Using Gibbs: Reflecting on my Experience in Automation Inventory Management System

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Descriptions

Transiting from manual inventory and invoicing method to automated inventory management system was not an easy task for the department although it was meant to be a problem-solving solution for us. The department was formed 3 years ago, as it was new, we started everything in manual method. When we were using Microsoft Excel to record the inventory in and out stock, it was done by one administrative staff. With the implementation of the inventory management system, every staff must have a hand in the system and is responsible for own sector’s input and output.

As a Product Developer and Head of Department, I would finalised a new retail product development and placed order with my overseas supplier. Upon placing the order, I had to create an inbound order upon my order so that the system can capture what is to be shipped in. But halfway through the creation, I realised I had yet to create a Product ID, so I had to abandon my inbound order creation to hop over the Product ID creation side. And halfway through the creation of the Product ID, due to it was a new product category, I had to create a new Product Type and Class, and so I had to abandon my work again to go through the proper procedure.

Feelings

Initially, I felt irritated as it was time consuming, and had to take many steps in order to launch a new product. However, as the processes moved on, when the products were shipped in, the logistic team just needed to click 2 buttons, the stocks were taken into the system. And, when the sales team closed a sales deal, all needed to be done was to create an outbound order where all the products ID were already in the system, it just took a few clicks to form a Delivery Order and Invoice. I felt it was just a little hassle at the beginning but followed with a smooth process for the entire team, it was worth the time and effort.

Evaluation

Question would be asked why not let the administrative staff do the work in creating the Product ID and all the other hassle works. After using the system, my understanding of going digital comprises of more than just inventory management and issuing delivery orders and invoices. It helps to manage costings, budgeting, data gathering and stock planning. Having to do it myself from the beginning allows me to have the right data input into the system and benefit the rest of the team in a holistic way.

Conclusions

There are many functions in the system, and it takes an effort to experiment every feature to benefit the department and organisation. Most of the time, one would just use the specific feature that is required in own scope of job, however, as a Project IC and Head of Department, I would need to understand the benefit of each function and how to maximise the use of it to allow the team to get most of the system.

Action

In the next coming month, I aim to complete the familiarisation of the whole system and shall not hesitate to get the supplier to give another round of training if needed. From inputting all the essential data such as product costs, selling prices, location of stocks, suppliers, and customers contacts to training the team to accustomed to using it such as scanning the barcodes to in and out stocks, and linking to digital payment by customers. This is the way to digital business transformation. Transformation starts with me.