3279 - From Chaos to Control: Simplifying Physics Equipment Inventory Management

Purpose/Objective(s): In the Radiation Oncology department, medical physicists rely on an extensive inventory of high-value equipment across multiple networks. Due to infrequent use and shared resources, equipment is often misplaced, broken, or returned with missing parts or outdated calibrations. These issues result in frustration, wasted time, and unnecessary costs for users, with search times exceeding an hour. The goal was to streamline equipment management, reduce search times, ensure functionality, and minimize wasted resources. The objectives are:

• Reduce the frequency of equipment found “broken” or “past calibration” by 23%.
• Decrease the time spent searching for equipment to 5 minutes or less.

Materials/Methods: To achieve these objectives, we implemented:

• Value Stream Mapping: Identified value-add, non-value-add, and customer value-add steps to standardize workflows across sites.
• 5S Methodology (Sort, Set, Shine, Standardize, Sustain): Applied to reduce waste, improve accessibility, and organize storage.
• Poka Yoke: Implemented mistake-proofing through visual controls, color coding, and labeling.

Results: The time to locate equipment has decreased significantly across all sites. By relocating unused equipment, the department saved money on new purchases. Equipment management improved, with better sharing between clinics and enhanced tracking. Space efficiency increased, as equipment was reorganized to meet functional needs, reducing excess storage requirements.

Conclusion: While focused on physics equipment, this project offers a scalable model for inventory management applicable to any department. The online repository enables real-time access and streamlined searching, while the 5S methodology organizes and eliminates waste. Due to its success, management plans to expand the project to other areas.