This page is intended as a simple list of requirements for the Inventory System.
Purpose
To be able to maintain a list of items held by Tadley Men’s Shed and identify where they are kept.
This was found to be necessary because we have many tools and other items tucked away in various cupboards and shelves but we don’t always know what we have.
Goals
Provide a system that is easy to maintain and easy to use; easy to add Item/Tools to the system and easy search for an Item/Tool.
Technology Decisions
The system should be centralised (rather than a distributed spreadsheet for example) to avoid version divergence. This is easily achieved through a website with a back-end database to store the Items details.
A web based system allows access from any internet connected browser. A suitably designed web system would also be available to use from a mobile phone or tablet.
Having a centralised database system allows a mobile app to be developed later (if required).
To incorporate the above requirements a WordPress based web system would be easy to setup and develop.
Various WordPress plugins allows the system to be easily extended; there are many off the shelf plugins available and developing custom plugins is within the scope of the people involved in the realisation of this system.
Selection of the WordPress Theme will allow the site to be displayed correctly on a desktop, tablet or mobile browser.
Key Feature Requirements
Priority features to be implemented in the initial version.
- Items are easily added to the system along with a main photograph of the Item and properties of the Item.
Item Properties:
- Item type; power tool, hand tool, consumable etc. The Item Type is hierarchical to allow the categories to be have a bit of structure; i.e. Power tool >> circular saw
- Item Location. All rooms in the Shed have various cupboards, shelves etc. The Location is hierarchical; i.e. Kitchen >> Double Cupboard >> Shelf 2
- Item Condition. As some donated equipment is reaching end-of life and some other Items are in really good condition a score of 0 – 5 is attributed to each item where 0 = poor condition or needs repair/replacing to 5 = excellent/new condition. This will allow an equipment/Item wish list to be compiled
- PAT Number. The identifier use for the PA Test
- Items are easily searchable by use of a search box that checks the database for the entered text.
- Items are listable by Item Type.
- Items are listable by Location
- Clicking on an item will open up the page for the Item where more information entered will be displayed.
- There will be several access levels to the system:-
- Administrator – login access to manage the whole system
- Editor – login access to add or change Items, and add Item Types and Locations
- User – access to the site is initially controlled by a password, but might be later changed to require individual passwords
Future Features to be considered
- Indicator for loaned Item
- Links between Items; i.e. for this Item you might need this other Item
- Indicator for re-ordering consumables. Can this be set by Users?
- Indicator for duplicate Items. Items that can be disposed
- Show PAT renewal date: list items requiring and upcoming re-test
- Show full PAT recording details
Development Phases
Initial Kick-Off Phase – Current
This is the current phase where the WordPress site is setup and site styles and layout are trialed and tested.
Navigation, terminology, and templates are investigated and adjusted. Theme settings adjusted.
Data is added as and when it can.
Interested parties are invited to contribute and make comment on the required features.
Once the database is deemed complete the rollout phase is initiated.
Rollout Phase
Agree users access levels; who is responsible for each part of the system.
More key members are invited to use the system and supply feedback.
Agreed feedback is applied then after testing…
Deployment Phase
All members are notified and invited to use the system.
Maintenance Phases
Ongoing.
Agree new features. Add agreed new features. Ongoing maintenance.