Policies & procedures

Materials Management Department

POLICY SUMMARY

I. Objective:

The Materials Management Department is a customer service-oriented department. Our customers are our patients, doctors, researchers and staff. Materials Management is responsible for the proper placement and distribution of all items within the inventory formulary and maintaining and monitoring the inventories within the University, hospital and the clinical enterprise. The Materials Management Department acts as an integral part of the University of Connecticut Health Center to promote cooperation and coordination among all of its services.

The department follows the materials management control concept widely used in industry. Reporting to the University Director of Materials Management at the University of Connecticut Health Center, the Materials Management Department is accountable for the following divisions: All Warehousing Operations (includes Office, Housekeeping, Research, Dental, Medical and Surgical Supplies), Materials Procurement - Supply Chain (including Perioperative, Radiology, EP Lab and Nursing), Materials Data Control, Value Analysis, Central Distribution and Courier Services, Records Retention and Storage Management, Equipment Reutilization Services, Surplus Property Management, Inventory Control, Mail & Shipping Operations, Motor Pool & Fleet Operations, Moving and Storage Services,  and Central Receiving. The department also provides for and has established procedures for the evaluation and trial of new equipment and supplies for Health Center Departments. The department operates under the authority granted in the General Statutes of the State of Connecticut, Public Act 91-256.

II. Responsibilities:

The Materials Management Department is responsible for the management of the University’s supply process including the acquisition, distribution, control and disposal (or termination) of goods, services and equipment necessary to sustain the academic, research and support service activities of the University and its divisions. The Materials Management Department, a centralized service, ensures that:

Acquisitions are completed in a fair and equitable manner with attention to applying best practices in public purchasing to achieve the best value for the University. Requests for materials services are handled professionally, observing the need to meet the requirements of the University customer. Materials are received, managed and accounted for. Distribution of materials is handled in a safe, timely and efficient manner. Surplus equipment and supplies are re-used, recycled or, where required, disposed of safely and economically. Business partnerships are explored on behalf of the University in support of the University’s strategic direction. The University customer can rely on the Materials Management Department for expert assistance and consultation on their supply chain needs as well as the timely communication of information relating to University materials services and product market. Monitor and evaluate the quality of customer service and the way the University conducts business to identify areas for improvement.

Materials Management Overview: 

Service areas include:

Capital Assets

• Update the equipment inventory data file
• Reconcile the equipment inventory data file to expenditure information
• Conduct physical inventories as required
• New Acquisition Control (tag and inventory)
• Loss Reporting
• See the UCHC Inventory Control Manual for Further Information
• State Property Manual

Materials Logistics Services
Central Distribution
Mail & Courier Services
Shipping & Receiving

Logistics Policies & Procedures: 

• Provide shipping, freight and customs services

• Provide central shipping and receiving

• Provide UCHC/SODM/JDH/UMG PAR inventory and distribution

• Provide campus distribution services (supply pick-up and delivery services)

• Provide courier and messenger services

• Provide internal and external mail pick-up and distribution

• Sort outgoing and incoming mail

• Meter all external mail

• See the UCHC Distribution Manual for Further Information

Fleet Operations

• Maintains a fleet of passenger vehicles, vans and trucks, for lease to all Health Center departments and affiliated State Agencies.

• Vehicles are available for daily rental or monthly leases.

• Special Event Bus/Transportation Program for all Health Center departments and affiliated State Agencies.

• See the UCHC Motor Pool Web Site (Policies & Procedures) for further information

Materials Resource Management - Supply Chain Services

• Source and expedite orders

• Develop and manage supplier relationships

• Consult with University customers, assist in contract negotiation process and assist in the preparation and completion of contract documents

• Value Analysis and Product Standards

• Evaluation and Trial of new equipment and supplies

• Health Care Industry Representative Policy and Procedures

Warehouse Services

• Provide short term and long term warehouse storage

• Manage central inventory and distribution

• Provide CMHC/UMG PAR inventory and distribution

• Coordinate the surplus supply and equipment credit/exchange and disposal programs

• See the UCHC Warehouse Policies & Procedures for further information