Vendor Managed Inventory

A Case Study



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Goal

Design a cost-effective and efficient VMI solution to make advanced inventory management accessible to mid-sized businesses by reducing both startup and operational costs, thereby enhancing their efficiency and competitiveness.

Responsibilities

  • Conducting client interviews
  • Usability Studies
  • Wireframing
  • Prototyping

Client Interviews and Research

Interviews with our Client Advisory Board (CAB) revealed the need for features like barcode scanning, easy order submission, real-time inventory analytics, and streamlined order approval, while also highlighting issues such as inefficient manual processes and lack of real-time data.

Key Findings

Critical Features Identified

Feedback highlighted the need for barcode scanning, easy order submission, real-time inventory analytics, and seamless order approval.

Inventory Analysis

Administrators review and approve user-submitted replenishment orders to ensure they align with inventory strategy.

Challenges with Current Systems

Common challenges like inefficient manual processes, lack of real-time data, and poor user interfaces shaped the design priorities for our VMI solution.

Administrator Role

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Laura Porter

Laura plays a key role in the VMI program, managing warehouses, cataloging products, supervising users, and approving replenishment orders to ensure optimal stock levels.


User Management
  • Manages user accounts
  • Assigns roles and permissions
  • Aligns responsibilities with inventory management
Order Approval
  • Reviews user-submitted replenishment orders
  • Approves orders

User Role

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Larry Cabello

As a key player in the VMI program, this role monitors warehouse inventory, counts products, and initiates replenishment orders to keep the warehouse stocked.


Inventory Counting
  • Count inventory routinely
  • Use scan guns for barcode scanning
  • Ensure accuracy and efficiency
Replenishment Requests
  • Submit replenishment requests through the app when inventory levels fall below thresholds
  • Detail quantities needed
  • Identify urgent restock items

Mobile App

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Used by the User Role (Larry Cabello)

A mobile app eliminates the need for dedicated scan guns by using any smart phone with a camera so they can scan barcodes, making this a cost-effective solution that boosts efficiency significantly for our target audience.

Barcode Scanning Feature
  • Barcode scanner accessible from the home screen
  • Utilizes the phone's camera to scan product barcodes
  • After scanning a barcode, it shows product details and a field for entering the count
  • Option to confirm or cancel scans to avoid errors
Inventory Counting Interface
  • Allows users to enter quantities via a numeric keypad after scanning a product
  • Provides an option to add notes for each item
  • Enables quick switching between products for fast counting
Explore Wireframes

Desktop

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Administration UI

The Desktop Administration UI features an intuitive dashboard that provides real-time insights and efficient product management, leveraging existing storefront UI to reduce stockouts and enhance user satisfaction.

Intuitive Dashboard
  • Reuses existing UI from the storefront side
  • Dashboard offers real-time insights into warehouse activities
  • Displays inventory levels of fast-moving and slow-moving items
  • Reduces the likelihood of stockouts or delays
Efficient Product Management
  • Enables administrators to track inventory accurately
  • Allows updating of product details
  • Ensures end users receive correct and timely orders
  • Enhances trust and satisfaction among end users
Explore Wireframes

Finding 1

Order Submission Clarity

  • Users faced confusion when submitting orders
  • Uncertainty about whether submission reflected actual product count or the difference between maximum inventory level and current count
  • Ambiguity in order submission process
  • Indicates a need for clearer instructions or interface design

Finding 2

Barcode Scanner Feedback

  • Barcode scanner feature was well-received
  • Proved useful in inventory management
  • Concerns about accidental scans due to 'Always On' setting
  • Suggests need for a toggle to activate/deactivate the scanner
  • Or a mechanism to confirm scans before processing

Finding 3

Reorder Quantity Uncertainty

  • Users expressed uncertainty about reorder quantities after inventory counting
  • Need for a more transparent and informative summary or confirmation step
  • Should clearly outline quantities being reordered after a count

Finding 4

Validation of General Workflow

  • User test validated the general workflow of the app
  • Workflow for counting items and submitting reorders was tested
  • Confirmed that the fundamental structure aligns with users' expectations
  • Meets requirements in a VMI system
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MOBILE APP UI

Explore the Figma File

Toggle to Scan to Prevent Unintentional Scans


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  • Updated UI introduces a user-friendly "Scan Mode" toggle.
  • Simulates the behavior of a scan gun for barcode scanning.
    • Toggle button is anchored to the bottom of the UI for easy thumb access.
  • Deactivation returns the app to a non-scanning state to prevent accidental scans.

Refined Barcode Scanning and Quick Entry UI


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  • Upon scanning a barcode, the UI displays an action sheet for entering product counts.
  • Ensured with CAB members that necessary product data was displayed correctly.
  • Prominent 'UPDATE' button facilitates efficient and accurate submissions.

Recycle Existing Shopping Cart API


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  • The checkout process is essential to VMI, so it was only natural to recycle the storefront's UI and checkout APIs.
  • Reorder quantities automatically calculate based off of user inputing product counts to make sure their warehouse is fully stocked.
  • Reduces development costs by using existing components.

Desktop Admin UI

Explore the Figma File

Recycling Existing Storefront UI into the VMI Feature


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  • Integrating familiar components into the VMI dashboard provides a consistent user experience similar to the storefront UI.
  • Speeds up development process by using existing componentry and workflows.

Enhanced Admin Control: Streamlined Replenishment Reorders via Web UI


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  • Allows the administrator to submit emergency replenishments via the web UI to update counts and generate orders on behalf of their customers.
  • Designed to maintain operational flow regardless of user access issues or technical constraints.

Impact

CAB Member Engagement Shaped VMI

  • Helped align Insite's VMI with real-world business needs.
  • Enthusiasm and initial feedback highlighted the app's potential.
  • Addresses inventory management challenges for the mid-market manufacturer and distributor.
  • Provided clear direction towards solving their real-life business problems.

Empowering Mid-Market Companies with Large-Scale Workflow Solution

  • Mid-market companies have large company needs.
  • Replicating workflows of large companies is essential to helping them stay competitive in their markets.
  • Helps mid-market companies grow by offering their customers more paid services.

What I Learned

Customer Advisory Boards Are Worth Listening To

  • It's like having user-tester's on speed dial.
  • Their design feedback not only provide my designs with a clear direction to go, it also created solid, trusting relationships with customers, which helps with retention.
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