PGDM-MARKETING

BATCH (2015-17)

Drug Inventory Management

&
Impact Analysis Matrix for MAJHI SWACHH SHALA
NAME: Vismay Naik (PGDM151701416)
FACULTY GUIDE: Dr. Sankalp Srivastava

Executive Summary:

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We had this opportunity to be a part of KOTAK EDUCATION FOUNDATION. We are

provided with two projects Drug Inventory Management & Impact Analysis Matrix for
MAJHI SWACHH SHALA for Drug Inventory Management we have started the research
that how can we improve the current inventory system with a new approach to the
inventory tool. KEF Health team is recording all the data regarding medicine which they
use for the underprivileged children on Microsoft Excel. In that data all the information
regarding stock they used to put manually. In order to understand proper supply chain we
went to BHAIRAV VIDYALAY in Ghatkopar where KEF is running clinic. We worked
on the current system then we have developed two format for recording the data
regarding the medicine. & KEF Health Team have accepted the new format & they will
implement the new format. We successfully segregated the entry of IN & OUT STOCK
with detailed information. & in second format we segregated the medicine according to
their dosage forms. Example Syrup, Tablet, Capsule etc.
Then for the second project we went to field for observing the current scenario that
children are getting benefited from the help provided by the KEF. We come up with the
one questanire format which can help the health team member to get feedback from the
parents or any observer from the outside. Which can help the health team to make
changes.
Then on 15th of October we celebrated WORLD HAND WASHING DAY in Trombay
Public High School. In that I was assigned for Games. Where I successfully conducted
games for children with help of KEF Health team. Then we made children to wash their
hand & explained the importance of hand wash in detail.

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Contents
Executive Summary:................................................................................................... 2
History about Kotak Education Foundation:................................................................4
MISSION:..................................................................................................................... 5
ORGANISATION:.......................................................................................................... 5
OBJECTIVE:................................................................................................................. 5
Activities Undertaken by Kotak Education Foundation................................................6
Description of the Project Intervention:......................................................................8
Objective of the Project:............................................................................................. 9
Major Task of the Project:.......................................................................................... 10
Description of the Activity:....................................................................................... 10
Implementation Tools............................................................................................... 11
Majhi Swachha Shala................................................................................................ 12
Outcomes:................................................................................................................ 13
Learnings:................................................................................................................. 14

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History about Kotak Education Foundation:

Kotak Education Foundation (KEF) was set up in FY 2006-07 with a purpose to support
children and youth from underprivileged families through different education based
interventions on a sustainable basis. The interventions are designed to empower
recipients and provide employable skills which will enable them to lead a dignified life.
KEF provides livelihood support to children and youth from Below the Poverty Line
(BPL) families in Mumbai, Thane and Raigad region.
KEF has partnered with 30 schools, primarily from the M-ward of Mumbai city, catering
to children from underprivileged families. These regional language schools are
government-aided private schools, set up by Social Entrepreneurs. However, they lack
good quality teaching, infrastructure and leadership. KEF attempts to complement these
schools through its various programmes.
In FY 2013-14, the Bank initiated community engagement initiatives in few villages to
infrastructure for education. Three villages in Niphad Tehsil of Nasik District were
identified this initiative. The three villages - Dixi, Shivare, and Kothure-are primarily
agrarian based villages with more than 80% of population relying on agriculture and
allied activities for their livelihoods. Nearly 40% of their population belongs to
economically and socially weaker sections of society, such as small & marginal farmers
and agriculture labourers. Primary schools in all three villages lack basic infrastructure,
like benches for students. As part of Republic Day celebrations, the Bank provided
benches and built compound walls for schools. 425 students were also provided with a
school kit comprising notebooks and stationary items.

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MISSION:
To have a sustainable process to support children/youth of underprivileged families with
different intervention and to empower them to be better employable and rise above poverty
line, and to lead a life with dignity.

ORGANISATION:
Kotak Education Foundation was created in April 2007.
The promoters are of Kotak Education Foundation are as follows:
Mr.Uday Kotak (Vice Chairman and Managing Director, Kotak Mahindra Bank Ltd)
Mrs.Pallavi Kotak
Mr.Shivaji Dam (former Director, Kotak Mahindra Bank Ltd)

OBJECTIVE:

Enhance students capability, lower students drop out.

Complement and enhance skill sets of partner school.
Empower below poverty line parents to help their children to live dignified life.
Enabling 18-25 age below poverty line aspirants acquire upwardly mobile jobs.

Activities Undertaken by Kotak Education Foundation

1) Student Intervention Programme
Spoken English Programme

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Though the English language is introduced at primary levels, students in these schools
find it difficult to learn the language because of inadequate teaching and lack of exposure
to the language.
KEF attempts to bridge this gap with the Spoken English Programme which aims to train
students to understand and speak in English. It is hoped that these skills and knowledge
will help the students when they move to colleges (where the medium of instruction is
English) as well as help them find jobs in the organized sector at a later da

2) School Teachers Enrichment Programme

An integrated programme for school teachers of KEF's partner schools which help them
improve their teaching skills through Workshops on English and communication skills
Workshops on teaching Academic English, and Science and Maths in English in an
improved manner .Focus on improving pedagogy Personalized mentoring through
classroom observations and feedback.
.
3) Parents Intervention Programme
Parents who are Below the Poverty Line (BPL) are often not aware of the importance of
education. Through the Parent Intervention Programme, KEF seeks to: Create awareness
among parents to continue education for their children. Educate parents on various topics
like parental support for education, health, hygiene and diet. Create models for the
parents to apply and support their children better.
4) Kotak Udaan
Kotak Udaan is a scholarship programme for students facing extreme hardships in life.
The academic performance of these students is affected by their distressed backgrounds.
KEF supports them to continue their education and improve the academic performance
through the scholarship programme. The highlights of this programme are:
Focus is on academic achievements of students by enrolling them in community-based
coaching classes and conducting individual and group academic sessions to reinforce
learning
Regular follow-ups and counselling sessions for students and parents to make education a
priority and create a conducive environment for students at home as well
The efforts are supplemented by personality development sessions for holistic
development of students Exposure visits are conducted to broaden the horizon of students
beyond school and home Workshops on grooming, communication skills, time and
money management are conducted. Medical assistance is also extended to students and
their family members where health issues become a critical hurdle for students to
continue their education. New school uniforms are distributed to students.
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5. School Leadership Development Initiative (SLDI)

Generally, the senior most teacher is promoted as the Headmaster (HM) of a school.
While the promoted HM may be a good teacher, however, he/she may lack the skills of a
good leader and manager. Unfortunately in India, there is no school to train HMs for
transition from a teacher to an HM.

Description of the Project Intervention:

Health InterventionKEF has partnered with 17 schools catering to children from underprivileged families.
These schools are government aided private schools, set up by good Samaritans however
they suffer from poor quality of infrastructure.
KEF believes a significant cause of children dropping out of schools is health related. It
works with the schools so that the causes are pre-empted.
Under Health Intervention, following activities are carried out:
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Kishori Sehat Abhiyaan: Assesses adolescent girls to arrest anemia by providing

nutritional support, awareness on nutrition and hygiene, sensitization session for parents
and teachers and talks by medical experts.
Parvarish Programme: Addresses malnutrition issue amongst young children of primary
and pre-primary standards.
Deworming Programme: Conducting hygiene sessions for students across Class 1 st to
Class 10th and giving deworming tablets.
SPARSH (Sensitization Programme for Adolescent Reproductive and Sexual
Health) Programme: Educates adolescents on sexual health through sessions which helps
them understand and handle the physical and psychological changes during their teen
years. Information is also provided to create awareness on HIV/AIDS, and other issues like
substance abuse.
Majhi Swachha Shala: Sensitizes students and school staff to maintain a clean school
environment by inculcating habits of personal hygiene and cleanliness in class, school
premises and toilets.

Objective of the Project:

The primary objective of the project is to analyze and come up with better
implementation tools for Inventory Management of the Drugs which are required for the
Health Intervention.
The other objective was to create an Impact Analysis Matrix/Grid for Majhi Swachha
Shala (My Clean School).

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Major
of the Project:

Task

The major task of the project was to come up with effective ways of Inventory
management for the drugs which are to be allocated for the Health Intervention. Since the
number of drugs to be allocated are more and the distribution pattern is a bit complex, an
effective and easy Inventory tool was the need of an hour such that any point of tie the
data for any drug can be recovered easily. It shall become easy to take the order level of
inventory as well as the leftover stock of particular inventory. Along with that a design

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for post impact assessment matrix of Majhi Swachha Shala is to be developed such that it
becomes easy for assessing the result of the initiative, which shall summarize all the
aspects/elements of the my clean school initiative.

Description of the Activity:

I collected the previous existing data for Inventory Management and studied their
existing method of Inventory Management. On the basis of data provided to me, I
segregated the Inventory for weekly, monthly and quarterly basis. I searched and tried to
develop for Inventory Management Assessment Tool such that entry and exit of stock
gets smooth and interpreting the existing data for any non-inventory person becomes
easy.
I made the Implementation Module for Inventory Management, took all the inventory
stock data for the last two months viz. August and September and implied the Inventory
Module to the existing data so as to check whether one gets the appropriate Leftover
Stock and Total Inventory Value. Since the module developed fitted well to the data and
the Intervention team approved for the same, I was asked to convert all data for the two
months into my developed Inventory design.
I accompanied the Health Intervention team to Bhairav Vidyalaya, Ghatkopar where KEF
conducts its Parvarish Clinic for children between the age group of 3-9 years. Observed
its distribution pattern of drug and got to know more about its working through Health
team members.
As World HandWash Day was approaching on 14 October, I along with the Intervention
members prepared for celebrating as well as spreading the awareness regarding the
importance of Hand-washing and hygiene in the schools. A skit was performed depicting
the importance of hand wash by Intervention team. I conducted a Quiz Competition for
all the students. Along with the team members we even conducted many games which
signified the importance of Hand-washing. We celebrated the Birth Anniversary of
Late.Dr.APJ Abdul Kalam by giving students a description of journey of his life.
The last day comprised of presenting the Inventory Management data to all the Health
Intervention team as well as the Impact Analysis Matrix of Majhi Swachha Shala.

Implementation Tools:
The following are the steps which are suggested by me for effective Inventory
Management of the drugs in the stores.

Drug Inventory Management:

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Current Scenario: All the entry of data is on the basis of total medicines procured from the
distributor and distributed as per the requirement suggested by the Doctor.
Amendment:
1) Segregation of medicines should be on the basis of their dosage form.
2) Labelling of each carton mentioning its date of receiving, name of person received by
and name of vendor.
3) Storage Conditions for every dosage form should be taken into consideration to
maximize its shelf-life.
4) The distribution pattern of the drugs should be FIFO (first in first out) or FEFO (first
expiry first out).
5) Further the segregation of the medicines should be according to its location (school).
6) The Inventory Sheet must include the total inventory cost.
7) The Inventory Record should be maintained at monthly, quarterly and yearly basis.
8) Setting up of Maximum level, Minimum level and Average Stock level.
9) Stock Turnover Ratio should be calculated for final Balance sheet assessment.
10) Having a stock security but ensuring that it is been used up before expiry.

Majhi Swachha Shala

1) Having a written plan as to who will tackle which projects and when under the guidance
of a Teacher.
2) Assigning a Varga Pratinidhi as well as a Swachta Mantri for evaluating and updating on
the activities.
3) Making students aware about the ill-effects of living in an unhygienic conditions.
4) To clean the walls and dirty desk with a proper unharmful disinfectant.
5) Having a proper waste management system like dustbins in every class & every floor.
6) The responsible authorities must see that the lavatories are kept clean.

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7) Students should be made aware about the washroom cleanliness. For ex: Flushing the
toilet after every use, washing hands after every use of washroom, proper disposal of
sanitary napkins. This can be done by putting up charts in the washroom explaining the
above points.
8) Sweeping the floor of classroom as well as corridors daily. (By wearing mask and hand
gloves).
9) Dividing students in a group of 10 and assigning them an activity which will be carried
out by them. This groups should be made for every class.
Assigning activities such as:
I. Picking up the litter in the class as well as outside the class space.
II. Wiping out the window panes and blackboard of the classroom.
III. Arranging the desk and benches neatly and tidily.
IV. The art & decorative board of the classroom to be periodically changed as these
items tend to collect more dust.
10) Cleaning of school playgrounds should be done by the students in their P.T period.
11) Segregating the waste (wet & solid) and treating it to make manure for trees.
12) To keep motivating students, on a monthly basis Most Clean Classroom (Sundar
Majha Varga) award should be announced.
13) As a part of Extra-Curricular, marks/grades should be rewarded to students on basis of
their performance.
14) The fans and corners of the classroom should be cleaned.

Outcomes:

Proper inventory system and control.

Less pilferage and spoilage of drugs.
Faster management of drugs.
Proper level of reordering and distribution.
Easy assessment of impact analysis grid.

Unit of
Assessment

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Observation

Impact
Trivial

Minor

Moderate Major

Extreme

Comment

School
Premises
Classrooms
Toilets
Waste
Disposal
Water
Facility

Learnings:

Proper work management and planning an effective Inventory can be carried

out.
How important it is to make people of the society aware the importance of health
and hygiene, especially the children.
How our peers from the different section of society deal with for the basic needs
of life, to get education.

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