit Stock Correctness 98% -99%

Quality of Receipts

Approved

Samples

Displayed

Rejection of low

quality stores3-4 per annum 3-4 per month

Defective

Equipment

Software

DevelopedQuick replenishment High downtime

Low- Nil

Downtime

Uniform IssuesSoftware

Developed

Automatic issue, No

indent required.

Low Satisfaction

Levels,

Low Accuracy,

No forecast

High Satisfaction,

High Accuracy,

Forecast up to 6

Months

Addressing of

Packages

Software

Developed

Printing of Address

labels

> 30 Minutes for

10 Locations /30

Boxes

5 Mins

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