Download, Scan, Update & Upload

Phillip Brooks

Rickey Creel & Pam Harrison

Agenda

Identify Process Desired for taking inventory

Create Download capability Create Database – with multiple input forms

& Reports Create Upload capability Decide on equipment Work in Process

Our Current Situation

All equipment in banner - including the Vocational items

Tags contained barcodes for all inventory During three year process – set up,

conversion & learning Banner functionality & depreciation, we have not taken a complete physical inventory of campus.

Decide on Basic Process Select by Bar

Code/PTAG number Verify and/or update

these:– Location– Custodian

Update Inventory Date Provide key elements

– Model, Make, Serial Number

Two Methods of Verification

Single Method

Scan each object Update desired records Move on to next item

Multiple Method

Scan every object in a room

Stop and update each record for all items

Move on to next room.

Critical Design Decisions

Decision to Download all items. – Items found assigned to other areas in Banner

could be updated. (not limited by Banner locations)

Only updated items would be uploaded.– This allows for simultaneous employees to be

conducting inventory. Each employee would upload the changes that they had made to the inventory without effecting items that had just been changed.

Form/Report of Missing Items

Report created to show items not updated since – Input Date.

This allows for follow up with the “Custodian/Person Responsible” before leaving their area.

Use PC Word document to create notes of items no longer under this employee.

Create Download Capability

Update Process - Issues

Item found, not on inventory (or in Banner)– Use Tablet PC to create report of item found –

not yet entered or extracted from purchasing.

Item on inventory, missing from area – Use Tablet PC to create report of

Custodian/Person Responsible explanation of missing item for follow-up.

Decide on Equipment

For Size, Weight, functionality – loaned a tablet PC by Howard Computers.

Tested a Wireless Bar Code Scanner (required a Receiver) – Unacceptable

Found a Wireless Bar Code Scanner that could use BlueTooth Technology.

Found a Dongle to provide the bluetooth connectivity to the Scanner.

Create Plan to Inventory Entire Campus Decided on draftees for annual inventory. Train on Equipment & Assign Departments Establish Date to Inspect Inventory &

Communicate with Person Responsible Test the Plan