Tracking Available Work Equipment
As a business, you probably have a lot of equipment in use. To reduce excess inventory and avoid losses, it’s important to keep tight control. This means tracking who has each item, knowing how many are in use, and having the data you need to plan future needs and purchases.
How to organize work equipment in Aptien:
In Aptien, you use dedicated registers (organizers) to track work equipment. Each register can represent a type of equipment (e.g., laptops, mobile phones, PPE). In your registers, you manage two categories of equipment:
- Tools and devices with a serial number or asset/inventory ID — each item has its own record
- Consumable supplies and accessories tracked by item type and quantity
What you need to manage work equipment effectively:
- Equipment assignment: Who has the equipment or where it’s located. Assign items to an employee, department, or cost center.
- Issue records: When equipment is issued to an employee, keep a clear record in your system.
- Usage and stock tracking: See items in use, items issued, and items in storage.
- Available inventory: View equipment that hasn’t been issued yet so you always know what’s on hand.
How to Manage Work Tools and Other Durable Equipment
For assets like tools, computers, mobile phones, or vehicles, track each item individually. Give every item a unique ID and assign it to a specific employee, team, or department. For this type of asset, the key is to know who currently has it and which items are unassigned and available.
Process
- In your asset register where you track devices and equipment (e.g., laptops, tools, machinery, vehicles), create a separate record for each item.
- Include details such as the item’s condition, assigned employee, status, warranty info, and maintenance history.
- Set a target replacement date or expected useful life for the item.
- Check out the item to an employee: Specify who is responsible for the item and record the checkout date to track when it was issued.
Outcome and resources for managing work equipment
- For both the item and the employee, you can view a list of issued assets: a report showing all equipment currently assigned.
- You can also view available assets: a report of items in stock that haven’t been issued yet, so you always know what’s on hand.
How to Manage PPE and Other Consumable Work Equipment
For items like personal protective equipment (PPE) and other consumables, track how many units are issued for each item type or size. In your Organizers for PPE and consumables (e.g., gloves, helmets), keep records by item type or size. Each record should include details about on-hand quantity, units issued, and who they’re assigned to. For these items, it’s critical to know which employees have them and which units are “available” (not yet assigned).
- This category of equipment is managed by item type and quantity (number of units)
Process
- In the registers where you track equipment (e.g., laptops, tools, machinery, vehicles), create records for each item type (for example, Helmet, Size L).
- Each record should include the item type, available quantity, assigned employees, and status.
- Set the replacement cycle or expiration date.
- Issue items to employees: Enter the number of units issued to each employee, along with the item type and quantity. Record the issue date to track when the item was provided.
Outcomes and references for managing work equipment
- For both items and employees, view a summary of issued items: A dashboard showing all items currently assigned to employees.
- Assigned employee: See which employee has how many units assigned.
- Issue date: Track when the equipment was issued to the employee.
- In reports, view available items: See items in stock that have not yet been issued, so you always know what’s available.
- Planned renewal: Forecast future needs based on expected usage or replacement schedules.
- Issued items overview: A view showing all items currently in use by employees.
- Available items overview: A view of items in stock that have not yet been issued, so you always know what’s available.
How to Plan the Purchase of Work Equipment
Planning the Renewal of Tools, Machinery, and Equipment
- Laptop maintenance reminders: When a laptop reaches 2 years of use,
- Aptien reminds you to schedule replacement and sends a renewal alert
Planning Consumable Work Supplies and Optimizing Inventory
- Based on issued and available quantities and planned replacement cycles, you can forecast when to reorder specific items. Aptien provides inputs for work equipment planning. For consumables, such as PPE, you can set renewal periods and receive automatic replacement reminders.
- Replenishment plans: For durable equipment, you can create tasks or alerts for when an item needs replacement or when additional equipment will be needed for a new hire or project.
- Automatic alerts: Set automated notifications when inventory levels hit a specific threshold, when consumables need replenishment, or when maintenance is due.
- PPE threshold alert: When your stock of face masks drops below 100 units, an alert will prompt you to place a new order.
- Replenishment reports: Generate reports in Aptien showing current inventory levels across all equipment types. This helps identify whether you have overstock or shortages for items like PPE.
Example: You track PPE. In it, Work Boots size 9 (US). The boots have a 1-year service life. Aptien will track usage and remind you to order replacements based on expiration.