Tool tracking solution

The tool tracking software was designed for a business managing a central store of tools issued to engineers in order to complete remote work.

Codegate developed a highly configurable, modular solution with Catalyst building blocks at its core. The company started with basic functionality, then added additional features as their work processes developed.

The basic system is a server based application that provides databases for locations, tools and technicians. Bar code labels or RFID tags were printed to uniquely identify tools. ID badge labels or plastic cards were printed to identify technicians. Reporting is available on individual tools or technicians, or on all inventory. Return reminders can be generated and emailed directly to technicians, and consumable items can be written off. Data can be exported to downstream systems such as purchasing and accounts.

How it worked

Bar codes were used to track tools, consumables and plant quickly and efficiently. Issuers, technicians, and all tracked items are uniquely identified. Issuing and returning tools is completed in seconds with two or three scans.

Batch and wireless portable terminals were issued for each store to use as a transaction point. A stock module provided detailed information on stock, valuation, movement and utilisation. Maintenance and calibration were provided for relevant items.

A procurement module was later added, providing a database of suppliers such that items could be automatically re-ordered. This was followed by the addition of locked cabinets with selective access control, allowing individual engineers to access their own kits.

Business benefits:

The basic system delivered cost and time savings through greater accountability and reduced paperwork. The rich amount of data collected ultimately allowed utilisation analysis to be conducted on the whole process. This led to significant savings in usage and costs of consumable items, lower tool replenishment rates and reduced write off rates per engineer. Further reliability analysis per tool led to re-purchasing of items with improved quality and reliability.