An Evaluation of Manual Inventory Management Systems (MIMS) of Wholesale Businesses: A Case Study Approach Using Stufflebeam's CIPP Model

The rise in global competition and the growing need to reduce costs have made it essential to conduct thorough evaluations of business policies, resources, processes and outcomes. Such evaluations are crucial for fostering and maintaining organisational efficiency in an ever-evolving business environment. Inventory management has become a fundamental component of operational management due to the significant financial investment organisations commit to inventory and the inherent complexities involved in planning, monitoring, and controlling inventory.<br/>This study is designed to critically evaluate perceptions of the effectiveness and reliability of Manual Inventory Management Systems (MIMS) within Ghana's wholesale sector. The primary focus is on evaluating the impact of these systems on operational efficiency, analysing their inherent strengths and weaknesses, and identifying the challenges faced during implementation. The research undertakes a comprehensive review of inventory operations, policies, practices and the resources deployed in MIMS across wholesale businesses. A key objective of the study is to examine how inefficiencies present in manual inventory management systems influence the attainment of organisational goals, customer satisfaction, financial outcomes, and the fulfilment of stakeholder needs. By evaluating these aspects, the research seeks to identify the specific strengths and weaknesses of MIMS in Ghana's wholesale environment. Through an in-depth analysis of inventory management practices, policies, and operational processes, the study aims to develop effective strategies to optimise inventory control.<br/>This study employs a mixed-methods evaluative research design to provide a thorough understanding of challenges related to MIMS, using the CIPP (Context, Input, Process, and Product) evaluation model as a systematic framework for evaluating inventory management practices. The quantitative approach employed an Inventory Management Assessment Test (IMAT) survey administered to selected wholesale firms operating in the Timber Market and Kantamanto areas in the Greater Accra Metropolis in Ghana. At the same time, field observations, interviews, focus groups, document analysis, and system thinking tools, including concept mapping and TRIZ, were used for the qualitative approach. A simple random sampling technique was used to select 325 employees from a population of 450 across 30 wholesale businesses for the IMAT survey. Additionally, purposive sampling guided qualitative field observations, focusing on twenty (20) organisational employees across various departments to gain deeper insights into the contextual factors and personal experiences that influence inventory policy, resource allocation, and operational practices. Pretesting of all research instruments enhanced the validity and reliability of the findings, while triangulation across multiple data sources ensured robustness and credibility. Ethical standards were strictly upheld throughout, including informed consent, participant confidentiality, and appropriate ethical approvals, carefully considering the researcher's insider position. Qualitative data were analysed in NVivo to identify key themes and patterns, while quantitative data were analysed in SPSS and evaluated using Glickman's Quadrant framework. This integrated analytical approach provided a balanced assessment of both objective measures and subjective insights into the effectiveness of MIMS.<br/>The study presents practical solutions to address challenges facing MIMS in wholesale businesses, especially in developing countries such as Ghana. It contributes to existing knowledge by exploring evaluation research on inventory management and examining the application of Stufflebeam's CIPP model within the context of wholesale sectors in sub-Saharan Africa, specifically Ghana. Findings revealed that while wholesale firms had structured policies and protocols—such as first-in, first-out (FIFO) stock rotation, reorder levels, and inventory classification—they faced significant challenges associated with manual processes, including record inaccuracies, theft, damage, expired products and stockouts.<br/>Quantitative analysis indicated a moderate overall operational efficacy (mean score 2.20 on a 5-point scale), with strengths in inventory policies and monitoring protocols but notable weaknesses in resource sufficiency, automation, and real-time information sharing. The hypothesis tests revealed significant variations in perceptions across demographic groups. Under the Context Evaluation, industry and gender significantly influenced perceptions of inventory policies, with some sectors (e.g., manufacturing) viewing policies more favourably than others, and males perceiving policies more positively than females. Input Evaluation showed no significant differences based on firm size or employment type, indicating a common perception of resource sufficiency across groups. For Process Evaluation, perceptions varied notably by employee position; lower-ranked staff viewed inventory processes more positively than managers, though overall differences were not statistically significant. Product Evaluation found no significant differences in perceptions of customer service and operational efficiency across service years or education levels. Post hoc analyses pinpointed specific industry groups (e.g., clothing and textiles vs building and construction) where perceptions significantly differed, highlighting sector-specific challenges and disparities. These findings suggest that perceptions of inventory management efficacy are influenced by industry context, organisational role, and demographic factors, underscoring the importance of tailored interventions.<br/>Qualitative insights highlighted pervasive issues, including inadequate documentation of policies, reliance on unskilled labour, manual communication, time-consuming procedures, and insufficient technological investment. In contrast, systemic contradictions were identified via TRIZ analysis, emphasising conflicts such as balancing reorder levels with stockholding costs, manual communication versus demand forecasting, and manual tasks versus automation needs. The research outlines policy suggestions, including transitioning to automated systems, investing in training programs, enhancing inventory monitoring and control, developing centralised policies and utilising data analytics for decision-making. The results indicate that wholesale firms could benefit from strengthening their adaptation to emerging technologies and refining their approaches to policy evaluation.<br/>The research concludes that while wholesale firms in Ghana have structured policies and protocols, their reliance on manual processes results in moderate systemic efficiency, characterised by inaccuracies, delays, stockouts and operational bottlenecks. These inefficiencies negatively impact customer service, operational efficiency, and firm performance. Although existing policies provide a foundation, their limited documentation and manual execution hinder optimal performance. Transitioning to automated inventory solutions, coupled with enhanced personnel training and documented procedures, is pivotal for improving effectiveness, reducing costs, and enabling the sector to meet dynamic market demands. The study underscores the urgent need for wholesale businesses in Ghana to transition from manual to automated inventory management systems, such as ERP solutions, to enhance accuracy, efficiency, and real-time information sharing.<br/>

Name dc:type.qualificationname

Doctoral Thesis

Level dc:type.qualificationlevel

Student thesis

Grantor dc:publisher.institution

University of Northampton

Year dc:date.issued

2026

Author dc:creator

• Ansong, Jeffrey Kwasi

Advisors dc:contributor.advisor

• Aftab, Nadeem
• Dabo, Al-Amin Abba
• Vlachos, Ilias

• Manual Inventory Management Systems (MIMS)
• Inventory Management Systems (IMS)
• CIPP (Context, Input, Process, Product)
• Evaluation
• Systems Thinking
• Concept Mapping
• Operational Efficiency
• Wholesale Businesses
• Developing Economies
• Customer Satisfaction
• Firm Performance

Language dc:language

eng

Identifier

oai:pure.atira.dk:studenttheses/cc72bef5-a599-4ef1-acbe-61b5261e00c1

OAI identifier oai:identifier

oai:pure.atira.dk:studenttheses/cc72bef5-a599-4ef1-acbe-61b5261e00c1