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Case study denver schools assets

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Barcode Tracking Systems

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Case study denver schools assets

  1. 1. The Denver Public School System (DPS)systems in the country. It serves the residents of the City and County of Denver, consisting of 200schools, warehouses and other facilities. Their mission is “…to provide all students the opporachieve the knowledge and skills necessary to become contributing citizens in our society.”Within Enterprise Management at DPS is theschools’ assets (computers and other electronics, fregulated by the federal and state governments.who are responsible for managing over 100,000 assets located in over 200 locations within the districtschools and offices. Each year approximately 5,200 assets are added and around the same number areretired from the district, plus some of the assets are moved regularly,an accurate inventory.Requirements for a New Asset Tracking SystemWhen the Denver Public Schools decidedto-use system based on mobile barcode technologyat each location, connect to their financialThey were also looking for a system that would allow for future growth.Prior to purchasing CheckMate Capitalmultiple, time-consuming steps: An Inventory Specialist would travel by car to a DPS location and collectthe asset count. He would then return to theSpecialist would enter the asset countreconcile the entries and determine which items did notrequire confirmation at the remote location.location and verify the discrepant assetsSpecialist would finalize the reconciliation.Denver Public Schools Tracks Over100,000 Assets withAssets SoftwareThe Denver Public School System (DPS) is widely recognized today as one of the best urban schoolsystems in the country. It serves the residents of the City and County of Denver, consisting of 200schools, warehouses and other facilities. Their mission is “…to provide all students the opporachieve the knowledge and skills necessary to become contributing citizens in our society.”Management at DPS is the Fixed Assets Department, whose job it is to assure that(computers and other electronics, furniture, etc.) , are properly accounted for asfederal and state governments. There are four Inventory Specialists in the departmentover 100,000 assets located in over 200 locations within the districtEach year approximately 5,200 assets are added and around the same number areplus some of the assets are moved regularly, making it a challenge to maintainsset Tracking SystemWhen the Denver Public Schools decided to look for a new asset tracking system, theybased on mobile barcode technology. The system should allow them to count their assetsfinancial system, and reconcile any discrepancies on siteThey were also looking for a system that would allow for future growth.Capital Assets Software, the asset reconciliation processAn Inventory Specialist would travel by car to a DPS location and collectHe would then return to the Enterprise Management office where a Data Inputthe asset count into the financial system. The Data Input Specialist wouldand determine which items did not jive with the database. These items wouldrequire confirmation at the remote location. The Inventory Specialist would again travel by car to thethe discrepant assets, and would then return to the office where the Data InputSpecialist would finalize the reconciliation.Denver Public Schools Tracks Over100,000 Assets with CheckMateAssets Software from Dynamic Systemsis widely recognized today as one of the best urban schoolsystems in the country. It serves the residents of the City and County of Denver, consisting of 200schools, warehouses and other facilities. Their mission is “…to provide all students the opportunity toachieve the knowledge and skills necessary to become contributing citizens in our society.”Fixed Assets Department, whose job it is to assure that there properly accounted for asin the departmentover 100,000 assets located in over 200 locations within the district’sEach year approximately 5,200 assets are added and around the same number aremaking it a challenge to maintaina new asset tracking system, they wanted an easy-allow them to count their assetsand reconcile any discrepancies on site in real-time.he asset reconciliation process consisted ofAn Inventory Specialist would travel by car to a DPS location and collectManagement office where a Data InputData Input Specialist would thenwith the database. These items wouldThe Inventory Specialist would again travel by car to thewould then return to the office where the Data InputDenver Public Schools Tracks OverCapitalnamic Systems
  2. 2. Needless to say, the multiple trips by car were not only very time consuming, but expensive. It wasimportant to DPS that their new system have the capability to alleviate these costs and save time.Flexible Software that Integrates with the Financial SystemAfter a formal bid request and submission, Denver Public Schools decided to purchase the CheckMateCapital Assets Software from Dynamic Systems of Redmond, Washington (http://www.a-barcode.com/).It was determined that CheckMate answered their needs for state-of-the-art mobile data collection andreal-time reconciliation. It was also determined that both the software and the equipment offered byDynamic Systems met the criteria for long-term growth within the department. Capital Assets uses aglossary of terms for asset descriptions which makes the set-up of new assets very flexible. Thesoftware also has the ability to connect to the financial system and transfer asset purchase andretirement information to CheckMate as well as upload asset inventory count transactions forreconciliation.Mobile Barcode Data Collection Equipment That Can Grow With FutureRequirementsThe mobile barcode scanner selected was the Psion Workabout Pro3, which has the unique ability to beretrofitted in the field. “We wanted the option to use RFID (radio-frequency identification) in thefuture,” said Rich Maes, Inventory Specialist. “The Psion Workabout Pro3 offered by Dynamic Systems ismodular and can be field-upgraded to add RFID when we’re ready.”Time Savings with CheckMate Capital AssetsToday, the DPS Inventory Specialist is able to travel one time to a location, count assets usingCheckMate, and reconcile that count via a laptop that is connected to the financial system in real-time.“We estimate that the CheckMate Capital Asset system has taken the time to count a large school from1 week down to 3 days, stated Mr. Maes. “Our fixed asset inventory records are more accurate thanever, and the Inventory Specialist is doing the whole job, which frees up time for the Data EntrySpecialist and gives us more control of the reconciliation process.”When asked about the support from Dynamic Systems, Mr. Maes said “Awesome! Our supportspecialist calls me back quickly and works through our issues until we are satisfied.”“We estimate that the CheckMate CapitalAsset system has taken the time to count alarge school from 1 week down to 3 days..”Rich Maes, Inventory Specialist
  3. 3. CheckMate Capital Assets can be used as middleware to a financial system, as is the case at DenverPublic Schools. It is also a stand-alone Asset Management system, and can be used in conjunction withthe CheckMate Suite of software products that include Stockroom (inventory management), Toolroom(tool and equipment tracking), JobData (job costing) and Documents (document tracking).For more information please contact:Rob Freeman, Business Development Manager800-342-3999, ext. 208robf@dsisales.comDynamic Systems Inc.15331 NE 90thStreetRedmond, WA 98052www.a-barcode.com

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