Transform Your Lab Operations with Intelligent Automation
Vaishnavi Bhardwaj
VaidehIT Infosec Private Limited
📧 vaishnavibhardwaj@vaidehitinfosec.com
📞 +91-8018421829
We propose a fully automated, Excel-based Laboratory Inventory Management System with an interactive dashboard specifically designed for single department optimization. This system transforms manual tracking processes into an intelligent, data-driven operation.
Based on comprehensive analysis, we've identified critical challenges in current inventory management practices:
| Challenge | Impact | Current State |
|---|---|---|
| Manual Stock Tracking | Time-consuming, error-prone | Excel with static formulas |
| No Real-time Alerts | Reactive rather than proactive | Manual checking required |
| Multiple Lot Management | Expiry tracking difficulties | Manual expiry monitoring |
| No Consumption Analytics | Inaccurate forecasting | No historical data analysis |
| No Supplier Performance | Unpredictable lead times | No tracking of actual vs promised |
| No Dashboard View | Poor visibility | Multiple sheets to check |
Items like Vitek GP ID at 0 stock with no automatic reorder trigger
GN AST 405 has 4 different lots with varying expiry dates requiring manual tracking
MSL and ROL calculated but not dynamic or data-driven
Consumption patterns not tracked or analyzed for forecasting
Items out in satellite locations not tracked centrally
Expensive items expiring due to poor batch management
A comprehensive yet simple architecture designed for single-department excellence
| Component | Technology Used | Purpose |
|---|---|---|
| Data Storage | Excel Tables with Structured References | Organized data management |
| Calculations | Dynamic Array Formulas (FILTER, XLOOKUP, LET) | Real-time computations |
| Mobile Support | QR Codes + Excel Online | Mobile stock taking |
| Dashboard | PivotTables + Slicers | Interactive visualization |
| Charts | Sparklines, Conditional Formatting | Visual indicators |
| Automation | Data Validation, Dropdowns | User input control |
Each function is designed to solve a specific pain point in your current workflow:
Current: Manual ADC entry
Enhanced: Automated ADC calculation from daily issues with weighted averages (recent consumption weighted higher), seasonal adjustments, and test-volume linked consumption.
Value: 100% accurate reorder points based on actual usage
Current: Multiple lots manually tracked
Enhanced: Auto-suggest which batch to use next, warn if trying to issue from newer batch first, track batch utilization percentage.
Value: Significant reduction in expiry wastage
Current: Fixed lead time assumption
Enhanced: Actual lead time tracking per supplier/item with average, min, max calculations and supplier on-time performance.
Value: Eliminate guesswork in safety stock calculation
Current: Independent consumption tracking
Enhanced: Link consumption to test volumes, calculate consumption per test, forecast based on scheduled tests.
Value: Predict stock needs based on planned workload
Current: All items treated equally
Enhanced: Score each item (1-10) on patient impact, lead time variability, and substitution availability.
Value: Focus resources on what matters most
Current: Manual counting → Excel entry
Enhanced: QR code-based mobile counting with auto-sync and instant variance reports.
Value: 75% faster stock verification with 100% accuracy
Current: Single stock location
Enhanced: Track stock across main store, satellite lab, emergency cart, and point-of-use locations.
Value: Prevent hidden stockouts in satellite locations
Current: Manual reorder calculation
Enhanced: Smart suggestions considering min order quantity, pack size, and supplier grouping.
Value: Optimal order quantities
Current: Manual expiry tracking
Enhanced: Special handling for items with shelf life < 30 days with smaller, frequent orders and daily monitoring.
Value: Zero wastage of short-dated items
Current: No tracking of unavailable items
Enhanced: Track items on backorder with expected dates and suggest approved substitutes.
Value: Continuous workflow despite shortages
Reduce manual stock management time by 75%. Automated calculations, alerts, and reports free up staff for patient care and critical tasks.
Save significantly through reduced wastage, optimal inventory levels, and prevention of emergency orders. Typical savings: 20-30% of inventory costs.
Achieve 99.5% stock availability (≤ 2 stockouts/year) through proactive monitoring and smart reordering.
Make informed decisions based on real consumption patterns, supplier performance, and trend analysis instead of guesswork.
Maintain comprehensive records of all transactions, batch usage, and stock movements for compliance and accountability.
Perform stock counts and check inventory levels from anywhere using mobile devices with QR code scanning.
| Metric | Current State | Target with System |
|---|---|---|
| Stock Availability % | 85-90% | 99.5% |
| Expiry Wastage % | 5-10% | <1% |
| Stock Accuracy % | 75-80% | 98% |
| Time on Manual Tasks | 15-20 hrs/week | 4-5 hrs/week |
| Critical Item Coverage | Variable | ≥14 days always |
Duration: 1 hour
Dashboard navigation, reports interpretation, and decision-making insights
Duration: 1 hour
Daily operations, consumption entry, and mobile stock-taking
Duration: 1.5 hours
Stock management, procurement processes, and system administration
| Period | Support Level | Details |
|---|---|---|
| First Month | Daily Support | On-call assistance for any questions or issues |
| Months 2-3 | Weekly Check-ins | Scheduled calls to review progress and optimize |
| After 3 Months | On-demand Support | Email/phone support as needed + quarterly reviews |
See the system in action with your actual data and scenarios
Duration: 30-45 minutes
Format: Online or In-person
We'll analyze your current processes and identify key improvement areas
No obligation
Customized insights
Start with a limited pilot to see results before full implementation
Low risk
Proven approach
Let's discuss how we can optimize your laboratory inventory management
Vaishnavi Bhardwaj
Inventory Management Specialist
VaidehIT Infosec Private Limited