File Management & Procurement Tracking Solution

Developed the File Management & Procurement Tracking Solution to streamline the administrative overhead of managing hundreds of concurrent procurement files, collectively worth billions of rupees, in a large tertiary care clinical setup.

The Challenge of High-Volume Procurement

Before implementation, tracking high-value acquisitions was highly manual, error-prone, and slow. Administrative staff had to audit files across multiple distinct phases—including initial Acceptance of Necessity (AON), technical bidding, Price Negotiation Committee (PNC) meetings, Expenditure Angle Sanction (EAS), Supply Order issue, and delivery. Manually consolidating weekly status reports led to outdated records and delayed critical equipment purchases.

Relational Sheets and Script Automation

The solution replaces fragmented paper trails and manual sheets with a unified, form-driven tracking engine:

• Form-Based Data Entry: Using custom Google Forms, non-technical coordinators can record milestones (like technical bid openings, PNC clearances, and CRAC certifications) without touching raw sheets.
• Apps Script Reporting Engine: Custom Google Apps Script handles relational queries to automatically update Master Dashboards, run calculations, and generate monthly, quarterly, and fiscal-year financial summaries.
• Active Logistics Safeguards: Real-time alerts highlight delayed Consignee Receipt and Acceptance Certificates (CRAC) and upcoming supply deadlines, helping administrators anticipate and prevent supply delays.