Eastport Limited · Cumilla EPZ · Confidential
Inventory, Maintenance
& Procurement Control
Prepared by PentaRox · Enterprise Proposal v1.0
Section 01
Executive Summary
Eastport Limited operates a complex manufacturing environment where machine uptime directly drives production output. Yet today, managing spare parts, machine maintenance schedules, needle control compliance, and procurement approvals is fragmented across spreadsheets, WhatsApp messages, and manual records.
End-to-end control from spare parts requisition to machine repair completion — with full bilingual (English + Bengali) support, mobile QR scanning for mechanics on the floors, needle compliance reports, and real-time dashboards that replace morning status calls.
| Outcome | How We Deliver It |
|---|---|
| Eliminate spare part stockouts | Minimum stock alerts, auto-draft POs, usage rate forecasting |
| Prevent unplanned downtime | PM scheduling, downtime risk indicators, part lifecycle alarms |
| Accelerate procurement | Structured PR → Quotation → PI → PO → GRN workflow with approval matrix |
| Full operational visibility | GM dashboard with live KPIs, downtime risk, and approval queue |
| Mobile mechanics | Mobile app for floors — QR scan, breakdown log, PM completion |
N.B: PM = Preventive Maintenance
Section 02
Understanding Your Operations
Before proposing anything, we spent time understanding how Eastport runs. Below is our interpretation of your operations, confirmed through discovery sessions.
2.1 Current Situation
- 2800+ machines across multiple lines and floors — cutting, sewing (Juki, Brother, Singer), overlocking, pressing, and special-purpose machines
- 4000+ spare part SKUs managed manually with frequent emergency purchases
- Emergency POs — a leading indicator of poor stock forecasting
- Needle control managed via paper registers — manual and time-consuming
- No real-time visibility for the GM into machine risk, stock levels, or pending approvals
- Mechanics communicating breakdowns via WhatsApp with no structured job tracking
2.2 What This Costs You Today
| Pain Point | Business Impact |
|---|---|
| Emergency purchases | Emergency orders run 10–20% above regular price — a measurable cost premium. |
| Machine downtime | Each unplanned stoppage costs production output, operator idle time, and order delay penalties. |
| Manual needle records | Risk of non-compliance gaps due to human error. |
| No PM system | Without scheduled maintenance, machines run until failure — the most expensive way to maintain equipment. |
| Fragmented approvals | PO approval via phone calls and emails has no audit trail and no enforcement of quotation requirements. |
Section 03
Proposed Solution
3.1 System Architecture Overview
The Eastport IMPCS is a web-based enterprise application accessible on any device — desktop browsers for item issuers, store operators, managers and GMs, mobile PWA for mechanics on the floors. The system is fully bilingual, designed for users with varying levels of technical comfort.
3.2 Module-by-Module Scope
Module 1: Machine Registry & Maintenance
- Complete machine register: ID, make, model, location, purchase date, serial number, QR label
- Preventive maintenance schedule — time-based triggers, auto-alerts when PM is overdue
- Breakdown logging with photo evidence, root cause classification, downtime timer
- Machine-level spare parts linkage — which parts does each machine consume, and how fast?
- Lifetime cost view: purchase + maintenance spend by machine, used to flag replacement candidates
- QR code labels for every machine — mechanics scan to access full history and log work instantly
Module 2: Inventory / Spare Parts Management
- Item master with 20,000+ SKU capacity, priority flags (ASAP / Critical / High / Normal)
- Minimum stock levels with automated alerts and auto-draft PO generation
- Lifecycle alarm engine: if actual lifespan falls below expected, the system alerts management
- Repairable item tracking with serial numbers: full repair lifecycle from removal to return
- Bin location management, category grouping, and item photo support
- Issue register: every part issued is linked to a machine, mechanic, and job — full traceability
Module 3: Procurement (PR → Quotation → PI → PO → GRN)
- Purchase Request (PR) module: any authorized user can raise a request; planned or emergency
- Quotation comparison: side-by-side vendor comparison, minimum 1 quotation (configurable up to 3)
- Proforma Invoice (PI) attachment before PO generation — enforced by workflow
- Purchase Order with configurable approval matrix: thresholds by value and factory
- Granular line-item approval: GM can approve some items and reject others within the same PO
- Price change flag: any quote above a configurable % from last purchase price is highlighted
- Goods Receipt Note (GRN): partial receipt support, quantity and quality verification, auto stock update
- Multi-supplier per PO, multi-currency support
Module 4: Needle Control & Buyer Compliance
- Needle issuances register by machine, operator, type, and quantity
- Broken needle protocol: replacement blocked until all fragments are returned and counted
- Automated reconciliation: daily mismatch alerts when issued count does not match broken + returned
- One-click compliance reports formatted for requested and generic audit format
- Issue history and compliance trend by configured timeframe
Module 5: Reports & Analytics
- 15 pre-built reports: stock status, price fluctuation, supplier performance, machine cost, PM compliance, needle reconciliation, audit trail, and more
- Configurable comparison basis for price reports: vs. previous purchase, vs. 3-month average, vs. weighted average
- Export in Excel, PDF, and CSV from any report
- AI-based Model Concept Protocol (MCP) integration for power users — interacts with data directly
- Scheduled reports: daily stock status to Store Manager, weekly KPI summary to GM
Module 6: Role-Based Access Control
| Role | Key Access |
|---|---|
| General Manager | Full dashboard, PO approval authority, all reports |
| Store Manager | Stock management, issue parts, GRN, raise PRs, store-level reporting |
| Mechanic / Technician | Mobile PWA, log breakdowns and PM, QR scan, request parts |
| Sourcing / Procurement | Manage quotations, suppliers, PI upload, procurement flow |
| Accounts Officer | Valuation reports, price history, payment terms, audit trail |
| Auditor | Read-only access to all records and audit trail |
Section 04
Why Choose Us
4.1 We Already Know Eastport & Portwest
We have already built and deployed the Needle Issue Management (NIM) at your facility. We know your floor layout, your approval preferences, your buyer requirements, and your team. Bringing us in for IMPCS means zero learning curve on the client side.
Moreover, we have senior engineers who have served Eastport and Portwest in their career. They have experience working with M3 and one holds a certification from M3 — opening the ground for further connectivity and scale.
4.2 Built for Garments, Not Adapted from Generic ERP
Many vendors offer manufacturing-generic systems that require months of configuration. We have built every feature in this proposal from garments manufacturing requirements: machine lines, needle compliance, cutting floor management, preventive maintenance on sewing machines, and procurement workflows that exactly match how Eastport operates.
4.3 Feature Comparison
| Feature | Our System | Typical Market Alternative |
|---|---|---|
| Needle Control (buyer-ready) | ✓ Built-in, migrated from existing | ✗ Partial or add-on |
| Granular PO line-item approval | ✓ Approve / reject per item | ✗ Approve full PO only |
| Lifecycle alarm engine | ✓ Part-level, machine-level | ✗ Not available |
| Mobile PWA for mechanics | ✓ No app install, QR scan | Partial |
| Bilingual (English + Bengali) | ✓ Every screen, every role | ✗ Not available |
| Price change threshold alerts | ✓ Configurable per category | Partial |
| Repairable item serial tracking | ✓ Full repair lifecycle | Partial |
| Multi-factory architecture | ✓ Built in from day one | ✗ Add-on at extra cost |
| Metabase reporting | ✓ Included | ✗ Custom development needed |
| Existing system migration | ✓ Needle control carries over | ✗ Full re-implementation |
Section 05
Implementation Plan
5.1 Phased Approach
Phase 1
MVP
Months 1 – 4
All core modules, data migration, user training. Milestone: 30 days of clean operational data.
Phase 2
Optimization
Months 5 – 6
Bug fixing, module fine-tuning, adapt change requests. Milestone: Bug-free, fully functional modules.
Phase 3
Full Rollout
Months 7 – 8
Advanced reports, accounting integration, mobile enhancements. Milestone: All live, reporting operational.
Phase 3
Scale
Months 8 – 12
Build MCP and interactive intelligence layer for power users. Milestone: Complete interactive functionalities.
5.2 What We Need from You
| Item | Why We Need It | When |
|---|---|---|
| Hosting decision (cloud / on-premises / hybrid) | Determines infrastructure setup | Week 1 |
| Accounting system identification | Scope integration requirements | Week 2 |
| Factory nomination | Configure factory-specific settings | Week 1 |
| Approval matrix thresholds | Configure approval workflow | Week 2 |
| Existing needle control user list | Account migration planning | Week 2 |
| Buyer compliance report formats | Configure export templates | Week 3 |
| Historical data depth decision | Scope data migration effort (risk: 10+ years) | Week 3 |
5.3 Training & Handover
- Role-specific training sessions: GM view, Store Manager view, Mechanic mobile PWA, Accounts
- Bengali-language training materials for all operational (floor) roles
- Feature-wise recorded demo videos for existing and new employee onboarding
- 30 days of post-go-live support (hyper care period) followed by dedicated support engineers
- System administrator training for in-house risk mitigation, monitoring and management (RMMM) after handover
Section 06
Open Questions
Before we can finalize the proposal and begin development, we need your input on the following. These decisions shape scope, timeline, and pricing.
| # | Question | Why It Matters |
|---|---|---|
| 1 | Which accounting system do you use? Real-time integration or end-of-month file export? | Determines integration approach and timeline |
| 2 | Do you want landed cost tracking for imported spare parts (duty, freight, clearing)? | Affects PO and GRN value calculations |
| 3 | How many years of historical data do you want migrated? | Data migration scoping and timeline |
| 4 | What are your PO approval thresholds by value level? | Required to configure the approval matrix correctly |
| 5 | How strict is the 3-quotation rule? Mandatory for all purchases, or waivable for emergencies? | Workflow configuration decision |
| 6 | What defines an "Emergency" or "ASAP" purchase in your policy? | Determines bypass controls in the system |
Section 07
Investment Summary
| Component | Description | Model |
|---|---|---|
| Software License | Perpetual or SaaS subscription (your choice) | One-time or annual |
| Implementation | Configuration, customization, data migration, training | Fixed-fee project |
| Needle Control Migration | Migration of existing system + user accounts | Included in Phase 1 |
| Infrastructure | Cloud hosting or on-premises server setup | Per your hosting decision |
| Support & Maintenance | Bug fixes, updates, SLA-backed helpdesk | Annual contract |
| Phase 2 Expansion | Additional factories, cross-factory modules | Per factory |
| Accounting Integration | API or file-based integration | Included in Phase 1 |
7.1 Return on Investment
10–20%
Cost premium eliminated on emergency purchase orders
40%
Reduction in unplanned downtime events through proactive PM
1-click
Needle compliance reports vs. hours of manual audit prep
<5 days
Procurement cycle time, down from 7+ days
Section 08
Recommended Next Steps
- Your team reviews this proposal and live demo (demo link shared separately)
- Working session: walk through demo, answer Section 6 questions, confirm pilot scope
- PentaRox delivers final scoped proposal with pricing within 5 business days
- Agreement signed — Phase 1 begins
Team PentaRox — Eastport IMPCS — May 2026