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Inventory Management Excel1
B. Instructions, MSH/INFORM, Inventory Management Assessment Tool
(D03699BEB07CECEE5ECDBF29CEE05073.xls), version 1
An IBM-compatible computer powerful enough to run Microsoft Excel Version 5.0 or higher
1b. Update stock records if recent transactions have not been recorded
2b. Select the products to include in your study
Set aside a half-day to implement the IMAT. It is recommended that you conduct the assessment at the
beginning of the day, before any new transactions have taken place. You will need basic writing implements
and a calculator.
Make sure you have a hard copy of the "Data Collection and Calculation" Sheet before you start collecting
your data. (Click on the "Collection&Calculation" tab to print it out).
2a. Determine the beginning of the assessment period
If you have received an electronic copy of this form, save this file so that you will have a blank copy to
conduct this assessment again at a later time. Likewise, if you are conducting the study at several
warehouses or facilities, create a separate copy for each site.
• For a Family Planning NGO, the list should include contraceptives, consumables (such as needles,
syringes, and gloves), and IEC materials.
• For a Central Medical Store, the list should probably include antibiotics, cardiovascular drugs, analgesics,
parenteral solutions, and representatives of therapeutic categories used to treat diseases important in the
health care system.
1c. Print out the "Collection&Calculation" sheet
Step 2: Collect the data
The assessment period should cover the previous 100 calendar days. To identify the beginning of the
assessment period, use a calendar to count backward 14 weeks and 2 days (this equals 100 calendar
days). Do not estimate the start date by counting back 3 months and 10 days as this may result in over- or
Determine if stock records are up-to-date. If unrecorded receipts and distributions can be adjusted easily,
before beginning the assessment, this should be done, and the recorded totals should reflect the
adjustment. If the records are badly behind (e.g., several weeks or months of receipts or distributions have
not been entered), use the actual recorded totals on the day of the assessment, and make a note that
records are not current.
1a. Save a blank copy of the IMAT spreadsheet for future use
A compatible printer that can print landscape orientation
• Moderate spreadsheet skills
Step 1: Getting started
Spreadsheet users will require:
• Microsoft Excel spreadsheet software program, Version 5.0 or higher
If you are conducting the IMAT at several institutions (for example, at the national, regional, district, and
health center levels), try to use the same products at each level. It is recommended that at least 80% of the
products on the list be used at all levels.
• For an Immunization Program, the list should include vaccines and consumables (such as needles,
syringes, cotton, alcohol, and kerosene).
Make a list of the most frequently distributed products (up to 25) that you normally stock in your warehouse
(source: reports or warehouse staff). Write these products in column B. Ideally, your list should include
products from different categories (see box below). As you write the list of products, record the
corresponding issue unit (i.e.: vial, liter, tab, condom, packet, etc.) in column C.
Example: Suggestions of the types of products to include:
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