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Safety Equipment Tracking List
Posted on 11/25/14 at 2:22 pm
Posted on 11/25/14 at 2:22 pm
We have a bunch of safety equipment at work and the Powers That Be want to have a list which can be viewed by all that tracks who has the equipment, when it was checked out, when it will be returned.
Any good ideas other than a spreadsheet on the network?
One of the Powers That Be mentioned using Google Sites. That just looks like a website creation tool and looks like it would be far more of a hassle than a spreadsheet / sign in / sign out.
Any HELPFUL ideas?
Any good ideas other than a spreadsheet on the network?
One of the Powers That Be mentioned using Google Sites. That just looks like a website creation tool and looks like it would be far more of a hassle than a spreadsheet / sign in / sign out.
Any HELPFUL ideas?
2
Posted on 11/25/14 at 2:41 pm to TigerMyth36
The idea to be fully manual? Or some automation/macro based systems?
If you're really a go-getter, you can develop an app or a system using QR codes for each of the pieces of equipment and some type of scanning/badging for check in/out.
ETA: I mention the macro based because most people think "spreadsheet" and see just simple rows/columns. You can make it very fluid with user forms and input restriction to where it functions essentially like a standalone GUI or Database.
If you're really a go-getter, you can develop an app or a system using QR codes for each of the pieces of equipment and some type of scanning/badging for check in/out.
ETA: I mention the macro based because most people think "spreadsheet" and see just simple rows/columns. You can make it very fluid with user forms and input restriction to where it functions essentially like a standalone GUI or Database.
This post was edited on 11/25/14 at 2:43 pm
Posted on 11/25/14 at 3:02 pm to TigerMyth36
An access database would probably be better than excel though it is harder to set up than a simple excel sheet.
You would create tables with equipment numbers, employee numbers, and a table that creates an entry with those two numbers and a date and check in/out status. That would allow you to run reports showing equipment checked out, equipment checked out longer than a certain period of time, a list of equipment a person has, etc.
Bar codes/scanner is the way to go for asset tracking but it's not free.
You would create tables with equipment numbers, employee numbers, and a table that creates an entry with those two numbers and a date and check in/out status. That would allow you to run reports showing equipment checked out, equipment checked out longer than a certain period of time, a list of equipment a person has, etc.
Bar codes/scanner is the way to go for asset tracking but it's not free.
Posted on 11/25/14 at 3:05 pm to aaronb023
quote:Key words.
but it's not free.
They want something simple and free. About all I can come up with is a spreadsheet on the network.
Not even sure what the heck Google Sites could be used for.
I'm not the IT guy so macro / app isn't going to happen.
Posted on 11/25/14 at 3:08 pm to TigerMyth36
If you use excel I would lock the columns down with a password so only the people entering in the data can change it
Posted on 11/25/14 at 3:26 pm to aaronb023
You can actually lock down excel with some pretty nifty features that are easy to use. Notably a Userform to restrict that input and editing (forcing excel to function like Access). It requires some macro coding though.
I'd still suggest, at a minimum, making the spreadsheet complete with buttons/macros for check out/check in and a pick box for the equipment. Can link to their username if they will be checking it out from their computer/logon.
A QR code is free, no? I'm just trying to establish how this could be used.
I'd still suggest, at a minimum, making the spreadsheet complete with buttons/macros for check out/check in and a pick box for the equipment. Can link to their username if they will be checking it out from their computer/logon.
A QR code is free, no? I'm just trying to establish how this could be used.
Posted on 11/25/14 at 5:19 pm to aaronb023
If I remember correctly, Excel lets you sort the entire file by using one column and it also let's you sort an individual column without sorting the cells to the left and right. The latter will usually destroy the integrity of the data. Unfortunately, the latter was the default.
In other words, you may sort the data file on "Name" and it will sort the names column but leave equipment, address, phones etc unsorted mixing up the entire file.
As previously suggested, only let trained people update the file. Make it read-only for everyone else!
You are only as good as your last backup!!!
Backup often and only grant backup access to trusted/trained people.
Keep multiple backups! One backup will not suffice if you don't discover the problem immediately.
In other words, you may sort the data file on "Name" and it will sort the names column but leave equipment, address, phones etc unsorted mixing up the entire file.
As previously suggested, only let trained people update the file. Make it read-only for everyone else!
You are only as good as your last backup!!!
Backup often and only grant backup access to trusted/trained people.
Keep multiple backups! One backup will not suffice if you don't discover the problem immediately.
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