IT Equipment Problem

THE PROBLEM

Fewer than 500 assets?

If you're a small company (up to 100 staff), you may have a spreadsheet of your corporate items. Every year, you print it out and walk around, looking to see where things are. Cost-effective and probably as accurate as you'd be. It's manageable in a 2 hour to 2-day process.

The primary purpose of this audit is for tax reporting: Do we still have all the items we thought we had? Corporations pay a small tax on all their tangible property. If it's missing, they can stop paying taxes.

For small companies, where RFID can benefit is in high-value items.

The reason you might add RFID is the ability to audit items daily or hourly. For most businesses, this is not a requirement. Most business PCs have low street value, and theft/loss isn't a concern.

Examples

  • A restaurant may issue iPads / iPods to staff for ordering. A fast check-in/check-out with RFID makes dealing with 100 iPods a snap.

  • Load tool trucks or Gardening trucks with 50 tools for the days' workload. Inventory trucks when they go out and return. Items left on-site can be retrieved before they are permanently missing.

  • IT AV Equipment or loaner items: You may have a toolkit with $20,000 in parts. A line tester, expensive crimp tools, a scope, and multimeter designed to troubleshoot areas. This rolling loot piñata is easy for end-users to knock off items. Not intentionally, per se, but who doesn't covet the Fluke multimeter over that $29 Amazon special?

Audit time for tool-return trailer

Parameters:

  • 15 seconds per barcode
  • 0.1 seconds per RFID (10 per second)
  • Five days per week / 250 days per year
  • Yearly audit time required

Time Savings

Items per day Barcode Time RFiD Time RFID Each Event
100 104 Hours 45 Minutes 10 seconds
500 520 Hours 3.5 Hours 1 Minute
2000 2,083 Hours 14 Hours 3 Minutes

If your organization doesn't plan to use RFID 'daily' - it won't be cost-effective on a small scale. In this example, if you have five work trucks/carts with 20 items each, that's 100 items per day to scan in/out. 250 events per year / 25,000 item events.

Frankly, it's not possible with a barcode. You can try a barcode sign in/out system. It's too slow. Too cumbersome. People will not use it. With RFID, you can also automate the process -- but that's a different topic, and we will go into that in another how-to.

500 - 50,000 Asssets

Once you get to 500+ assets, your company is probably looking at leases, warranties, product life expectancies.

You're probably putting some permanent asset tags on each item and updating a 'fixed asset' register.

The great thing about RFID is -- it's not more complicated, and it returns over-and-over when it's time to audit the equipment. Additionally, with RFID, you can add doorway audits and track with automated tracking systems like Aura.

Add an RFID tag, and your audit times will drop by 90%+. Our SimplyRFiD Wave Handheld will get you started tomorrow.

Audit time

Parameters:

  • 15 seconds per barcode
  • 0.1 seconds per RFID (10 per second)
Items Barcode Time RFiD Time
1,000 4 Hours 3 Minutes
10,000 41 Hours 28 Minutes
100,000 416 Hours 3 Hours

The reason we only do quarterly audits is: It's impossible to do them more frequently. With RFID, it's possible to do them daily—real-time visibility of your inventory.

These numbers are for a single person performing the audit. With fixed, automated readers, this can be even faster.

50,000+ Assets

Here is where RFID is invaluable. At this point, you'd be moving to a global, automated RFID inventory and tracking solution based on our Pogi server and Aura RFID readers and our Nerv command and control system.

But, let's not confuse fixed-assets with inventory here.

Inventory is re-saleable goods—things you manufacture and sell. Many companies produce millions of these per year. Item-level inventory tracking is also a critical part of the future item-level supply chain - but has different needs. We wrote a how-to for RFID inventory, also, to look more at the problems here.

Typically at 50,000+ assets, you'll be looking at EAM (Enterprise Asset Management) systems. RFID can provide visibility into those systems, but that's a separate issue, and we will add an article on this topic later.

Wave RFID Handheld

THE SOLUTION

RFID makes counting your IT equipment easy, fast, and super-accurate.

Typically, you would tag your IT equipment with a corporate 'asset tag' when you install or receive the item. RFID is the same. You'll use an RFID tag as your asset tag. Associate the item to that tag number.

The difference is all in the audit step. When you use regular barcode or number based asset tags, you don't gain long term speed benefits. Barcodes are great for accuracy, but they don't account for the labor costs that RFID offers.

Cost Savings for RFID

Tags

Tag Cost
Barcode Asset Tag $0.10
SimplyRFiD RAIN RFID Tag $1.00
Cost Difference $0.90 ($2,700 on 3,000 tags)

Audit time

Assuming the loaded rate for an IT Support Tech: $70

Audit Time Cost
Barcode @ 15 seconds per tag 12.5 Hours $875 per inventory
RFID @ 10 tags per second 5 minutes $6 per inventory event

Assuming a quarterly inventory, RFID will break-even in its first year with 3,000 assets. And, will begin payback in future years and allow add-ons like automated tracking and surveillance.

Of course, you'll still need to locate missing items. But, RFID can also record item movement automatically by adding in doorway sensors.

Automating your IT Tracking

But what if you want to get better control of your assets?

IT Equipment Rooms

The most likely first step is an IT equipment room. In this room, you may be storing new laptops for distribution, AV equipment, accessories.

Letting someone in to pick what they like may result in users selecting the incorrect equipment or taking 'early upgrades.' Losing control of equipment distribution will break the budget for your IT team. But, you'll want a day off at some point, and someone will need a new mouse.

Once you start tagging with RFID, you can upgrade to our PAWN system and add Aura readers for automated asset tracking.

A quick automated inventory tracker:

  1. Place an RFID reader at your exit
  2. Place antennas inside and outside your secure room
  3. Aura will keep track of items that move from the room to the outside world. You can add notifications when items move from each location. With a timestamp, you can look at the video to see who took an item.

Doorways / Egress

To secure items, you can place Aura readers around doorways. Alarms will buzz and light up when an event occurs -- like a controlled item approaching the door.

Tagging IT equipment or critical corporate documents with RFID tags vs. traditional barcodes allows this newfound ability.

However, no RF system works on its own. Where these things work best is if you have a security team at the door. When personnel approach, they must open their bag for inspection. RFID will identify items for the security team. If you rely on RFID only, thieves will eventually create a faraday cage bag that can shield the RFID tags from view. RFID is a tool for confirmation speed and not a 100% security solution.

RFID Tags

THE PROCESS

RFID Tags

Please take a look at our TM4 tags for metal-cased items. These are durable, small tags (4 centimeters) and only work well on metal surfaces. The TM7 has a better range if there is room for that tag. And, the TM7 works on all surfaces equally well.

The IQ6 is excellent if you don't know the surface (metal, glass, plastic, or cardboard). They are a bit larger, but they work on everything. The biggest issue is they are often too tall on smaller IT equipment. They do work great on any laptop.

Finally, our TX is great on plastic-front items. They are a low-cost option if you've got a plastic bezel. Warning: Many computers will have plastic exterior but have a thin metal interior frame. Hidden metal can interfere with the TX tag.

Tagging

Place the tag on the item.

Use the Wave handheld to scan the serial number or model number. Use the built-in barcode scanner to add serial numbers quickly.

Wave works with our Pogi Server to exchange and store all your data center information.

Auditing

Once you've tagged your items, it's easy to select a location, scan your RFID Tags, and see 'what's missing.'

Try RFID Risk Free

Includes Wave app, CS108 RFID handheld, Pogi data server access, our starter kit of rfid tags, and an iPod Touch.

Pay just $99/month plus a one-time charge for the iPod of $250. You may provide your own iOS 13 (or later) device in place of the iPod. The CS108 RFID handheld remains the property of SimplyRFiD if you cancel service. You may pre-pay the year for $990 (2 free months).

Get Started