Observational Visit on the Implementation of Inventory Management

 

This visit was conducted to ensure the effective implementation of the COVID-19 sample inventory protocol. During the visit to nine institutions, we were warmly welcomed by the teams from each organization. The laboratory visits were part of efforts to ensure the proper implementation of safety protocols and sample inventory management, especially in the context of COVID-19 sample handling.

The objectives of this visitation activity include:

1. Ensuring the effective implementation of the COVID-19 sample inventory protocol.
2. Encouraging collaboration among laboratory teams in implementing safety measures and ensuring adherence to established safety procedures.
3. Enhancing the understanding of the new COVID-19 sample inventory protocol.

List of laboratory institutions visited:

1. Udayana University Hospital: June 12, 2024
2. Faculty of Medicine and Health Sciences, Warmadewa University: June 13, 2024
3. Gadjah Mada University: June 13, 2024
4. Padjadjaran University: June 13, 2024
5. Hasanuddin University: July 2, 2024
6. Airlangga University: July 3, 2024
7. Tarumanagara University: July 5, 2024
8. PSSP – IPB University: July 4, 2024
9. Syarif Hidayatullah State Islamic University Jakarta: August 23, 2024

The visiting team worked closely with laboratory personnel to ensure compliance with established safety procedures and identify areas that require improvement. Additionally, the visit aimed to strengthen the laboratory teams’ understanding of the latest inventory protocols, promote effective communication, and ensure a safe and efficient working environment for all laboratory personnel. Through this visit, it is expected that better synergy will be created between laboratory teams and representatives to improve sample management quality and maintain workplace safety.

The activities in each institution focused on several key stages to ensure a comprehensive evaluation of laboratory management. The first stage involved discussing the results of the Self-Assessment Checklist, which had been completed by each laboratory prior to the visit. This process aimed to identify key areas requiring special attention and to evaluate the laboratories’ level of compliance with operational standards, particularly regarding safety and COVID-19 sample inventory.

Next, the team conducted assessments and direct observations in the laboratories, specifically regarding sample inventory management. This included observing the management of storage, sample security, and the use of the latest inventory protocols. Through these observations, the team could directly evaluate the implementation in the field and note relevant findings. After completing the field assessment, discussions were held to review the findings and provide feedback or recommendations for improving the current system and enhancing laboratory management quality.

Each laboratory visited had different approaches and challenges in managing their inventory. The discussions during the visits allowed participants to exchange ideas and share experiences, so each laboratory could learn from the best practices implemented in other labs. Direct observation of storage areas also provided insight into how safety procedures and storage efficiency could be optimized. By analyzing the gaps identified, laboratories are expected to take significant improvement steps.

This activity also serves as a bridge to the next meeting, where all laboratories will gather in a “Train the Trainers” workshop. In this workshop, participants are expected to present the lessons learned and experiences from the visits to improve the capacity of their respective laboratories. Through this training approach, it is hoped that a generation of skilled facilitators in inventory management will emerge, ensuring that the agreed-upon operational standards are consistently applied across all laboratories. This activity not only strengthens cooperation between laboratories but also fosters a culture of continuous improvement in biosafety and inventory management.