Enhancing Inventory Management Efficiency Using QR Code Technology: Case Study of the Education Research Development and Demonstration Center at Srinakharinwirot University

Abstract

Background and Aims: This study on enhancing the efficiency of inventory management using a QR code–based system: a case study of the Institute for Research, Development, and Demonstration of Education, Srinakharinwirot University, aims to (1) examine the problems of inventory management at the Institute for Research, Development, and Demonstration
of Education, Srinakharinwirot University; and (2) enhance the efficiency of inventory management by applying a QR code–based system.

Methodology: This study employed a qualitative research approach. A total of 14 key informants were selected using purposive sampling from individuals directly involved in the inventory management process at the Institute for Research, Development, and Demonstration
of Education, Srinakharinwirot University. The informants were categorized into three groups: three procurement officers, one administrator responsible for oversight and decision-making in inventory management at the unit level, and ten personnel responsible for requisitioning supplies,
who represent system users from the end-user perspective. The data collection instruments included semi-structured interviews, non-participant observation with field notes, and document analysis related to inventory management, such as procurement regulations, requisition and disbursement documents, inventory reports, and operational forms used in actual practice. These methods were employed to obtain in-depth information reflecting problems, needs, and recommendations for improving the efficiency of inventory management from the perspectives of practitioners, administrators, and system users in a comprehensive manner.

Results: (1) the existing system, which relied on paper-based documents and Excel files, had limitations in terms of data quality, data timeliness, duplicate record keeping, and hidden costs resulting from operational delays; (2) the developed QR code–based system significantly improved the accuracy and speed of inventory data, reduced inventory inspection time by more than 60%, minimized data and document duplication, and enhanced the accuracy of procurement planning; and (3) the Institute was able to reduce costs associated with duplicate procurement and documentation by an average of 25–30% per year, while enhancing transparency and achieving sustainable improvements in inventory management efficiency.

Conclusion: The application of QR code technology in inventory management can effectively enhance operational efficiency in terms of quality, quantity, time, and cost.