Workshop Inventory Management with JSM

The Challenge

In a busy workshop environment, managing inventory efficiently is critical. High volumes of tools, parts, and materials make manual tracking or outdated systems prone to errors, misplaced stock, and wasted time. For frontline staff, this often means walking back and forth to stores or filling in paper forms instead of focusing on productive, billable work.

Common challenges include:

• Inaccurate tracking: Manual processes cause discrepancies in stock levels.
• Lost productivity: Engineers spend time fetching items rather than completing revenue-generating tasks.
• Overstocking or shortages: Lack of real-time data results in tied-up capital or costly project delays.

The Solution

Elegance Group delivers a Workshop Inventory Management System (WIMS) built on Jira Service Management and Jira Assets. The solution provides an intuitive self-service ordering portal for workshop staff, combined with automation-driven inventory lifecycle management to streamline operations, improve accuracy, and reduce costs.

Key Components

• Self-Service Ordering via JSM Portal: Staff place part or tool requests directly through the Jira Service Management portal. Orders are quick, intuitive, and submitted without leaving the workstation. Store teams receive and fulfil requests, freeing engineers to continue billable work.
• Automated Inventory Workflows: Jira automation orchestrates the entire lifecycle of an order, from request to fulfilment to restocking. Stock levels update automatically in Jira Assets, and restock workflows trigger when thresholds are reached, ensuring supplies never run short.
• Barcode Scanning Integration: Every item is tagged with a unique barcode linked to Jira Assets. Scanning updates stock records instantly when items are issued, returned, or replenished, delivering real-time accuracy.
• Centralised Inventory Database: Jira Assets provides a structured, searchable source of truth for all inventory. Staff can view stock levels, item locations, usage history, and maintenance logs at any time.
• Proactive Alerts and Supplier Integration: Low-stock alerts trigger notifications and automate reordering. Supplier integrations enable efficient replenishment, minimising downtime and ensuring continuity of operations.
• Real-Time Reporting and Analytics: Dashboards provide visibility into usage patterns, costs, and trends. Managers gain actionable insights for budgeting, forecasting, and supplier performance evaluation.

The Value

The Workshop Inventory Management System transforms inventory into a streamlined, service-driven process:

• Time savings: Engineers focus on revenue-generating work instead of managing stock.
• Accuracy and reliability: Barcode scanning and automation ensure precise, real-time updates.
• Reduced costs: Automated ordering prevents overstocking while eliminating downtime from shortages.
• Transparency: Dashboards and reports give full visibility across teams and sites.
• Scalability: The solution scales across multiple workshops and adapts to diverse operational needs.

By combining the JSM portal for easy ordering with Jira automation for inventory management, workshops gain a modern, efficient system that keeps teams productive and stock under control.

Reach out today to discuss your custom solution