Inventory management systems and practices

Inventory System Upgrade

The project aims to develop a system whereby inventory maintenance would become easier, efficient and less time-consuming. This proposal includes a change in management practices, use of advanced technology and a system that would ensure minimum deterioration of facilities. Four school administrators will take part in the implementation of this plan. Out of them, the most experienced one is selected as project leader because only implementation and planning can be best handled by one specialist. "Whether an administrator or project management specialist, a single individual should provide the project leadership necessary to effectively manage the time, cost and quality of a project from inception to completion." (Gaydon, 2002)

Needs Assessment careful analysis and examination of school facilities reveal that inventory system needs to be completely revamped in order to avoid extra costs that are incurred every year on unexpected wear and tear of school facilities. It has been noticed that the main reason why school facilities have been deteriorating at a faster rate is the lack of supervision and faulty management practices. A new plan is therefore required in order to revamp inventory system and make it more efficient.

The inventory system in a school is responsible for keeping a record of the facilities inventory including building, labs, furniture, fixtures and all equipment and utilities. Without a proper plan for the maintenance of this record, administrators may overlook deteriorating facilities and this result in sudden breakdown of important facilities resulting in major overheads and unexpected costs. Any school would want to avoid this extra expenditure as it placed enormous burden on school funds, which could otherwise be used for other important purposes.

4. Project Objectives

Since this plan is extremely important to minimize deterioration and make inventory assessment and management process more efficient, its objectives should also be studied carefully. These objectives are:

Inventory assessment on regular basis

More efficient and accurate assessment of the exact condition of facilities

An estimate of costs to be incurred on annual or bi-annual maintenance of facilities

To determine exactly when examination of facilities is required

To use technology for faster record keeping

Improvement of management practices to ensure smooth functioning of facilities

5. The Evaluation Technique questionnaire was distributed to school administrators and teachers with regard to facilities. Response rate was close to 98% with 53% of respondents claiming that the area that needed more attention was the science lab. The second area, in dire need of attention was 'school vehicles and furniture'. The third was computer lab that some teachers felt needs to be revamped. Since students regularly use these facilities, their deterioration rate is faster than the rest of the facilities and therefore a regular examination is required. However in the absence of a better inventory management system, administrators would ignore signs of deterioration and problem is detected only after it is too late. This results in loss of both precious time as well as school funds. Some teachers felt that school building is though in good condition, it should be used for other purposes too especially during summer vacations to generate more income. "Maximizing the availability of school facilities could lead to a more favorable environment for future funding and bond referendums." (Facilities Management-American School & University, Dec 1, 2002) separate survey was also conducted through personal interviews to find out the condition of problem facilities. Computer and science lab assistants were contacted and they agreed with the poor maintenance and operations problems. It has been recognized that limited funds are also a major cause of concern. "...The nation's schools are facing serious financial pressures. Limited facilities budgets and pressures on maintenance and operations departments to do more add to the challenge." (Facilities Management, Dec 1, 2002)