A medical and surgical college centralized supplies across its stores, labs and clinics

The client

The client is a large medical and surgical college in India with academic and clinical facilities.

It holds clinical supplies, laboratory materials, teaching inventory and operational stock across stores, departments, laboratories and clinics. Shortages affect teaching and patient care alike.

The challenge

Inventory records were kept, but stock visibility depended on separate departmental records and manual coordination between stores and departments.

• No central view of stock across stores, labs and clinical areas.
• Risk of shortages and delayed replenishment.
• Discrepancies between departmental spreadsheets.
• Inefficient movement of stock between campus locations.
• Repetitive reconciliation work for staff.

What they set up in Asset Infinity

The college centralized its institutional inventory in Asset Infinity, with location-level tracking, structured movements, minimum stock levels and reporting.

Every stock point mapped

Stores, departments, laboratories and clinical stock points are set up as locations, with clinical, lab, teaching and operational items in one inventory. (Stores)

Structured movements

Receiving, issuing and transfers between campus locations follow one workflow, so each movement is recorded. (Stores)

Minimum stock levels

Frequently required items have minimum levels, and items reaching them appear on the reorder list before departments run short. (Stores)

Campus-wide reporting

Reports show stock across stores, labs, departments and clinics, replacing departmental spreadsheets. (Insight)

How it works day to day

Here is how supplies are managed across campus now.

1. Central store: receives supplies. Deliveries are received into the central store, and quantities update for everyone looking at the inventory.
2. Department staff: request what they need. A laboratory or clinical area asks for supplies, and can see what the central store holds.
3. Storekeeper: issues or transfers stock. Items are issued to the department or transferred to its stock point, and the movement is recorded at both ends.
4. System: flags low stock. When a frequently used item reaches its minimum level, it appears on the reorder list.
5. Purchasing: restocks in time. A purchase request is raised from the reorder advice before departments are affected.
6. Administration: reviews stock. Reports show stock and movements across stores, labs and clinics, replacing reconciliation of departmental spreadsheets.

Before and after

How it rolled out

1. Inventory reviewed. Categories, stores, laboratories and replenishment practices were reviewed, and records consolidated.
2. Locations and workflows set. Stock points were mapped, movements structured, and minimum levels defined for frequently required items.
3. Teams trained, levels refined. Store and departmental teams were trained, and stock structures and replenishment settings refined.

The results

• Central stock visibility across stores, labs, departments and clinical facilities
• Low-stock supplies identified before departments are affected
• Structured receiving, issuing and transfers across campus
• Fewer departmental spreadsheets and less reconciliation effort
• Timely restocking based on current quantities and minimum levels

Why it worked

Built around campus locations

Stores, labs, departments and clinics were each mapped, so the system matched how stock is really held.

Levels for what matters

Minimum levels started with frequently required items, where shortages hurt most.

Refined with use

Stock structures and replenishment settings were adjusted as teams worked with them.

Looking ahead

The college moved from scattered departmental records to one inventory across academic, laboratory and clinical operations. Teams see what is on hand, move stock in a controlled way and know when to replenish.

Less manual coordination and better availability mean stores, labs, departments and clinical teams spend less time chasing supplies.