Storage Solutions – Part 2 and Inventory Control

1. Storage Solutions – Part 2and Inventory Control Carolyn P. Phillips Georgia Department of Labor, VR Tools for Life / Pass It On Center www.passitoncenter.org

2. Agenda • Introduction – Carolyn Phillips • ATIA Workshops – Please, send Reuse Presentations to Us! • Focus: Reassign/Redistribute & Refurbish • Policies, Procedures and Practices • Quality Indicators • Effective Storage for AT Reuse & 13 Steps to implementation – Carolyn Phillips • Inventory Control - Carla Walker, Paraquad • Storage Solutions - Carla Walker, Paraquad • Questions and Answers

3. Defining AT Reutilization • Reassign/Redistribute: Accepts AT for sanitization, identifies appropriate users, and matches to new consumer. • Refurbish: Similar to reassignment, but in addition the program restores AT to its original configuration, which may include repairing and replacing parts. • Pass It On Center National Task Force

4. Defining Policies • Policies – (1) statements on how the authority is to achieve its goals and objectives with regard to a specific subject area or class of subject areas. (2) A plan of action adopted by the Program, which defines its rationale for pursuing particular functions, projects, actions and/or activities. - Wikipedia.org

5. Considering Storage Policies Do you have policies regarding: • What equipment you are accepting? • Items you are NOT accepting? • Prohibited items? • How equipment is stored? • Where it is stored?

6. Considering Storage Policies Do you have policies regarding: • How it is processed? • How it is tracked? • How it is placed in storage? • How it is cleaned/sanitized? • Who handles equipment? • Safety? • Who is allowed in your workspace? • Storage Accessibility?

7. Defining Procedures Procedures – (1) A step-by-step description of how the activity is conducted. If appropriate, instructions should include precautions to be taken to minimize liability. (2) A series of steps or instructions, describing a way of doing things. Wikipedia.org

8. Considering Storage Procedures Do you have step-by-step instructions addressing areas, such as: • How to accept equipment? • How to reject equipment? • Addressing Prohibited items? • How equipment is stored? • Where it is stored?

9. Considering Storage Procedures Do you have step-by-step instructions addressing areas, such as: • How it is processed? • How it is tracked? • How it is placed in storage? • How it is cleaned/sanitized? • Who handles equipment? • Safety?

10. Defining Practices Practices – (1) are the techniques, methodologies, procedures, and processes that are used in organizations to get the job done. (2) A case study considered to be a good example of a discipline. (3) New ideas or lessons learned about effective program activities that have been developed and implemented in the field and have been shown to produce positive outcomes. Wikipedia.org

11. Thank You! Carla, Kim, & Mike

12. Inventory Storage and Database Tracking Carla Walker, Kim Walker, Mike FreehillAT Reutilization Program for Independent Living Paraquad Inc.

13. Databases Initially, and currently use, Microsoft Office Access AT reutilization program Transitioning to Brightree and phasing out Access AT reutilization program AT repair services

14. Access • Microsoft database management program, part of Office Suite. • The program enables you to maintain databases • You can create and design as many databases as you need. The databases are made up of objects, some of the objects we used were tables, forms, and queries.

15. Access Tables and Forms • Tables allow information to be entered and stored • Forms allow data to be edited on-screen • Our program utilized three tables and three forms • Intake • Donation • Recipient

16. Access Queries • Queries allow you select and combine data from the forms • Our program used the queries for reporting purposes • Example: • how many MWC are available, • how many were distributed, and • how many were disposed.

17. Brightree • Brightree suite includes core billing, remittance management, inventory, and retail sales modules, as well as functionality for bar coding, document imaging, and more. • Brightree is web based and there is no hardware or software to install. Brightree is accessible 24/7 from anywhere using a standard web browser and users have secure access to information.

19. Brightree utilization • Both AT Reutilization and AT Repair programs use this database for holding and maintaining device/parts inventory, client information, and billing. • www.brightree.com • Demonstration available on website

20. Shelving

22. Small Shelving

23. Bagged DME

25. Industrial Sewing Machineand Battery Replacement

26. Warehouse Storage

27. Small Parts/Tire Storage

28. Repair Work Area

29. Thank-you • For questions, please contact Carla Walker cwalker@paraquad.org Voice: (314) 289-4301 TTY: (314) 289-4252

30. A 10-minute walk-through can tell more about your AT Reuse operation than an hour in the conference room.

31. Quality Indicator: Designing your AT Reuse Storage • Design your AT Reuse Storage area with quality standards that include: • a well-planned layout, • proper location and • labeling for AT parts, supplies and tools. • This can improve turnaround time and increase effectiveness.  

32. Making Your AT Reuse Storage More Efficient • Laying out the storage area for increased effectiveness frequently means giving up storage space. • Before you can design for faster product flow, you might need to reduce items in storage to free up space. • Creating a “process map” or “equipment flowchart” can help.

33. Making Your AT Reuse Storage More Efficient • Start by examining inventory profiles and removing obsolete stock. • Consider transferring or cleaning out slow moving equipment. • Avoid placing equipment in areas where it could obstruct movement. • Once you've identified the fast-moving items, then it's appropriate to examine layout considerations for your storage space.

34. What would your Mom say about your Storage Space?

35. 13 Steps to High-Productive Storage for AT Reuse 1. Think Safety First! • Your Staff • Consider Ergonomics and design with principles in mind. • Keep equipment within easy reach, and fit the task to the “picker” instead of making the picker adapt to an inadequately designed Storage area.

36. Think: Safety First! Resources There's no shortage of information about ergonomics best practices, and much of it can be found online. Here are just a few examples: • OSHA's website contains excellent resources, including analytical tools, case studies, and operating guidelines. www.osha.gov • The National Institute of Occupational Safety and Health (NIOSH) website contains information and a downloadable version of the institute's Elements of Ergonomics Programs. http://www.niosh.gov

37. Think: Safety First! Resources Con’t. • Stone Wheel Works provides free, downloadable ergonomics-analysis tools that can help quantify and abate risk. http://hsc.usf.edu/~tbernard/tebstonewheels.html • Washington State's Department of Labor and Industry includes helpful advice and case studies on its website. http://www.lni.wa.gov/Safety/Topics/Ergonomics/default.asp

38. 13 Steps to High-Productive Storage for AT Reuse 2. Think Safety First! • Your Consumers • Triage? • Sanitization – are you putting sanitized equipment next to un-sanitized equipment?

39. 13 Steps to High-Productive Storage for AT Reuse 3. Think Safety First! • Properly dispose of any flammable materials such as batteries and soiled, oily rags. • Also, be sure to keep potentially harmful chemicals in their original containers.

40. 13 Steps to High-Productive Storage for AT Reuse 4. Consider Accessibility • Can people move around your storage area? • Are you using signs and/or pictures? • Label storage area to make everyone aware of the equipment, tools, parts and supply locations.

41. 13 Steps to High-Productive Storage for AT Reuse 5. Consider the Temperature • Are there significant highs and lows?

42. 13 Steps to High-Productive Storage for AT Reuse 6. Plan for the Future • Hold a "clear out" day twice a year where you declutter, reorganize, and sell or give away unneeded items. • Anticipate future storage needs by leaving some empty space. • Also, consider storage possibilities whenever you purchase/add any piece of furniture. • http://www.shipwire.com/

43. 13 Steps to High-Productive Storage for AT Reuse 7. Observe, measure, and document your current Storage. • Take a fresh look at your Storage. Find out where people and machines sit idle as they wait to access pick slots or storage locations. Document labor and equipment flow. Adapted from Napolitano -- Logistics Management

44. 13 Steps to High-Productive Storage for AT Reuse 8. Analyze your AT Reuse data. • Profile inventory and shipment data to identify fast- and slow-moving Reused Equipment. Adapted from Napolitano -- Logistics Management

45. 13 Steps to High-Productive Storage for AT Reuse 9. Ask for Input & Develop recommendations. • Including quick fixes and short- and long-term solutions. • Determine space, labor, equipment, and cost requirements for each recommendation.

46. 13 Steps to High-Productive Storage for AT Reuse 10. Evaluate the options. • Base your evaluations on safety, costs, ease of implementation, ease of operation. • Prioritize storage by placing often-used items in the most convenient locations. • Many layout-based storage solutions pay for themselves in less than a year.

47. 13 Steps to High-Productive Storage for AT Reuse 11. Select and verify the best design • Identify weaknesses and test "what-if" scenarios.

48. 13 Steps to High-Productive Storage for AT Reuse 12. Implement the design • Plan a phased-in approach to ensure minimal disruption to current operations.

49. 13 Steps to High-Productive Storage for AT Reuse 13. Evaluate and Evolve • Be proactive in your Storage Solutions – grow with your program.

50. For Your Time & Interest! Thank You!