Inventory & Asset Management System (IAMS)

INVENTORY & ASSET MANAGEMENT SYSTEM (IAMS)

IAMS is an innovative digital initiative designed to bring transparency, control, and efficiency in how Urban Local Bodies (ULBs) manage their fixed assets and inventory. By combining technology with governance, IAMS helps ULBs maintain accurate records, enforce approvals, and ensure that every asset and stock item is properly tracked throughout its life.

Urban Local Bodies own and manage large numbers of assets (land, buildings, vehicles, equipment, etc.) and inventory (consumables, spares, stationery, chemicals, etc.). Traditionally, these are recorded in manual registers or scattered spreadsheets, with different formats and practices in each ULB.

IAMS provides a single, standardized, online system where:
     • Each ULB has its own Fixed Asset Register and Inventory Register.
     • Assets and inventory are classified in a consistent way.
     • All key actions (creation, changes, transfers, disposals, issues, write-offs) are tracked and approved.

Key Challenges Addressed:
Even with various e-governance efforts, several challenges remain in asset and inventory management at ULB level:

Fragmented Records

Assets and inventory are maintained in different files, formats, and registers.

No Common Standard

Each ULB follows its own style of classification and recording, making consolidation difficult.

Weak Controls

Asset creation, modification, and disposal are often done without robust approval trails.

Poor Stock Visibility

Limited real-time view of stock leads to overstocking, stock-outs, and wastage.

Low Traceability

It is hard to trace full asset history or stock movement for audits and investigations.

Reporting Delays

Generating accurate reports for management and auditors takes time and manual effort.

Our Solution

IAMS is a central web-based platform that standardizes asset and inventory processes across all participating ULBs. The system turns scattered manual records into a single, controlled, and auditable system for assets and inventory.

What IAMS Offers

A single, organised record of all fixed assets and inventory for each ULB.

Standardised workflows for asset and inventory lifecycle.

Maker–Checker approvals for key actions.

Real-time stock view and item-wise movement history.

Common Vendor Master shared across asset and inventory modules.

GIS support for location-based asset tracking.

ULB-wise segregation with role-based access and full audit trail.

User Roles and Responsibilities

Super Admin

Configures common masters and global settings. Onboards ULBs and manages creation/permissions of ULB users.

ULB Admin

Approves or rejects asset and inventory transactions. Manages ULB-specific rules, validations, and configurations.

ULB Operator

Performs day-to-day data entry and operations. Raises requests for new assets, amendments, transfers, and stock management.

IAMS System Modules

1. Authentication & User Management Module

Earlier, user accounts and access in many systems were handled informally, with shared logins and weak controls. IAMS provides a structured Authentication & User Management module that ensures only authorised users can access the system.

Key Features:

Secure Login with unique username and password
CAPTCHA and basic security checks
Role-Based Access (Super Admin, ULB Admin, ULB Operator)
User Profile & Self-Service management
Password Recovery with email-based reset

Outcome:

Ensures that IAMS is accessed only by identified and authorised users, with clear role-based controls, improving security, accountability and traceability across all ULBs.

2. Fixed Asset Management Module

Previously, ULBs maintained asset details in manual registers or spreadsheets, with no uniform structure. The Fixed Asset Management module provides a digital Fixed Asset Register for each ULB and manages the complete lifecycle of assets.

Key Features:

Standard Asset Classification (land, buildings, vehicles, equipment, IT, etc.)
Digital Asset Register with unique Asset ID and tag
Capture of ownership, location, and optional GIS coordinates
Controlled Asset Lifecycle (registration, amendments, disposal)
Transfers Between ULBs (temporary and permanent)
Integrated Vendor Management

Outcome:

Provides each ULB with a clean, standard and complete Fixed Asset Register, improving control over assets, simplifying audits and enabling better planning and utilisation of infrastructure.

3. Inventory Management Module

In many ULBs, inventory such as consumables, spares and stationery is managed through manual stock registers with limited visibility. The Inventory Management module brings all inventory-related activities into a single system.

Key Features:

Standard Item Catalogue with system-generated item ID
Procurement Requisition with approvals
Stock Receipt (Stock-In) management
Stock Issue / Consumption (Stock-Out) tracking
Stock Disposal / Write-off with reasons
Real-time Stock Enquiry & Ledger

Outcome:

Gives ULBs real-time visibility and control over their inventory, reducing wastage and stock-outs, and ensuring that all movements are properly approved, recorded and auditable.

4. Reporting & Analytics Module

Without a central system, generating consolidated reports on assets and inventory across ULBs is slow and manual. The Reporting & Analytics module provides ready-made reports and flexible views.

Key Features:

Asset Reports (by category, ULB, office/department)
Special reports for land, buildings, vehicles and GIS-tagged assets
Inventory Reports (current stock, valuation, movement)
Flexible Filters (ULB, date range, category, status)
Export to Excel/PDF for sharing

Outcome:

Enables quick, accurate and standard reporting across all ULBs, supporting better decision-making, easier audits and stronger oversight of assets and inventory.

Digital Governance