2012

Suntreso Government Hospital

OSEI AFRIYIE SAMUEL

KUMASI POLYTECHNIC
FACULTY OF BUILT AND NATURAL ENVIRONMENT DEPARTMENT OF ESTATE MANAGEMENT

REPORT ON INDUSTRIAL ATTACHMENT AT THE SUNTRESO GOVERNMENT HOSPITAL, KUMASI

BY

OSEI SAMUEL AFRIYIE

ESM05090877

JANUARY, 2012

KUMASI POLYTECHNIC
FACULTY OF BUILT AND NATURAL ENVIRONMENT DEPARTMENT OF ESTATE MANAGEMENT

REPORT ON INDUSTRIAL ATTACHMENT AT THE SUNTRESO GOVERNMENT HOSPITAL, KUMASI

BY

OSEI SAMUEL AFRIYIE

ESM05090877

JANUARY, 2012

KUMASI POLYTECHNIC
FACULTY OF BUILT AND NATURAL ENVIRONMENT DEPARTMENT OF ESTATE MANAGEMENT

REPORT ON INDUSTRIAL ATTACHMENT AT THE SUNTRESO GOVERNMENT HOSPITAL, KUMASI

Industrial Attachment Report in Partial Fulfillment of the Requirement for the Award of Higher National Diploma (HND) in Estate Management

BY OSEI SAMUEL AFRIYIE

ESM05090877

JANUARY, 2012

TABLE OF CONTENT
Contents Declaration Introduction Brief History of Suntreso Government Hospital Schedule of Work Benefit Challenges Recommendations Conclusion Appendices Pages i 1 2 3 6 7 8 9 10

DECLARATION I hereby declare that, I have successfully undertaking a six (6) month industrial attachment at Suntreso Government Hospital under supervision. I therefore present this report and confirm that it is mine and is express in my own words. However any sources of information are greatly acknowledged.

Signature................................ Osei Samuel Afriyie HND ESTATE MANAGEMENT (Student)

Date........................................

I declare that, I have supervised the student named above in undertaking a six (6) month industrial attachment at the Hospital. I therefore confirm that he has my full support and permission to present his report for assessment.

Signature..................................... Date.............................................. Mr. Edward Owusu Aborah SUNTRESO GOVERNMENT HOSPITAL (Supervisor)

INTRODUCTION In order to meet the full requirement of the award of a Higher National Diploma (H.N.D) in Estate Management Kumasi Polytechnic, one has to undertake a six (6) month industrial attachment in a reputable organisation relating to the course and mine is no exception. I had my industrial attachment at Suntreso Government Hospital from 6th June, 2011 to 30th November, 2011. As a student under training, my aim was to gain practical experience outside the classroom and have a deeper understanding to the issues vis-a-vis the theoretical aspect leant in the classroom. I therefore present this report for which contains brief history of the hospital, my schedule of work, experience, challenges, recommendation and conclusion.

BRIEF HISTORY OF SUNTRESO GOVERNMENT HOSPITAL Suntreso Government Hospital as currently known was commissioned on November 22, 1963 by the then Minister of Health, Hon. L.R. Abavana during Dr. Kwame Nkrumahs regime. The name was Suntreso Urban Health Centre. In 1985, it was upgraded to a poly clinic. In the year 2000, it was again upgraded to its current name Suntreso Government Hospital. The hospital is recognized with its contribution to reduction in mother and child mortality, treatment of sexually transmitted infections and other health complications. Vision The vision of Suntreso Government Hospital is to improve the overall health status and reduce inequalities in health outcomes of people living in and around Bantama sub-metropolitan area. Mission Statement The mission statement of Suntreso Government Hospital states that it will work in collaboration with all partners in the health sector to ensure that every individual, household or community in Bantama Sub-Metropolitan Assembly and its environs is adequately informed about health; and has equitable access to high quality health care and related interventions.

SCHEDULE OF WORK The following are the duties I performed during my attachment; 1. Daily inspection and supervision; 2. Inspection for corrective and preventive maintenance; 3. Inventory taking; 4. Updating of Assets Register; 5. Coding of properties.

Daily Inspection and supervision I embarked on daily inspection and supervision of some works in the hospital. Among the works I inspected were weeding and cleaning of the compound by labourers and plumbing, carpentry and electrical works. The exercise was to ensure proper and effective work done.

Inspection for preventive and corrective maintenance To be able to ensure good management of the properties of the hospital, I was assigned to inspect the various units within the hospital to identify defective items in the hospital. These items include trolley, Louvre frames and blades, wheel chairs, water closet, roof leakages, broken chairs, electrical faults and many others. With the help of the plumber, carpenter and electrician I was able to identify most serviceable and unserviceable items in the hospital. The inspection reports were used for maintenance or replacement of defective items. The sample of the charts is found in appendix A.

Taking of Inventory According to the 21st century Dictionary, inventory is a formal and complete list of goods, articles found in a particular place or organization. Inventory is one of the major schedules within an organisation which needs to be given much attention. Inventory helps the officer to familiarize himself with the assets of the organization, its quantum and condition and be in a better position to inform and advice management and the general public on its management in the organisation.

I took inventory of all properties/items in various units which included fittings and fixtures, equipments, furniture and many other items. I was able to familiarize myself with the assets of the hospital. I then reported on the state of the properties regarding repairs and maintenance and made appropriate recommendation to the hospital.

Updating of Assets register An asset register is a document containing all the necessary records or information on properties being managed. It contains information on the description of property, condition, year of acquisition/ construction or purchase, model or serial number of the equipment, identification numbers of the property and asset value. The assets register helps in the identification of assets for effective and efficient management. It may be manual or computerized and must be regularly updated at a reasonable interval. After careful study of the assets register, it was observed that the last update in the register was recorded on the 14th June, 2010. Therefore I updated the asset register for the hospital with newly bought items to ensure easy identification, security and total number of assets in the hospital. A sample of the asset register is shown in appendix B.

Coding of properties Coding is a method of recording whereby letters, numbers, words or symbols are used to represent information in a shorter form. During my attachment periods at the hospital, I observed that some of the items in some of the units were not coded. These units include the Environmental Health Office, the Male ward, Directly Observed Therapy (DOT) Centre, the library, consulting room 1A and B, Dental Unit and the Labour ward. To ensure easy identification of the items in these Units and to prevent theft, I coded newly bought items and old items that were not coded. During the coding exercise, acronyms and abbreviations were used for the words and the names of the units and numbers were added to represent the number of items in the units. Below is an example; i. SGH/MLW/FUR/006

ii. iii.

SGH/MLW/FUR/004 SGH/MLW/FUR/005

See appendix C for a sample of the coding and the meaning of the abbreviated words mentioned above.

BENEFITS/ EXPERIENCE GAINED The attachment at the Suntreso Government Hospital has given me these benefits; It has broadened my knowledge in the field of property management. The training introduced me into the practical aspect of property management like inspection for preventive and corrective maintenance, inventory taking, coding, and preparation and updating of assets register which were never taught in class. It has improved my interpersonal relation skills especially working with people with lower or no level of education.

CHALLENGES The major challenge was the bureaucratic system in the management of the hospital sometimes delayed maintenance works. When reports of findings were given out for necessary and urgent action to be taken, it had to pass through many offices before the necessary attention is given to the report. Reports of findings were usually reported in a memo form. Appendix D shows a memo written to the Administrator for an urgent action to be taken. Keeping records in a unit like the environmental office is fairly difficult, due to the absence of computers and other modern storage devices. The Limited number of labourers at the hospital sometimes led to slow pace of work and inefficiency. The absence of permanent artisans like electricians, plumbers and carpenters at the hospital also slows down maintenance work. These artisans were out sourced and before they get to the hospital to solve or attend to emergencies, they may have gotten out of hands.

RECOMMENDATIONS

For The Hospital I recommend that the bureaucratic system in the hospital should be minimized in order to facilitate maintenance. The hospital should acquire or employ an Estate office to ensure proper management of the hospitals properties. More labourers should be employed to assist in the execution of work and as well relieve work load of the existing ones. The hospital should employ artisans like electricians, plumbers and carpenters to help facilitate maintenance works. The hospital need to purchase computers for most units especially the environmental office to help in keeping proper records.

For The School I recommend that students who are going on attachment should be posted to institutions which have estate officers for proper training. I recommend that for students to know much in the field of property management, some topics like coding, inventory taking and preparation and updating of asset register should be taught in class before students go out.

CONCLUSION The above mentioned work is what I did during the period of the industrial attachment and I must say it has been worth undertaking since it has helped me a lot both academically and socially. Through the help of my supervisor and the other staff of the hospital, I learnt a lot and it has broadened my knowledge in the field of Estate Management. I will therefore thank the department for allowing me to undertake this industrial attachment since it has partially ushered my feet into the profession.

APPENDIX A
The following inspections were made for corrective and preventive maintenance purpose; Inspection of Energy Saving Bulbs No. 1 2 3 4 5 6 7 Location Laboratory X Ray Unit Injection Room S.T.I ANC OPD Female ward Library Unit Total CFL Filament Bulb 6 0 4 3 5 7 13 2 40 0 0 0 0 0 0 0 Qty 6 4 3 5 7 13 2 40 Working 6 3 3 4 6 12 0 36 Not working 0 1 0 1 1 1 0 4

Inspection of Doors, Door Locks and Door keys No. Location Number of Doors damaged 1 2 3 4 Mother & baby unit Female ward Dispensary wash room Direct Observed Therapy Unit (DOT) Laboratory 5 6 7 8 Theater wash room Dental Unit Consulting Room 1A Consulting Room 1B Total 0 0 0 0 0 0 1 2 1 1 1 14 1 2 1 1 1 14 0 0 0 0 Number of Locks damaged 5 1 1 1 Number of Keys Damaged 5 1 1 1

APPENDIX B
Suntreso Hospital Asset Register for Male ward Fixtures and Fittings Date 8/11/2011 8/11/2011 8/11/2011 Items Notice Board Wall Fan Wall Fan Type Wooden Diamond Mikachi Qty 1 1 1 Serial No. Location ID/ Code SGH/MLW/FF/003 SGH/MLW/FF/001 SGH/MLW/FF/002 Remarks Good Good Good

Equipment Date 8/11/2011 8/11/2011 8/11/2011 Item Trolley Drip Stand Bed Side Locker Type Metal Metal Metal Qty 1 1 1 Serial No. Location ID/ Code SGH/MLW/EQP/005 SGH/MLW/EQP/010 SGH/MLW/EQP/001 Remarks Good Good Good

Furniture
Date 8/11/2011 8/11/2011 8/11/2011 Item Cupboard Chair Writing Desk Type Wooden Wooden Wooden Qty 1 1 1 Serial No. Location ID/ Code SGH/MLW/FUR/006 SGH/MLW/FUR/005 SGH/MLW/FUR/004 Remarks Good Good Good

APPENDIX C
The table below shows the meaning of the abbreviated words for the codes in the asset register; Institutional code Suntreso Government Hospital (SGH) Location code Male Ward (MLW) Class code Furniture (FUR) Equipment (EQP) Fixture and Fitting (FF) 001 005 001 015 Sequential code 001 007

APPENDIX D
SUNTRESO GOVERNMENT HOSPITAL

MEMO
TO: THE MEDICAL SUPERINTENDENT FROM: ENVIRONMENTAL HEALTH OFFICE DATE: 6TH SEPTEMBER, 2011 SUBJECT: RELEASE OF FUNDS FOR REPAIR OF SANITARY EQUIPMENT Kindly release amount involved per the invoice attached for the rehabilitation of items in various wards at the table indicated below; WARD WASH BASIN M.B.U DOT LYING IN WARD S.T.I ACCOUNTS FEMALE WARD 1 2 2 1 1 ITEM WATER CLOSET 2 1 1 -

I count on your co-operation. .... OSEI AFRIYIE SAMUEL

Enc.

APPENDIX E
Organisational Chart for Suntreso Government Hospital