Attachment 1 - Weapon Tracker User Guide V05.pdf

Weapon Tracking System www.trackeriot.com

Weapon Tracker User Guide

V 0.5

Technical Contact

RANJEEV SINGH

ranjeev@trackeriot.com

+91 98600 62176 (mobile / Whatsapp)

Business Contact

Eric Collins eric@trackeriot.com

941 375 9437 (mobile)

*VIEW DOCUMENT 100% TO 130% MAGNIFICATION TO HAVE CLEAR VISIBILITY OF

SOFTWARE SCREENS.

mailto:ranjeev@trackeriot.com mailto:eric@trackeriot.com

Table of Contents

User Login

Dashboards

Templates

Data Entry & Modification

Bulk Data Imports

Add Item/Weapon Type

Personnel Weapon Certifications

Adding/Modifying Weapons Assignments

Adding/Modifying Location Data

Adding/Modifying Consumables

Check-out And Check-In

Search, Advanced Search & Personnel Search

Scheduled Jobs/Tasks (Cleaning, Inspection, Maintenance, Testing Firing)

Personnel, Certifications and Assignments

Tags Commissioning

Update Status and Update Location

Update Quantity of Non-Serialized Items or Consumable Items

Alerts and Notifications

Password Reset

Forms

User Audit Trail

Magazine And Ammo Setup

Post Setup

Inventory Alerts Setup

Reports

Transient Weapons

Introduction

The weapon tracker application is state of art application for tracking & managing weapons, gear and other related items. It is built using technologies like Java, Android, HTML5/CSS3 and other similar best-in-industry technologies; and can be deployed on databases like MS SQL, MySQL and Oracle. The items can be tagged with RFID tags or Barcode labels and system allows automatic check-in / checkout, inventory and audit functions. It provides role-based access to system; the information is made accessible to users based on user role. Only authenticated users can access the information. The user history and item history are maintained for audit purposes. This document provides step by step approach for using the system.

User Login

Open the link provided in Chrome, Edge or Firefox browser. Enter user name and password.

If it’s a person’s first login, system will ask to change the password. You need to change the password and then login with new password. The login screen looks like the below.

Dashboards

On successful login, user is displayed the dashboard screen which provides a complete snapshot of all lethal and non-lethal weapons, other serialized items and non-serialized items.

There are multiple UI elements on main dashboard. On top right you will see quick snapshot view of tasks, alerts and messages

The first from left is the number of open tasks, second is number of upcoming scheduled jobs in a month and last is number of messages in inbox. Next to that is selection of template. There are three templates in the system. One is Lethal Weapons. The second template is “Non-Lethal Serialized Items”; it is for all serialized items other than Lethal Weapons. Third one is Non-serialized which is template for all non-serialized items. Each of these templates has its own specific set of data fields.

The calendar component will show all upcoming tasks and alerts for scheduled jobs/tasks like cleaning, inspections, test firings, maintenance and expiring officer weapon certifications. Clicking on these events will show more details about the event. You can also click on ‘View Details’ for tasks and alerts for a detailed data view about the task and it enables you to take further action on task or job alert.

Templates

The templates represent different set of data fields. There could be multiple templates if we want different set of data fields to be captured for items/weapons. For example following shows one set of data fields. Please note that these fields change from project to project and in your case the set of fields could be different.

The weapons types are also different for each template.

The following sections depend on the template selection

- Date Entry Section depends on template selection

- Advanced Search depends on template selection. Whatever data you will see on this page depends on the template selected. Change in the template selection will change the data fields on this page.

- Bulk Data Entry screen

- All data report - this report is also template specific report.

Data Entry & Modification

Data Entry

Enter data as shown on the data entry screen. The fields marked with * are mandatory and the rest of the fields are optional fields. # marked field is field with unique constraint; that means this data cannot be duplicated across any other data entities (is unique throughout the entirety of the database for this particular column), the field has to be unique.

Some of the fields will be configurable drop-down lists e.g. Weapon Type and Status. These drop-down lists are configurable drop-down lists; that means user can change these drop down lists from the UI.

Some other drop-down lists e.g. Disposition are fixed drop-down lists created based on data provided during setup and configuration stage.

Please make sure to provide data for all mandatory data fields. Click Save to save data. Clear will clear entered data.

NOTE: The data modification web page is template specific. The data fields will be template specific. If you select separate template, different set of fields will be displayed on this web page. Each template has separate set of fields.

Data Modification

To modify data for any item, you need to search the item either from simple search or advanced search and then modify it.

After modifying data, click Save/Update to save data.

Docs & Pics - You can attach associated digital/electronic documents for an item/weapon e.g. weapon repair guides, weapons spec sheet, manuals and the like. These documents can be stored on the server which can be retrieved, viewed and/or printed whenever needed.

Add Children Entities - You can also create parent child relationship from here e.g. you can add sight/scope to a weapon from here. Parent entity can also be linked from data entry screen. You can add data in parent field as shown below

Please note that parent and children are checked out together.However, armorer has the option to remove whichever item he/she wants to remove from the checkout list.

Bulk Data Entry

Please download the template from the bulk data entry screen, fill in data and upload. This option is for bulk import of weapons/items. For bulk import of other data items like certification data, weapon assignment data, personnel data etc., please refer bulk data imports section in this document. Please remember that this feature is template specific. The template you downloaded will be template specific meaning it will contain data fields which are specific for that template. While uploading template, make sure that you have selected the correct template from right top section. If template is wrong, uploading will not be successful.

Bulk Data Imports

System user can import data like certification data, scheduled jobs data, personnel data and weapon assignments in bulk from CSV templates from Admin section. Download the template, fill data and import data.

Any errors during import can be viewed in Alerts and Notifications Section

Add Item/Weapon Type

Item/Weapon types are template specific. The types can be added from here. Make sure to make

Certification required for weapon types if it is mandatory for personnel to be certified before using these type of weapons.

Personnel Weapon Certifications

Personnel certifications can also be viewed or added from this section. The same function can be performed from Search & View Personnel section also or while adding the personnel. Past expired certifications can also be viewed from here.

Adding/Modifying Weapons Assignments

Weapons can be assigned to soldiers/officers from this screen. You can also do weapon assignments from Search Personnel-> Search -> Edit Profile or at the time of data entry while creating personnel.

Adding/Modifying Location Data

System user can add new location or modify existing location data here. System user can also move locations from one parent to other parent node.

Note that location code is used when mobile app is used. Mobile App will synchronize data based on location code. When you inventory operations, make sure that this location code matches with mobile app set location code. With wrong location code, mobile app will not fetch proper data from server.

Be careful with deleting location; it can’t be resurrected after deletion.

Adding/Modifying Consumables

You can convert any non-serialized item into consumable from this screen. Click on item name (Blue colored), it will populate the data fields and select Yes for Consumable. The item is now converted into consumable item. The behaviour of consumable items is different during Check-out and Checkin process.

Check-out And Check-In

Checkout Process

Scan the CAC Barcode, if office/soldier details exist in the system, Personnel field will get populated. If the officer/soldier does not exist in system, message about it will be displayed and system user is presented with option to add details to the system. Click on registration to add officer data into the system. You can also view and add certification data.

The other way to enter soldier/officer details is to type employee name or employee ID in Personnel text field. User must type a minimum of 3 characters. All records matching the input data are displayed and as more characters are entered, the list reduces precisely and ultimately to the specifically desired employee record. Select the correct employee from drop down list. It is important to select from drop-down list otherwise system will flash error that employee is not selected.

Drop-down list being displayed with employee name characters

Drop-down list being displayed with Employee No characters

Once you select the personnel, system will display the assigned weapons/items as shown below. In the below picture, Glock-45 is already assigned to this employee. For Glock-45, 3 magazines should be checked out as per system configuration and setup; hence that number is being displayed which you can increment or decrement. Also, you see borders in different colors. The color coding of borders is explained in subsequent sections. If the weapons are not assigned to personnel, then system user can add weapons/items by scanning through USB attached RFID scanner or by scanning Barcode or by typing Unique ID manually.

You can also view user information by clicking on View Personnel Details. The officer’s photo can be attached and will display where the icon is currently showing.

If user is not OK-TO-ARM, it will display alert here also and system will not allow to check-out items without over-ride. Employee assignments and employee certifications are displayed here. In case of any weapon for which employee is not certified, it will alert on screen and you will need to provide over-ride.

Adding Non-Serialized Items

User can also add Non-Serialized items here for check-out by entering either the Unique ID (i.e. Serial

No) or by scanning Barcode. User can increment/decrement quantity as shown in below figure.

Once all of the items that need to be checked out have been added as shown above and any over-rides, if there, are provided, user can click on Proceed-To-Checkout button. It will display screen as shown below.

If there are any business rules like inspection should have happened in last 15 days, appropriate messages will be displayed to end user.

Please provide remarks, specify return date and duty location data here.

Capture the signature by clicking on Capture Signature button. If signature pad is not attached, system will ask for permission to checkout without signatures; select ‘Yes’ to checkout items.

If signature is captured, save signature and click on Check-Out button to checkout the items.

If signature is not captured, system will prompt user about it.

Click ‘Yes’ to checkout without signature.

Checkout To Temporary Users

Temporary employees may go through some business rules or SOP. At the time of checkout if employee is of User-Type ‘Temporary’, alert message is displayed so that armorer can take care to follow SOP while issuing weapons or items to these employees.

Checkin Process

Scan CAC Barcode - the process is same as mentioned earlier. Select employee as mentioned in previous section. You can view the officer’s details by clicking on “View Personnel Details”. Once user is selected, the table as shown below shows the list of items checked out to this employee. Delete items those are not being checked-in.

The items shown in the table are issued items to this employee/soldier/officer that are expected to be returned. The verified column will show tick mark if the item is scanned with RFID scanner or Barcode scanner or unique ID is entered in text box above. Clicking on Info column icon will show weapon/item information as shown below. You can click on weapon/item image to view enlarged image size.

Below image shows information about weapon/item.

Click on ‘Proceed to Check-in’ to check-in items. Select location to indicate where check-in is happening.

Please note that after check-in process is completed, system will change current location back to the previous one (which was there before checkout)

Search, Advanced Search & Personnel Search

Simple Search

User can search weapons/items by typing 3 or more characters in Name text field or Serial No text field.

RFID and Barcode are exact searches. User can perform multiple actions on search screen e.g. Update

Status, Add to Batch, Add to Task-list or Add to Workflow.

You can select item/s on search screen and update status of selected items or perform other actions.

User can also view details and edit/modify data.

Note: Please note that Simple Search is not template specific. If you want to view more details, click on edit button or information button.

Advanced Search

Advanced Search provides more parameters for refining search. User can perform same actions here also which are available on Simple Search screen.

Note: Advanced search is template specific. You will see only items which are associated with that template.

Personnel Search

It provides criteria to search personnel, view and edit personnel details

View/Edit Employee Profile, Add/Modify Certifications, Add/Modify Assignments

System user can view profile, edit profile, view certifications, add/modify certification data, add/view weapon assignments from this section

View Profile

Edit Profile

You can change personnel data here, add/view/modify certifications and also change weapon assignments.

Please note that User Type needs to System User here if that user will login into the system and perform administrative functions.

There are three user types

1- Normal User

2- System User

3- Temporary User

For temporary employees, system will display message at the time of checkout, armorer needs to take precautions as per standard operating procedure

Scheduled Jobs/Tasks (Cleaning, Inspection, Maintenance, Testing Firing)

Create Job Type

The first step here is to create job type from admin section. The job type could be like cleaning, inspection, testing firing, maintenance etc. It can be a scheduled job with recurring frequency like monthly, quarterly, half yearly or yearly. Specify the number to specify the frequency. Job type can also be ad-hoc job meaning it does not have any specific date to perform; it can be performed any time.

WARNING: Once the system is setup and running, these job types should not be deleted or added for

Cleaning, Maintenance, Inspection and Test Firing. Other job types can be added or deleted or changed.

Setup Jobs/Tasks

Once job type has been created, you need to create scheduled job for each item/weapon. Based on requirements like cleaning, test firing etc, you can create job. Make sure that you create only one job for each job type e.g. one job for inspection job type and one job for cleaning etc. Creating multiple jobs for same job type may interfere with business rules, if any, for a specific job type. You can also create single job for multiple objects/items/weapons.

User needs to provide short description, details and other required information while creating the task/job. Job type could be Cleaning, Inspection, Test Firing or Maintenance job. Based on Job Type configuration, it can be either scheduled job or ad-hoc job.

You need to add weapon/item for which this job is being created. Type name or serial number (min 3 chars) and select from drop down list. Once selected, click on “Add to Table”. It is important to add weapon to table. You can create single job for multiple weapons or separate job for each weapon. If option “Create Single Job for all items” is selected, system will create single Job for all weapons/items.

By default, system will create single job for each weapon/item. Once job is created, it will start getting scheduled as per data provided. You can view upcoming jobs in Alerts & Notification section as shown below

Or you can also search/view jobs as shown below

If you want to search jobs based on type, select type. If you want to search upcoming jobs between dates, you can specify Due-Date From and Due-Date To. If you know Job-ID, you can search job using

Job-ID. If you want to see jobs for a weapon, type name or serial number, select from drop-down list and click Add. Click Search to search jobs related to the added weapon/item.

Use buttons/links in Action column for performing actions on Job. Job History provides past job history data.

Job Action allows to add job related data. Once job is done, you should save that data into system for historical records purpose.

User can enter relevant data and click Save Job Data to save it. Once data is submitted, system will further schedule the job for next date. The next date depends on recurring type. If recurring type of this job is monthly, next due date will be after one month. If recurring date is quarterly, next due date will be after a quarter.

Personnel, Certifications and Assignments

Add Employee/Personnel

Provide all details and save data. You can also attach picture of employee. If you scan CAC Barcode, system will populate main details.

Select user type to “System User” if you want user to login into system and use system features. Normal user can access only one area I.e. My Workspace where he can view issued weapons and certifications.

Modifications, Certifications & Assignments

Do personnel search as shown below

View Profile

Edit Profile

Add/View/Modify Certifications

Click on Add/View Certifications to add certification data.

There is another way to add and view User Certifications. Goto Data Entry->Add/View Certifications as shown below

Add/View/Modify Weapon Assignments

Click on Add/View Weapon Assignments on Edit Profile page. You can search weapons and assign from here. You can also remove existing assignments by clicking on Delete Assignment

There is another direct way of adding/viewing/modifying weapon assignments

Go to Data Entry -> Add/View Assignments

Tags Commissioning

Tags commissioning is activity where you need to map the RFID tag or Barcode tag with weapon/item/asset. Go to Tracking -> Add/Delete Label

If it is first time, search weapon/item by Unique ID. RFID and Barcode text fields will appear blank. Take cursor to RFID field and scan RFID tag with USB attached RFID/Barcode scanner. The RFID field will get populated with RFID tag. If you just want to save RFID tag, click relevant button to save RFID data. If you want to add Barcode number, brig cursor to Barcode text field and scan weapon/item Barcode from USB attached RFID/Barcode scanner. Barcode data will get populated in the field. Save both data items or specific by clicking relevant buttons. You can search more than one item and do mapping or commissioning of multiple tags in one go.

Update Status and Update Location

System user can change/update weapon’s/item’s status or location either from Edit Item/Object screen or from Tracking Screen. From Tracking screen, system user has the option to do it for multiple items in single go. Search and Add the items to table and then change the status or location.

Update Quantity of Non-Serialized Items or Consumable Items

System user can add to the current quantity of non-serialized items like cartridges, holsters, ammo etc.

After initial lot, if new items are purchased and the current quantity needs to be updated in the system, it is done from this screen. The quantities can also be decreased from here whenever some of the items expire. System also maintains the complete history of these changes. It’s important that once initial quantity is setup in the system, any quantity top-up/reduction must be done from this screen.

NOTE: There are two quantity items inside system - initial quantity and current quantity. Current quantity reflects current no of items in the store. Initial quantity represents the initial number which is done in the beginning at the time of system setup. Initial quantity should not be changed. Additional additions should be done from here which will top up initial and current quantity accordingly. It’s not advisable to change quantity from search and edit screen - that will directly change initial quantity and set current quantity equal to initial quantity which will disturb all calculations. The feature to edit initial quantity is provided to setup the data initially but it should not be used afterwards. Subsequent changes to quantity should be done from this screen.

Alerts and Notifications

There are alerts/notifications of following types

⚫ Scheduled Job Alerts - Cleaning, test firing, inspection and maintenance job alerts will be shown as part of this section. You can create tasks from these alerts to do further tracking. Please note that the alerts are shown only for scheduled jobs. Ad-hoc jobs don’t create any alerts.

⚫ User Certification Alerts - User certification alerts are alerts about expired certifications or upcoming certification expiry dates.

⚫ Data Import Alerts - It shows any errors encountered during data import process.

⚫ Mobile Sync Errors - It shows errors of data synchronization between Mobile App and Server.

⚫ Inventory Level Alerts - You can set Inventory level threshold values in Admin section. Once threshold is set; the alerts will start appearing here. Whenever current quantity goes below the threshold value, it will generate alert.

Password Reset

If some user forgets his password or account is blocked, you can reset his password form this screen.

Temporary password generated should be sent to the concerned system user over email or text.

Remember this is temporary password, system will prompt for changing this password first time user tries to login with this password

Forms

Forms section may not be applicable for all. Here you can download forms which are required as per organization compliance. Some examples of forms are Equipment Log & Inventory Log. Rack Seal Setup is for configuring Rack/Seal data.

User Audit Trail

System user’s all actions are logged in system audit log. These logs can be viewed from admin section

Magazine And Ammo Setup

During Checkout process, you can configure the magazine and number of magazines or Ammo & Ammo quantity to be issued for lethal weapons. This way you can reduce the overall checkout time. This setup can be done from Admin section as shown below.

This shows that M17 weapon type has been configured to checkout two M17 Magazines. The checkout screen will look like below. Similarly you can also add Ammo and quantity here.

If you setup serialized magazine type, you will need to provide serial numbers of those magazines at the time of checkout.

Here we setup two serialized magazines for M18. Below is screenshot at the time of checkout. There are two serialized magazines added for M18 weapon. You need to provide serial nos/unique Ids of these two here to checkout.

Post Setup

The posts can be setup and modified from Admin section.

To add weapons/items for Post, click item in Column “Post Configuration”. You can add serialized items and non-serialized items for a Post. You can also specify the quantity for each item. When you select

Post during Check-out process, these items will be displayed on the Check-out screen.

Inventory Alerts Setup

To setup inventory level alerts, please go to Admin section and click on link as shown below. Specify the lower threshold value. Whenever you check-out items and the current quantity goes below these items, system will create alert. These alerts can be viewed in Alerts & Notifications section.

Reports

There are multiple reports available in system. These can be exported as PDF/CSV/Excel files.

⚫ All Weapons/Items Report - This report is template specific. You will see all template data fields in the report.

⚫ Assigned Weapons Report - It shows the list of all assigned weapons

⚫ Unreturned Items Report - It shows all items those need to be returned back.

⚫ Items Report By Location - It shows location wise weapons/items

⚫ Checkin/Checkout Report - It shows checkin/Checkout data

⚫ Item History - It shows complete history of weapon/item

⚫ Personnel History - It shows complete checkin/checkout history of personnel

⚫ Items Report By Status - It shows status wise data

⚫ Expiration Date Report - This report is for tasers, vests and cartridges to show their expiry dates.

⚫ Certification Expiration Report - This reports shows expiring certifications.

⚫ Inventory Summary - It provides the number of items on-hand and issued.

⚫ Inventory Audit Report - It shows the history for inventoried data. You can view missing items or extra items for a location. The inventory is done from mobile app.

⚫ Consumption Report - Consumption report shows history of ammo being issued to personnel.

⚫ Consumables Report - It shows status of current stock of consumable items.

Transient Weapons

Note: This section may no be applicable for all use cases. If you don’ t see this option on left side navigation menu - that means it is not applicable for your use case.

Data Entry

This section is for data entry of transient weapons. There are two types of transient weapons - frequent flyers and any-term. Frequent flyers can check-out/check-in the weapons multiple times before checking-out permanently. Once checked-out permanently, system will not display those weapons in the system again.

Enter DOD ID or scan the CAC barcode. If the soldier/officer exists in the system, system will populate soldier Name and DOD ID. If soldier/officer does not exist in the system, system will provide option to add soldier details into the system. Click on Registration and add solider/officer details into the system.

Fill-in other details like drop-off date, estimated pickup date and duty location. If drop-off date is today, leave it blank or fill today’s date. You can add serialized items and non-serialized items. When you are adding serialized items, click Save button below serialized items and when you are adding non-serialized items, click Save button below non-serialized items. * marked field are mandatory data fields. When you add these data items, these will be displayed in below table. All items/weapons for this user will get displayed in table below as shown below.

View Soldier’s Items/Weapons

In case you want to view which items/weapons have been dropped by soldier/officer, just scan CAC card on data entry screen. This will display the items which are present in armory. Permanently checked out items will not be displayed here.

Check-out

Select the type of weapons. Scan CAC barcode. You can view or add certifications here. For frequent flyers, the checkout is just permanent weapons checkout. If there are any certifications which are expired, system will flash message to provide over-ride.

If you select checkout permanently, weapons will be checked out permanently from this location and they will not appear here again. Any term weapons can be checked out permanently only. Please make sure to select the option for any-term weapons.

In case the system flashes to provide over-ride for exceptions, please provide over-ride. Signature capture option is also provided.

System user can choose to checkout all items or some of items. He can delete items from checkout table which he/she does not want to checkout.

Check-in

Scan CAC card or enter DOD ID, system will display items issued to this soldier. System user can choose to check-in all items or some of the items from the table.

Due for Pick-up Report

All Weapons Report

Check-in/Check-out Report