Requirement Document 27Aug2021.pdf

Requirements Document

27 Aug 2021

We currently have 8 Information Technology Asset (ITA) accounts, with some accounts having more than 800 items per account. In one of our buildings, there is also a warehouse with ITAs and other equipment stored in it.

This system must be able to help us with our equipment inventory processes in assisting in identifying that we have possession of an item(s), but also knowing the location of that item(s).

One of our biggest challenges has been keeping track of the asset when someone moves it from one building to another without letting the ITA account custodian know about the move.

Sometimes finding the new location of the asset can take months.

Equipment: To aid with ITA and other equipment accountability, we need a system that supports:

5,000 Passive RFID tags with barcodes that can be affixed to ITA and other assets (can affix metal plastic items and cardboard boxes) o With the capability to expand up to 50,000 at a later date if the requirement expands.

These RFID tags need to have scan able barcodes that can be scanned with a hand scanners and be recognized by fixed RFID readers/sensors mounted outside of each building exit door to track ITA.

Currently, we need 2 handheld scanners and 6 fixed RFID sensors/sensors, or enough sensors/sensors to monitor traffic for 6 doorways, with the require antennas. They must all be compatible with the provided RFID tags.

o This system needs to be expandable to handle and additional 6 handheld scanners and an additional 10 fixed RFID readers/sensors, or enough to monitor traffic for

10 doorways, if required for future growth.

Software: The software needs:

On premise server software with the ability to be hosted on a cloud.

Can be accessed by and used on at least 5 mobile devices (at least iPads) and 12 desktop computers (mobile devices and desktop computers provided by 492 SOACS). The program needs to have the capability to separately track a minimum of 20 characteristics/fields of an item entered into this system. These fields need to customizable to accommodate headers like (but not limited to): part number, serial number, nomenclature, building location, room location, desk location, warehouse shelf location, item costs, date acquired, warranty date, category, account, and quantity.

o This data must be able to be imported and exported in a CSV format files, so the information can be copied and pasted on other excel like spreadsheets.

The program needs to have a search capability.

The software needs to have the capability to track a minimum of 5,000 items, with the capability to expand to track at least 50,000 items.

The system needs to have the capability to send notifications and track when an item(s) has left or entered a building and identify what building it has left or entered along with the identity of the item.

If the handheld scanners and fixed RFID sensors/sensors requires separate software, this system must also come with enough software to support the purchased handheld scanners and the fixed RFID sensors/sensors.

Installation of equipment and software:

On-Site Survey and Tag Analysis Phase o Site Survey to test and evaluate which readers/antennas would work best o Evaluate and test RFID tag options on customer assets o Identify types and qty. of tags to order

On-site installation of equipment and software o Assist unit engineers with software installation and set-up on server and mobile devices and desktop computers.

o Physically install 6 fixed RFID readers and antennas, or the required amount to monitor traffic for 6 doorways.

RFID readers, antennas, hardware, tools and equipment provided by the vendor.

o Configure, tune and register handheld and fixed RFID readers/scanners.

o Perform system testing.

Training:

o On-site training on how to set-up and configure software on mobile devices and desktop computers.

o On-site training on how to use software program on mobile devices and desktop computers and handheld scanners.

o Provide reference material to use for refresher training.

Required Support:

o 3 year maintenance agreement on equipment and updates to software.

o Phone support for trouble shooting.