Funding: Data2ustain EDIH
iMotors
iMotors is a Donegal based automotive dealership that worked with WiSAR Lab through Data2Sustain EDIH to explore digital solutions for surplus parts stock management and vehicle-key tracking. The project involved developing two proof-of-concept systems to assess potential improvements to existing processes and support future digital innovation.
The Challenge
The project was structured around three distinct but connected services. The first involved developing a Technical Requirements Document through stakeholder interviews, needs analysis and an investigation of iMotors’ existing systems and workflows. This initial work was necessary to establish the scope, business requirements and technical feasibility of the two subsequent proof-of-concept systems: a stock-management application and a key-location management system.
The second service addressed surplus parts stock. iMotors had accumulated parts that had previously been ordered for particular jobs but were no longer required. Although these parts still had value, there was no straightforward way to make other dealerships aware that they were available. iMotors believed that, if this stock could be identified and presented to other dealers, it could be sold at a reduced price rather than remaining unused. The project therefore explored a pilot Progressive Web Application with API integration into the existing dealership parts database. This would allow relevant stock to be identified, reviewed and potentially offered to other dealers.
The third service addressed vehicle-key management. iMotors can have up to approximately 300 vehicles in stock at any one time, including new and second-hand vehicles for sale, courtesy cars and customers’ vehicles undergoing servicing. A replacement key for a modern car can cost hundreds of euro, making it important to prevent keys from being lost. However, the more frequent operational problem was that keys were temporarily mislaid. A key could be left in an employee’s pocket, placed in a desk or returned to the wrong location, and might not be found for several hours or, in some cases, days. This created disruption for staff and customers. A customer might be unable to take a vehicle for a test drive, potentially resulting in a lost sale, while workshop activity could be delayed if the key for a vehicle awaiting service could not be located. The key-location proof of concept was therefore required to investigate how the location and status of keys could be made more visible and how key issue, return, storage and charging workflows could be improved.
WiSAR Solution
Under Data2Sustain EDIH, a solution was found working with WiSAR Lab, to address these challenges by providing iMotors with the technical expertise and structured innovation process needed to investigate its requirements, assess suitable technologies and test potential solutions. A requirements-led, proof-of-concept approach was chosen because iMotors had identified genuine operational problems but needed to understand the technical feasibility, workflows and potential benefits.
For the technical requirements gathering, stakeholder interviews were conducted, to develop a needs analysis through an in-depth investigation of iMotors’ existing systems, data sources and working practices. This resulted in a Technical Requirements Document defining the project scope, functional and non-functional requirements, proposed architecture, database needs, user interfaces, API integration, security considerations and implementation approach. This reduced the risk of developing solutions based on assumptions and provided an agreed blueprint for the follow on services.
Under Phase 2, the WiSAR Lab team designed and developed a prototype stock-management system as a Progressive Web Application. A browser-based application was selected because it could operate across desktop, laptop and mobile devices without requiring separate applications for different operating systems. An API connection demonstrated how selected records could be retrieved from the proprietary dealership parts database while retaining the existing system as the authoritative data source.
The system allowed users to search, filter and review parts records and identify stock that could potentially be considered surplus. It also demonstrated workflows through which suitable parts could be reviewed and prepared for possible resale to other dealerships at a reduced price. This approach allowed iMotors to assess the feasibility of the proposed process without replacing or disrupting its existing dealership systems.
In the final phase, the WiSAR team investigated tracking technologies and developed a pilot Key Location Management System. Rather than attempting to track approximately 250–300 keys immediately, the proof of concept focused on 10–15 customer courtesy-car keys. This provided a manageable but realistic subset for testing the technology, user workflows and charging requirements.
Off-the-shelf trackers, tracker-to-cloud communications, mapping services and a browser-based dashboard were assessed. The prototype demonstrated how a key could be associated with a vehicle and how staff could view its status, recent location, expected return and battery level. When battery duration emerged as an issue, the project team helped investigate a locked, pigeonhole-style structure that could securely store the trackers while charging tshem wirelessly. The pilot enabled iMotors to refine its requirements and ultimately supported the company in identifying and acquiring a suitable commercial key-management system.
Impact & Benefits
The project delivered three measurable outputs:
- An agreed Technical Requirements Document
- A proof-of-concept stock-management application
- A proof-of-concept key-location system.
These outputs enabled iMotors to progress from broadly identified operational problems to clearly documented requirements and tested technical solutions.
The Technical Requirements Document defined the company’s functional, technical, integration and security requirements. It reduced uncertainty around future development and procurement by ensuring that any subsequent investment would be based on documented business needs rather than assumptions. It also provided a framework against which the two prototypes and potential commercial solutions could be evaluated.
The stock-management prototype demonstrated that selected parts records could be retrieved from the proprietary dealership database through an API and displayed in a browser-based Progressive Web Application. Users could search, filter and review stock and identify parts that might be suitable for resale. This confirmed the technical feasibility of creating a new workflow without replacing or disrupting the existing dealership system.
The principal potential financial benefit is the recovery of value from stock that might otherwise remain unused. Making other dealerships aware of surplus parts available at a reduced price could generate additional income, improve stock turnover and reduce capital tied up in dormant inventory. As the system was a proof of concept, no long-term sales revenue or reduction in stock levels was measured. However, the project established the process and technical foundation required for a future operational deployment.
The key-location pilot evaluated approximately 10–15 courtesy-car keys, representing roughly 3–6% of iMotors’ wider estate of approximately 250–300 vehicle keys. It demonstrated the association of trackers with keys and vehicles, tracker-to-cloud communications, dashboard information, location updates, battery monitoring and key issue-and-return workflows. The system also identified battery duration as an operational constraint and resulted in a secure, locked pigeonhole-style wireless-charging approach.
A replacement key for a modern vehicle can cost hundreds of euro, so preventing keys from being permanently lost could produce direct savings. Improved key visibility also has the potential to reduce staff time spent searching for misplaced keys, avoid workshop delays and reduce the likelihood of a customer being unable to take a vehicle for a test drive, thereby protecting potential service and sales revenue.
While the project was not intended to generate a fully operational commercial systems to offer a more defined RoI, it delivered significant long-term value by reducing technical and procurement risk, improving iMotors’ workflows and supporting the acquisition of an appropriate commercial key-management system. The project has also encouraged greater awareness among the company and its employees of how innovative, modern technologies can address everyday operational challenges. This increased focus on digital innovation provides a strong foundation for continued improvements in stock management, key visibility, customer service and staff efficiency. Over time, these benefits are expected to deliver measurable returns through increased surplus-stock sales, reduced key-search time, avoided replacement costs, fewer delayed test drives and improved service turnaround times.
