Kala Maitri – An Inventory Management System

Kala Maitri is a collective-run social enterprise focusing on apparel and fabric products, providing opportunities to small-scale livelihood women weavers and garment manufacturers. The project was launched in 2019 and over the years the enterprise has developed a formalise system to record the data and activities of the business. The system created is a bit lengthy; but has its own simplicity to be easily understood by the women who are part of the enterprise.

Product Coding

(H.1) Unique Coding System

(H.1.1) Style Code

(H.1.2) Raw Material Code

(H.1.3) Finished Goods Code

Kala Maitri uses a unique coding system to record all raw material purchases and finished goods. Since Kala Maitri operates in garment manufacturing, maintaining accurate data on garment styles is crucial. The styles produced at the centre are recorded using a three-digit numbering format. This information is documented in a style sheet, which is maintained in an excel file. Each month, an updated version of the style sheet is printed and provided to the Kala Kendra (craft centre) as a physical record.

Material Purchase Register

Each fabric design is assigned a unique code. This information is recorded in the ‘raw material purchase register.’ The corresponding digital data for these purchases is maintained in an excel sheet. The unique code is written in the following format:

KM_MHS_(3-digit number code)

• KM stands for Kala Maitri.
• MHS is a 3-letter alphabetical code assigned to each center. Currently, Kala Maitri operates six centres, each with its unique code. For example, Ujjain is assigned the code UJJ, Bhopkhel is assigned the code BHP etc. Here, MHS represents Maheshwar
• The 3-digit number code is used to identify new fabric designs purchased at the center. For instance, the red fabric in the image below is the 201st design, while the cream one is the 195th. All other designs are numbered sequentially in this manner

When the production of a garment is completed, it is assigned a unique code for record-keeping. The codes follow this format:

KM_MHS_(3-digit style code)(1-letter size code)(2-digit serial number)

• KM and MHS stand for Kala Maitri and Maheshwar, respectively, as in the raw material codes
• The 3-digit style code corresponds to a specific design, taken from the style sheet mentioned earlier
• The 1-letter size code indicates the garment size:
  • E for Extra Small
  • S for Small
  • M for Medium
  • L for Large
  • X for Extra Large
  • D for Double Extra Large
  • T for Triple Extra Large
• The 2-digit serial number is a unique identifier for each garment in the production sequence, ensuring the code remains distinct.

Price Tag

These codes are printed on the garment’s price tag, which is attached using a tying thread.

Backend Processes

(H.2) Record Registers

(H.2.1) Work Allocation Register

(H.2.2) Inventory Register

(H.2.3) Silai Baithak Register

(H.2.4) WEN Member List

The work allocation for the women is recorded in a register called Sadayawar Karya Avantan Aur Avlokan (member’s work allocation register). This register tracks the raw materials assigned to each woman and the number of products expected from them. Another section is used to record the actual products they complete and submit. This system helps compare the raw material requirements for different product styles.

After production, products are recorded in the Vastusoochi (Inventory) Register using their unique codes.

Additionally, the inventory is documented in an excel sheet, where the status of each finished product is regularly updated. Finished goods are categorized into the following eight statuses:

• Defective
• Incomplete
• In Stock
• Issued to Maitri
• Opening Stock
• Order
• Sample
• Sold

Any changes in the status of finished goods are promptly updated in the excel sheet.

Silai Baithaks

The women meet twice a month for meetings called Silai Baithaks, which are crucial as all key decisions are made during these sessions. In this image, you can see the Mahila Udhyami Sangathan Masik Baithak (WEN monthly meeting) Register – shortly also called Silai Baithak Register, which are divided into sections based on work activities, with decisions recorded accordingly. Each meeting set consists of four pages, with the last page reserved for recording the attendees.

WEN, or Women Entrepreneurial Network, is a group of women with similar skills who come together to collaborate, train, and mentor each other. Kala Maitri forms a WEN of women skilled in stitching and tailoring, known as the Silai WEN. Women join the WEN by registering and begin contributing based on their knowledge and expertise. Upon joining, each new member is issued a Sadasyata Patra (membership certificate). The names of all current WEN members are recorded in the WEN Sadasya Soochi (members’ list).