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Inventory Management Excel1
A. Introduction, MSH/INFORM, Inventory Management Assessment Tool
(D03699BEB07CECEE5ECDBF29CEE05073.xls), version 1
Two indicators measure the accuracy of record-keeping:
Indicator 1:
Indicator 2:
Two indicators measure the effectiveness of monitoring stock levels:
Indicator 3:
Indicator 4:
A. Introduction: An overview of the purpose and use of the IMAT.
B. Instructions: An explanation of how to use the tool to conduct the assessment.
Annex II: Sample stock card referred to in the Instructions and Recommendations sheets.
Percentage of products in stock: Measures the system's effectiveness in maintaining a range of products
in stock (at the time of the assessment).
Ratio of inventory variation to total stock: Indicates the severity of record-keeping errors.
Percentage of stock records that is accurate: Indicates the quality of the record-keeping system by
identifying the proportion of records that is accurate. Two supplementary indicators are provided to analyze
the proportion of records that is inaccurate: the first examines the proportion of recorded balances that is
less than physical counts; the second examines the proportion of recorded balances that is greater than
physical counts.
The Inventory Management Assessment Tool (IMAT) produces indicators to assess the effectiveness of
record-keeping and stock management practices in a warehouse and provides suggestions for
improvement. The tool guides users through the process of collecting data (based on the stock levels of a
group of representative products over a 100 day period), calculating indicators, analyzing and interpreting
the results, and identifying appropriate strategies for improvement. The IMAT can be conducted at a single
warehouse, health facility, or other institution that manages stock. It can also be used at different levels of
the health system to examine record-keeping and stock management practices throughout the country.
Evaluators should plan for a half-day to implement the IMAT at each site.
Annex I: Recommendations and suggestions for improving stock management and record-keeping
C. Collection&Calculation: A data collection form. Those who receive this tool in electronic format can
enter their data directly into this sheet to facilitate tabulation.
E. Graphs: A graphical representation of the results.
F. Analysis: Analysis and interpretation guidelines to help understand indicator results and consider
suggestions for improvement. Space is provided to write actions for improvement.
D. Results: The indicator results are displayed on this page. The page also includes a description of the
indicators, their ideal values, and possible ranges.
Cover sheet: Basic information about the tool, including MSH contact information.
Average percentage of time that products are out of stock: Indicates the system's capacity to maintain a
constant supply of products over time by minimizing the duration of stockouts.
The IMAT uses four indicators to evaluate stock management practices. Used together, they provide a
measurement of the effectiveness of record-keeping and stock level monitoring systems. These indicators
are based on the pharmaceutical logistics indicators detailed in the MSH guide "Rapid Pharmaceutical
Management Assessment: An Indicator-Based Approach."
The IMAT is intended as a team exercise for identifying record-keeping and stock management problems
and identifying solutions to improve them. The assessment should be led by managers who are responsible
for the warehouse's overall performance, in collaboration with other warehouse staff. The IMAT can also be
conducted by a Technical Assistant as part of a consultancy.
The IMAT can be used to calculate a baseline of inventory management at a warehouse and to conduct
regular follow-up evaluations, perhaps once a year. It does not replace the need for routine monitoring of the
warehouse's management practices.
This tool can be used electronically or manually. In either case, the user starts by recording the data in the
"Data Collection and Calculation" sheet. The user may either follow the instructions to calculate the
indicators manually, or if the user has Excel, the tool can be loaded as a spreadsheet in order to facilitate
calculations. The tool contains the following 9 sections:
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