Design Specification ‐ WMS User Functions, Use Cases, and Dialog Specifications - lucasgsantos/BIM GitHub Wiki

Warehouse Management System (WMS) Module - Detailed UI & Functional Specification

1. User Roles & Functions

Role Primary Functions Secondary Functions
Warehouse Associate - Material receiving - Picking/putaway - Cycle counting - Basic inventory queries - Damage reporting
Warehouse Supervisor - Work order management - Exception handling - Resource allocation - Productivity monitoring - Shift reporting
Inventory Controller - Stock adjustments - Location management - Replenishment planning - Expiry date management - Slow-moving analysis
QA Specialist - Hold/release decisions - Quarantine management - Compliance audits - Temperature monitoring - Deviation reporting
System Administrator - User management - System configuration - Integration setup - Performance tuning - Backup management

2. Core Use Cases

2.1. Material Receiving Workflow

UC-WMS-001: Receive Purchase Order

  1. Scan PO barcode at receiving dock
  2. System auto-populates expected items
  3. Associate scans each material/lot
  4. System validates against PO (quantity, item, expiry)
  5. Assign storage location (auto-suggested or manual)

UC-WMS-002: Handle Discrepancies

  1. Flag short/over shipment
  2. Capture damage photos
  3. Select disposition (return, accept with variance)
  4. Route for supervisor approval

2.2. Inventory Management

UC-WMS-003: Perform Cycle Count

  1. Select counting method (location-based, item-based)
  2. Scan location barcode
  3. Enter counted quantity
  4. System highlights variances > tolerance
  5. Submit for reconciliation

UC-WMS-004: Manage Quarantine

  1. QA places lot on hold
  2. System restricts transactions
  3. Initiate investigation
  4. Record disposition (release, reject, rework)
  5. Update ERP with final status

2.3. Order Fulfillment

UC-WMS-005: Wave Picking

  1. System groups orders by zone
  2. Generate optimized pick path
  3. Display pick sequence on RF gun
  4. Confirm each pick via scan
  5. Validate complete kit before staging

UC-WMS-006: Handle Substitutions

  1. System alerts when stock unavailable
  2. Present approved alternates
  3. Supervisor approves substitution
  4. Update ERP with replacement
  5. Print revised pick ticket

3. Detailed Dialog Specifications

3.1. Receiving Dashboard

Layout Components:

  1. Pending Receipts Panel

    • Filter by: PO date, supplier, item class
    • Sortable columns: PO#, expected date, status
    • Action buttons: Start Receiving, Print Summary

  2. Active Receiving Session

    • PO header info (supplier, expected delivery date)
    • Item grid with columns: Item ID, Description, Expected Qty, Received Qty, Variance
    • Action buttons:
      • Add Exception
      • Complete Receipt
      • Suspend Session

Functionality:

  • Auto-highlight rows where |variance| > 5%
  • Right-click menu on items: View PO details, View item history
  • Real-time validation against item master (block unregistered items)

3.2. Putaway Management Dialog

UI Elements:

  • Location Map (interactive warehouse diagram)
  • Suggested Locations Panel (sorted by: proximity, FIFO sequence)
  • Material Details Card (item, lot, expiry, handling requirements)

Buttons:

  • Confirm Putaway (with e-signature)
  • Override Suggestion
  • Flag Hazardous Storage Requirement
  • View Handling Instructions (PDF popup)

Business Rules:

  • Enforce weight limits for racking
  • Prevent mixed lots in same bin
  • Require supervisor override for bulk storage areas

3.3. Picking Console

Desktop Version:

  • Wave Management Section

    • Create new wave (order selection criteria)
    • Assign pickers
    • Print batch labels

  • Picker Performance Metrics

    • Units/hour
    • Accuracy rate
    • Active picker status

Mobile (RF Gun) Version:

  1. Login Screen

    • User ID field
    • Password/PIN entry
    • Language selector

  2. Pick Screen Flow

    • Current pick item (large font)
    • Location graphic (aisle-bin-level)
    • Quantity to pick
    • Scan confirmation field
    • Navigation shortcut buttons:
      • Skip (with reason code)
      • Short Pick
      • Call Supervisor

3.4. Inventory Adjustment Dialog

Required Fields:

  • Item/Lot (auto-complete search)
  • Location (defaults to current)
  • Adjustment Quantity (+/-)
  • Reason Code (dropdown: damage, miscount, etc.)
  • Reference Document (scan/upload)

Approval Workflow:

  1. Associate submits adjustment
  2. System routes based on value:
    • <$500: Auto-approve
    • $500-$5000: Supervisor approval

    • $5000: Financial controller review

  3. Email notifications at each step

4. Advanced Functionality

4.1. Cold Chain Management

Special Dialogs:

  • Temperature Excursion Log
    • Record min/max observed
    • Attach sensor data logs
    • Causal analysis form
    • Disposition workflow

Visual Indicators:

  • Color-coded storage locations (blue = refrigerated)
  • Alert banners when zone temp out of range
  • Expiry date acceleration calculator

4.2. Integration Interfaces

ERP Sync Monitor:

  • Last successful sync timestamp
  • Pending transactions counter
  • Manual sync trigger
  • Error log viewer

AGV Control Panel:

  • Task queue visualization
  • Emergency stop button
  • Charge level monitoring
  • Path congestion heatmap

5. Exception Handling

Exception Type System Response Required Actions
Duplicate Scanning Immediate popup with previous scan details Confirm override or cancel
Expired Material Pick Hard block with QA override option Quarantine existing stock
Cross-Contamination Risk Warning when scanning incompatible items Supervisor PIN required
System-Directed Error Alternate location suggestion Confirm or enter reason for rejection

6. Reporting Module

Standard Reports:

  1. Inventory Accuracy Report

    • By location type
    • By item category
    • Variance trends

  2. Productivity Analysis

    • Picks/hour by operator
    • Travel distance optimization
    • Peak period identification

Export Options:

  • PDF (for audits)
  • CSV (for ERP integration)
  • Power BI connector

7. Compliance Features

Electronic Signature Workflow:

  1. Supervisor receives pending approval task
  2. Views complete transaction history
  3. Enters authentication credentials
  4. System records:
    • Timestamp
    • IP address
    • Reason code (if rejection)

Audit Trail Viewer:

  • Filter by: date range, user, transaction type
  • Export to regulatory formats (FDA 21 CFR Part 11 compliant)
  • Anomaly detection (highlight unusual patterns)

8. Prototype Wireframes

Desktop - Receiving View:

[Header: PO#12345 | Supplier: ABC Pharma | Expected: 05/15/2024]
-----------------------------------------------------------
| Item ID   | Desc.       | Expiry    | Expected | Received | Status    |
|-----------|-------------|-----------|----------|----------|-----------|
| MAT-1001  | Aspirin     | 06/2025   | 100      | [100]    | ✔ Complete|
| MAT-1002  | Paracetamol | 05/2024   | 50       | [48 ]    | ❗ Variance|
-----------------------------------------------------------
[Action Bar: Complete Receipt (disabled) | Add Exception | View PO]

Mobile - Picking View:

▶ PICK: 24 units of MAT-1001
Location: Aisle 3-Bin B2-Level 1
[ ] Scan Barcode
[ ] Enter Manually

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[Short Pick] [Problem] [Help]

This specification provides complete guidance for implementing a pharmaceutical-grade WMS module with robust functionality while maintaining regulatory compliance. The design emphasizes error-proofing through system-directed workflows and comprehensive exception handling.