Lab Inventory Management System

Complete Automation & Dashboard Solution · Professional Proposal | Version 2.0

What You Get — In Plain English

One dashboard that shows your entire lab stock at a glance — no more jumping between sheets
Automatic alerts when stock is low or items are about to expire — you act before problems happen
Smart reorder suggestions — the system tells you what to order and when
80% less manual work — tracking, calculations, and reports happen automatically

VaidehIT Infosec Private Limited

vaishnavibhardwaj@vaidehitinfosec.com

+91-8018421829

Proposed by: Vaishnavi Bhardwaj

1. Overview

Executive Summary

An Excel-based system that replaces manual tracking with smart automation. You get one dashboard, automatic alerts, and 80% less admin work. No stockouts, less wastage, lower costs.

100%

Stockout Elimination

Proactive alerts prevent critical stockouts

50%

Wastage Reduction

FEFO system minimizes expiry wastage

30-40%

Lower Costs

Optimized inventory carrying costs

80%

Time Saved

Automation eliminates manual work

Key Deliverables

                    System Components
                    Interactive Dashboard with Real-time KPIs
15+ Specialized Management Modules
Automated Stock Monitoring
Batch & Expiry Management

                

                    Advanced Features
                    Consumption Analytics & Forecasting
Supplier Performance Tracking
Complete Audit Trail System
Mobile-Responsive Access

                

2. Your Pain Points

Current Challenges & Our Solutions

We've identified critical challenges in your current system and designed specific solutions for each.

Bottom line: We solve 6 key problems: manual tracking, no alerts, lot chaos, no analytics, unpredictable suppliers, and poor visibility. Each row below shows the problem and our fix.

Current Challenge	Impact	Our Solution
Manual Stock Tracking	Time-consuming, error-prone	Automated tracking with real-time updates
No Real-time Alerts	Reactive approach, late discoveries	Proactive multi-level notifications
Multiple Lot Chaos	Expiry tracking difficulties	FEFO system with batch management
No Analytics	Inaccurate forecasting	Full analytics with trend forecasting
Unpredictable Suppliers	Variable lead times	Supplier performance dashboard
Poor Visibility	Multiple sheets to check	Single dashboard with drill-down

⚠️ 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.

GN AST 405: Has 4 different lots with varying expiry dates. Our FEFO system automatically prioritizes oldest expiry for consumption.

3. How It Works

System Architecture

A comprehensive, layered architecture built on Excel's powerful features for maximum reliability and ease of use.

Bottom line: Everything flows from one dashboard → to monitoring, analytics, and alerts → to a central database. You see the dashboard; the rest runs automatically.

Complete System Flow

📊 INTERACTIVE DASHBOARD

Single-screen overview with real-time KPIs

↓

📦
Stock
Monitoring

📈
Consumption
Analytics

📅
Expiry
Management

📋
Reorder
Pipeline

🚚
Supplier
Performance

↓

📂 CENTRALIZED DATABASE

Excel Tables with Power Query & Dynamic Arrays

Technology Stack

Component	Technology	Purpose
Data Storage	Excel Tables with Structured References	Organized data management
Calculations	Dynamic Array Formulas (FILTER, XLOOKUP, LET)	Real-time computations
Data Processing	Power Query (Get & Transform)	Data cleaning & transformation
Dashboard	PivotTables + Slicers + Timeline	Interactive visualization
Visual Indicators	Sparklines, Conditional Formatting	At-a-glance status
Automation	Data Validation, Named Ranges	Error prevention & control

4. Your New Dashboard

Dashboard Design & Layout

A beautifully designed, intuitive dashboard that shows everything you need on a single screen.

Lab Inventory Dashboard | Last Updated: Real-time | User: Admin

Stock Health

85%

●●●●○

Expiry Risk

₹12.5K

At Risk

Monthly Cost

₹85K

This Month

Supplier Perf

85%

On-Time

📊 Stock Status Chart

Donut Chart: Critical vs OK vs Near Expiry

📅 Expiry Calendar

Month View with Expiry Dates

🔴 Critical Items (Top 5)

1. Vitek GP ID - 0 units
2. ANC Card - 0 units
3. Vitek Saline - 18 units
4. Ciprofloxacin - 0 packs
5. Culture Media - 5 units

📋 Reorder Pipeline

Vitek AST - On Track
GN AST 405 - Delayed (+5d)
Saline - On Track
3 pending orders

Dashboard Features

👁️

See at a Glance

All critical info visible without scrolling

🎨

Color-Coded

Red/Yellow/Green for instant understanding

📈

Visual Charts

Graphs show trends better than numbers

⚡

One-Click Actions

Quick access to all common tasks

5. File Organization

File Structure & Organization

A well-organized file structure that makes navigation and maintenance effortless.

Excel Workbook Structure

📁 Lab_Inventory_System.xlsx

│

├── 📊 Dashboard_Main (Home Screen)

│

├── 📁 MODULES (User-Facing Sheets)

│ ├── 🏠 Dashboard

│ ├── 📦 Stock Monitoring

│ ├── 📈 Consumption Analytics

│ ├── ⚠️ Alerts & Notifications

│ ├── 📅 Expiry Management

│ ├── 📋 Reorder Management

│ ├── 🚚 Supplier Tracking

│ ├── 💰 Cost Analysis

│ ├── 📊 Reports Library

│ ├── ⚙️ Settings & Configuration

│ ├── 👤 User Management

│ ├── 📤 Data Import/Export

│ ├── 🎯 KPI Dashboard

│ ├── 🔄 Audit Trail

│ └── ❓ Help & Support

│

├── 📂 DATA TABLES (Hidden Sheets)

│ ├── tblStockMaster

│ ├── tblTransactions

│ ├── tblSuppliers

│ ├── tblItems

│ ├── tblConsumption

│ └── tblSettings

│

└── 📂 TEMPLATES

├── New_Item_Template

├── Bulk_Upload_Template

└── Report_Templates

                ✓ Why This Structure Works
                User-Friendly: All modules accessible from sidebar navigation
Protected Data: Core tables hidden to prevent accidental changes
Easy Maintenance: Clear separation between interface and data
Scalable: Easy to add new modules or features

            

6. Data Structure

Data Models & Core Tables

Robust data structures designed for reliability, scalability, and performance.

Bottom line: We organize your data into 5 clear tables — Items, Stock, Transactions, Suppliers, and Consumption. You don't need to manage these directly; the system handles everything. You just use the dashboard.

Table 1: tblItems (Item Master Database)

1. Item ID - Unique identifier

2. Item Name - Product name

3. Category - Vitek Cards, Antibiotics, etc.

4. Sub-Category - Detailed classification

5. Unit of Measurement - Box, Pack, Bottle

6. Unit Price - Cost per unit

7. Supplier ID - Default supplier

8. Min Order Quantity - Minimum purchase

9. Shelf Life - Days from manufacture

10. Storage Conditions - Temperature, humidity

11. Hazard Level - Safety classification

12. Active Status - Y/N

Table 2: tblStock (Current Inventory)

1. Stock ID - Unique record

2. Item ID - Links to tblItems

3. Lot/Batch Number - Batch tracking

4. Expiry Date - Use-by date

5. Manufacturing Date - Production date

6. Current Quantity - Available stock

7. Location - Store room, Lab 1, Lab 2

8. Rack/Shelf Number - Physical location

9. Received Date - Receipt date

10. Invoice Number - Supplier invoice

11. Stock Value - Qty × Price (Calculated)

12. Days to Expiry - Calculated daily

13. Expiry Risk - High/Medium/Low (Calculated)

14. Last Count Date - Physical verification

Table 3: tblTransactions (All Movements)

1. Transaction ID - Unique transaction

2. Date & Time - Timestamp

3. Item ID - Product reference

4. Lot Number - Batch reference

5. Transaction Type - RECEIVE/ISSUE/ADJUST

6. Quantity - Amount moved

7. Balance After - Remaining stock

8. Reference No - Indent/Issue slip

9. Department - Issued to/from

10. User ID - Who performed action

11. Remarks - Notes

12. System Timestamp - Auto-logged

Table 4: tblSuppliers (Vendor Management)

1. Supplier ID - Unique vendor

2. Supplier Name - Company name

3. Contact Person - Main contact

4. Phone & Email - Contact details

5. Address - Location

6. Promised Lead Time - Days committed

7. Actual Lead Time - Average (Calculated)

8. On-Time % - Delivery performance

9. Quality Rating - 1-5 stars

10. Payment Terms - Credit period

11. Total Orders - Lifetime orders

12. Total Value - Lifetime spending

Table 5: tblConsumption (Daily Analytics)

1. Date - Daily record

2. Item ID - Product reference

3. Daily Consumption - Units used

4. 7-Day Average - Weekly trend

5. 30-Day Average - Monthly trend

6. Monthly Cumulative - Month total

7. Trend Indicator - ↗ ↘ →

8. Department Split - Usage by dept

Key Formulas

Formula 1: Average Daily Consumption (ADC)

ADC = LET( item, [@[Item Name]], dates, FILTER(tblTransactions[Date], tblTransactions[Item]=item), qtys, FILTER(tblTransactions[Quantity], tblTransactions[Item]=item), last30, FILTER(qtys, dates>=TODAY()-30), AVERAGE(last30) )

Formula 2: Smart Reorder Level (ROL)

ROL = LET( adc, [@ADC], leadTime, [@[Avg Lead Time]], safety, [@[Safety Days]], (adc * leadTime) + (adc * safety) )

Formula 3: Stock Coverage with Alert

Coverage_Status = SWITCH(TRUE, [@[Current Balance]]<=0, "OUT OF STOCK", [@[Stock Coverage]]<=7, "CRITICAL (<7 days)", [@[Stock Coverage]]<=[@[Avg Lead Time]], "REORDER DUE", [@[Stock Coverage]]<=90, "MONITOR", "SAFE" )

Formula 4: Expiry Risk Calculator

Expiry_Risk = LET( daysToExpiry, [@[Expiry Date]]-TODAY(), SWITCH(TRUE, daysToExpiry<=0, "EXPIRED", daysToExpiry<=30, "HIGH RISK", daysToExpiry<=90, "MEDIUM RISK", daysToExpiry<=180, "LOW RISK", "SAFE" ) )

7. Features

15 Comprehensive Modules

Complete coverage of every aspect of inventory management through specialized modules.

🏠

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

Intelligent Automation Workflows

The system works on autopilot - automatically monitoring, calculating, alerting, and acting.

🌅 Daily Morning Report

Every Day at 7:00 AM

Automated Actions:

Scans all items for critical stock levels (Balance ≤ MSL)
Generates prioritized Critical Items List
Identifies items expiring in next 7 days
Calculates previous day's consumption
Updates 7-day and 30-day moving averages
Sends email alert to Store Incharge
Refreshes Dashboard automatically

🔄 Automatic Reorder Generation

Triggered when Stock ≤ Reorder Level

Automated Actions:

Calculates suggested reorder quantity using smart formula
Checks for existing pending indents to avoid duplication
Generates unique indent number automatically
Populates complete indent form with all details
Assigns to default supplier from master data
Sends notification to Purchase Department
Creates task in Reorder Pipeline with tracking

⚠️ Expiry Alert Workflow

Daily Check at 8:00 AM

Automated Actions:

Calculates days to expiry for all batches
Flags items with expiry ≤ 30 days as high risk
Generates FEFO (First Expiry First Out) usage suggestions
Creates prioritized "Use First" list for technicians
Sends detailed alert to Department Head
Updates Expiry Calendar with visual indicators
Calculates financial impact of potential wastage

📦 Receipt Processing Automation

Triggered when New Stock Received

Automated Actions:

Matches received items with pending indents
Updates Actual Lead Time for supplier performance
Calculates On-Time Delivery percentage
Updates Current Balance automatically
Allocates stock using FEFO principle
Updates stock valuation in real-time
Generates GRN (Goods Received Note) automatically

Why Automation Matters

🎯 Zero Manual Work: System handles all calculations, monitoring, and reporting automatically

⚡ Instant Response: Alerts generated the moment thresholds are breached

📊 Always Accurate: Eliminates human errors in calculations and data entry

🔄 Continuous Operation: Works 24/7 without breaks or holidays

9. Timeline

Implementation Plan

8 weeks from start to go-live. We handle setup, data migration, training, and support. Minimal disruption to your daily operations.

Bottom line: Week 1–2: Build. Week 3: Migrate your data. Week 4: Train your team. Week 5–8: Go live + support. You're fully operational in 8 weeks.

Phase 1: Foundation

Week 1-2

Days	Activities
Day 1-2	Requirements finalization and validation with your team
Day 3-5	Template development and initial structure setup
Day 6-7	Data structure and table configuration
Day 8-10	Core formulas and calculation engine implementation
Day 11-12	Dashboard creation and visualization design
Day 13-14	Comprehensive testing and bug fixing

Phase 2: Data Migration

Week 3

Days	Activities
Day 15-16	Historical data import and migration
Day 17-18	Data validation, cleaning, and quality checks
Day 19-20	Test transactions and workflow validation
Day 21	User acceptance testing and feedback

Phase 3: Training

Week 4

Days	Activities
Day 22	Admin training (2 hours) - System administration
Day 23	User training (2 hours) - Daily operations
Day 24	Department-specific training sessions
Day 25	Q&A session and doubt clarification
Day 26	Go-live preparation and final checks

Phase 4: Go-Live & Support

Week 5-8

Period	Activities
Day 27	Official system go-live
Week 5-6	Daily support and monitoring
Week 7	First review and system adjustments
Week 8	Final handover and complete documentation

Training & Documentation

                    📚 Documentation Provided
                    User Manual (PDF) - Complete step-by-step guide
Quick Reference Guide - Cheat sheet for common tasks
Video Tutorials - 10 videos (5-10 mins each)
FAQs Document - Common questions answered
Troubleshooting Guide - Problem-solution matrix
Admin Guide - System administration manual

                

                    🛟 Support Structure
                    First Month: Daily check-ins, phone/email support
Months 2-3: Weekly check-ins, priority support
Months 4-6: Monthly review meetings
After 6 months: Quarterly health checks

                

10. Why Us

Why Choose VaidehIT Infosec?

We don't just build systems - we create solutions that transform how you work.

🎯

Zero Learning Curve

Your staff already knows Excel. Intuitive interface, instant adoption

🖱️

One-Click Operations

Every task is ONE CLICK away. Simple buttons, no complexity

🎨

Visual Intelligence

Color-coded alerts show what needs attention at a glance

🤖

Smart Automation

System thinks for you - just review and approve

📱

Access Anywhere

Desktop, web, mobile - work from anywhere, anytime

🛡️

Built-in Security

InfoSec expertise - enterprise-grade data protection

Tangible Benefits

100%

Stockout Elimination

Proactive alerts prevent critical stockouts

50%+

Less Wastage

FEFO system minimizes expiry wastage

30-40%

Cost Reduction

Optimized inventory carrying costs

80%

Time Saved

Automation eliminates manual tracking

Intangible Benefits

🏥 Patient Safety: No stockout of critical items ensures uninterrupted patient care

⚡ Staff Efficiency: Focus on value-added activities, not data entry

📊 Decision Support: Data-driven procurement decisions improve outcomes

✅ Audit Compliance: Complete traceability satisfies regulatory requirements

🤝 Supplier Management: Performance data enables better negotiation

💰 Budget Control: Accurate forecasting improves financial planning

11. Next Step

Ready to Transform Your Lab Inventory Management?

Let's discuss how this solution can be customized for your specific needs

📊 Open Full App (React) 📊 View Demo Dashboard 📧 Email Us 📞 Call +91-8018421829

What Happens Next?

Schedule Demo

15-minute live demo of dashboard and key features

Requirement Discussion

Understand your specific needs and customizations

Proposal Finalization

Customized proposal with exact specifications

Implementation

8-week structured implementation with training