A gate pass management system automates the entire material gate pass management process in an organization. Materials may include items that are to be sent or received - they could be returnable, non-returnable, inter or intra transferable, or any other items.
A regular manual material gate pass process involves cumbersome paperwork and time-consuming processes, with delays and errors being the norm.
A gate pass management system eliminates the challenges posed by paper passes. Day-to-day issues include lack of effective tracking from beginning to end, no usable material data, lack of transparency or information sharing between people and departments involved in the gate pass process, etc.
With a material gate pass management system, you can efficiently and effectively track any number of material in real-time. In this blog, we discuss the many advantages of a material gate pass management system.
1
No Paper And Printing Required
A material gate pass management system is a digital solution that automates the entire gate pass process. The system does not involve the use of paper. All gate pass requests are raised on the system. Even approvals can be done with a click on the phone.
2
Add Any Levels of Approvers & Authorities
Different types of materials require different levels of approving authorities before they can be moved from one place to another. A material gate pass management system is a flexible system. It allows you to add or remove any levels of approving authorities as per requirement.
3
Approvers Can Approve A Gate Pass From Anywhere
In a material gate pass management system, no manual signature is involved for the approval of any pass. An approver can approve a pass from anywhere in the world. This is one of the significant advantages of a material gate pass management system. The process doesn’t get stuck because of a person’s physical unavailability.
4
Images of the Material Can Be Viewed Before Approving
In any organization, gate passes need to be created for different kinds of items. Some of the items might be critical, and some of them might need physical checks before being approved. In a material gate pass management system, an approver can check the images of an item on the system before approving the gate pass. This greatly reduces the time taken in the gate pass approval process.
5
Create Any Types of Gate Passes
There are mainly two types of gate passes - RGP and NRGP. A material gate pass management system helps track both RGPs and NRGPs. However, depending on the unique needs of an organization or a material category, any type of material gate pass can be created for any purpose. For example, processes can be quickened for transferable materials in a material gate pass management system.
6
Save Time Via Instant Notifications & Approvals
A paper-based manual gate pass is a highly time-consuming process. From raising a request to getting it approved by the relevant authorities to dispatch, the paper-based gate pass involves a lot of dependency. In a material gate pass management system, the relevant person is notified with the necessary information for the appropriate action. It eliminates issues such as delay due to absence of approver, loss or misplacement of passes, error in details entered, etc. In the case of returnable goods, the relevant person is notified if the items do not return on the due dates. In such a case, accordingly, necessary and timely action can be taken.
7
Track Any Material Anytime, Anywhere
In a cloud and mobile-based system, you can track any details related to the material on your phone, anytime and anywhere. This feature is not possible in a manual or semi-automated gate pass system.
8
Flexibility And Ease of Use Is High
The manual gate pass process involves the use of paper forms or passes. It is a cumbersome and error prone process. In a cloud-based material gate pass management system, the ease of use is high. Fields for the entry of information on the virtual passes or forms can be added and removed as required. You can capture as much information as needed. Even security guards can start using the system right away.
9
Central Log
A centralized log is a part of the material gate pass management system. Through this log, all information about every material can be viewed by any authorized person.
10
All Data Is Stored And Analysed for Use
All data related to the material gate passes is not only stored in the system but is also analysed and presented for further use. For example, how many gate passes were raised for non-returnable items during a specific period, how many items are due for return on a particular date, etc.
Conclusions
Even in today’s digital age, organizations depend on paper passes to keep track of their materials. Paper passes and registers are an ineffective means of recording any material movement related information. Manual processes pose several security and operational challenges. A material gate pass management system eliminates most of these issues. With the development of cloud and mobile technology, the entire material gate pass process has become digital as well as economical for organizations, businesses, and residential apartments.
