PDA-based Inventory Software

The OrthoGraph Inventory is a flexible inventory software system that runs on PDA (or Windows Mobile touchscreen smartphone) and enables easy and fast inventory of your assets and stocks. Also, the system supports bar code scanners.

You no longer need to handle long lists or use considerable resources for on-site assessment or subsequent data recording. The system replaces paper-based data gathering, saving you time, effort and funds. Get one step ahead of your competitors! In the 21st century, the majority of companies use some kind of information system to record their assets, but the entry and maintenance of the data are most often wearisome. The OrthoGraph PDA-based mobile inventory system has been designed to address this problem.

Most Important Benefits of the Software:

• Time-efficient data gathering - You can conduct the inventory up to 5 to 10 times faster than conventional, paper-based inventory. In the case of follow-up inventory, the time saving is even more remarkable.
• Cost reduction - You can achieve up to 75% reduction in the cost compared to conventional inventory.
• Outstanding productivity - Thanks to this fast and efficient inventory method, you will waste less time.
• Improvement of quality - The number of defects is significantly reduced since handwriting is eliminated during the inventory. Also, there is no need for typing the data in the office because data entry takes place already on the site in a controlled manner. The use of fixed lists both accelerates data entry and considerably improves the quality of the data entry.
• Electronic inventory already on the site - The inventory is prepared already on the site in an electronic form which is compatible with almost all financial and facility management (CAFM) systems.
• Easy review of the data - The inventory is easily reviewable thanks to the structured data handling and fast search function.
• Easy handling - Both the bar code scanner and the PDA can be held in one hand.
• No need for additional assessments - You can record controlled information right on the site: you can employ type, key and mandatory fields, and fixed lists. Any deficiency in data entry is immediately revealed, thereby eliminating wearisome and costly added assessments. In the case of follow-up inventory, the existing information is available and you need only to update it without the need for repeated data entry.
• Easy to track the movement of objects - In the event objects are moved, the system immediately identifies, based on the identification code of the assets (e.g., bar code), the movements between the areas and temporarily places the missing objects in the missing objects inventory.
• Planned demand for time and resources - During the assessment, the user of the software is aided by numerous important statistical indicators, which make the entire inventory process fast and flexible and enable you to plan the resources and time required.

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Most Important Features of the Software:

The system is fully customizable - The characteristics to be assessed during the inventory and the data structures can be pre-defined. You can employ type, key and mandatory fields and fixed lists, which significantly reduce the occurrence of defective data entry and accelerate the inventory. Find out more...

• Team work support - Several persons can simultaneously work together independently. The team work support feature enables surveys to be reviewed easily, while handling even large quantities of data, and makes stock inventory faster. Find out more...
• Bar code scanner support - The software fully supports bar code scanners. Inventory work becomes far more accurate when the user relies on a bar code scanner, which enables the entry of the identification data into the database by just the click of a button instead of performing the data entry by the repeated and manual copying of the information.
• Support of financial and CAFM systems - The architecture of the system allows also for the easy connection of the database to financial as well as facility management systems, thereby enabling the easy integration of the system with the existing and operating technology. Find out more...
• Fast and safe handling of large quantities of data - Enter as much data as necessary!
• Preparation of statements, inventory sheets and reports - Statements can be prepared about the assessed data and activities of the workers. This may even serve as a basis for the settling of accounts, help determine the person responsible for the stock, and obtain a signature for the inventory sheet.

The software package supplies everything that may be expected of an inventory maintenance program: speed, safe and organized handling of large quantities of data, bar code support, search function, the complete elimination of paperwork, and the elimination of subsequent data recording. In addition, all of these functions are available right on the site of the inventory!

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Learn More about the Operation of the OrthoGraph Inventory Software

The system consists of two software elements: a PC component (ProjectManager) and a PDA component (Inventory).

Most Important Functions of the OrthoGraph Inventory:

• Recording of the hierarchy of areas
• Recording of the characteristics of areas
• Recording of the stock with assignment to areas
• Recording of the characteristics of the stock
• Moving of stock
• On-site support of follow-up inventory
• Creation of a missing objects inventory
• Display and editing of the existing list of stock during follow-up inventory

Most Important Related Functions of the OrthoGraph ProjectManager:

• Handling of users
• Provision of database connection
• Division of the work and unification of the findings of the assessment - team work
• Easy printing of inventory reports
• Preparation of statements and inventory sheets
• Identification of lists of characteristics to be assessed and data structures
• Identification of fixed lists and mandatory data
• Provisions of Excel, XML, PDF, TXT outlet formats for fast data analysis

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Structured data handling

The system handles the logical structure and relationships of areas in a tree structure. The levels of the tree structure progress from larger units to smaller ones (e.g., plot, building, floor, and room). With the help of the OrthoGraph ProjectManager, we can predefine the types of the levels of the hierarchy. During the survey, the OrthoGraph Survey works with the recorded structure. Various zone types may be created within each level of the structure, with the help of which neighboring logical structural elements can be visually well distinguished and assigned by various properties (e.g., tenants or organizational units can be separated and parts of an area can be separated on the basis of their wall finishing materials, etc.). The structural arrangement largely enhances the user's ability to view the data both during the inventory and the subsequent data usage. On-site inventories begin with the identification of the structural arrangement.

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Definition of Characteristics

Afterwards, the properties of the data to be recorded during the inventory are specified. These properties are information whose recording considerably increases the usability of the inventory. These data can be textual (e.g., postal addresses), numerical (e.g., floor number, financial identification numbers), or bar codes, and fixed lists (e.g., when recording condition, the elements of the fixed list may be good, reasonable, and poor). In addition, marking squares, images, and file attachments can be used. Objects located in the given area can then be assigned to the areas (zones). The possible types and parameters of those objects have to be predefined in the OrthoGraph ProjectManager. During the on-site inventory, the user can choose from those predefined object types, which largely facilitates unified data handling and the preparation of subsequent analyses.

These predefined object types can be arranged in a tree structure for better transparency, similarly to the physical structure, which enables the user to find the assessed object (e.g., plumbing fixtures/sink) within moments. This is facilitated also by the graphic preview image. The system largely supports the maintenance of the inventory: the objects can be simply moved and searched for (for example, with the help of bar codes), missing objects inventories can be devised, and missing elements can easily be tracked. With the help of the system, the actual location of objects that have been moved between old and new stock inventory can be entered into the inventory with a few clicks.

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Team Work

In the event of large-scale stock inventory, it may be necessary to divide the work among several persons. The OrthoGraph ProjectManager's plan division function serves this purpose as it enables the marking in a predefined physical structure of which user has to perform which part of the work. Each user then has to download to PDA only the file that is assigned to him or her, and upon completion of the work, the partial findings are unified by means of the ProjectManager in the central database or a plan file.

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Flexible Data Processing

The system, thanks to its openness, is easily connected to any database. This may be possible by the simple use of XLS or XML outlets or the devise of a one-time customized connection module. By means of the latter, the OrthoGraph inventory system may be integrated into any modern information system. Certain connection modules are already available, including the one developed for vintoCON's ArchiFM facility management system.

To see what the difference between the OrthoGraph versions are please check the Comparison Chart.

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