Warehouse Inventory System

The vendor is required to provide to address these challenges by implementing a modern, integrated solution to support the full lifecycle management of science kits and warehouse inventory management system to streamline.
- Provide a centralized platform for:
• Order fulfillment: streamlining the ordering process for elementary school teachers and warehouse staff.
• Inventory management: enabling real-time inventory tracking, automated replenishment alerts, and efficient inventory control.
• Distribution support: efficiently managing the distribution of kits to schools, including readily identifying the physical location of supplies in the warehouse for ready fulfillment.
• Analytics and reporting: providing robust reporting and analytics capabilities to support data-driven decision-making.
- System requirements
• The system shall allow the elementary science specialist to configure quarterly ordering windows with specific open and close dates, at least 30 days before each quarter begins.
• The system shall provide an automated reminder email capability that sends notifications to science leads 7, 3, and 1 day(s) before ordering deadlines.
• The system shall allow the science specialist to create, modify, and archive science kit definitions including all materials, quantities, and units, with changes tracked by version and date.
• The system shall prevent editing of materials once an ordering window is open, unless authorized by an administrator with appropriate permissions.
• The system shall maintain historical ordering data for at least 3 academic years to support trend analysis and future planning.
• The system shall support records management policies.
- User management requirements
• The system shall synchronize with the student information system (SIS) (Edu point product) daily to maintain an accurate list of science lead teachers at each elementary school.
• The system shall provide role-based access control with at least 5 distinct permission levels (administrator, science specialist, science lead, science teacher, and read-only).
• The system shall allow the science specialist to add, modify, and remove administrative users within 1 business day of request approval.
- Ordering and inventory management requirements
• The system shall support a two-tier approval workflow where teachers submit orders that science leads must approve before final processing.
• The system shall calculate final quantities for bulk ordering based on teacher requests, with adjustable buffers of 5-15% configurable by the science buyer.
• The system shall track inventory levels for all materials with alerts when stock falls below configurable thresholds, customizable by item.
• The system shall generate standardized reports for transactions, inventory levels, and order fulfillment status on demand and according to a scheduled delivery (weekly, monthly, and quarterly).
- Special ordering and materials requests requirements
• The system shall provide a tracking mechanism for special material requests outside the standard ordering process, categorized by at least 6 request types.
• The system shall support the creation and management of delivery schedules with the capability to assign delivery dates within a 5-day window for each school.
• The system shall cross-reference class and teacher counts between the portal and sis (Edu point product) to identify discrepancies greater than 1%, flagging these for review.
- Procurement requirements
• The system shall maintain a catalog of approved vendors with contract information, pricing, and lead times, updated quarterly.
• The system shall track purchase orders from creation through delivery, with status updates at each stage visible to authorized users within 1 business day.
• The system shall support multiple procurement methods, including standard purchase orders and credit card purchases, with appropriate approval workflows for each.
• The system shall allow new items to be added to the catalog with Institute code assignment within 3 business days of request submission.
- Warehouse and fulfillment requirements
• The system shall generate all necessary documentation for order fulfillment (pick-tickets, order checks, packing slips, and packing labels) within 2 minutes of request submission.
• The system shall support cycle counting functionality with the ability to update inventory records in real-time and maintain an audit trail of all adjustments.
• The system shall enable barcode scanning for receiving, fulfillment, and delivery verification, reducing manual entry errors by at least 90%.
• The system shall integrate with the warehouse request system to automatically generate delivery tickets for staged orders.
• The system shall have the capability to move inventory from a bulk storage location to a primary pull location using the FIFO method.
- Integration requirements
• The system shall integrate with focus (an SAP product) for purchase order generation and receiving within 1 business day of implementation.
• The system shall integrate with filemaker pro for inventory tracking until a complete migration plan is approved and implemented.
• The system shall provide API endpoints for future integration with digital curriculum platforms, adhering to district security standards.