Lab Inventory Management System

Executive Summary

We propose a comprehensive Laboratory Inventory Management System with an interactive Dashboard that provides real-time visibility, predictive analytics, and automated alerts for laboratory stock management. This system will transform manual tracking processes into an intelligent, data-driven operation.

📊

Interactive Dashboard

Real-time KPIs, visual analytics, and single-screen overview of entire inventory status with drill-down capabilities.

🔄

Complete Automation

Automated stock monitoring, reorder generation, expiry alerts, and consumption tracking with zero manual intervention.

📱

15+ Specialized Modules

Comprehensive navigation sidebar with dedicated modules for every aspect of inventory management.

🎯

Predictive Analytics

Consumption forecasting, trend analysis, and intelligent reorder suggestions based on historical patterns.

Current Challenges Analysis

Based on your current inventory data, we identified critical challenges that require immediate attention:

⚠️ Current Problems

Manual Stock Tracking: Time-consuming, error-prone Excel sheets with static formulas
No Real-time Alerts: Reactive approach, items discovered out of stock too late
Multiple Lot Chaos: Difficult to track 4+ different lots with varying expiry dates
Zero Analytics: No consumption patterns, trends, or forecasting capability
Supplier Issues: Unpredictable lead times, no performance tracking
Poor Visibility: Need to check multiple sheets for complete picture
Critical Stockouts: Vitek GP ID at 0 stock, no automatic trigger
Expiry Wastage: GN AST 405 has 4 lots, manual expiry monitoring

✅ Our Solutions

Automated Tracking: Dynamic formulas update in real-time, zero manual calculation
Proactive Alerts: Multi-level notifications before stockouts occur
Batch Management: FEFO system automatically prioritizes oldest expiry
Full Analytics: 30/60/90-day trends, consumption forecasting, anomaly detection
Supplier Dashboard: Track actual vs promised lead times, performance scores
Single Dashboard: Everything visible on one screen with drill-down
Auto Reorder: System generates purchase indents when ROL breached
Expiry Calendar: Visual timeline with financial risk analysis

🎯 Real Example from Your Data

Vitek GP ID: Currently at 0 stock with no automatic reorder trigger. Our system would have generated an alert 7 days before stockout and auto-created purchase indent when ROL was breached.

Proposed Solution Architecture

System Architecture

📊 INTERACTIVE DASHBOARD

Single-screen overview with real-time updates

📦 Stock
Monitoring

📈 Consumption
Analytics

📅 Expiry
Management

📋 Reorder
Pipeline

🚚 Supplier
Performance

⬇️

📂 CENTRALIZED DATABASE

Excel Tables with Power Query & Dynamic Arrays

Excel Tables Dynamic Arrays (FILTER, XLOOKUP, LET) Power Query PivotTables Conditional Formatting Data Validation Sparklines Automated Workflows

Interactive Dashboard Design

Main Dashboard Layout

Stock Health

●●●○○

85% Optimal

Expiry Risk

₹12.5K

At Risk Value

Monthly Cost

₹85K

Current Month

Supplier Performance

85%

On-Time Delivery

📊

Live Stock Status Chart

Donut chart: Critical vs OK vs Near Expiry

🔴

Critical Items Alert List

Top 10 items requiring immediate action

📈

Consumption Trends

30-day patterns with trend indicators

📅

Expiry Calendar

Visual timeline of expiring items

🚀

Reorder Pipeline

Track pending orders with due dates

⚡

Quick Actions Panel

One-click access to common tasks

15 Comprehensive Modules

Complete sidebar navigation with specialized modules for every inventory management need:

🏠

Dashboard

Executive View
Operations View
Custom Dashboard
Department Views
Mobile View

📦

Stock Monitoring

Live Stock View
Batch Tracking
Stock Movements
Physical Verification
Stock Valuation

📈

Consumption Analytics

Trend Analysis
Forecasting
Seasonal Patterns
Department Usage
Anomaly Detection

⚠️

Alerts & Notifications

Critical Alerts
Reorder Alerts
Expiry Alerts
Custom Alerts
Alert History

📅

Expiry Management

Expiry Calendar
FEFO Calculator
Risk Analysis
Usage Suggestions
Disposal Tracking

📋

Reorder Management

Auto Reorder List
Reorder Calculator
Indent Generation
Approval Workflow
Order History

🚚

Supplier Tracking

Performance Dashboard
Lead Time Analysis
Quality Metrics
Supplier Comparison
Communication Log

💰

Cost Analysis

Cost Dashboard
Budget vs Actual
Cost per Test
Wastage Cost
Saving Opportunities

📊

Reports Library

Daily/Weekly Reports
Monthly Summary
Audit Reports
Custom Reports
Report Scheduler

⚙️

Settings & Config

System Settings
Item Categories
Formula Settings
Backup Settings
Integration Setup

👤

User Management

User Profiles
Role Management
Access Control
Activity Log
Login History

📤

Data Import/Export

Bulk Import
Template Download
Data Validation
Scheduled Exports
API Integration

🎯

KPI Dashboard

All KPIs View
Stock KPIs
Financial KPIs
Operational KPIs
Benchmarking

🔄

Audit Trail

Transaction Log
Change History
User Activity
Audit Reports
Data Integrity Check

❓

Help & Support

User Guide
Video Tutorials
FAQs
Troubleshooting
Contact Support

Advanced Features & Capabilities

🧮

Smart Calculations

✓ Dynamic Average Daily Consumption (ADC)
✓ Intelligent Reorder Level (ROL)
✓ Stock Coverage Calculation
✓ Expiry Risk Scoring (0-100)
✓ Supplier Performance Index
✓ Consumption Forecasting

🔍

Batch & Lot Management

✓ Multiple batch tracking per item
✓ FEFO (First Expiry First Out) system
✓ Manufacturing date tracking
✓ Supplier invoice linking
✓ Location-wise stock distribution
✓ Rack/shelf number tracking

📊

Advanced Analytics

✓ 7-day & 30-day moving averages
✓ Trend indicators (↗ ↘ →)
✓ Seasonal pattern detection
✓ Test-wise consumption linking
✓ Department-wise analysis
✓ Variance analysis reports

🎨

Visual Indicators

✓ Color-coded stock status
✓ Sparkline trend charts
✓ Conditional formatting
✓ Data bars for quick comparison
✓ Icon sets for status display
✓ Interactive pivot charts

🔐

Data Security & Audit

✓ Complete transaction logging
✓ User-wise activity tracking
✓ Change history maintenance
✓ Data validation rules
✓ Backup & restore capability
✓ Data integrity checks

📱

Accessibility

✓ Excel Online compatible
✓ Mobile-responsive views
✓ Tablet-optimized layouts
✓ Multi-user concurrent access
✓ Cloud storage ready
✓ OneDrive/SharePoint integration

🔬 Laboratory-Specific Features

Reagent Management

Specialized tracking for Vitek cards, culture media, antibiotics, and stains with shelf-life monitoring

Quality Control

Batch acceptance tracking, defect rate monitoring, and supplier quality scoring

Compliance Ready

Audit trail for NABL, CAP, ISO compliance with complete documentation

Test Linking

Connect inventory to test volumes for accurate consumption prediction

Intelligent Automation Workflows

The system operates on autopilot with minimal manual intervention:

🌅 Daily Morning Report Automation

⏰ Trigger: Every day at 7:00 AM

1. Scan all items for critical levels

2. Generate critical items list

3. Check expiry dates (next 7 days)

4. Calculate previous day consumption

5. Update moving averages

6. Email alert to Store Incharge

🔄 Automatic Reorder Generation

⚡ Trigger: When Current Balance ≤ Reorder Level

1. Calculate suggested reorder quantity

2. Check pending indents

3. Generate unique indent number

4. Populate indent with details

5. Assign to default supplier

6. Notify Purchase Department

⚠️ Expiry Alert Workflow

📅 Trigger: Daily check at 8:00 AM

1. Calculate days to expiry for all batches

2. Flag items expiring in ≤30 days

3. Generate FEFO usage suggestions

4. Create "Use First" priority list

5. Alert Department Head

6. Calculate financial impact

📦 Receipt Processing Automation

📥 Trigger: When new stock received

1. Match with pending indents

2. Update supplier lead time

3. Calculate on-time performance

4. Update current balance

5. Apply FEFO allocation

6. Generate GRN automatically

📊 Scheduled Reports

Daily (8:00 AM)

Stock position, critical items, expiry list

Weekly (Monday 9:00 AM)

Consumption analysis, trends, top items

Monthly (1st, 10:00 AM)

Comprehensive inventory health report

Quarterly (End of Q)

Audit report, variance analysis

⚙️ Key Automation Benefits

24/7

Continuous Monitoring

Zero

Manual Calculations

Instant

Alert Delivery

100%

Accuracy Guaranteed

Expected Benefits & ROI

100%

Elimination of Critical Stockouts

Proactive alerts prevent stockouts before they happen

30-40%

Reduction in Carrying Costs

Optimized inventory levels reduce capital tied up

50%

Reduction in Expiry Wastage

FEFO system and expiry calendar prevent wastage

80%

Time Saving in Tracking

Automation eliminates manual data entry and calculations

💰 Expected Annual Impact

Significant Savings

Estimated cost reductions and efficiency improvements

Major Reduction

Stockout Prevention

50%+ Saved

Expiry Wastage

30-40% Lower

Inventory Carrying Cost

80% Saved

Labor Time

Implementation Timeline

Structured 8-week implementation plan with minimal disruption to operations:

Phase 1: Foundation (Week 1-2)

✓ Requirements finalization and validation
✓ Template development and testing
✓ Data structure setup
✓ Core formulas implementation
✓ Dashboard creation
✓ Initial testing and bug fixing

Phase 2: Data Migration (Week 3)

✓ Historical data import
✓ Data validation and cleaning
✓ Test transactions
✓ User acceptance testing

Phase 3: Training (Week 4)

✓ Admin training (2 hours)
✓ User training (2 hours)
✓ Department-specific training
✓ Q&A session
✓ Go-live preparation

Phase 4: Go-Live & Support (Week 5-8)

✓ System go-live
✓ Daily support and monitoring (Week 5-6)
✓ First review and adjustments (Week 7)
✓ Final handover and documentation (Week 8)

📚 Comprehensive Training & Support

Documentation Provided:

User Manual (PDF)
Quick Reference Guide
Video Tutorials (10 videos)
FAQs Document
Troubleshooting Guide

Support Structure:

First Month: Daily check-ins
Months 2-3: Weekly support
Months 4-6: Monthly reviews
After 6 months: Quarterly checks

Transform Your Lab Inventory Management